Troop Cookie Manager Guide
2015 Cookie Program Dear Troop Cookie Manager: Thank you for volunteering to help make the largest girl-run business in the country a huge success! With your help, girls can make their dreams come true with Girl Scout Cookies. They couldn’t do it without the help of adult volunteers like you -- volunteers who care so much and put their hearts into helping girls run their business like nobody’s business! Selling cookies helps girls discover something amazing inside. They learn the Five Skills; have a lot of fun along the way; and earn funds for their troop activities, camping and making their community a better place. This guide contains the basic information you’ll need to make your Cookie Season quick, easy and inspiring. Plus, you’ll find lots of resources and ideas online at LittleBrownie.com, and girlscoutsofcolorado.org. I hope you are as excited as I am about entering a new frontier this year with Digital Cookie. We also will introduce a great, new oatmeal raisin cookie called the Rah-Rah Raisin and participate in a pilot program for Toffee-tastic, the much anticipated gluten-free cookie. One of the favorite parts of my job is getting to celebrate the accomplishments of our amazing young entrepreneurs. Last year, I sent a limo to pick up the top sellers in the state and bring them to my house for a fun dinner party. The confidence and gumption these young ladies showed was remarkable. They will succeed in everything they do in life. And it all starts with a sweet cookie. Good luck to you and your girls this year, and again, I can’t thank you enough for all that you do for the girls! Stephanie Foote, CEO Inside Contact Info………………………………………3 Volunteer Cookie Team………………………4-5 5 Skills for Girls………………………………….6 5 Steps for Cookie Success……………………7 Safety Comes First in Girl Scouting…………...8 Cookie Timeline…………………………………9 How the Cookie Crumbles……………………10 Girl Rewards………………………………..11-12 Cookie Credits………………………………….13 Troop Rewards…………………………………14 Cookies Do a World of Good.........................15 Gift of Caring…………………………………...16 eBudde………………………………………….17 Girl Scout Cookie Program……………….......18 Money Matters……………………………..19-20 Ordering Cookies………………………………21 Cookie Distribution/Pick Up…………………..22 Managing Your Cookie Inventory………...23-24 Receipts………………………………………...25 Cookie Cupboards……………………………..26 Council Sponsored Booth Sales……………..27 Door to Door and My Sales……………….28-29 Booth Etiquette……………………………..30-31 Cookie Locator App……………………………32 Season Close Out……………………………..33 Parent Meeting Guide……………………..34-35 Cookie Glossary……………………………36-37 Share Your Cookie Success With Us………..38 Digital Cookie/eBudde Supplemental Info…..39 Troop Information: Troop #: __________________________ Leader’s Name: ____________________________ Leader’s Phone: ____________________ Leader’s Email: ___________________________ Cookie Support Team: Area Cookie Manager (ACM): ___________________________________________________ Phone: ______________________________ Email: _________________________________ Service Unit Cookie Manager (SUCM): ___________________________________________ Phone: ______________________________ Email: _________________________________ Cookie Cupboard Manager (CCM): ______________________________________________ Phone: ______________________________ Email: _________________________________ Hours: ______________________________________________________________________ Join us on facebook.com/gscoproductsales to ask the Product Sales team questions or get updates. Product Sales Staff Metro Denver Faith Mainor, Product Sales Specialist 3801 E. Florida Ave., Suite 720 Denver, CO 80210 Email: [email protected] Phone: (303) 607-4839 Northern and Northeastern Colorado debi Metheny, Product Sales Manager 1600 Specht Point Road, Suite 105 Fort Collins, CO 80525 Email: [email protected] Phone: (303) 607-4886 Western Slope, Southwestern CO, and Mountain Communities Mary Ann Deard, Product Sales Specialist 580 24 ½ Road Grand Junction, CO 81505 Email: [email protected] Phone: (970) 628-8010 Pikes Peak, San Luis Valley, and Southeastern Colorado Rychelle Arnold, Product Sales Specialist 5353 N. Union Blvd., Suite 101 Colorado Springs, CO 80918 Email: [email protected] Phone: (719) 304-8316 Volunteer Cookie Team Hello and welcome to the wonderful world of Girl Scout Cookies! If you have received this packet of materials, it means you have: o Registered for the 2014-15 Girl Scout Membership Year o Completed a background check and reference process for Girl Scouts of Colorado (GSCO) o Completed the online Troop Cookie Manager Agreement form o Your troop has an ACH form for their current bank account on file with GSCO o You are now attending training If you are unsure about any of the above statements or they are not true: STOP and contact your Volunteer Support Specialist immediately. A successful Girl Scout Cookie Program depends on dedicated volunteers like you. Understanding everyone’s role on the team ensures a smooth program. Area Cookie Manager (ACM) A mentor for service units and troops in an assigned area. Attend training for the position. Guide the SUCM and TCM in the procedures set forth by the Council Cookie Team. Assist with training SUCM and TCMs in their assigned area. Review and submit the initial cookie and rewards order for their assigned area. Monitor activity in eBudde for their assigned area. Review data in eBudde for assigned area and submit final rewards order. Promote and assist with Troop-to-Troop transfer of cookies to meet the needs of the troops. Support the SUCM and TCMs as needed. Service Unit Cookie Manager (SUCM) A mentor for troops and Individual Girl Members in an assigned SU. Attend training for the position. Guide TCM and Individual Girl Members in the procedures set forth by the Council Cookie Team. Provide cookie training for the TCMs in their assigned SU. Review and submit the initial cookie order and rewards order for their assigned SU. Monitor activity in eBudde for their assigned SU. Promote and assist with Troop-to-Troop transfer of cookies to meet the needs of the troops. Review data in eBudde for assigned SU and submit final rewards order. Receive and distribute Girl Reward items in a timely manner. Support the ACM and TCMs as needed. Troop Cookie Manager (TCM) Attend training for the position. Work with the Troop Leader to schedule, plan, and lead family training. Assist Troop Leader with setting troop goals. Keep eBudde data current. Implement Digital Cookie set up. Select, enter and review booth site locations in eBudde. Work with Troop Leader and parents to determine SIO and submit by deadline. Schedule cookie pick-up. Control cookie inventory distribution and storage. Distribute order cards to girls when they pick up initial order from TCM. Collect money, issue receipts, and record payments in eBudde. Deposit money into troop account regularly and often. Order additional cookies as needed for booth sales and troop sales. Order girl rewards in eBudde prior to deadline. Pick up rewards from SUCM and distribute to the girls as soon as possible. Complete necessary paperwork and data entry to close out sale. Troop Leader (TL) Work with TCM to schedule, plan and lead family training. Work with troop to set goals and plan cookie learning activities (visit www.LittleBrownie.com for ideas). Assist with cookie pick up, storage and distribution (if needed). Support girls throughout the program to review goals and progress. Support TCM with money collections and deposits as needed. Support TCM with rewards distribution as needed. Cookie Booth Coordinator (CBC) Assist the Product Sales Team with securing Council Booth sites in their communities. Serve as a local contact person for businesses. Communicate local requirements to TCMs. Communicate changes in booth status to local TCMs. Participation Policy Individuals with outstanding balances from a previous Cookie or Fall Product Sale will be allowed to participate only in Booth Sales and are not allowed to handle money until the balance is paid in full. All troops must have an adult Troop Cookie Manager who completes cookie training, a background check, a volunteer application, a position agreement and registers as a member of Girl Scouts of Colorado. All troops must have a current ACH form on file with the council. All girls must be registered Girl Scouts with a signed parent permission form. 5 Skills for Girls The Girl Scout Cookie Program helps girls develop five key business and leadership skills that last a lifetime: 1. Goal Setting: as she sets cookie sales goals individually and with her troop, creates a plan to reach them, and develops Cooperation and Team Building Skills all along the way. 2. Decision Making: as she helps decide how her team will spend their cookie money, furthering her Critical Thinking and Problem Solving Skills that will help her throughout life. 3. Money Management: as she takes cookie orders, handles customer’s money and gains valuable and Practical Life Skills around financial literacy. 