Treasurer Packet

NEW YORK DISTRICT OF CIRCLE K INTERNATIONAL – TREASURER’S TRICKS 1

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Treasurer’s Tricks Your Guide to Circle K Fundraising and Dues Payment

2013-2014 Service Year New York District

2 NEW YORK DISTRICT OF CIRCLE K INTERNATIONAL – TREASURER’S TRICKS

Hello New York Circle K Treasurers!

My name is Kristina Cotroneo and I am your District Treasurer for the 2013-2014 Service Year. Before I go any further I want to congratulate you on your achievement and thank you for stepping up to help your club strive for the new service year! The treasurer is one of the most important positions in all of Circle K International, responsible for the collection of dues, fundraising, and, ultimately, the membership of our great organization. Your goal is to ensure that your club submits its dues on time and that it is in good financial standing. Hopefully this guide helps you achieve these goals.

Here is a little background information about myself. I go to Adelphi University, which is located on Long Island. I am a psychology major with a minor in fine arts and elementary education. I joined Circle K because like many I had an interest in helping others. When I went to my first Circle K meeting I knew that I was going to stay because everyone was so kind and went out of their way to know who I was and made me feel like I was already a part of the group. This year I hope to be able to reach our total fundraising goal and use the information that I have acquired as club treasurer, incorporate my personal strengths, and share my enthusiasm for Circle K with the rest of the district. My favorite service projects are those that are hands on service projects with children. It’s a great way to be able to see what your hard work is going towards and a way to influence the next generation. I believe that it is very important to remember that helping one person won’t make a difference in the world, but it will make a world of a difference to that one person.

I hope this letter gives you a little insight into who I am and who you will be working with this service year. I am so excited to begin working with you all! Please do not hesitate to contact me at any time throughout the year to ask questions, inform me of something, or simply just to chat.

Yours in Service, Leadership and Fellowship,

Kristina Cotroneo 2013-2014 New York District Treasurer

Proud member of Adelphi University Circle K of the Long Island Division [email protected]

(516) 761-0421


Table of Contents Part One – You and Your Club

1 Cover 2 District Treasurer’s Introduction 3 Table of Contents 4 Duties of a Club Treasurer 5 Your Executive Board: Your Legendary Leadership Team 6 Club Goal Sheet 7 Club Contact Sheet Part Two – Dues 8 Dues 101 9 Dues Breakdown 10 Membership Update Center Part Three –Budgeting 11 Your Yearly Budget Part Four – Fundraisers 13 Fundraising 101 14 Sponsorship Letter Example 15 Fundraising Timeline 16 Fundraising Ideas 17 Concluding Remarks 18 Advice from Past Treasurer’s


Duties of a Club Treasurer

Yearly Duties • Obtain any material passed down to

you by the previous treasurer • Fulfill any duties delegated to you by

the president • Attend District Events • Recruit new members • Collect dues during dues season

(September to December) • Make sure your club maintains active

status by paying your club dues (district and international) by December 1, 2013!

• Continue recruiting members throughout the year

• Maintain an up to date club roster by updating the Membership Update Center

• Organize and maintain a budget for your club

o Some clubs have 2 budgets: an administrative budget and a fundraising budget

• Develop new leadership o Find a successor

Monthly Duties • Fulfill any duties delegated to you by

the president • Communicate with your Lieutenant

Governor, District Treasurer and other members of the New York District!

• Attend Leadership Team meetings! • Notify the Club Secretary of any money

fundraised to be included in the Monthly Report Form

• Help organize and run fundraisers o This also means being responsible

for managing fundraisers o Collecting money generated

from fundraiser • Record service hours of all the members

in your club • Attend Kiwanis Family events

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Weekly Duties • Fulfill any duties delegated to you

by the president • Encourage members to pay their

dues o Recruiting should occur ALL

THE TIME. There are no bad times to recruit! You should STILL be recruiting through the spring semester

• Take attendance for all general meetings

• Communicate with your e-board (socially and about CKI business)

• Promote CKI on campus by encouraging more members to join!

