CNH KIWIN’S
TREASURER’S MANUAL R
OPENING Hello CNH KIWIN’S Treasurers! My name is Justin Lieb and I will be serving as your District Treasurer for the 2017 - 2018 Term! I am more than excited to get to know and work alongside each and every one of you this year. Part of my approach this year is to make the treasurer-ing process a more seamless experience for our officers. This is why for the 2017 - 2018 term, I am only putting out two manuals for treasurers: The Treasurer’s Manual (this one!) and The Fundraising Manual. All of the content from previous years will be in these two publications, but it is condensed down into a more digestible format so you don’t have to shuffle through several manuals to find one bit of information. This manual contains almost anything you can think of for your term: navigating the MUC, turning in TRAs, your general role as club treasurer, and more! USE THESE RESOURCES; I promise you they are helpful! If you have any questions at all, please do not hesitate to contact me! Yours In Service, Justin Lieb facebook.com/dtreasurer (805) 328 1896 kiwins.dtreasurer@gmail.com
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CO N TE N T S 3
Treasurer Duties
Treasurer Report Article
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Why Pay Dues?
Membership Update Center
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T R E AS UR E R D UT I E S
D U TI E S TREASURER TO DO LIST: ATTEND
ALL CLUB EVENTS AS WELL AS DIVISIONAL AND DISTRICT FUNCTIONS
MANAGE LEAD*
ALL FINANCES AND BUDGET ITEMS
PLAN AND EXECUTE ALL CLUB FUNDRAISERS. CREATE IDEAS AND STRIVE FOR THE BEST EVENTS POSSIBLE!
CONTACT WORK
SCHOOL ADMINISTRATION REGARDING FINANCIAL/FUNDRAISING MATTERS
WITH SECRETARIES TO COMPLETE MRFs (Monthy Report Form). ON IT, THERE IS A SECTION FOR FUNDRAISERS.
SUBMIT
TREASURER REPORT ARTICLES (TRAs) ACCURATELY AND ON TIME (SEE PAGE 7 FOR GUIDELINES).
KNOW
THE KEY CLUB INT’L STRUCTURE AND BE ABLE TO QUICKLY EXPLAIN KIWIN’S TO POTENTIAL MEMBERS
SPEAK
WITH ADVISORS AND CONSISTENT BASIS.
BOARD
MEMBERS
ON
A
* Consult the Fundraising Manual (Release July 2017) for more information.
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T R E AS UR E R RE POR T A R TI C L E
TR A ? WHAT’S A TREASURER REPORT ARTICLE? The Treasurer Report Article (usually referred to as a TRA) is a document that club treasurers complete to showcase their best fundraiser of the past two months. Starting June 2017, the TRA will have two sections: the first section is a PDF that treasurers complete, and the second section is a Google Form to gain further insight into the club level’s concerns and to schedule calls. The District supplies a template for Part 1 (see page 8 or bit.ly/treasurers) or you can make your own! Part 2 can be found at bit.ly/**month**tra ( as an example, June would be bit.ly/junetra). These are submitted on the 28th of every even month (June, August, October, December, and February). The best TRAs will be showcased in Treasurer Talk updates
1 District
KIWIN’S
$32.00
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BREAKDOWN PICTURE: ATTACH A PICTURE FROM YOUR EVENT.
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1
NAME: PUT YOUR FIRST AND LAST NAME
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SCHOOL: WRITE DOWN YOUR SCHOOL
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NAME OF SUBMISSION: PUT DOWN THE NAME OF THE EVENT YOU CHOSE
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EVENT DATE: PUT DOWN THE DAY THE EVENT WAS HELD
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FUNDRAISING GOAL: HOW MUCH DID YOU THINK YOU WERE GOING TO MAKE ?
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NET PROFIT: HOW MUCH MONEY DID YOU ACTUALLY MAKE?
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TOTAL EXPENSES: WHAT COSTS DID YOU HAVE TO ACCOUNT FOR WHEN MAKING THE EVENT?
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PURPOSE: WHY DID YOU PLAN THIS EVENT? WHAT CAUSES ARE YOU SUPPORTING?
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BRIEF DESCRIPTION: GIVE A SHORT SUMMARY OF THE EVENT
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ARTICLE: ADD ANYTHING YOU WANT! SUPPLEMENTS, ADIVCE, MORE DESCRIPTION, ANYTHING!
