Club Secretary and Treasurer Responsibilities in Kiwanis
Secretary/Treasurer
Time
Thank you to our
Education Sponsor
Agenda
S
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r
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a
r
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s
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Duties
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Files to be Maintained
•
Kiwanis Online Reporting
•
Club Bylaws
•
Forms and Due Dates
T
r
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a
s
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r
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Duties
•
Files to be Maintained
•
Member Dues
•
Dues Collection & Invoicing Process
•
Reporting Expectations
•
Club Accounts
•
Annual Audit & Incorporation
•
U.S. Revenue Act – Fundraising Solicitations
•
990 Tax Form
Club
Secretaries
Duties of the Club Secretary
•
Manage and maintain club and membership records online.
•
Maintain club’s permanent files.
•
Keep minutes of club and board meetings.
•
Act as official contact for all club mail correspondence.
•
Collect all communications and distribute as appropriate.
•
Submit all official reports required by Kiwanis International, the district and the
club.
•
Perform other duties as may be assigned by the president or board.
•
Fulfill all other duties documented in the Standard Form for Club Bylaws.
Permanent Files (to be passed on)
•
Board meeting minutes
•
Canceled checks (seven years)
•
Club newsletters
•
Club meeting minutes
•
Financial records and reports
•
Background checks of Kiwanis advisors (seven years)
•
Historic information and materials
•
Invoices
•
Recognitions (Legion of Honor, Ruby K, Life Member, etc.)
•
Lists of officers, directors and committees for each year
•
Official documents related to club organization and incorporation
•
Official documents related to club foundation, if applicable
•
Other items of historical significance
Correspondence, Convention Information, SLP
Information should also be maintained, but does not
need to be kept long-term.
Kiwanis Connect (Online Reporting)
•
Submit nearly everything directly from your computer
•
Add and save information for the monthly report as it occurs.
•
Submit your monthly and annual reports easily.
•
Edit information in prior months’ reports easily.
•
Look back at previous reports at any time.
•
Compile monthly reports into a comprehensive year-end report.
•
Automatically send reports to club leaders, your district leadership team,
Kiwanis International and others you include on your email list.
•
Update your club roster in real time by adding new members, deleting members
and updating current member information.
Kiwanis Connect (Online Reporting)
•
Give districts access to up-to-date information about club membership trends,
websites, and meeting time, days and locations.
•
Submit your club’s voting delegates for Kiwanis International convention.
•
Update club meeting time and location as well as signature project information
that’s shared with potential new members via the Find a Club locator map on
Kiwanis.org and in the printed annual directory.
•
Report your club elections results to immediately give those members access to
resources.
•
See your club’s Service Leadership Programs, their current status, and the
confirmation that background checks have been completed for those members
involved with those programs.
Club Bylaws
•
Should be reviewed annually by
the Board of Directors
•
Only the club policies (mandatory
& optional) can be updated, not
the bylaws
•
Mandatory policy changes require
2/3 approval of the club
•
Optional policies require simple
majority of the club board
•
Can only be updated only by
president or secretary
Forms and Due Dates
•
Monthly Report Forms – Complete by the 10
th
of each month (October report due
November 10
th
)
•
Membership reporting - Update throughout the year, adding and deleting
members. Clubs are given until October 10 to delete members
•
990/990-N/990-EZ - File with the IRS by February 15. The 990 form allows your
club to maintain its tax-exempt status.
•
ICON Delegates - File by April 30 for delegates attending the KI convention.
•
Club Elections - Submit to the KI using the Secretary Dashboard by June 1
Club
Treasurers
Duties of the Club Treasurer
•
Guide the board in preparing an annual budget before the start of the fiscal year.
•
Coordinate the collection and disbursement of money.
•
Receive and promptly deposit all funds paid to the club.
•
Disburse funds as directed by the club board.
•
Maintain the club’s financial accounts and records.
•
Reconcile cash accounts on a monthly basis.
•
Prepare and disburse bills to members.
•
Provide a monthly financial report to the board.
•
Compile an annual financial summary of income and expenditures for the
annual club meeting.
•
Make club records available upon request.
•
Analyze return on investment from fundraising efforts.
•
Perform other duties as assigned by the president or board.
•
Fulfill all other duties documented in the Standard Form for Club Bylaws.
Files to be Maintained
•
Club checkbook
•
Paid invoices file
•
Cash receipts file (deposit records)
•
Bank statements and reconciliations
•
Treasurers' reports
•
Budget files
•
Official documentation required by state or local law
Permanent Records to pass on
•
Canceled checks (seven years)
•
Financial records and reports
•
Invoices
•
Official documents related to the club foundation, if applicable
Member Dues
$
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4
.