• Make sure that service projects are being organized every week

Everyday Duties:

• Contact e-board members with new relevant information

• Engage with members that you see around campus

• Promote Circle K to new people that you meet

• Remember that you are a Circle K member, always lend a helping hand


Your Executive Board Your Legendary Leadership Team

The Executive Board: The Legendary Leadership Team President The president is the “big cheese” or “face” of the club. Presidents oversee meetings (general and board meetings),

represent the club on campus and throughout the New York District, and essentially run the club. It is the responsibility of the President to stay on top of all club activities, no matter how “large” or “small” each task may be.

Vice President (That’s you!) The Vice President is the “right hand man” (or woman) of the club. Vice Presidents manage meetings when the

President is absent or unavailable. Typically, some clubs require that the Vice President also acts as the head of the committee structure and serves as an ex officio member of every committee within the club. Some clubs also have 2 Vice Presidents, such as a Vice President of Service and a Vice President of Administration.

Secretary The Secretary is the “recorder” of the club. Secretaries have two main responsibilities: taking minutes of general club

meetings (and club board meetings) and filling out Monthly Progress Report Forms (that are sent to the District Secretary every month). These duties are necessary so that club members and district officers are aware of what the club is doing!

Treasurer The Treasurer is the “money manager” of the club. He or she often oversees the budget, cuts reimbursement checks and

manages fundraiser. If it has to do with money, it typically has to do with the treasurer! One of the most important duties of the Treasurer is the collection of dues, which occurs in the beginning of every fall semester. If a club doesn’t pay its dues, the club risks losing their charter, so this is crucial!

Editor The Editor is often the “publicist” of the club. They are typically responsible with the distribution of newsletters, creation

of advertisements and photography during events. Some clubs choose to have a “Public Relations Chair” to help with different promotional ideas while other clubs assign these creative tasks to the editor. Sometimes, they write articles for various publications, other times these responsibilities are delegated to another officer or a committee.

Faculty & Kiwanis Advisor The Faculty and Kiwanis advisors are the “guides” of the club. Unlike club officers, these two advisors stay the same year

after year, so they come with a lot of knowledge about past club officers, events that worked (and didn’t work) and other important tidbits. They also understand the limitations of the campus. Utilize them as a resource for advise, tips and help throughout the CKI year, as they will be invaluable to your during your year as president.

Other Leaders Committee Chairs Committee chairs are the “specialists” of the club, overseeing a variety of committees with different specializations,

including (but not limited to) fellowship, service projects, specific events, publicity and Kiwanis-Family relations. Not all clubs have committee chairs, but those who do often use them as a way to increase leadership potential in the club.

Mentors Clubs that have a larger membership may choose to implement a mentor program, also known as a Big/Little system. Returning members become a Mentor/Big and they get assigned a Mentee/Little. This not only provides a leadership opportunity but it makes the Mentee/Little feel secure about joining the club and transitioning into campus life.

Webmaster The Webmaster is the “tech master” of the club. He or she oversees a club website and the use of various social media,

such as Twitter, Tumblr, Flickr and Facebook. These accounts should be updated consistently and maintained year to year. Be sure to save usernames and passwords in a secure location! Sometimes, these responsibilities are delegate to another officer or a committee.

Project Leaders Project leaders are a great way to get members, especially new ones, involved. Instead of having officers decide on and

run all the service projects, some clubs delegate the responsibility to members who are interested in leading an existing project or even implementing a new project. This encourages more members to get involved, and encourages more leadership potential.


Club Goal Sheet At the start of the 2013-2014 CKI Service Year, setting challenging yet realistic goals is a crucial step in planning how this year will turn out. Beyond the creation of our unified district goals, you should also make personal goals for the year that are related to your position and your success as a CKI leader. However, setting goals is not enough. One has to set, not just SMART goals, but SMARTER goals in order to have truly useful plans.