4. People Skills: as she learns how to talk to, listen to and work with all kinds of people while selling cookies. These experiences help her develop Healthy Relationship and Conflict Resolution Skills she can use throughout her life. 5. Business Ethics: as she is honest and responsible at every step of the cookie sale. Her business ethics here reinforce the Positive Values she is developing as a Girl Scout. 5 Steps of Cookie Success Safety Comes First in Girl Scouting Show you’re a Girl Scout - Wear the Girl Scout membership pin and/or Girl Scout clothing to identify yourself as a Girl Scout. Buddy up - Always use the buddy system. It’s not just safe, it’s more fun. Partner with adults - Adults must accompany Girl Scout Daisies, Brownies and Juniors when they are taking orders, selling or delivering product. Girls in grades 6-12 must have a buddy when selling door-todoor and make sure an adult knows where they are. Adults should be present at a cookie booth in any public place at all times. Plan ahead - Always have a plan for safeguarding money — avoid walking around with large amounts of it or keeping it at home or school. Give proceeds to supervising adults who should deposit it as directed by your Girl Scout council as soon as possible. Do not enter - Never enter the home or vehicle of a person when you are selling or making deliveries. Avoid selling to people in vehicles or going into alleys. Sell in the daytime - Sell only during daylight hours, unless accompanied by an adult. Be streetwise - Become familiar with the areas and neighborhoods where you will be selling Girl Scout Cookies. Be safe on the road - Always follow safe pedestrian practices, especially when crossing at intersections or walking along roadways. Be aware of traffic when unloading product and passengers from vehicles. Protect privacy - Girls’ names, addresses, or email addresses should never be given out to customers. Use a group contact number or address overseen by an adult for customers to request information, reorder or give comments. Protect customer privacy by not sharing their information except for the product sale. Girls should never take credit card numbers. Be Net wise - Take the GSUSA Internet Safety Pledge before going online and follow the specific guidelines related to marketing online. For more information, check out www.girlscouts.org/cookies. Cookie Timeline January January 5 to 15, ACM/SUCM to train troops January 5 to 17 Cookie Rallies happening statewide January 16 Troops Starting Inventory Order (SIO) due in eBudde January 22 Test debit January 23 Round 1 of Booth Sale Selection starts at 6 p.m. Troops may select 1 booth on January 23 and 1 booth on January 24 January 27 Round 2 of Booth Sale Selection starts at 6 p.m. Troops may select 2 booths on January 27 and 2 booths on January 28 January 30 Round 3 of Booth Sale Selection starts at 6 p.m. Troops may sign up for any available booths that they want. Booth Selection Tab will remain open throughout the end of the sale. Please remember to release a booth if you determine you are no longer able to provide coverage. February February 4 to 6 Outlying area and Cupboard deliveries February 7 Main delivery day February 8 Cookie Sale begins (Door to Door and My Site booth sales begin) February 13 Council booths begin February 25 Return date for excess Super 6 inventory to a cupboard for troop financial credit (whole cases only, no packages). No returns will be accepted on the Toffee-tastic variety. NO RETURNS ACCEPTED AFTER THIS DATE. February 27 to March 1 National Girl Scout Cookie Weekend March March 15 2015 Cookie Sale ends March 15-18 Hometown Hero (HTH) cookies can be picked up from local cupboards. March 19 Final troop data due in eBudde and all paperwork due to SUCM, deadline to submit final recognition order in eBudde. March 31 2015 final cookie debit April April 17 Cookie Cards mailed to girls Week of April 27 Rewards ship to Service Units How the Cookie Crumbles Super Six Toffe-tastic (Gluten Free Pilot) Market Price LBB charge per package Rewards Other Offset cost of Digital Cookie 2.0 $4.00 $0.96 $0.85 $0.01 $0.00 $5.50 $2.25 $0.85 $0.01 $0.21 Total Cost of Cookies $1.82 $3.32 GSCO Net $2.18 $2.18 The Super Six cookie varieties are $4.00 per package. The Toffee-tastic (gluten-free pilot cookies) are $5.50 per package. Troop Proceeds With the cookie program, troops have the potential of earning up to $0.71 per package. Breakdown of the $0.71 per package: $0.65 Base Proceeds $0.01 Early Bird Registration Incentive $0.05 250+ Per Selling Girl Average How Troops use their Proceeds In 2014 Girl Scout Troops in Colorado earned an average of $1,383.84 through the cookie program. They used these funds to conduct service projects in their communities, travel, go to camp, and to try new activities together. Girl Rewards All rewards are cumulative. Level Item 12 packages “2015” Year Bar Patch 40 packages Theme Patch 75 packages Wristband & Teddy Bear Zipper Pull 100 packages Magnet & Sunglasses 125 packages Summer Fun Bandana & Bandana Hanger – OR – $15.00 in Cookie Credits 175 packages Cool Cat Fashion Tee & Samoa Tee Ties – OR – $15.00 in Cookie Credits 210 packages Cheetah Plush & Samoas Spirit Hat – OR – $15.00 in Cookie Credits 260 packages Beach Towel-in-a-Bag & Cheetah Chug Water Bottle – OR – $20.00 in Cookie Credits 350 packages Cookie Journal, Sweet Notes Cupcake & Cheetah Crate – OR – $25.00 in Cookie Credits 475 packages Build-A-Bear Experience ($35.00) – OR – $35.00 in Cookie Credits 500 packages 5% Discount at Girl Scouts of Colorado Summer Camp 600 packages Cookie Clipboard and Wristlet Wallet – OR – $40.00 in Cookie Credits 750 packages 750 Event and Medallion – OR – $50.00 in Cookie Credits and Medallion 1000 packages Barnes and Noble Experience ($60.00) – OR – $60.00 Cookie Credits 1000 packages 10% Discount at Girl Scouts of Colorado Summer Camp 1250 packages Large & Small Duffle, Pillow and Blanket – OR – $70.00 in Cookie Credits 1500 packages American Girl Doll Experience ($125.00) – OR – $125.00 in Cookie Credits 1500 packages 15% Discount at Girl Scouts of Colorado Summer Camp 2000 packages Beats Headphones – OR – $225.00 in Cookie Credits 2000 packages 20% Discount at Girl Scouts of Colorado Summer Camp 2500 packages Nike Design a Shoe – OR – $300.00 in Cookie Credits 3500 packages GoPro Action Camera or Laptop with case – OR – $400.00 in Cookie Credits 4500 packages Cookie Credit Bonus Level - $600.00 in Cookie Credits For every 500 packages sold beyond 4500, girl earns an additional $50.00 in Cookie Credits Council reserves the right to issue substitutions of equal or greater value if necessary. Top Seller Events Admission to these events will be for the girl and one guest. Depending on availability, additional guest admissions may be available for purchase through GSCO up to two weeks prior to the event. Girls have the option of attending events outside their region. Transportation and lodging will be at the family’s expense. Girls will be notified via e-mail with details of the event they have chosen. o Glenwood Caverns in Glenwood Springs – June 2015 o Renaissance Festival in Larkspur – June 2015 o Luncheon in Denver – June 2015 o Cave of the Winds in Colorado Springs – June 2015 Top “15” of 2015 dinner The top 15 cookie sellers in the state will have the opportunity to dine with GSCO’s CEO Stephanie Foote A limo ride from the Denver Corporate office will start off this exciting evening followed by dinner with Stephanie. The top 15 sellers will be notified via e-mail once the sale has ended. Camp Discounts Girls will receive automatic camp discounts based on the final number of packages sold. Discounts may be applied only once to any GSCO Camp Program and are NOT cumulative. 