THE 2015-2016
dues
manual brought to you
by the Treasurer’s Committee
GPSFXPSE Submitting dues during the fall and periodically throughout the term is one of the primary duties of a Club Treasurer. Enclosed in this manual you will find step by step instructions on how to submit your club’s dues efficiently and sucessfully, methods to encourage dues payment, and ways to promote membership growth & retention.
%*3&$5*0/4 for? s e u d re What a
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Pr om ot ing du es
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ES U D Y PA O T HOW
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C o ll e c t in g
dues
Me mb ers hip Ap plic ati on
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Me mb er sh ip Re te nt ion
S E T A D S E U D
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What are dues for? When a member pays the membership fee, they are officially a KI- WIN’S member. By enrolling the members, it helps the KI- WIN’S district keep track of how many members your school has which is helpful on the school, division, and district level.
Break Down of Dues INTERNATIONAL:-$7 of the $13.50 goes in use for Member- ship Card, pin, handbook, Adminis- trative Budget, and International Budget. KIWIN’S District:-$6.50 of the $13.50 goes in for Administrative Budget, District Board, Committee Bud- gets, and Scholarships.
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Turning in dues qualifies members to go to Fall Rally and District Convention. These two major events involve all of 9 divisions. By going to these events it pumps up members to be more involved in KI- KI WIN’S. By hyping up your club, it can cause others to join.
Tips for Dues- -add a surcharge be- tween $0.50-$1.50 to make profit for your club. -When collecting dues try to be really organized. Missing money can be a pain. -Try to get in your “Early Bird” dues! (Must be RE- CEIVED by Novem- ber 1st.)
Incentives
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You become an Official Standing Member of KIWIN'S and Key Club International!
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Your service hours are recorded and counted as official community service hours!
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You are eligible to go to Fall Rally and District Convention! (Clubs that have their dues turned in by November 1st will be recognized with “Early Bird� dues at DCON!)
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Go to http://www.keyclub.org/muc
Input your email and password. If you do not know what your password is, talk to your Kiwanis advisor or the immediate past treasurer/secretary (the same ac-足 count is used every year for each club). If you do not already have an account, set one up with your club advisor. Contact Kathy Bui, District Treasurer, or email memberservices@kiwanis.org for troubleshooting.
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Click on the “Membership Update Cntr” icon on the left of the page
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From here, click on “Members”.
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Delete ALL members (INCLUDING RETURNING MEMBERS) by checking the boxes under the “Delete” column on the very left hand side.
After deleting all your members, click on “Add New Member” towards the top of the page.
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Make sure to fill out all required information and to spell their name correctly as you cannot edit the name once a member is submitted. However, addresses, phone numbers, and emails can be changed. Use the “Graduation Year� to better organize the members of the club. Upon filling out the information, don’t forget to click save at the bottom of the page!
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In order to add a group of members (maximum 10 at once), click on “Bulk Add Members”.
As stated before, you cannot change the name once you save a member, so make sure to spell the member’s name correctly. Save after adding the members.
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To edit the member’s information, click “Members” and the pencil icon under the “Edit” column. Proofread over everything to make sure it is perfect.
Click the “Finances” box on the right of “Members” when you are ready to print the invoice. Check the box of the order you want the invoice for. Then, click on “Print Invoice and Pay By Mail”
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After the invoice downloads onto your computer, print out at least two copies of the invoice (to be safe). Fill out the three lines of contact information on the invoice. Make sure to follow all the directions on the invoice and make checks payable to Key Club International.
Congratulations! By com-足 pleting these 12 steps, you will have successfully sub-足 mitted your dues!!!
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#BOL "DDPVOUT School bookkeeper/ASB account
• Go to your school bookkeeper & deposit dues money • Request a check & receipt
Kiwanis account
• Submit the dues cash to your Ki wanis club’s treasurer with the invoice • They will deposit the money for you and give you back a check
Advisor’s personal bank account
• Deposit the dues money into your account • Write out a check and mail it in with the invoice
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$PMMFDUJOH TIP: Make sure to always collect dues money with your completed membership application form, do NOT let yourself or your board collect one without the other in order to stay organized and accurate
CLUBS THAT HAVE LESS THAN 50 MEMBERS
• Best if you collected all dues money and membership applications yourself so you can personally keep track • Collect money at the beginning/end of weekly club meetings • Keep 2 separate envelopes for applications & money • Don’t carry too much cash around with you at a time • Remind your club every week on the powerpoint to turn in money • Keep track of people who have turned in dues on “Notes”/Google docs on your phone to double check later on
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%6&4 CLUBS THAT HAVE 51-100 MEMBERS
• Assign Executive Board members ONLY (President, Vice President, Secretary, Treasurer) portions of members by last names - Example: President takes A-F;; Vice Pres takes G-L;; Sec- retary takes M-R;; Treasurer takes S-Z • Tell members which Exec board member to turn dues & membership application into based on last name • Create a Google doc to share to all your Exec board and update Members’ names who have paid to double check later on
CLUBS THAT HAVE 100+ MEMBERS
• Set up a table at your meetings for members to line up single file at to turn in dues & membership application • Have secretary write down names of all members that turn in dues, while treasurer sits next to him/her to collect money in a cash box • Do NOT collect dues haphazardly throughout the school day, you WILL become confused and mixed up with the money & membership applications
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membership application samples
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The basics of the membership applica-足 tion are name, grade, gender, and email. These are the four main things the Membership Update Center asks for. You can also ask their interests for future reference in case of recognition. Remember to also include Safety Medi-足 cal release forms found on kiwins.org
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Membership Retention keep your eyes on the BIG picture
B
oard
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Keep your board accountable
Provide consequences for underperformers and shout out high achievers at general meetings.
Have board members introduce themselves to general mem- bers one on one to seem more approach- able
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Utilize Class Reps to hand down secretaries’ in- formation. Encou- rage general members to give feedback to class reps.
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**Remember it takes about a week to mail your dues to Indianopolis
OCTOBER 1, 2015
Membership Update Center opens, meaning you can start registering members
NOVEMBER 1, 2015 Early Bird Dues
%6&4 NOVEMBER 30, 2015 Official Dues
Remember you only need 15 members to pay by this date, so you do not have to wait for every single member to pay to send dues in!
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DECEMBER 1, 2015 Delinquent Status Frequent emails from the District & International to pay dues
FEBRUARY 1, 2016 Suspension
Club is in risk of inactivation & cannot attend District Convention
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OCTOBER 1, 2016 Inactivation
Clubs that still haven’t paid dues by then will be considered inactive
To reactivate:
If your club is currently suspended, send in a roster of 15 members, their dues, & a $100 reactivation fee along with a note to the payment notifying it is a reactivation fee otherwise it will be mistaken as a donation by OCTOBER
1, 2015
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Thank you for reading the 2015-足2016
Official Dues Manual For questions & comments please contact: KATHY BUI
District Treasurer kiwins.dtreasurer@gmail.com
CHARISSA NGUYEN District Convention Chair kiwins.conchair@gmail.com
IRIS SHIM
Camarillo President irisshimm@gmail.com
JUSTIN LIEB
Turqoise Divisional Treasurer funds4turtles@gmail.com
ASHLEY KIM
Glen A. Wilson Treasurer ashleykim3999@gmail.com