S Specific: Is the goal easy to understand? Does the goal pertain to one aspect of CKI? A good example: Increasing my service hours this year from last year’s service hours. A bad example: Doing more for Circle K.

M Measurable: Is the goal quantifiable? Is there a way to gauge how the goal can be met? A good example: Having 20% more club members than the previous year. A bad example: Increasing members in the club.

A Attainable: Is the goal within your capabilities this year? Do you feel that you can reach this goal? A good example: Organizing at least one service project per week. A bad example: Organizing eight service projects per week.

R Relevant: Does the goal pertain to the organization? Does it make sense? A good example: Work with two other service organizations on campus in the Spring

Semester. A bad example: Increase membership of two other service organizations on campus.

T Truthful: Is this something you actually want to concentrate on? Do you, personally, want to fulfill this goal? A good example: Cutting back on caffeine intake to two cups of coffee a day. A bad example: Never drinking any coffee ever again (at least, I don’t think I can do this J)

E Ethical: Does this fall within legal boundaries? A good example: Organizing three more fundraisers for club money A bad example: Making the finance records difficult to understand so that money can be

taken out.

R Reviewed: Review your goals often, so you know if you’re on track. A good example: Reporting to the club how close you are to your service hour goals once a

month. A bad example: Reviewing your goals only at the end of each semester. Club Goals 1) 2) 3) 4) 5)


Position Name Phone Number Email Address

Kiwanis Advisor

Faculty Advisor

Club Contact Sheet Communication is essential to a productive, energized and fantastic year. Keeping in touch with officers will allow you to delegate the appropriate tasks, and communicating with members will make sure you have amazing attendance at all of your events (after all, how are members supposed to know when there are service projects? Use this sheet to keep a record of all the relevant contact information. Fill it out (sorry I only have 6 slots!), keep it save and check often when you need to email an officer or make a call to your Kiwanis club. Club Website: _____________________________ Club Email: _____________________

Club Mailing List: ___________________________________________

Officers Information

Don’t forget your District Board Information! District Governor: Kelly Chan — [email protected] District Secretary: Sharmila Samwaru — [email protected] District Treasurer: Kristina Cotroneo — [email protected] District Editor: Christine Retta — [email protected]


Dues 101 Membership dues are absolutely crucial for the continuation of Circle K International, and it is one of your main responsibilities as treasurer to ensure dues are paid fully and promptly. It is important to recognize that while Circle K International is a service-based organization, the benefits of membership extend far beyond our service initiative. As a member, you are eligible to attend district and international leadership conferences, apply for annual scholarships, access relevant literature and helpful training resources, and most importantly, receive liability insurance while performing service projects. (Please see my Membership Benefits resource as part of my Treasurer’s Packet for a full list of benefits.) It is also your responsibility as treasurer to be fully aware of these benefits for both recruitment purposes and to ensure that members are taking advantage of the benefits for which they paid. This membership dues system is unique to our organization and truly defines Circle K International from other service-based organizations. Finally, as Circle K members, it is important to keep in mind that we are really part of a larger Kiwanis Family, and that our membership fuels their efforts, which, in turn, support and promote our endeavors.

Dues Amount International Dues (annual payment per club): Four-year institutions with more than 5,000 students: $600 and a minimum of 20 members Two-year institutions and four-year institutions with fewer than 5,000 students: $300 and a minimum of 15 members District Dues: New York District: $8 per member Example: Full dues amount Four-year institution with more than 5,000 students is paying dues for 23 members: $600 + ($8 x 23) = $784 Two-year institution is paying dues for 15 members: $300 + ($8 x 15) = $420

Dues Timeline: October 1st: Club dues are payable. If paid by November 30th, the club status is active. December 1st: Club dues are past due. If a club does not pay any dues by November 30th, on December 1st the club status changes to suspended. October 1st (of the following year): Unpaid dues of suspended clubs are to be paid by September 30th in order for the club to acquire retained status, otherwise, with no dues paid, club status changes to inactive.


