F L O R I D A | K E Y C L U B

Micki Hall; District Treasurer July 2010

Micki Hall; District Treasurer

Newsletter For All Treasurers In The

Mighty Mighty Florida District

Official Newsletter of the Florida District of Key Club International’s District Treasurer

July, 2010

Introduction of the

Treasurers of the Mighty Mighty Florida District, My name is Micki Hall and I am your 2010-

2011 District Treasurer. This newsletter you are receiving will be one of your main tools throughout the year. It will include topics such as dues, budgets, and fundraising ideas. These newsletters are made because your position is one of the most important in your club, and my position is to serve and help you with anything you need.

In the next year, make sure you stay organized, always ask for help, and utilize the resources that you are given such as the members of your sponsoring Kiwanis Club, your Lieutenant Governor, Assistant Administrator, and your District Treasurer (ME! ☺) For everything you need to do, I

will be providing tools to help you along the way. I am at your service 24/7! I am looking forward to this next year especially since I have met or emailed a great majority of you and I can already tell that our clubs are in the hands of responsible and caring club treasurers. If you need any help with anything, please feel free to email me, text me, or facebook me. ☺

Yours in Service,

Micki Hall

District Treasurer 2010/2011 Florida District of Key Club International

Introduction to the New Year

………………………………….….…….Page 2 Contact the District Treasurer

………………………………….….…….Page 2 Florida District Goals

………………………………….….…….Page 2 SMART Goals

………………………………….….…….Page 3 Fundraising Ideas and Projects

………………………………….….…….Page 4 Governors Projects Ideas

………………………………….….…….Page 4 Treasurer Schedule for Early Bird Dues

………………………………….….…….Page 5 Creating a budget

………………………………….….…….Page 6

I n t h i s i s s u e !

F lor ida Di s t r ict GOALS

New Year

70% clubs with Early Bird Dues

20 ,000 members.

Contact ing the

Treasurer Email: Treasurer@FloridaKeyClub.com

Cell phone: 954-850-3174 I have unlimited texting,

So feel free to text me anytime.

Facebook: Facebook.com/ismphoto

I n t r o d u c t i o n

Join the official

2010/2011 Club

Treasurers of the

Florida District

Facebook page!

http://www.facebook.com/group.php?gid=103721213014019

July, 2010

S M A R T Goals

Specific

Measurable

Attainable

Realistic

Timely

Creating SMART Goals

I am sharing with you on this page something that I keep with me whenever I am setting goals

for anything. Whether you want to have your dues collected by a certain time, raise a certain

amount of money, or reach a new amount of members, make sure all of your goals fit these

criteria. This will help so much!

S – Straightforward and emphasize what you want to happen. Try to answer who, what, where, when, which, and why in any goal you set.

M – If you can’t measure it, you can’t manage it. Choose a goal with measurable progress, so you can see the change occur. How much? How many? How will I know when it is accomplished?

A – You can attain almost any goal you set when you plan your steps wisely and establish a time frame that allows you to carry out those steps. The more out of reach the goal is, the less likely you will do it.

R – To be realistic, a goal must represent an objective toward which you are both willing and able to work. Make sure the skills you need are available, you are financially set, and are not too optimistic in your goal.

T - Set a timeframe for the goal: for next week, in three months, by 12th grade. Putting an end point on your goal gives you a clear target to work towards.

July, 2010

Barbecue Dinner o This is an especially good project to do during the early fall. Food usually can be secured

wholesale. This project would be ideal before a school sporting event. Sell tickets prior to the dinner, and make sure you promote the event.

Bake-Off o Sponsor a bake-off, perhaps between the high school athletic teams, clubs, and faculty.

This could become a fund-raiser where your club could charge an entry fee. After the competition, sell the baked goods during a school lunch hour or after school.

Button Sales o During sporting events, sell buttons with pictures of athletes in uniform

Car Wash o A pancake breakfast can be a high profit fund-raiser. It also can be fun, easy to organize,

and an excellent joint Key Club-Kiwanis project. Don’t overlook the sale of placemat advertising. The income derived from ad sales often exceeds the breakfast receipts.

Fundrais ing

Fundraising Ideas and Projects All clubs need to start fundraising for something whether it is a really cool trip your

club is making to the zoo for a service project, District Convention 2011, or to donate to your favorite organization! Every month there will be new fundraising ideas and

although the ones in this issue are fairly simple, they can raise a lot of funds and are simple to put on.

Governors Project Corner As a club treasurer, you are required to fund raise for the Governors Project, SNAP. My

goal is to get as many fundraising ideas out to you as possible so you can have an easier time raising money. This section will include new ideas and fundraisers in every newsletter.

So keep a look-out!

What organizations can we raise funds for? Almost as important to raising the funds is knowing where to donate the funds to. The links to these organizations are the direct links to donate. It is real easy and they are great causes!