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TR A OV E R V I E W 2 3
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4 5 6 7
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PA R T 2 THIS IS A SAMPLE FROM THE JUNE TRA PART 2 (BIT.LY/JUNETRA). EACH MONTH’S SURVEY WILL LOOK SIMILAR TO THIS.
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PROCESS 1. FILL IT OUT!
Fill out the TRA in the folder bit.ly/treasurers. There is a Microsoft Word file as well as a PDF version depending on your editing situation. Feel free to create your own format as long as you include all information!
2. SAVE AS PDF
Once you finish, be sure to save your document as a PDF in this format: YYMM.School.Division
3. OPEN YOUR FOLDER
By now you should have been sent a folder with your school’s name by either Justin Lieb or your division’s LTG. If so, open that Google Drive Folder! If you don’t have access by submission time, please speak with Justin and email it to kiwins.dtreasurer@gmail.com
4. UPLOAD! 5. SURVEY Now, fill out the survey Part 2! The link is always bit.ly/*monthname*tra. This is also a mandatory part of the TRA!
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WHY PAY DUES ?
DUES? WHAT ARE DUES? Membership dues are annual fees collected to help keep our organization running. Even though it is a lot of money for some, ultimately all of this money gues to serving you! Dues help pay for all sorts of things that enhance the members’ KIWIN’S experience. Our district’s membership dues amount to $13.50. Below is the breakdown!
$7.00
$6.50
Membership Cards & Pins Administrative Budget International Board Budget Key Club Magazine International Converntion
Administrative Budget District Board Budget District Convention Fall Rally North and South Member Insurance Leadership Development
District
International
$X.XX Club
Clubs can add an extra amount to enhance the member experience. YOU CANNOT CHARGE MORE THAN $23.00 TOTAL. Keep your price reasonable; you dont’t want to deter prospective members!
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B E N E FI T S WHAT YOU GET
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Members will be considered official members of Key Club International and can use their membership to apply to college.
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Member’s community service hours will be officially documented and will count as verified hours served.
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Members are elligible to attend district events such as Fall Rally, District Convention, Awake-a-thon, and more.
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Clubs who turn in dues before Nov. 1st are recoginized at District Convention for meeting the requirements of “Early Bird Dues.”
AND MORE!
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C OL L E C TI N G SMALL CLUB
< 50
Keep things personal. It is easier if you to keep track rather than splitting it up. Thiswill only cause confusion. Collect dues at every weekly club meeting leading up to the deadline. Do not go through the stress of trying to collect them during passing period or in classes you have with your members. It seem easier for them, but it will take a toll on your organization and integrity. Try to keep an updated list of people who have and have not turned in dues so that you can contact them directly if needed. Remind your club through any mean of social media or connection that is widely known (like Remind 101 or Facebook)
MEDIUM CLUB
50-100
Divide members alphabetically and equally distribute them to only your executive board (President, Vice President, Secretary, Treasurer) Again do not collect them haphazardly during the day. Create an online document (like Google Docs) shared with the board with a list of those who have and have-not turned in their dues.
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CO N T’ D LARGE CLUB
> 100
Beforehand have publicists make the dates of collection clear. Try to have solid means (more than one) of communication whether that is Facebook, Remind 101, or even your school’s morning announcements. With a club this size, large scale communication is a must. Set a table at your meetings where you are collecting dues from a single file linethe whole time. Make sure to have a designated spot for money verses application. If you’d like to split up the lines alphabetically, make sure everything is just as clear and only executive board is involved in organizing it. Definitely do not collect dues any other time then meetings.
WARNING
If your ASB, School Administration, or other overseeing body’s rules contradict these suggestions, follow their guidelines first. For example, some schools do not allow students to dirctly work with cash or checks.
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SAVE THE DATE! SEP A
B
C
D
NOV
K JAN
OCT E
F
G
H
I
J
DEC L
M
FEB
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EVENTS A B C D E F G H I J
Early September: Have a board meeting to discuss dues
K
November 1: Early Bird Dues Deadline
Early-Mid September: Dues Webinar (stay tuned for date!)
September: Begin your general meetings during the school year
September: Pass out applications and remind members to fill out
October 1: Membership Update Center (MUC) opens.