Dues Breakdown

The membership dues system in Circle K International has a long, evolving history. Initially, dues consisted of members individually paying one annual fee that covered all expenses, i.e. each member would pay $25 annually. This system was in place until October 1, 2004 when we switched to our current system, which involves a distinct club and member fee. While this payment distinction exists today, the purpose of dues has not changed much since that time. Here is a rough dues breakdown: CKI Administration – 12% Includes staff travel to district events, printing, postage, telephone, interns, audit, office supplies Club and member support – 14%

Includes Web development, resources, leadership materials, recruitment and retention support, new-club building, membership materials

District support – 17% Includes governor and administrator training conference, administrator midyear meeting, mailings to sponsoring Kiwanis clubs, awards, an certified instructors

Tomorrow Fund and Alumni Relations – 3% Includes funds contributed to Tomorrow fund, recognition programming, processing, and promotion, alumni development

Magazine – 24% Includes percentage of staff salary, art, photos, articles, printing, posting, and postage CKI Board and governance – 25%

Includes liaison visits, president and VP travel, board meetings, governing documents, parliamentarian support, strategic planning, goal promotion, percent of staff salary, and leadership development

Projected surplus – 5% Assures budget flexibility

12

14

17

3 24

25

5

Dues Breakdown

CKI Administra4on

Club and member support

District support

Tomorrow Fund and Alumni Rela4ons

Magazine

CKI Board and governance


Membership Update Center

Members must be formally registered online with Circle K International prior to submitting the dues amount. Please review the following instructions for completing the formal dues process: **Please note that I will be e-mailing a more detailed outline of how to tackle the Membership Update Center in the future once the website has been updated. For now here are some key steps to updating your club's membership roster and dues information on the Membership Update Center.

1. To register: Access the Membership Update Center at: www.circlek.org/MUC Select "Register/Reset Password." Enter your email address (must be the same address you gave to your president in the beginning of the service year), an email will be sent to you to create a password. Be sure to check your spam filters. If you do not get the email within 12 hours, please call us at 1-800-549-2647, ext. 411. 2. Once you have set up your password, please return to www.circlek.org/muc and log in. You will now be able to add and delete members from your membership roster. 3. Please review all membership information to ensure the roster is accurate. 4. Click on the "Roster Complete--Print Invoice" button. Print the invoice and mail with your payment. You're done!

Keep in mind: - The person registering must be listed as the current faculty advisor, and his or her email must

match what we have in our database. - In order for your club secretary and treasurer to have access to the Membership Update

Center, he or she must be listed in our database. You can add you’re their name to our access list by logging in first, then adding their name and email address.

- If your faculty advisor changed please let the District Treasurer know and then email the member services department at [email protected]. (The new faculty advisor can also email them.) Please include the name of the Circle K club, club number, school name (if different from the club name) and the new faculty advisor's name and email address. They will update the information in the database and provide access to the new faculty advisor. Please note that it could take up to 2-3 days to process this change.