• Horses for the Handicapped - http://www.handhmagic.org/php/HHIndex.php?page=Donate • Special needs clubs and programs in your school and community (i.e. ESE and Best Buddies

http://www.bestbuddies.org/donate) • Operation Smile - https://secure.operationsmile.org/site/Donation2?df_id=4040&4040.donation=form1 • Federation for Children with Special Needs - https://fcsn.org/giving_events/donate.php • Queen of Hearts Foundation for Disabled Children - http://www.qofh.org/donate.htm • Special Olympics -

https://secure.specialolympics.org/site/c.mlIYIjNZJuE/b.5140039/k.2C9F/Donate_Now/apps/ka/sd/donorcustom.asp?msource={WDdoorg0609}

If you have any questions on what could be considered SNAP, ask Governors Project Chair Naveen

Chinthapally (Division14A@FloridaKeyClub.com) or Governor Rene

(GovernorRene@FloridaKeyClub.com)

July, 2010

T r ea su re r S c h e d u l e F o r Early Bird Dues

Prior to first club meeting: Make sure to visit http://www.FloridaKeyClub.com/Dues and make yourself familiar with the documents on

the website that pertain to dues (i.e. Dues Instructions, Everything you need to know about dues, etc.). Make you sure understand the dues process entirely before you begin your dues process.

First club meeting: Announce the amount of dues (club, district, and international) and who checks are to be made out to if not paying with cash. The amount of your dues must be defined in your Bylaws and must include at least the $11

for district and International. If your meeting is before September 1st, give members two weeks to turn in their dues. If it is after September 1st, give members two weeks to turn in their dues. Along with dues, request any information you want to have on your members. For dues payment processing at the Member Update Center, you should at least provide for each member their club office, name, city, year of graduation, and gender. Inform members where the officers are in the morning, at lunch, and after school so they can turn in

dues whenever they have them. September 5th:

Send an email or text message to your members reminding them that their dues are due today and to meet them before school, at lunch, or after school with their dues and information.

September 12th: Continue collecting dues. To the members who have not turned in their dues, call personally, send emails, and text them to encourage immediate dues collection.

September 19th: Collect all dues and member information.

October 1st: Get your password from your Faculty Advisor and start adding new members and editing existing members into the Membership Update Center. If you have a large number of members, keep in mind that you do not have to get all membership roster updates done in one sitting, so pace yourself.

October 5th: Get with your faculty advisor and follow your school’s procedure for submitting dues to Key Club International.

October 7th: Double check and make sure ALL members are added into the Membership Update Center. Generate and print your invoice.

By October 11th: Provide the book keeper or Faculty Advisor with invoice and inform of the need to have the check received

by Key Club International by November 1st.

Follow up: Two days after your book keeper has been provided the invoice, follow up with book keeper to make sure

the check has been mailed. If check has not been mailed, follow up within another two days. October 15th:

Make sure check has been mailed out to International.

If you have any new members that are brought into the club after dues have been paid, add them in

the Membership Update Center and have their dies paid as well. You will qualify for Early Bird dues submission if your first dues payment is received by November 1st.

Dues Dues Dues

Our goal this year is to have 70% of our clubs receive Early Bird Dues. To reach that goal, the Treasurer Schedule for Early Bird Dues was born. Each date on this list has a simple task

to do that day, starting at your first club meeting. To go to the Treasurer Checklist Schedule, go to http://www.floridakeyclub.com/downloads?did=111. Please print this out

and make yourself familiar with all of the dates.

Budget

Budget C r e a t i n g A

Creating a budget for your club could be the most beneficial thing you could do to keep your club organized with projects and fundraising. The budget should be the regulating factor for yours club’s activities. The budget is a statement of the

organization’s planned income and expenses based on the approval and commitment of the club. Below is the process for creating a budget. To see a

sample budget, go to http://www.floridakeyclub.com/dlid=109.

F o r Y o u r C l u b

July, 2010

Budget Process

1) Organize a meeting between all club officers and club advisor.

a. Make sure there are as little as distractions as possible.

b. Make sure someone, preferably the secretary, is taking detailed and concise notes.

2) Determine your projected club’s funds that you will receive through fundraising and dues.

a. Use SMART goals. Always consider the worst case scenario, the expected scenario,

and best case scenario.

b. Model your funds after your previous year’s project and fundraising income if possible.

c. Make sure to gather all sources of income for the club. This include money from club

dues, your school, and your sponsoring Kiwanis Club.

3) As a group, organize a general calendar of events you will be putting on in the next year.

Know how you will use your money through activities and expenses that you predict will

occur in this next year.

4) Predict the maximum amount of money for each project and make sure you DO NOT go

over budget.

5) Remember to keep accurate records. You don’t want to end up in the red because of a

mistake.

6) Now the treasurer must put the budget together. The easiest method to do so is through

Microsoft Excel. Use the sample budget that can be found on

http://www.floridakeyclub.com/dlid=109.

KEY CLUB