!1

G E T T I N G S T A R T E D A S A

TREASURERR E V I S E D A P R I L 2 0 1 6

WHAT’S INSIDE

ABOUT THE GUIDE

HOW TOCLUB DUES

UPDATING THE M.U.C.

FILLING OUT THE 990-N

DISTRICT FUNDRAISING INITIATIVES

OTHERRESOURCES

!1

ABOUT THIS GUIDE

Greetings, Treasurers!

The start of your terms has just begun, and let me be one of the first to say I am so very excited to see the wonderful

things that you do in the coming months. The job will not come easy, but you have been selected to serve your membership, and that speaks volumes about your character and dedication to this organization. Let this small guide serve as an immediate reference to kick-start your terms. A number of you will have a solid foundation as to how things work in your club and what needs to be done. For others, this may not be the case.Spring Training Conference will be the first opportunity that the CNH District offers for formalized training. But in the meantime, you may utilize this document to give you a little idea as to what you are getting yourselves into. I promise, it won’t be too much! (:As always, if you have any questions, I, as well as the District Board are here to assist you. Please also be sure to read the last page of this guide.And believe me when I say—it’s definitively true.See you soon!Donald Franks 2016-17 District Treasurer e: treasurer@cnhcirclek.orgp: (408) 431-7670

!2

HOW TOCLUB DUES

District and International fees go towards organizing District and International events, paying administrative and travel costs,

marketing Circle K in general, providing insurance for all Circle K members, and helping to charter clubs around the world!

Only clubs in GOOD STANDING may operate and be recognized by both CNH Circle K and Circle K International. Therefore it is EXTREMELY IMPORTANT that as a Treasurer

you know when deadlines are, how to set your dues, and how to collect them!

HOW TO ACHIEVE GOOD STANDING

1. DECIDE THE DUESRemember that the MEMBERS should decide club dues—not the board. In order for there to be an increase/decrease in dues, a 2/3 vote of the club membership must take place. If there are no changes to prices in dues, there does not need to be a vote. Pricing for dues should be finalized before Fall.

When deciding at what price to set your club dues, you may wish to consider some of the following:

1. Does your club need administrative funds?

2. How is your club covering the international dues?

3. Will college students on a budget be able to afford dues?

Consider how you may also incentivize becoming a dues-paid by throwing in items like club shirts, goodie-bags, custom member certificates and more.

!3

2. PAY THE DUES

HOW TOCLUB DUES

At the very minimum, clubs must pay the District Dues and International Dues as well as meet a minimum member count depending on the institution.

CAL-NEV-HA CIRCLE K DUES STRUCTUREType of Institution International Fee District Fee Minimum Membership

2 Year Institutions $300

$9/member104 Year Institutions with

less than 5,000 students $450

4 Year Institutions with 5,000 students or more $600 15

3. TIPS FOR THE DUES• The International Fee is fairly expensive. Consider asking your

sponsoring Kiwanis club if they can help subsidize or cover your costs.

• At least one member must be registered by November 30th to avoid suspension. Adding and paying for members can be done year-round.

Dues Submission Period: October 1st - November 30th

Any club that does not pay its first batch of dues by November 30th will obtain the status of SUSPENDED. Clubs that are SUSPENDED and do not pay dues by the

following September 30th of the subsequent term will be deemed INACTIVE and become subject to a reactivation fee.

Clubs that are INACTIVE must first pay a reactivation fee in order to be in GOOD STANDING. Contact the District Treasurer if your

club needs reactivation!

!4

UPDATING THE M.U.C.

The Membership Update Center or MUC is an online tool to help manage your club roster and register members though Circle K

International. Once you have collected district and international dues from a member, it is important to add them to the system.

GETTING STARTED WITH THE M.U.C.

1. LOG IN AND BEGINNavigate to the Membership Update Center and log in using your faculty advisor’s email and password (which may also be your secretary or treasurer e-mail account login). Contact the District Treasurer if you are experiencing difficulties. Click the Membership Update Center button on the left column.

2. VERIFY AND CONFIRMThe home page of the MUC will have general information about your club, including Club Info, Club Officers, etc. Make any changes if necessary to ensure that there is an appropriate record for your club!