Budget: Financial Stability and Maintenance Events are a crucial aspect of every active Circle K club. Success in these endeavors requires effective planning, open communication, and appropriate monetary support. The treasurer serves as the lead financial manager of any organization, taking on the responsibility of garnering and allocating funds to bring club ideas to fruition. Even in clubs in which, ultimately, advisors balance the bank accounts, the treasure must be aware of the club’s needs in order to communicate with advisors and ensure the success of events. With such a large responsibility, treasurers should create and adhere to a budget in order to develop an awareness of fundraising needs. The most difficult aspect of the treasurer’s duty is keeping the club’s vision grounded within the limits of your budget without stifling the creativity of your membership. Usually, it is much easier, and at times more tempting, to completely reject an idea instead of tweaking it to make it work. Consider giving it some thought and problem-solve. Instill motivation in your members by taking their ideas seriously and enabling them to participate actively in club decisions. Before you know it, you will have cultivated your organization into a community. There is a very simple rule of thumb with handling a budget: the rate of expenses accumulated should be at most equal to the rate of revenue generated. Please make note of the difference between equating two rates, and two amounts of money. This means that if you begin your semester with a certain amount of money, let us say $1000, ideally, you should be left with at least $1000 by the end of the semester. Achieving this is by no means trivial, but instead requires a great deal of planning and effective money management. First, you need to identify your starting capital. If you are starting fresh with no inheritance funds from the year before, fundraisers will take priority over major events in the beginning of the year. (Please see the next section on Fundraising 101 for more details.) Regardless of your specific situation, your initial capital will give you a starting point, from which you may determine reasonable, reachable goals for the semester. Realizing those goals is the next step. Ask yourself: What events would I like to hold this year? In what events would my members like to participate? What image on campus is my club striving to obtain? Brainstorm a list of events with your fellow executive board members, and determine: size of event, targeted audience, cost of event (including food, venue, transportation, and equipment), planning time, and potential funding sources. Collaborate with your board to identify the priority level for each event. Several factors should go into determining a priority level, but most importantly, the eagerness of the members for this type of event, the feasibility, and the probability of success. This should help you structure a calendar of events for the year, from which you may start developing your skeleton budget. A skeleton budget is important in determining the general flow of funds at any given time of the year. Skeleton budgets are also great tools to use in proposals when seeking sponsorship from outside sources, such as local Kiwanis Clubs or companies in town. For this reason, I would suggest creating a table in Microsoft Word, as this document would likely be used in a formal presentation or report. The more detailed your skeleton budget is, the more useful it will become.


Budget: Financial Stability and Maintenance

As you progress throughout the year, you should be creating more detailed budgets for each event. These budgets are called working budgets, and they must be maintained regularly as changes occur in your club. Working budgets are great tools to include in regular financial updates for board members. I would suggest using Microsoft Excel, as I find it to be a very user-friendly spreadsheet program. In regards to the budget, your task at this point is to provide regular maintenance and keep track of every change as it occurs. (Please review my Fundraising Packet for an event-planning guide.) The job of keeping a good budget requires a great deal of attention to detail, good booking keep skills, and active participation. While the duty of creating and maintaining a budget is usually left to the treasurer, please do not hesitate to gather a small committee of members to help you with day-to-day tasks. I would strongly encourage this type of collaborate work for a few reasons: less mistakes occur with more reviewers, group members can motivate each to accomplish tasks by the deadline, and this sort of training ensures that by the end of the year, there will be candidates to take the place of the outgoing treasurer. Finally, I would like to reemphasize the importance of striving to accomplish an equilibrium between the rate of expenses accumulated and the rate of revenue generated. This will allow for a nest egg to be saved for the incoming executive board at the end of the year. With the mentality that you should aim to leave the club in a better state than it was when you were an incoming officer, the longevity of the club will be secured for years to come.


Fundraising 101 Deciding What to do - Figuring out what social or fundraiser you do is clearly an important part in actually doing the

social or fundraiser! Taking things like weather, money, size and intended purpose are important in actually deciding what kind of social or fundraiser you will be organizing. For example, it would be very difficult to organize a snow ball fight for April if there’s no snow. Similarly, hosting a 300 person event for a club of 20 or 30 might cause problems in the long run.

Delegating Tasks & Setting Goals - This is a crucial step in the organizing process, since work should be distributed between all the

organizers. If one person were to take charge of everything, s/he might not be able to get everything done in time.

- During this time, the organizing group should also iron out the details of what the social or fundraiser should be like, when the social or fundraiser should be, where the social or fundraiser should be, and overall goals of the social. Are you trying to recruit members, raise awareness, raise funds or is the purpose to create some leadership team bonding moments?