0
0
p
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m
e
m
b
e
r
•
Kiwanis International Dues: $52.00
•
Kiwanis Magazine: $8.00
•
Liability Insurance: $18.00
•
Director & Officer Insurance: $4.00
•
Capital District Dues: $32.00
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e
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New member alumnus of a SLP (2 years)
•
Life Membership (15 x current KI Dues)
Dues Invoicing Process
•
Ensure all your new member adds have been completed by the
club secretary prior to September 30.
•
Work with the club secretary to review the current club roster and
make any member deletions by October 10.
•
Your club invoice is created on or after October 10. The 10-day
window between September 30 and October 10 allows the club
secretary to update the roster accordingly. Once that window of
opportunity has closed, your club invoice will be set.
•
Club invoices mail the last week October/first week of November,
and they are due within 30 days. This date is indicated on the
invoice.
•
U.S. clubs can pay online if that method is preferred.
Dues Collection Process
•
Kiwanis International strongly suggests that members’ payment of
dues be scheduled for payment to the club by October 1.
•
Some clubs choose to bill members monthly, quarterly or semi-annually, especially for
any required
club fees like meal costs, to ease the financial burden on the
member.
•
Member billing is the club’s decision — but the club’s payment to
Kiwanis International is due all at one time, so plan ahead to
ensure your cash flow.
•
It has become standard practice to send an invoice attached to an
email to members for the payment of dues
Club Accounts
•
In the past, we have separated
administrative and service accounts. This is
no longer required by Kiwanis International.
Annual Audit & Incorporation
•
The bylaws of every club require an annual audit of club accounts, which can be
completed by either a qualified accounting firm not affiliated with any club
member or a standing financial review committee.
•
Standing review committee is a great use of past presidents
•
The members of the committee may not be currently on the board of directors
•
Each club in the United States is required to be incorporated. Incorporation is
typically completed at the time of new-club chartering.
•
To keep incorporation within good standing, each club must file an annual report
with it’s respective state corporation commission.
US Revenue Act - Fundraising Solutions
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On all solicitations, the statement must be in a
conspicuous and easily recognizable format, whether the
solicitation is made in written or printed form, by television
or radio, or by telephone.
IRS Form 990
The IRS requires that all U.S.-based Kiwanis clubs
submit a 990 form annually. Not filing this form in a
timely manner may put your club’s incorporation
status at risk, resulting in the loss of its 501(c)4 tax-
exempt status.
This form is due February 15, assuming a fiscal
year end of September 30.
Q&A
Secretary/Treasurer
Time
Thank you to our
Education Sponsor
Responsibilities of club secretaries and treasurers in Kiwanis include maintaining records, handling communications, reporting to the organization, managing finances, and fulfilling various administrative duties. Permanent files to be maintained, online reporting processes, and the importance of Kiwanis Connect for efficient club management are highlighted.
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Presentation Transcript
Secretary/Treasurer Time Thank you to our Education Sponsor
Agenda Secretaries Duties Files to be Maintained Kiwanis Online Reporting Club Bylaws Forms and Due Dates Treasurers Duties Files to be Maintained Member Dues Dues Collection & Invoicing Process Reporting Expectations Club Accounts Annual Audit & Incorporation U.S. Revenue Act Fundraising Solicitations 990 Tax Form
Club Secretaries
Duties of the Club Secretary Manage and maintain club and membership records online. Maintain club s permanent files. Keep minutes of club and board meetings. Act as official contact for all club mail correspondence. Collect all communications and distribute as appropriate. Submit all official reports required by Kiwanis International, the district and the club. Perform other duties as may be assigned by the president or board. Fulfill all other duties documented in the Standard Form for Club Bylaws.
Permanent Files (to be passed on) Board meeting minutes Canceled checks (seven years) Club newsletters Club meeting minutes Financial records and reports Background checks of Kiwanis advisors (seven years) Historic information and materials Invoices Recognitions (Legion of Honor, Ruby K, Life Member, etc.) Lists of officers, directors and committees for each year Official documents related to club organization and incorporation Official documents related to club foundation, if applicable Other items of historical significance Correspondence, Convention Information, SLP Information should also be maintained, but does not need to be kept long-term.
Kiwanis Connect (Online Reporting) Submit nearly everything directly from your computer Add and save information for the monthly report as it occurs. Submit your monthly and annual reports easily. Edit information in prior months reports easily. Look back at previous reports at any time. Compile monthly reports into a comprehensive year-end report. Automatically send reports to club leaders, your district leadership team, Kiwanis International and others you include on your email list. Update your club roster in real time by adding new members, deleting members and updating current member information.