500+ packages sold earns a 5% discount 1,000+ packages sold earns a 10% discount 1,500+ packages sold earns a 15% discount 2,000+ packages sold earns a 20% discount Cookie Credits There are many exciting ways girls can use their Cookie Credits! Girl Scout Membership Registration - Use the Girl Membership Registration Form to pay with Cookie Credits. Day Camp - Just let the Day Camp Director know you have Cookie Credits. If you already paid for the camp, but would have liked to use your Cookie Credits, you can submit a Cookie & Program Credit Reimbursement Request online. Summer Camp - When you register online, you'll be able to indicate you plan to use Cookie Credits. At the Girl Scout Shop - You can use Cookie Credits at the Girl Scout Shop or if you submit an order by phone or email. If you need to order online, you'll have to pay for the order and then submit a Cookie & Program Credit Reimbursement Request online. Girl Scout Events - We aren't able to accept Cookie Credits when registering for an event that uses the Girl Scouts of Colorado online registration system, but you just need to submit an Alternate Payment Registration Form online. Troop and Service Unit Events - To redeem Cookie Credits for a troop or Service Unit event or activity, submit a Cookie & Program Credit Reimbursement Request online. You'll be asked to attach something that shows the cost of the event. You can submit the request before the event and have the funds sent directly to the event coordinator, or you can pay for the event and submit the request for reimbursement. Other Events & Activities - Cookie Credits can be used toward any event or activity that meets one of the 15 outcomes of the Girl Scout Leadership Experience. (Example: admission to a museum) Just use the Cookie & Program Credit Reimbursement Request online. Please note that a receipt will be required to be reimbursed. Overnight, Extended, or Camping Trips - Submit a Cookie & Program Credit Reimbursement Request to use Cookie Credits for a camping trip or overnight/extended trip - including GSUSA destinations. A parent/guardian can submit it for their girl, or a troop/group volunteer can submit one for the whole group! Bronze, Silver, or Gold Award Project - Girls who are working on a highest awards project can use the Cookie & Program Credit Reimbursement Request to cover project costs. Please note that Cookie Credits cannot be replaced if lost or stolen. Troop Rewards SIO Reward If a troop places a Starting Inventory Order of 150 packages or more per girl they are eligible to receive 2 (two) Samoas Clipboards per troop and 1 (one) “Cookies on the Go” patch for each registered girl. Super Seller Reward Troops with a 250+ package per selling girl average are eligible for an additional $.05 per package. Troops with a 375+ package per selling girl average will receive a Super Seller Patch and $25.00 for two adults and each registered girl to help fund a troop activity. This money will be credited to the troop prior to council debit and will appear as a deposit on the Troop Sales Report. COOKIES do a world of good Service is at the core of the Girl Scout experience. There are three ways that Girl Scouts can serve their community through the Cookie Program. Take Action Project: Girls may use cookie proceeds to conduct a Take Action Project. (Community Service) Hometown Heroes: The Hometown Heroes (HTH) Program was created so girls would have the opportunity to learn philanthropy and community service through the Cookie Program. Customers who do not want to buy cookies for themselves may want to purchase HTH packages to give to others while supporting Girl Scouts at the same time. HTH donations may be tax deductible. All HTH orders are “pre-orders.” At no time during the sale should a troop have HTH cookies in their inventory. To participate in the local HTH program, follow these easy steps: Girls choose a group to receive donated cookies. Recipients can be heroes in the community such as non-profit organizations, shelters, firefighters, the military, blood banks, area hospitals or local food banks. Contact the selected organization(s) to get their approval prior to collecting cookie donations. Communicate to customers that they can buy cookies from your troop to be donated to this group. Be sure girls can talk about who their “Hero” is and why they chose that group. Enter all HTH orders in the HTHCO column in eBudde under the girl who sold them and record the money collected for these packages on the same line. At the end of the sale (March 15th), use unsold cookies in your troop inventory to fill HTH orders. Additional HTH cookies may be picked up from cupboards until March 18th. Contact your local HTH to arrange a date to make your delivery. If your troop has selected the military as your HTH, the troop is responsible for shipping and delivery costs. Note that all shipments to the military must have an identified contact. If someone in your troop has a personal contact in the military, you can ship cookies to them on your own. Some organizations, such as the VFW or the American Legion, will assist troops financially in sending cookies to the military overseas. All arrangements for delivering the cookies are your troop’s responsibility. If your troop doesn’t have a personal contact, your troop can choose one of the organizations below that GSCO works with to send cookies to the military. All organizations require a reservation, and it is recommended to make your troop’s reservation early to ensure the organization is able to accept and ship your cookies. Front Range troops can work with Kay Martley at [email protected] for assistance with the HTH program and with Hearts Across the Miles (HATM) by contacting them at [email protected]. Troops must transport their cookies to the HATM collection event. Outside of the Denver Metro Area, military donations may be made by placing virtual orders through the GOC column in eBudde (see next page for details). Packages sold as virtual GOC cookies will be donated to one of GSCO’s military partnership programs. Your troop should never take physical possession of virtual GOC cookies. Gift of Caring In this council-wide Gift of Caring (GOC) Project, customers can purchase virtual packages of cookies that GSCO will deliver to the military on behalf of our troops. The girls collect the money, but do not physically take possession of the cookies. For GOC donations, follow these three steps: Communicate to customers that they can buy cookies from your troop to be donated to the military. Enter all GOC orders in the GOC column in eBudde under the girl who sold them and record the money collected for these packages on the same line. No need to order from a virtual cupboard to account for these “virtual” packages. eBudde allows this to be automatically calculated. Note: Troops receive proceeds for GOC packages, just like all other cookies sold, and girls receive credit toward recognitions. Your troop will never physically receive the GOC cookies, and they do not come out of your troop inventory. Hometown Hero/Gift of Caring Rewards Girls who sell 12+ packages of cookies for the Hometown Hero/Gift of Caring program receive a Gift of Caring Patch and a Samoas Charm Dangler. Girls who sell 24+ packages of cookies for the Hometown Hero/Gift of Caring program receive the Cheetah Tech Case. Girls who sell 36+ packages of cookies for the Hometown Hero/Gift of Caring program receive the Summer Fun Bag Trio. The above rewards are cumulative. What is eBudde? eBudde is a web-based cookie management system What is eBudde used for? Order cookies, both Starting Inventory Order and re-orders Track girls sales Record money turned in by girls Sign up for booth sales Order rewards How does council use eBudde? Order cookies Set up booth sales Track the sale Record deposits made by Individual Girl Members Why use eBudde? This system has made navigating the cookie program much easier and less time consuming All data tracking is consistent across the council How do I use eBudde? Your Service Unit Cookie Manager or Area Cookie Manager can assist you with navigation Refer to your eBudde supplemental manual for more info. There will also be a feed of all eBudde messages available for reference on the GSCO blog throughout the sale What is the Digital Order Card (DOC)? A pilot program that will allow Girl Scouts in Colorado to sell cookies to friends and family online. How do I use the DOC? Council staff will send a DOC registration e-mail to parents of all eligible girls. If a girl is 12 or younger a parent will register via the e-mail sent from council (the parent owns the DOC account) and work together with their daughter on creating a personalized Digital Cookie site. If a girl is 13 or older a parent will register their daughter for her own account via the e-mail sent from council and approve the personalized Digital Cookie site she creates. Girls will take orders through their personalized Digital Cookie site. Girls cannot deliver cookies that they sell through the DOC. Any cookies that are ordered though the DOC will not come out of a troop’s SIO or inventory. They will be recorded in a separate DOC cupboard in eBudde and shipped by the bakery via Fed Ex. The table below includes the flat rate shipping costs for cookies purchased through the DOC as well as cookies purchased for donation through the DOC. All cookies are sent with 3-day shipping. Package bracket Flat shipping rate Flat shipping rate for Cookie Donation 1-6 packages $11.25 $1.25 7-8 packages $12.75 $1.50 9-10 packages $15.25 $1.75 11-12 packages $16.25 $2.00 Rates start over after 12 package bracket. The customer will be informed of the shipping and handling rates on the DOC and again on the order confirmation page. $20 flat premium applied to orders shipped to Alaska, Hawaii and military addresses. What are the benefits of using the DOC? Girls learn 21st Century entrepreneurship skills and have the opportunity to expand their cookie business. It is the perfect solution for selling to out-of-town relatives who want to support your girl, but for whom personal delivery isn’t an option. These