Fundraising / Finding Sponsors - Securing money for your fundraiser is the next step in organizing a truly successful event.

Expensive events may be a lot of fun, but the bill won’t be if you can’t pay up! - Figuring out the total cost of the event, and where the money is coming from is crucial in this

step. Are you having club members pay? Will you fundraise for the money? Are you getting a school grant? Are you seeking sponsors from local businesses? Is Kiwanis helping? An example of a letter you can use is found on the next page to help gear you in the right direction!

- Some venues are willing to provide a discount because you are a community service organization, or a college club, so always check out all your options

Publicizing - In order for people to come to your social, they have to know about the event. Announcing

events during club meetings are a great step, but make sure that members are continually reminded! Having a Facebook event, using posters and sending email reminders are a great way to keep your members clued in.

- Publicizing is especially crucial if you are trying to recruit members to your club using the social. Publicizing outside of the club will definitely help you get more members to the social.

The Event - All of this planning would be for nothing if you didn’t have the actual event yourself! - During the event, you should be making sure everything runs smoothly, staying to your

organized schedule and making sure that there are more than enough organizers to make sure everything stays on time. For example, if you have a raffle or drawing, make sure it starts the time you say it will. People are depending on you to keep to the schedule, and you don’t want to disappoint!

Reviewing - The last step to any event is evaluating its success, seeing if you made your goal(s) and

making note of things to remember for future events. What parts of the event were big hits? Where did you have room to improve? If you won’t be around next year, be sure to pass this information onto your successor and the upcoming leadership team.


Summer 2013

To Whom It May Concern,

My name is <INSERT YOUR NAME HERE> and I represent the <your club/division here> of the New York District of Circle K International (CKI). CKI is the leading collegiate community service organization, building leadership and fellowship in all our members. The Empire Division consists of Queens College, Vaughn College and St. John’s University.

>> You can put some facts about your club/division here! You can list highlights from last year.

As a division, we are currently in the process of planning big collaborated fundraiser of the year. We are hosting a Zumba and Yoga fundraiser and calling it Empire Body, Mind and Service on Saturday March 2nd from 12:00 – 5:00PM. All the proceeds from this event will go towards the Kiwanis Pediatric Lyme Disease Foundation to combat pediatric Lyme disease in its early stages so that the gruesome symptoms and deadly effects do not result in harming our youth.

>> Overall, explain the logistics of the event and what your cause or goal is. If it is a social, discuss the benefits of leadership team bonding, club bonding or membership recruitment.

At our event we are hoping to fundraise through t-shirt sales, admission prices and raffle tickets. We are opening this event to not just members in our organization, but to all members of the community. We want everyone to contribute to our cause, while getting some exercise in! With your help, this can happen. We are asking that you would consider donating a few items to raffle off or a monetary donation to help cover expenses of the event in order to make this day successful. You can write a check to <name of school account of charity here> for a monetary donation. If you decide to donate, we will feature your ad in our program and the t-shirt. One hundred percent of the proceeds will be donated directly.

>> This is your chance to continue explaining the logistics and ask for support.

Thank you for your time and consideration. If you would like more information on the Kiwanis Pediatric Lyme Disease Foundation or our organization, please feel free to e-mail me at <INSERT YOUR E-MAIL HERE> or on my cell phone, <INSERT YOUR CELL # HERE>. I hope to hear from you soon!