L M N
December 1: Regular Deadline
December 2: If dues are not paid (15 members in MUC), club is now in delinquent status.
February 1: If dues are not paid, club is now suspened.
October 1-16: Collect dues and membership applications
October 17: Fill out the MUC.
ALL YEAR
October 18: Print out invoice or pay with a credit card
Once your first 15 members are paid for by the deadline, you can add members for the rest of the year (however, members added after February cannot attend District Convention).
October 19: Give it to Kiwanis, bookkeeper, ASB, etc.
Donâ&#x20AC;&#x2122;t discourage members from joining if they submit after the Regular Deadline!
October 23: Mail invoice + check to KCI. Check MUC several times to make sure payment went through
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M E M B ER S HIP UP DA TE C EN TE R
MUC? WHATâ&#x20AC;&#x2122;S THE MEMBERSHIP UPDATE CENTER? The Membership Update Center (usually referred to as the MUC) is the hub for signing up new members and paying club dues. Normally your log in information will be with your advisor, so talk to them to get started. At keyclub.org/MUC, you can log in and begin imputting membersâ&#x20AC;&#x2122; information. The following instructions will help guide you through this process. Be sure to familarize yourself with this system ahead of time. Several times over the years the high volume of traffic around the deadline has caused the site to crash or have other errors. Although the dues timeline recommends dates to be finished, I highly encourage you to finish the MUC step a week or so before the recommended date.
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STEP 1 1. Log in Go to keyclub.org/MUC. The same account is passed on every year, so ask your faculty advisor or immediate past board members for the account login information. If you’re still missing the password, click on the “Register/ Reset Password” then enter your faculty advisor’s email and an automatic email will be sent to his/her email. If your club is new, set an account up with your advisor. If you’re still experiencing difficulties, email memberser vices@kiwanis.org or call 1-800-KIWANIS ext. 411.
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ST E P 2 2. Update Dash A. Click on the “Membership Update Cntr” icon on the left side. B. Make sure that all the information listed is correct and update anything that has changed. C. Make sure that the Club Officers column is on the right term and click on the plus sign to add the names of club board for the new term. D. If there is an amount listed under “Financial,” make sure that balance is paid off
RANDOM HIGH SCHOOL
RANDOM KIWANIS CLUB
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STEP 3 3. Delete Roster Once you have finished the previous tasks, click on the “member’s tab at the top of the page. It will look like the item below:
Next, delete all members (Including returning members) by checking all of the boxes under the “Delete” column on the right hand side.
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ST E P 4 4. Start Adding Depending on how many members you are adding at a time and how much information you want to include, you can choose “Add New Member” which will allow you to input a lot of information about one member, or choose “Bulk Add Members” which allow you to add up to ten members at a time and require less information.
Add New Member Section
Bulk Add Members Section
Depending on what you chose, the required information will be different, but the important thing to remember is to make sure to spell the member’s name correctly, because once it’s inputted, you cannot change it!
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STEP 5 5. Finish Roster Proofread over your whole roster to make sure that you didn’t make any mistakes. If you do find a mistake, click on the “Edit” pencil icon. Once your roster is complete, you can submit it by clicking, “Roster Complete Print Invoice”, but you must be absolutely sure the information is correct, because once you print the invoice, you will be charged! You will be asked to confirm that you want to finalize and print your roster.
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ST E P 6 6. Pay Dues! Under the Finance tab, you will find your open orders. You will have two options, to pay by mail with a check, or to pay with a credit card! THERE IS NO CASH OPTION. Depending on what you choose, these final steps will be a little different. If you pay with a credit card, you will be asked to provide your credit card information. If you pay by mail, you will need to print the invoice out. Make sure to save an extra copy of the invoice because it will be very hard to get another copy of the invoice later on.
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STEP 7 7. Invoice
$$$
This is the last step is only for those that are mailing! After you print your invoice, fill out the 3 lines of contact information. Then, follow all the steps that are on the invoice, and make the check payable to Key Club International and include the invoice in the same envelope when mailing it!
The address to mail dues to is: Key Club International 3636 Woodview Trace Indianapolis, IN 46268-3196 USA
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R
T H AN KS FOR R E A DI N G ! J USTIN LIEB District Treasurer (805) 328 1896 kiwins.dtreasurer@gmail.com facebook.com/dtreasurer