special customers can order cookies from your daughter and pay online. Digital Cookie gives your friends and family the chance to support your troop and benefit your choice of Hometown Hero. Refer to your Digital Cookie supplemental manual for more info Money Matters Handling Cookie Money Please understand the cookie money is girl money, and that any misuse or failure to appropriately deposit funds may result in legal action taken by the Girl Scouts of Colorado. All money collected from the sale of cookies (including money for virtual cookies) should be deposited into the troop’s account. This includes both checks and cash. We strongly encourage weekly deposits of all funds collected from families and booth sales. DO NOT keep large sums of money in homes or vehicles. Cookie money should NEVER be deposited into a personal bank account. All checks should be written to “Girl Scouts of Colorado – Your Troop #####”. Do what you can to avoid bad checks by not accepting counter checks (not pre-printed) and/or checks for large amounts of money. NSF Check Returned to a Troop Example: A check deposited into a troop’s account does not clear Troop has 14 days from the receipt of notification from their financial institution to complete the Returned Check Reimbursement Request form online. Paper forms will no longer be accepted. If the customer is a friend or family member, the troop should try to attempt to resolve the situation first. If the troop does not have a relationship with the customer, they should not attempt to contact them. Once the Returned Check Reimbursement Request has been submitted to GSCO, follow up to collect these monies will be taken care of by the council. The troop should no longer accept money or replacement check from the customer(s). GSCO will send the responsible party a 15 day collection letter. At the same time, the GSCO will credit the troop for the full amount of the returned check plus up to $25 in bank fees incurred. o The troop is either credited in the inventory software if it is prior to the final ACH withdraw for the product sale campaign. – OR – o The troop receives an ACH deposit directly into their troop bank account. If the responsible party fails to submit restitution to Girl Scouts of Colorado within the 15 day grace period provided they are submitted to our Collection Agency for further action. Money Issues (Product Sales Related) Example: Parent/Guardian fails to pay girl’s amount due to troop. Troop files a Money Problem Report online. GSCO sends the responsible party a 15 day collection letter. At the same time, GSCO will credit the troop for the Cost of Product to GSCO. o The troop is either credited in the inventory software if it is prior to the final ACH withdraw for the product sale campaign – OR – o The troop receives an ACH deposit directly into their troop bank account. If the responsible party fails to submit restitution to Girl Scouts of Colorado within the 15 day grace period provided they are submitted to our Collection Agency for further action. If full restitution is made, the troop’s proceed portion will be returned to the troop via ACH Credit or a check to the Troop. Troop Banking Every troop in GSCO should have a “troop bank account”. All money collected during the cookie program should be deposited regularly and often. Troops should verify that the routing number (from a check, not a deposit slip) and the account number are accurately input into eBudde. GSCO understands that sometimes circumstances require that one bank account be closed and another opened. Should this be the case for your troop, please be sure to complete a new ACH Authorization form online as soon as possible for the new account and change the banking information in eBudde. ACH Banking GSCO uses a program called Automated Clearing House (ACH). Using an ACH with the bank, we conduct electronic transfers from your troop account to the council account. This is the method that council will use for both the test debit and the final debit to collect the cookie money owed by troops. ACH forms give GSCO permission to debit an account and must be completed before a troop is given access to eBudde. Individual Girl Member (IGM) / Juliette Money collected for cookies by an IGM/Juliette should be deposited into the council’s bank account at Colorado Business Bank/CoBiz Financial. Each girl will receive a packet of deposit slips for this purpose. Parents/guardians of an IGM/Juliette must submit originals of the bank certified deposit slips at the end of the sale to their SUCM. All deposit slips must be submitted before Program Credits can be issued. IGM/Juliette Girl Scouts receive Program Credits instead of troop proceeds. They will receive 5 program credits for every 10 packages of cookies sold. For example: 1-9 packages sold = 0 credits 10-19 packages sold = 5 credits 20-29 packages sold = 10 credits 30-39 packages sold = 15 credits 40-49 packages sold = 20 credits The credits are based on the total amount of packages an IGM/ Juliette sells so there is no limit to the amount of credits she can earn. Program Credits will be issued on cards similar to Cookie Credits. Credit Cards GSCO does allow troops to accept credit cards as a form of payment for cookie purchases. All decisions regarding which provider to use to run credit cards, as well as all fees associated with this choice, belong to the troop. GSCO cannot recommend or endorse any provider. Ordering Cookies Troops Starting Inventory Order (SIO) is due in eBudde by 10 p.m. (MST) on January 16! Girl Scouts of Colorado uses the Direct Sale Model for the cookie program. In order for troops to be ready to sell cookies on the first day of the sale, they will need to submit a SIO. It is important that each troop submit an order that reflects the majority of their total sale so that council is able to anticipate the need at the cupboards for the rest of the sale. Your troop will be able to pick up additional cookies throughout the sale. Please note that any orders your troop or IGM/Juliette receive thru the DOC will NOT come out of their SIO. Please note cupboards will not open until Thursday, February 12. How Much to Order for a SIO Your SIO should be based on your troop’s previous sale history. If you are unsure GSCO recommends the following: 150 packages per girl. Recommended breakdown by cookie variety: Thin Mints 52 packages Samoas 37 packages Tagalongs 24 packages Do-si-dos 15 packages Trefoils 12 packages Rah-Rah Raisins 10 packages Toffee-tastic, gluten-free pilot program Troops will be able to order the Toffee-tastic gluten-free cookies along with their SIOs. In order to allow all troops the opportunity to sell them, there will be a limit of 6 cases per troop. There will not be any Toffee-tastic cookies available in the Cupboards for re-orders and there are absolutely no returns. Submitting Your SIO To submit your SIO in eBudde, go to the INITIAL ORDER tab located on the top row of the Dashboard. You will order cookies for the entire troop at this point in time, so enter the total amount of cookies desired in the OTHER line. The cookies from this order can be later credited to girls once they’ve been sold. You will place your order in PACKAGES in increments of 12 (12 packages = 1 case) and eBudde will calculate those packages into cases, rounding up to the nearest case. When working in this tab, remember to save frequently Do not hit submit until you are ready to submit your order – you will be locked out of this tab after you hit submit. Please do not wait until the last minute to submit your SIO If you have questions at any time about your SIO, call your Service Unit Cookie Manager for help! REMEMBER that SIOs must be placed by 10 p.m. MST on January 16! Cookie Distribution/Pick-Up Delivery of cookies will begin with the outlying communities and cookie cupboards. These distribution sites will receive cookies from February 4-6. If possible, the distribution sites are asked to hold the cookies until February 7 for distribution to troops. Cupboards will open Thursday, February 12. Front Range Metro Area cookie delivery will happen on Saturday, February 7. Cookies should not be sold before Sunday, February 8. Safety First! Our distribution sites are drive through pick-up stations and delivery agents may use forklifts to move cookies around. This is an adult activity. Please bring only adults with you to help. No children, no pets. You will be able to select your cookie pick-up time and location in eBudde when you place your SIO. To select your delivery site and time slot, go to the DELIVERY TAB in eBudde. You will be able to choose the delivery site and an open time slot that best meets your needs from a drop down menu. If your order is large, eBudde will automatically select additional time slots to accommodate your order. Once you have made your selection, view and print your confirmation. You must bring a copy of the confirmation with you to the delivery site on February 7. Use