Yours in Service, Leadership and Fellowship,

<YOUR NAME HERE>

<YOUR CLUB AND POSITION IF YOU HOLD ONE>

(Ex: Empire Division Lieutenant Governor, Kelly Chan

Seeking Sponsorship From a Local Business


Timeline for a Fundraiser

Small Fundraiser 2-1 month(s) prior:

- Decide on what to do, when to do it and where to do it (event type, location, time) - Organize a list of “tasks” and “goals” to complete - Create a list of people who you are inviting (is it just the e-board? Or is it the e-board and the

members? Are Kiwanians coming?) 3 weeks prior:

- Check the venue/location, book everything - Make sure financials are set. How are you getting the money? - Send invitations! You want to make sure that people have plenty of time to RSVP

1 week prior: - Send reminders about the event - Finalize your details (make sure your reservation is still there) - Get whatever materials you need

2-1 day(s) prior: - Re-review your schedule/plan of events - Send a “final reminder” to everyone who is attending - Make sure you have everything you need

Large Fundraiser 8-6 months prior:

- Determine what kind of social you will be organizing, taking weather into account o Figure out who will be handling which parts of the planning

- Finding specific people to concentrate on only finances or only publicizing will really help you organize the event.

- Create a small list of goals to keep you guys on track. 6-5 months prior:

- Determine a time and a venue (the larger the event, the earlier it should be done) o Book the venue. I cannot stress how important it is to do this early

- Designate one person to deal with fundraising/finances and make that person responsible for finding the money for venues and materials and such

3 months prior: - Start advertising! Large events require large attendance, so start telling your Kiwanis clubs about it

and make it aware that a “big event” is coming up! 2 months prior:

- Recheck your reservation, check your finances (make sure you have the money) o Start selling “tickets” around here if you’re charging admission

- Start advertising outside of your club if this is what you’re interested in doing 2 weeks prior:

- MORE ADVERTISING!!! This is your last “big push” for attendance - Finalize your details, make sure you know exactly what is happening when - Get all the materials you need.

3-1 day before: - Send a final “friendly reminder” - Recheck your reservation - Have a final “organizer’s meeting” to go over exactly what the schedule will look like, anticipated

attendance


Fundraisers are a crucial way to make a difference, and there are a variety of different ways you can raise money for various causes and issues. You can even fundraise for your own future projects, club fee, and district event attendance. Below, fundraisers are broken into several different categories: Competitive

-‐ Penny Wars: Put school year against school year (Freshmen-Seniors versus Sophomores-Juniors) in a penny wars race! Each penny is +1, while all silver change or dollars are - the value (ex: a dollar is -100). The one with the smallest points wins (less negative numbers)

-‐ Iron Chef: Hold a live competition between two or more individuals to make the best work of art or food dish or whatever you like. People can pay an admissions fee to watch the competitors.

-‐ Dance Competition: Organize a dance-a-thon (dance the longest) or a competition! -‐ Eating Contest: Have pancake or hot dog eating contest! -‐ Teach in a Toga: Ask some professors to volunteer a day. Create a jar for each professor and ask

people to donate some change. The professor with the most (or least) money has to dress in a toga for a day!

One Shot Events

-‐ Party: Host a party (like a party for a cure). This takes a lot of organizing and planning, including finding a venue, solidifying a date and publicizing HARDCORE, so plan early!

o Prom Night: Organize a “Second Change Prom” night where everyone can get dressed up and go out, the way they wish they had in high school!

o Drag ball: Dare to dress in drag? J -‐ Fashion Show: Organize a fashion show of costumes or local talent! -‐ Car Wash: Organize a car wash to fundraise money. J Best done when the ground isn’t frozen! -‐ Bowling / Ice Skating / Mini Golf Fundraiser: Bring fellowship socials and fantastic fundraising

together by organizing an outing to go bowling or ice skating. But don’t forget to keep communicating with your venue… they may be able to provide you some discounts, or reservations for big groups!

-‐ Picnic / Spirit Day: This works especially on a nice spring day! Organize a picnic with a couple races (like a potato sack race or three-legged race), bring some food and have a blast!

-‐ Concert: Organize a concert with local bands or a cappella groups and charge admission! -‐ Charity Auction: Auction off a variety of things, including baskets, games, clothes, or movie tickets!

o Deed Charity Auctions: Instead of auctioning off a specific material item, auction off deeds or actions, such as serenading, a date, a hug or a dinner!

