TREASURER TRAINING RESOURCES

1. TREASURER TRAINING RESOURCES

2. MONTHLY AND ANNUAL RESPONSIBILITIES

3. Monthly Responsibilities • Attend all meetings and give financial updates as requested by officers and Kiwanians. • Manage the club’s bank account. • Record the club’s income and expenditures on a weekly basis. • Collect all leftover monies from club projects. • Collect dues from new members, update them through the Membership Update Center, and submit the dues to International. • Develop an in-depth financial report for Board of Directors Meetings.

4. Annual Responsibilities • Obtain the previous year’s financial records, and keep your own. • Prepare a budget for the Key Club Year. • Ensure that the first dues payment is in on time. • Train the treasurer-elect, and give him/her your records after District Conference.

5. PAYING DUES

6. How Much Are Dues? • International: $6.50 • District: $4.50 • Clubs may add additional fees.

7. What Are Dues Used For? • International: • Club and district resources, office administration • Youth Opportunities Fund (YOF) • Key Club literature. • District: • District board expenses • General administration • Florida Opportunities Fund (FLOF)

8. When Are Dues Due? • Early Bird Dues are due by Nov. 1st. • By doing this, you can improve your club’s chance of receiving District Awards including the Early Bird Patch and improves your club’s officer’s chances at being distinguished. • For the best chance of receiving this, send your invoice on Oct. 15th. (More on this later) • The final date for dues to be received is Dec. 1st. • At this point, clubs are marked as delinquent, and the club and its members are no longer in good standing.

9. Schedule for Early Bird Dues First Meeting: Announce the total cost of dues. September 6th: Use email or text messaging to announce that dues and member information are due. September 13th: Contact members who have not paid yet. September 20th: Double check to make sure you have all the required information and money. October 1st: Access the Membership Update Center with the password your faculty advisor created. October 4th: Review the school’s dues policy with your faculty advisor. October 10th: Generate and Print your Membership Center Invoice. October 11th: Provide your bookkeeper with the invoice, and request a check. October 15th: Make sure check is being mailed to Key Club International.

10. Using the Membership Update Center • The Membership Update Center is open on October 1 for clubs to start entering members. Entering members should be done by the club secretary. • Go to www.floridakeyclub.org/dues. • Click on “CLICK HERE TO PAY DUES” which will take you to the Membership Update Center login page. • Use your advisor’s email address and password that your advisor set up to login (see below for password set-up instructions). • After you’re logged in, fill in the information or edit the information for all members (for example, delete graduated seniors). • Once your club membership is completely updated, print the invoice and mail it with the dues check or credit card information to the address on the invoice.

11. Using the Membership Update Center (Continued) • The first time you use the system, do not fill in your email or attempt to put in a password. Instead, click Register/Reset Password the first time you attempt to use the Membership Update Center. • Enter the faculty advisor’s email address on record and a hyperlink will be sent that email to set up your password. • Check your email and your spam folder for the email. • If an advisor or club secretary is having problems accessing the information, send an email to member services with the problem AND include all of their contact information for updating (club’s full name, your name, email, phone). This information must be emailed. • Clubs can now begin entering members (go to Six Easy Steps to Pay Dues above).

12. Further Information on Dues • More information can always be found at: • http://www.floridakeyclub.org/dues • Talk to your Lieutenant Governor, Zone Administrator, or District Treasurer.

13. DEVELOPING A • CLUB BUDGET

14. What is a budget? • What is a budget? • Why plan? • What are the components of a budget?

15. Income Portion of Budget

16. Expense Portion of Budget

17. FUNDRAISING

18. Why do we Fundraise? • To generate enough funds to support both our administrative and service accounts, we fundraise. • While it takes some creative thought and effort, there are three basic categories to fundraising: • Services • Sponsorship • Sales

19. Service Fundraisers • Doing odds jobs and small tasks is a great way to earn funds for any organization. • Examples include: • Bagging Groceries • Car Washes • Performing odd jobs for minimal cost

20. Sponsorship Fundraisers • Fundraisers where you seek sponsors can be a lot of fun since they can be paired with social events: • Bowl-a-thons • Dance-a-thons • Walk-a-thons • Also, you can seek corporate sponsors by selling advertisements or by telling them they can make a tax-deductible donation.

21. Sales Fundraisers • Organizations like the Girl Scouts are successful because of a product. • Key Club International and Kiwanis both have licensed merchandise: • www.keyprofits.com: Lollipops, Candy, and Smencils • www.kiwanispeanutday.com: • Trail Mix and Nuts

22. Project and Budget Resources • District Treasurer (treasurer@floridakeyclub.com) • Your sponsoring Kiwanis Club (their club treasurer) • www.FloridaKeyClub.org > The Eliminate Project Idea book • www.KeyClub.org > Fundraising Projects (search) • Advisors, Teachers, Parents

23. THE FLORIDA OPPORTUNITY FUND (FLOF)

24. What is FLOF? • FLOF, or the Florida Opportunity Fund, is a grant for service projects specifically in the Florida District. • With FLOF your club can receive up to 2/3 of the funds necessary for a project between the amounts of $100 and $1,000. • Only clubs in good standing can apply.

25. How to Apply for FLOF • Go to www.FloridaKeyClub.org/FLOF • Click on the FLOF Application button • Follow instructions and fill out application • Applications must be received by May 15th for all projects between June 1 and September 30. Grants will become available again on October 1. • You may submit an application before October 1; however, you will not receive your grant until after October 1.

26. How to Apply for FLOF:The Conclusion and Follow-up • For projects before March 1, clubs must submit their Part VIII “Follow-Up” report by the earlier of within three weeks after project completion or the beginning of an ongoing project or by March 5. • If clubs do not submit their Follow-Up Report or do not account for the money spent, they will need to return all FLOF funds to the District, will be ineligible to receive awards at the upcoming District Conference, and will be ineligible to receive a FLOF grant of the current and next year.

27. The Youth Opportunity Fund • The Youth Opportunity Fund (YOF) is International’s grant program. • They will provide funding for projects between $200 to $2,000 once a year. • Clubs will receive decisions for funding around mid-January.

28. How to Apply for YOF • This is a paper application that you need to print, fill out, and mail to Kiwanis International Foundation. • Applications can be found at http://www.keyclub.org/service/fund/yof/yofgrant.aspx • Applications must be postmarked by October 15. • You must have an adult advisor to apply (Faculty/Kiwanis advisor or a school administrator). • Submit a final written report within 2 weeks of the completion of the project. • Use all grant money for the purposes detailed in your application. • Keep accurate financial records and include the records in your final report. • KEEP ALL RECEIPTS.

29. Further Information • If you have any questions or concerns contact your Division’s Lieutenant Governor, your Assistant Administrator, or District Treasurer Kristen Truong. • More information is always available at: • http://www.keyclub.org/ • http://www.floridakeyclub.org/