the guide below to approximate how many cases of cookies will fit in your vehicle. The amounts given assume the car will be completely EMPTY (no car seats, pets, etc.) except for the driver. Make sure you have sufficient room in your vehicle for the cookies you are picking up; all space in the car should be available for use with the exception of the driver seat. You must pick up all your cookies in one trip, so please bring additional drivers and vehicles to accommodate your cookie order. Car Type Compact car Hatchback car Mid-size sedan Sport utility vehicle Station wagon Mini-van (seats in) Pick-up truck (full bed) Cargo van (seats in) Number of Cases 23 30 35 60 70 75 100 200 Ensure that cookies are protected from the weather (sun, rain, snow, etc.) at all times. Remember everyone at the cookie pick up is there to help you and that all troops are picking cookies up that day. Your patience, and smiles, are greatly appreciated! SIOs not picked up on February 7 will be returned to warehouses and cookies will not be available until Thursday, February 12 when cupboards open. Managing Your Cookie Inventory Inventory management is KEY to a successful cookie program. Area Cookie Managers (ACM) and Service Unit Cookie Managers (SUCM) have experience in this area and are happy to share tricks and tips to make it work! The troop leader and troop cookie manager should make a plan for how cookies will be distributed to the girls. It is recommended that you seek a commitment from the girl and her parents of the minimum amount of cookies she will sell to begin with. Once the money for those initial cookies has been turned in, the girl/parents may be given more inventory to sell. Please make sure to explain this procedure clearly to girls and parents to alleviate confusion and create accountability with deadlines. We strongly encourage that you do not check out additional cookies to a parent until funds have been turned in for their previous check-out. Keep council deadlines in mind and create firm deadlines for your parents accordingly. Think about sale dates, booth sales, return dates, as well as when in your schedule you are able to facilitate cookie check-outs and money collection. Have parents return any excess inventory by the February 23. Parents are financially responsible for all cookies in their possession after the return deadline set by their troop. Troops must return what they consider to be excess inventory NO LATER than Wednesday, February 25 to receive credit and not be financially responsible for the cookies. Only full, unopened cases of cookies may be returned. Toffee-tastic (gluten-free pilot) cookies may not be returned at any point during the sale. The troop is financially responsible for all cookies in their possession after February 25. After February 25, GSCO cupboards will gladly exchange any variety of cookies for any other variety of cookie as long as supplies last. These exchanges must happen in full cases only. Troops are encouraged to do cookie swaps and transfers between troops. You can swap or transfer packages or cases of cookies. Use the Cookie Exchange on the GSCO Classifieds (gscoclassifieds.com) to complete a Troop-to-Troop transfer. Remember the troop receiving the packages also receives the financial responsibility for them. The troop receiving the cookies should make the entry into eBudde to move the cookies into their inventory from the troop giving the cookies. Allocate to individual girls as needed. If you need assistance with this transfer, contact your SUCM or ACM. If at any point during the sale you think you have more cookies than you can sell contact your SUCM, ACM and CCM immediately! PLEASE NOTE: GSCO will move to a no return/no exchange policy for the cookie sale beginning in January 2018. Tips for Handling Unsold Cookies Girls should make every possible attempt to deliver the cookies they have picked up. However, if all efforts fail, you have a few options. Check the Booth Scheduler to see if additional Booth Sale locations are still available. Girls can divide the cookies and sell door-to-door. Take the cookies to an area of concentrated population to sell, such as an apartment complex, office building, or retirement community. Get facility manager’s approval first. The parent can purchase them. Guidelines Around Businesses Reselling Girl Scout Cookies Per policies established by GSUSA, girls cannot sell cookies to a business that plans to re-sell the product to its customers. Businesses may purchase cookies from a girl for business purposes, as long as the business purpose does not include re-selling them. The exception to this rule is if a girl sells cookies to a restaurant which plans to incorporate the cookies into a recipe that will then be sold to their customers. If you have any questions, please contact your ACM or SUCM. Customer Complaints GSCO expects a certain number of product complaints every year that range from a customer not liking the taste of a cookie to finding a foreign object in a cookie or cookie package. Some customers may call the Little Brownie Bakers Consumer Affairs number, which is listed on the cookie package, while others may call a GSCO service center or return the package directly to the girl or troop. Regardless of the nature of the complaint, if a customer informs you that there is something wrong with the cookies they received, please follow these procedures: 1. Get the customer’s name, contact information and the nature of the problem. 2. Ask the customer to save the package of cookies if possible and let them know a Customer Service Representative from Little Brownie Bakers will contact them. 3. Call a Product Sales staff member immediately to relay the information. 4. If the customer wants replacement cookies, give them whichever variety (of equal value) they request. 5. If the customer does not want replacement cookies, refund their money. 6. Work with your SUCM, ACM or Cupboard Manager to make any necessary adjustments in eBudde so the troop is not charged for any packages or refunds given. Receipts Your troop will be provided with cookie receipt books that should be used to track cookie and money transactions within your troop. They are carbon copied so that both the TCM and the parent can retain a copy. This paper trail is very important and is for the protection of everyone involved. Write a receipt for every package of cookies and all money that is collected! On every receipt please include cookie varieties, how many of each, to whom, troop number, date and the signature of the adult accepting as well as of person giving the cookies or collecting the money. Both parties should COUNT everything together. The troop should keep the white copy of receipt and give the carbon copy to the other adult. Keep copies of all receipts, including cupboard receipts, starting inventory receipts and girl transaction receipts. Cookie Cupboards Cookie Cupboards are strategic locations where additional cases of cookies are maintained by an appointed Cookie Cupboard clerk/manager. Troops can obtain additional cases of cookies from a Cupboard during the sale. Cupboards across the state will begin opening on Thursday, February 12. Days and hours of operation for each Cupboard vary due to the type of cupboard and location. Types of Cupboards Warehouse Cupboards – Girl Scouts of Colorado have partnered with our Delivery Agents and Little Brownie Bakers to ensure volunteers have easier access to our full range of inventory. Thanks to this partnership, the Delivery Agent employees will host an onsite Cupboard in their warehouses. The hours of these Cupboards mirror the business hours of their warehouses, so please check eBudde for the most up-to-date information. Council Cupboards – These locations are secured and staffed by Girl Scouts of Colorado in various store fronts, trailers and storage facilities around the state. The hours for these Cupboards vary by location so please check eBudde for the most up-to-date information. Volunteer Cupboards – Cupboard inventory is hosted in volunteers’ homes, garages or in storage units around the state. Volunteers serve as the Cupboard clerks. The hours of operation vary according to the time the volunteer can give. Direct Ship – This Cupboard is designed to serve the needs of our troops in the outlying areas who do not have easy access to Cupboards. Troops will order cookies from this Cupboard to be directly shipped to their TCM’s home. General Cupboard Policies Place orders into eBudde prior to pick-up. Cookie availability cannot be guaranteed if you pick up from a Cupboard without placing an order. Cookies may be ordered by the case or package. Pick-ups should be made by the TCM or TL unless otherwise indicated to the Cupboard Clerk/Manager by the TCM. Individual parents are not allowed to pick up cookies for their daughters. NO RETURNS will be accepted after February 25 so please be mindful of what you take. You will sign a receipt at the