Kiwanis Connect (Online Reporting) Give districts access to up-to-date information about club membership trends, websites, and meeting time, days and locations. Submit your club s voting delegates for Kiwanis International convention. Update club meeting time and location as well as signature project information that s shared with potential new members via the Find a Club locator map on Kiwanis.org and in the printed annual directory. Report your club elections results to immediately give those members access to resources. See your club s Service Leadership Programs, their current status, and the confirmation that background checks have been completed for those members involved with those programs.
Club Bylaws Should be reviewed annually by the Board of Directors Only the club policies (mandatory & optional) can be updated, not the bylaws Mandatory policy changes require 2/3 approval of the club Optional policies require simple majority of the club board Can only be updated only by president or secretary
Forms and Due Dates Monthly Report Forms Complete by the 10thof each month (October report due November 10th) Membership reporting - Update throughout the year, adding and deleting members. Clubs are given until October 10 to delete members 990/990-N/990-EZ - File with the IRS by February 15. The 990 form allows your club to maintain its tax-exempt status. ICON Delegates - File by April 30 for delegates attending the KI convention. Club Elections - Submit to the KI using the Secretary Dashboard by June 1
Club Treasurers
Duties of the Club Treasurer Guide the board in preparing an annual budget before the start of the fiscal year. Coordinate the collection and disbursement of money. Receive and promptly deposit all funds paid to the club. Disburse funds as directed by the club board. Maintain the club s financial accounts and records. Reconcile cash accounts on a monthly basis. Prepare and disburse bills to members. Provide a monthly financial report to the board. Compile an annual financial summary of income and expenditures for the annual club meeting. Make club records available upon request. Analyze return on investment from fundraising efforts. Perform other duties as assigned by the president or board. Fulfill all other duties documented in the Standard Form for Club Bylaws.
Member Dues $114.00 per member Kiwanis International Dues: $52.00 Kiwanis Magazine: $8.00 Liability Insurance: $18.00 Director & Officer Insurance: $4.00 Capital District Dues: $32.00 Exceptions to the above: Spousal waiver for Magazine New member alumnus of a SLP (2 years) Life Membership (15 x current KI Dues)
Dues Invoicing Process Ensure all your new member adds have been completed by the club secretary prior to September 30. Work with the club secretary to review the current club roster and make any member deletions by October 10. Your club invoice is created on or after October 10. The 10-day window between September 30 and October 10 allows the club secretary to update the roster accordingly. Once that window of opportunity has closed, your club invoice will be set. Club invoices mail the last week October/first week of November, and they are due within 30 days. This date is indicated on the invoice. U.S. clubs can pay online if that method is preferred.
Dues Collection Process Kiwanis International strongly suggests that members payment of dues be scheduled for payment to the club by October 1. Some clubs choose to bill members monthly, quarterly or semi-annually, especially for any required club fees like meal costs, to ease the financial burden on the member. Member billing is the club s decision but the club s payment to Kiwanis International is due all at one time, so plan ahead to ensure your cash flow. It has become standard practice to send an invoice attached to an email to members for the payment of dues
Club Accounts In the past, we have separated administrative and service accounts. This is no longer required by Kiwanis International.
Annual Audit & Incorporation The bylaws of every club require an annual audit of club accounts, which can be completed by either a qualified accounting firm not affiliated with any club member or a standing financial review committee. Standing review committee is a great use of past presidents The members of the committee may not be currently on the board of directors Each club in the United States is required to be incorporated. Incorporation is typically completed at the time of new-club chartering. To keep incorporation within good standing, each club must file an annual report with it s respective state corporation commission.
US Revenue Act - Fundraising Solutions United States federal legislation requires that any fundraising solicitation by or on behalf of Kiwanis clubs and Kiwanis districts must include an express statement that contributions or gifts to the club are not deductible as charitable contributions for federal income tax purposes. On all solicitations, the statement must be in a conspicuous and easily recognizable format, whether the solicitation is made in written or printed form, by television or radio, or by telephone.
IRS Form 990 The IRS requires that all U.S.-based Kiwanis clubs submit a 990 form annually. Not filing this form in a timely manner may put your club s incorporation status at risk, resulting in the loss of its 501(c)4 tax- exempt status. This form is due February 15, assuming a fiscal year end of September 30.
Secretary/Treasurer Time Thank you to our Education Sponsor