Sales -‐ Bake / Food Sale: Organize a quick bake sale or food sale on your campus (make sure you get

permission first)! Chocolate covered strawberries and hand-made lemonade are fantastic sellers! -‐ Tie-Dye Event: Sell t-shirts and organize a tie-dye event on campus! Not only will you be able to

advertise CKI with some fantastic t-shirts, but you’ll have tons of fun tie dying various items J -‐ Paint your panties/boxers: buy some finger paint or fabric paint and sell panties and boxers!

Encourage people to decorate their blank panties and boxers with your paint! Let your creativity go loose!

Continual (week after week)

-‐ Happy Change: Happy change can come at the end of the meeting! Use the time for people to put in change to say something, like saying happy birthday, or celebrating the end of the weekend!

-‐ Candy Sales: Sell candy throughout a month. -‐ Recycling Fundraiser: Go around and recycle bottles and soda cans! Each recyclable bottle can

raise 5 cents and, when combined, it can turn into quite a bit of cash! -‐ Ads in Newsletters: Have a newsletter? Sell some ad space on it!

Fundraising Ideas


As club treasurers, you are now responsible for handling the budget and making sure that the club remains active by being dues paid. This is a major responsibility, and your board, as well as your club, will depend on your financial ability.

Although these responsibilities can be difficult at time, remember that you are not alone. As club treasurer, you are part of a team of leaders, within your club and within the New York District. You are also among friends who will be there to support you and a whole community of other treasurers who are here to help you.

Congratulations on your election! Don’t forget that while you are a club officer, you are a leader to your

members, and a role model to those who will be entering Circle K! Be proud to be part of such an amazing organization that goes farther than just the college you are a part of. There are great leaders just like yourself, joining you all over the world by helping their community one day at a time.

I wish you the very best in your year as Club Treasurer. The New York District of Circle K International is so lucky to have you on our team!

Yours in Service, Leadership, and Fellowship, Kristina Cotroneo 2013-‐2014 New York District Treasurer Proud member of Adelphi University Circle K of the Long Island Division [email protected] (516)761-‐0412

Concluding Remarks

I, __________________ of the __________________ CKI club, am prepared to fulfill all the duties set forth for me as CLUB TREASURER

in the 2013-2014 Service Year.


“A treasurer should support the vision and ideas the leadership team and club create. However, the treasurer is also the person who needs to ground the club in the reality of its finances and make sure ideas are feasible. To achieve this, budgeting and planning are essential.” – Akhil Patel, Cornell University, 2012-2013

“As much as you may not like it, you will have to work with your student activities. Be willing to work with them on your budget so that they can help. Finally, be willing to be the "bad guy" because not everything may go through. Simultaneously, find alternatives so that money can be spent wisely." - Daniel Pierre-Pierre, Queens College, 2011-2013

“Although you are a treasurer, don't ever think that your position isn't important. You are the person that is in charge of the club's finances and donations so be sure that you are careful and keep track of every little thing. Take charge of the position and make sure others know what your expectations are of them and what they expect of you.” – Kathy Lee, University of Alberta, 2011-2012

“The most difficult aspect of the treasurer’s duty is keeping the club’s vision grounded within the limits of your budget without stifling the creativity of your membership. Usually, it is much easier, and at times more tempting, to completely reject an idea instead of tweaking it to make it work. Consider giving it some thought and problem-solve. Instill motivation in your members by taking their ideas seriously and enabling them to participate actively in club decisions. Before you know it, you will have cultivated your organization into a community.” – Corey Oses, District Treasurer, 2010-2011

Advice from Past Treasurers


New York District of Circle K International | Kristina Cotroneo | 516.761.0412 | [email protected]

Treasurer Packet

Documents

new york district of

service year new york

new service year

club treasurer yearly

club goal sheet

past treasurers

club contact sheet

fundraising timeline