Cupboard, please be sure to take one copy of the receipt with you. No adjustments will be made in eBudde without receipts. Cupboard transactions will be entered within 48 hours to ensure that your inventory in eBudde is accurate. Please be mindful that many Cupboards are managed by volunteers and unexpected life events may happen that prevent the Cupboard from operating as planned. If you experience difficulties in obtaining cookies from a Cupboard, contact your SUCM for assistance with the matter. GSCO strives to maintain cookie inventory in all Cupboards to meet the needs of the troops in the area. However, the success of troop sales can make this a challenging task. We will do our best to restock Cupboards as quickly as possible and ask for your understanding of this process. It is possible that Cupboards may be short on inventory of some cookie varieties as the end of the sale nears. Council Sponsored Booth Sales The GSCO Product Sales Team, along with some key volunteers, solicit booth times from specific businesses throughout Colorado for Council Sponsored Booth Sales. These locations should not be approached for additional booth sales. All troops will have an opportunity to sign up for these pre-arranged time slots in eBudde. GSCO understands that all Girl Scouts have set both individual goals and troop goals and count on booth sales to help meet those goals. However, it is not the privilege or responsibility of GSCO or its staff to determine which troops have the better booth sites. The selection system in place is the easiest and fairest way for troops to reserve Council Sponsored Booth Sale locations. Schedule for selecting Council Sponsored Booth Sale time slots in eBudde: January 23-24 Website opens at 6 p.m. MST. o Round 1 Booth Sale signup. o Choose one sale per day. o Closes 11pm MST on January 24. January 27-28 Website opens at 6 p.m. MST. o Round 2 Booth Sale signup. o Choose two sales per day. o Closes 11 p.m. MST on January 28. January 30-March 15 Website opens at 6 p.m. MST. o Round 3 Booth Sale signup begins and will remain open through the end of the sale. If you are unable to use your scheduled booth time, cancel your time slot in eBudde immediately so another troop may sign up for it. Door to Door and My Sales With thousands of girls in Colorado participating in the cookie program, it is essential that we provide sale guidelines to ensure that every girl has a chance to be successful. GSCO appreciates everyone’s assistance in abiding by the guidelines, incorporating the Girl Scout Promise and Law into the cookie program and sharing them with the families in your troop. “My Sales” (February 8 – March 15) “My Sales” encompass a variety of ways that girls can sell cookies including: Selling to family, friends, neighbors and parents’ co-workers, Selling door-to-door to homes in your neighborhood, Organizing a walkabout, or mobile cookie sale, where girls sells in residential areas or on public property, Selling at a workplace, Girl Scouts must always respect areas that have “no solicitation” rules and should be a sister to all other Girl Scouts they encounter when selling cookies. Setting up a cookie booth near your home. Setting up a cookie booth at a location where the owner/management has given permission (Remember when setting up small private booths like this, you run the risk of setting up near another girl or booth in the same vicinity which could impact s ales.) My Booth Sales We encourage Girl Scouts to use their creative entrepreneurial spirit by holding My Booth Sales at unique community locations. Possible locations include: o Grocery stores o Sporting events o Parks and playgrounds o Concerts and plays o Hardware stores o Car washes o Places of worship o Universities and colleges o Malls Work with friends, family and local businesses to uncover new selling opportunities and increase your troop’s success. All sales must be approved by the manager of the sale location and safety rules are the same as for Council Sponsored Booth Sales. Ask your families to let you know when they schedule My Booth Sales so you can add them to the Cookie Locator. Please remember that Girl Scouts do not sell cookies outside of adult-oriented businesses such as bars, casinos, liquor stores or marijuana dispensaries. We recognize adult businesses as legitimate businesses, yet if a girl is not old enough to enter a business on her own, it could present logistical challenges and it’s not a place where customers expect to see girls selling cookies. There are many options for customers of adult-oriented businesses to purchase cookies at other locations. Sensitive Issues Because Girl Scouting is a beloved American institution, our name has the power to draw attention, especially during cookie season when we are most visible. We are a natural target for those who are trying to advance their own cause. One of the great things about Girl Scouts is that our diverse membership is a cross section of American families, and we honor the beliefs and personal values of all families. That is why we do not take a position on sensitive issues that we feel are best decided by girls and their families. The Girl Scout organization is a non-profit, and our fund development exclusively benefits the girls in our programs, not other organizations. For more information, see the Cookie Facts flier on our website. You, your girls and your families should not be harassed while selling cookies, and if this happens, s imply tell the person that this issue has nothing to do with the girls selling cookies to raise funds for their troop. If a customer asks about any issues you do not have the facts on or you are uncomfortable with, please let council help you. Direct questions to [email protected] Obtaining cookies for booth sales Check with girls to see if any of them have unsold cookies they do not think they will be able to sell. Check with other troops in your service unit to see if they have unsold cookies they do not think they will be able to sell. Place a pending order with a cupboard based on what you think you will be able to sell at your booth. Recommended number of packages listed below. These are ONLY recommendations, you DO NOT have to take this many cookies if you do not believe you need them. First Weekend 1 @ WM/KS/CM 2 @ WM/KS/CM 3 @ WM/KS/CM 1 Other 2 Other 3 Other 1 @WM/KS/CM+1 2 @WM/KS/CM+1 1 @WM/KS/CM+2 Rah-Rah 18 36 54 15 30 45 33 51 48 TRE 18 36 54 15 30 45 33 51 48 DSD 24 48 72 18 36 54 42 66 60 SAM 60 120 180 45 90 135 105 165 150 TAG 36 72 108 27 54 81 63 99 90 TM 84 168 252 60 120 180 144 228 204 Total 240 480 720 180 360 540 420 660 600 Weekdays 1 Booth 2 Booths 3 Booths Rah-Rah 9 18 27 TRE 9 18 27 DSD 12 24 36 SAM 30 60 90 TAG 18 3 54 TM 42 84 126 Total 120 240 360 Remaining weekends 1 @ WM/KS/CM 2 @ WM/KS/CM 3 @ WM/KS/CM 1 Other 2 Other 3 Other 1 @WM/KS/CM+1 2 @WM/KS/CM+1 1 @WM/KS/CM+2 Rah-Rah TRE DSD SAM TAG TM Total 15 30 45 9 18 27 24 39 33 15 30 45 9 18 27 24 39 33 18 36 54 12 24 36 30 48 42 45 90 135 30 60 90 90 120 105 27 54 81 18 36 54 54 72 63 60 120 180 42 84 84 126 162 144 180 360 540 120 240 240 300 480 420 WM = Walmart KS = King Soopers CM = City Market You will be able to sign cookies out on consignment but cookies must be returned to cupboard no later than 24 hours following your booth sale. Returns must be full unopened cases only. As we near the end of the sale, some cupboards may be out of some varieties. Please utilize Troop-toTroop transfer to obtain the cookies you desire for your booth sale. Booth Etiquette DO Make sure all your booths are “approved” with owner/management/council. It is the safe thing to do. Know your booth location ahead of time and prepare for weather. Council booth agreements with merchants specify that Girl Scouts will remain outside at all times. Make sure there is access to a safe and appropriate restroom for girls and adults to use. Wear uniform or Girl Scout membership pin and sash/vest. Adult volunteers should also be dressed appropriately. Be polite, pleasant and smile. Remember you are representing all Girl Scouts. Stay only for the time reserved. There is usually another troop scheduled after your time slot. Have all girls participate in the sale. Be cheerful and courteous. Thank people whether they purchase cookies or not. Send a “Thank You” note to store manager for providing you with the opportunity to sell cookies. Keep money on your person and out of public sight. Do not leave it on or under the table in a box. Arrange for cash to be removed from the site periodically. When you do travel with money, have someone accompany you to your vehicle and/or the bank. (ADULTS) Settle any disputes politely and calmly in the Girl Scout manner. (DO NOT involve store manager.) DON’T Take friends or siblings: this is a Girl Scout project and siblings/friends are not covered by Girl Scout insurance. Let adults sell for girls. Leave large bills or large amounts of money in the cashbox. Eat or chew gum while speaking