3. REMOVING MEMBERSThe first time you begin updating your roster, you should start by removing members who are: (a) no longer in the club or (b) have not paid dues or (c) have graduated from your school.

TIP: Sort by graduation year to help sort members who have graduated!

!5

UPDATING THE M.U.C.

4. ADDING MEMBERSUsing either “Add New Member” or “Bulk Add Members,” begin adding new members to your club. The only REQUIRED information is the mailing address, so make sure you receive it in your membership application!

IMPORTANT: Only add members who have paid club dues. Otherwise, you may need to pay for them once the invoice is generated.

The MUC can be a little confusing, so feel free to look around in your spare time to adjust to the navigation and how to organize

the data! If you ever get stuck or have questions, feel free to contact the District Treasurer.

5. REVIEW AND PAYOnce you have added new members and removed inactive/graduated members, it is time to generate the invoice. Double check that your roster is correct and click the “Finances” tab at the top of the page. Verify that the total amount to be paid includes International Dues ($300 or $600) and the District Dues ($9/member) and pay using any of the methods available.

6. KEEP COPIESYou’re all set! Make sure that you KEEP A COPY of the invoice for your records. You will be asked to bring an additional copy for Fall Training Conference as proof that all attendees from your club are dues-paid.

Below is a video that can walk you through the steps of the MUC. Although this is for Key Club International, the website and process is the same!

https://www.youtube.com/watch?v=0tfAvudii-w

!6

FILLING OUT THE 990-N

Circle K clubs are not involved in paying taxes—they are, in fact, non-profit organizations. However, as a Treasurer you may be responsible for protecting your club’s nonprofit status through the 990-N form, which is to be filled out on a yearly basis. If this form is not completed, you may be subject to paying taxes!

ARE CLUB FUNDS HELD

BY YOUR SCHOOL?

NO

YES

YOU MUST FILE THE 990-N TO PROTECT YOUR CLUB’S TAX-EXEMPT STATUS

YOUR CLUB’S FUNDS ARE MANAGED BY YOUR SCHOOL

AND YOU DO NOT NEED TO FILE THE 990-N FORM

990-N DUE DATE Submit 5 Months, 15 days after end of your fiscal year (usually May 15th)

WHERE TO OBTAIN? https://sa.www4.irs.gov/epostcard/

WHAT IS MY LOGIN INFORMATION?

If you did not receive this information from the previous treasurer, contact the District Treasurer

HOW DO I APPLY FOR AN EIN?

If your club is new and you need an Employer Identification Number (EIN), contact your Kiwanis

Advisor to assist you.

WHICH MAILING ADDRESS DO I USE?

Use the mailing address of your sponsoring Kiwanis Club

CHECK IF YOU NEED TO FILL OUT 990-N

!7

DISTRICT FUNDRAISING INITIATIVES

KFHkiwanis family house

🏠

united nations children’s fund

🌎UNICEF

PTP🚲

pediatric trauma program

Develops programs to educate doctors and communities about pediatric trauma and provides

resources to reduce the number of accidental deaths.

Provides free, temporary housing to families who need to stay local to the UC Davis Medical Center. The KFH has served over 27,000 families

since conception.

Note: This is only a brief summary of the District Fundraising Initiatives.

Want more information? Check out the FiFun Resources page on the CNH Circle K Website, or click some of the links on the next page!

Works to promote the rights and improve the lives of children around

the world through various projects and partners.

!8

OTHER RESOURCES

MASTER BUDGET TEMPLATE

TREASURER & FUNDRAISING CHAIR MANUAL

FIFUN RESOURCE DATABASE

DISTRICT FUNDRAISING INITIATIVES INFOGRAPHIC

Click the following banners below to be taken to other resources which you may find useful. All of these resources can be found

by exploring the CNH Circle K Website but some of the most popular resources have been listed below.

IMPORTANT DATES/DEADLINES

8360 RED OAK STREET SUITE #201, RANCHO CUCAMONGA, CA 91730 US 1-909-989-1500

www.cnhcirclek.org

You’re going to do incredible things.

Good Luck!