to customers. Have more than 4 girls at a booth at any time. Block doorways. Jump, run, play or go into parking lot. (ADULTS) Smoke at cookie booths in front of girls or customers. Other Booth Guidelines Cookie booths are a troop project. Divide the packages of cookies sold at the booth fairly among the girls selling at the booth and ensure their rewards are credited. Every troop divides their cookies differently. Work with your troop adults to decide what system works best for your troop, and be sure to communicate the process to your parents prior to the start of the sale. Divide the booth times into shifts according to what is appropriate for your troop. Plan to have at least two adults and one girl at the booth at all times. From time to time, volunteers might want to take breaks or will have to accompany young girls to the bathroom, so make sure to have a few extra adults on hand. Girls make all sales, except in cases where adults are helping Daisies handle money. Respect the surrounding businesses by making sure your booth isn’t blocking a store entrance or exit. Attract customers with colorful signs. Remind girls to be polite and to have their sales pitch ready for interested shoppers. Report any suspicious people in the area to local security. If someone takes money or cookies from your booth, do not attempt to physically recover the stolen items and do not allow the girls to do so. Instead, get a good description of the offender(s), call 911, and alert local security (if applicable). Make sure girls know what to do in case of theft. Report any incidents to your local council emergency contact. What to bring to a cookie booth… Booth sign-up printed from eBudde or written permission from the store. A minimum of two adults, as specified in Safety Activity Checkpoints. A booth with one Senior or Ambassador Girl Scout selling may have one adult present. Girls and Adults must be present at the booths. NO girls without adults and NO adults without girls. Cookies Booth inventory sheet to track purchases or a device with Booth Sale Recorder app. Table and chairs, table cloth (optional) $60 in change total (25 $1 bills and 5 $5 bills, and $10.00 in quarters if you are selling gluten free cookies) Hip bag or pocket aprons to manage money. Booth set-ups (posters, etc.) First aid kit, emergency card, and permission slips/health forms (completed and signed) should be kept at the booth at all times. Cookie Booths are considered a field trip, please prepare accordingly. To maximize success, invite girls to consider these proven tips: Make attractive table display to gain customer interest. Remember to make a cookie poster to hang from your table or a “sandwich board” for your girls to wear. Visit www.littlebrownie.com for ideas and clip art. If some varieties are not selling, open a package (troop will need to purchase) and break the cookies into bite size pieces, and let the customers taste a sample. This will likely spark interest among the customers and increase your sales. Display a poster with troop goals and picture of activities the troop has participated in. Customers love seeing what the girls have done and what they hope to be able to do. Display information regarding both Hometown Hero and Gift of Caring programs to offer customers an opportunity to purchases additional cookies to meet these goals. To encourage multi-package purchases, suggest that the girls bundle 3 cookie packages together with a ribbon, and attach gift cards and/or recipes that use the cookies. Special occasions like Valentine’s Day are also a great time to promote bundles. Find resources at www.littlebrownie.com. Bling Your Booth contest Creatively decorate your Girl Scout Cookie booth Take a photo of your troop in action at the booth Have your friends and family vote online for your troop Show your pride with the special Bling patch too Check out www.girlscoutsofcolorado.org for more details Season Close Out The cookie sale is almost over! There are a few things you need to do to make sure you clean up eBudde and that your troop is ready for council to transfer funds to pay for your cookies. Reward Orders are due in eBudde no later than 8 p.m. on March 16 TCMs are responsible for submitting their final rewards order in eBudde by 8 p.m. on March 16. The rewards order must be entered into eBudde or the rewards will not be ordered. Make sure the GOC and HTH packages recorded are in the correct column for each girl on the GIRL ORDER tab. This information needs to be correct for eBudde to calculate how many rewards each troop earns for this program. You will confirm the rewards earned by each girl in the troop and then submit your final troop order. Remember that some package levels offer a reward option, so make sure you have the Girl Rewards Selection forms handy when completing this task. Rewards can only be ordered for the corresponding package level sold by the girl. Rewards will be delivered to the SUCM in late April. Cookie Credits will be mailed directly to the girl at the current address in the GSCO membership database, unless the family has requested these credits be held at council for camp. Keep in mind that delivery times vary with different vendors, so patience is appreciated. Please follow pickup procedures set in place by your SUCM. It is important to distribute rewards promptly to the girls as they have worked hard to earn them. GSCO understands that many troops like to distribute these rewards at end of the year ceremonies, but please do not delay this activity waiting on one or two items to arrive from the vendor. Troop rewards, such as the Troop Super Seller credit will appear in eBudde as a deposit for the troop. Final Close Out is March 16 Please compare your receipts to the transaction tab for all cookies received, traded and returned. If you see a discrepancy, contact your SUCM at once. Make sure your Sales Report looks accurate. GSCO will transfer funds out of your account to pay for cookies on March 31. If you feel there is a problem and this debit cannot be made in full at this time, you must submit a Money Problem Report online immediately to report this issue to GSCO Finance Team. If your troop is having difficulty collecting money from a parent, complete a Money Problem Report online as soon as you are aware of the issue. A separate form must be completed for each girl account. Theft/Burglary/Fire Girl Scouts of Colorado does not take financial responsibility for these situations but will assist troops on a case-by-case basis. Large sums of money should NEVER be left at home or in vehicles and deposits must be made as frequently as possible. GSCO will require a copy of the police and/or fire report and any insurance claim paperwork. That is it! Congratulations and thank you for a job well done! Parent Meeting Guide It is absolutely essential to have a parent/girl meeting before your cookie program begins. We encourage you to include all this information in your parent meeting, but feel free to adjust the time spent on each section to meet the specific needs of your troop. Having the girls “train” their parents on a couple of topics during the meeting is a wonderful tool to reinforce guidelines with girls and adults. If you feel you need support at your parent meeting, contact your SUCM to help find an experienced volunteer to be there to help. Approximate time of meeting is one hour. When to hold your parent meeting Meetings should be held between the time you receive your training and February 5. Parent meetings should be mandatory so that every parent of a girl who is selling cookies during the 2015 Cookie Program is given current, thorough and consistent information from one source. Materials to Prepare Set date, time and location for a girl and parent meeting. Send Save the Date notices to your parents to let them know as far in advance as possible. Use printed materials, e-mail or Evite. Plan what to cover and who will present what. Plan how you will convey your information - handouts, PowerPoint or other. Provide pens for parents to fill out requested information. Sign in sheet. Chairs and tables. Snack/drinks if your troop decided to provide these at this meeting. Parent Permission Forms Prepare a packet of cookie materials for each girl – hand out to each girl once a permission form is collected. Internet Safety Pledge for each girl to sign. Additional materials and ideas can be found at www.littlebrownie.com As the Girls and Parents Arrive Greet them and introduce yourself. Have parents/guardians sign in and record current phone numbers, emails and address. (Have multiple sign in sheets or a 3X5 card with girl’s name on it for each parent to fill out. Have parents/guardians complete the Permission Form and return it to you that night. Exchange the Permission Form for cookie materials. Make sure the Permission Form has the girl’s official name on it and not a nickname. Conduct the Meeting Have the girls lead their parents in the Promise and the Law Introduce TCM/Leaders Have the girls introduce the cookies and share which cookie is their favorite. Thin Mints, Samoas, Tagalongs, Do-si-dos, Trefoils – or the newest addition to the cookie line up – Rah-Rah Raisin. Discuss the purpose of the cookie sale emphasizing what the girls learn as they participate in the cookie program, how they plan to spend their proceeds and what the troop goal is. Talk about the 5 Skills of Girl Scouting Invite parents to register as adult members of Girl Scouts. This way they can be covered by insurance when helping at booths and participating in troop activities. Discuss the importance of selling “On My Honor” and following troop, council and GSUSA defined guidelines for the sale. Parents/guardians are to set a good example for their girls; a girl’s participation in the sale could be suspended if guidelines are not followed. No orders should be taken prior to February 8. Have the girls present their HTH and GOC projects and goals and share how the girls arrived at their decisions. Discuss rewards and have parents and girls complete Girl Reward Selection sheets to be used when ordering rewards at the end of the sale. (check with your SUCM to check out sample rewards to display and excite girls and adults) Safety Refer to the safety section of this guide and review guidelines with girls and parents. Allow the girls to be creative and prepare a skit about safety guidelines. Timeline and Deadlines Go over timelines and emphasize deadlines, especially the cookie return date. Talk about the importance of the February 25 return date and the financial responsibility to the troop if this deadline is not met. Recruit help for cookie pick-up if needed. Talk about “My Sales” and Booth Sales. Recruit help for booth sales if needed. Discuss guidelines for both “My Sales” and Booth Sales using this guide as a reference. Discuss collecting money as cookies are delivered and set up guidelines for turning money in. Remind parents to always count the money with the person they are turning it in to and to get and keep the receipt. Brainstorm new and creative ways to sell cookies and meet troop goals. Questions If questions arise that you do not have answers for, don’t be afraid to say “I’m not sure, but I will find out and let you know.” Contact your SUCM to answer questions and be sure to share that information with all parents and guardians. Closing Thank everyone for attending the meeting. Have the girls perform a song or cookie pledge. Cookie Glossary Girl Scouts, like many other organizations, has a lingo all its own. Below is a glossary of terms that you will hear and see as we move through the cookie program. ACH - Automated Clearing House (ACH) is the banking system that GSCO uses for electronic fund transfers during the cookie season. Area Cookie Manager (ACM) - Volunteer who manages and supports the SUCMs in the area. Booth Locator - Visit www.GirlScoutCookies.org and type in your ZIP code to locate a cookie booth near you. Booth Recorder App - The Booth Recorder App is an application whereby adults at a booth can keep track of sales and girl participation via smart phone. It allows you to immediately record the number of packages sold and divide them between the girls participating. This record keeping piece can also be found in eBudde. Case – There are 12 packages of cookies in case. Cookie Booth – A stationary sale at a public location where Girl Scout cookies are sold. Cookie Credits – A reward choice that can be used to pay for camp, program events, GSUSA registration fees, other mission-related activities or in the shop. Cookie Cupboard – Local sites where additional inventory is stored and where troops can pick up additional cookies. Cookie Cupboard Manager (CCM) - Person responsible for managing a local cupboard. Cookie Delivery Day or Drop Day – Troops will pick up their initial supply of cookies (SIO) from a designated location. Troops in outlying areas may have cookies delivered February 4-6. February 7 will be the cookie delivery day for all Front Range metro areas. Cupboard Receipt - This is a two part carbon copy receipt that must be signed any time a troop picks up additional cookies from a cupboard. Make sure you keep one copy of the receipt for your records. Troops are responsible for ALL additional cases of cookies taken from the cupboard during the sale. Delivery Agents - These are the transport companies that handle product delivery for Girl Scouts of Colorado. Digital Order Card – This year girls will be able to sell cookies online using the Digital Order Card (DOC). Girls will create a custom website and send out a link to their site via email to potential customers. Using a Girl Scout’s custom website, customers can then order cookies by the variety to be shipped to them or choose to donate cookies through the Gift of Caring program. Direct Sale - Girl Scouts of Colorado uses the direct sale model, meaning girls have cookies in hand when the sale starts rather than taking pre-orders. Troops are able to re-stock their cookie supply using the cookie cupboards throughout the sale. eBudde – Bakery website used by TCMs to order cookies, book Booth Sales, track troop/girl sales, calculate/order, submit rewards and record troop finances. Firm Order Council - Girl Scouts of Colorado is a Firm Order Council. All cookies ordered from the bakery are owned by GSCO. No cookies may be returned to the bakery. Gift of Caring Cookies – In this council-wide Gift of Caring (GOC) Project, customers can purchase virtual packages of cookies that GSCO will deliver to the military on behalf of our troops. The girls collect the money, but do not physically take possession of the cookies. Hometown Heroes – GSCO term for the charitable donation program for troops to donate cookies to a local non-profit organization. Individual Girl Member (IGM)/Juliette – Individual girl member not in a troop. Little Brownie Bakers (LBB) - Little Brownie Bakers is our bakery partner for the cookie sale. They supply our council with cookies as well as resources for girls and volunteers to be successful in the cookie sale. Package - A single container (box) of individual Girl Scout cookies. Per Girl Average (PGA) – Average number of packages sold by each girl based on the number of girls selling in that troop. Return Date - Designated date by which troops must return what they consider to be “excess inventory” to a cupboard so they are no longer financially responsible for the cookies. NO returns will be accepted past this designated date. Rewards – Merchandise or Cookie Credits given to acknowledge a girls efforts in the cookie program, based on number of packages being sold during cookie program. Service Unit Cookie Manager (SUCM) - Volunteer mentor for troops and Individual Girl Members in an assigned service unit. Starting Inventory Order (SIO) - This is the initial troop inventory order. This order is due into eBudde no later than 10 p.m. (MST) on Friday, January 16. Super Six - Girl Scouts of Colorado sells the top six varieties of Girl Scout cookies. In addition, GSCO will be participating in a national gluten-free pilot this season. Troop Cookie Manager (TCM) - Volunteer Manager responsible for monitoring the cookie sale for a single troop. Troop-to-Troop Transfers - Transfer of cookies (packages and/or cases) between Girl Scout troops. Financial responsibility follows the cookies. Share your cookie success with us We know your troop works hard during cookie season, and we encourage you to brag about it! Share your photos, videos and stories with us at girlscoutsofcolorado.org/share. The best part of sharing is that GSCO will publish your information for the world to see almost immediately after you send it to us! If your stuff is really good, it could even make the newspaper, TV news, or e-newsletter. And don’t forget to get the latest news on the Cookie Program using the below outlets. facebook.com/girlscoutsofcolorado Like us and participate in one of our frequent contests— you just might win “cool free stuff.” youtube.com/thegsco gscoblog.wordpress.com Subscribe and receive email updates on new postings. New this year, a special cookie section with an eBudde message feed. twitter.com/GSColo @GSColo; #GirlScoutCookies; #gscocookies Watch for Cookie E-newsletters delivered to your inbox throughout the Cookie Program. For more information regarding Digital Cookie please consult your supplemental manual For more information regarding eBudde please consult your supplemental manual Start planning now for ways to Bling Your Booth and your troop might win $500! Six troops across the country with the most creative booth sale decor will be awarded $500 each Submit a picture of your “blinged out” booth and have your friends and family vote online for your troop Watch www.girlscoutsofcolorado.org for details on how to enter the contest Show your pride with the special Bling patch too!
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