Cookie Chair Guide
2017 Troop FO R
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5 2 . 4 $
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$1 FOR 7
nmgirlscouts.org
important DATES ie Troop Cook 6pm Council , Rio Rancho Chair Training e Elks Lodg Troop Cookie 6pm Council , Abq Office Chair Training
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2017 Cookie Calendar January 3, 2017, 6:00pm January 9, 2017, 6:00pm January 11, 6:30pm January 14, 10:00am January January 21 January 25, by 5pm January 25, by 11:59pm January 27, 8pm January 30, 8pm January 31 February 2, 8pm February 4 February 6, 8pm February 13-17 February 13 March 01 March 3 March 7 March 8 March 23 March 26, by 8:00pm March 31, by 11:59pm March 31, by 11:59pm March 31, by 5:00pm April 4 April 5 April 28 Early May
Council Troop Cookie Chair Training, Rio Rancho Elks Lodge Council Troop Cookie Chair Training, Abq Girl Scout Office Council Troop Cookie Chair Training webinar Council Troop Cookie Chair Training webinar Schedule Troop and Parent Meeting to discuss cookie sale Council Cookie Rally Last day to turn in ACH form to council Initial Orders due from troops Booth Sale Selection, Round 1 Booth Sale Selection, Round 2 Girl Upload into eBudde Booth Sale Selection, Round 3 Clovis Cookie rally Booth Sale Selection, Round 4 Initial Order Deliveries First day of the sale All cupboards open (varies by location) Booth Sales Begin Last day for troops to deposit money for ACH withdrawal First ACH withdrawal $2 per box of initial order Last day to add girls to eBudde Last day of the sale Last day to distribute and apply sales to girls in eBudde Last day to select reward options for girls in eBudde Outstanding balance forms due to Service Unit Chairs Last day for troops to deposit money for ACH withdrawal Final ACH withdrawal Last day to clear outstanding balances Rewards are shipped to Service Unit Chairs
Table of Contents 1 3 4 5 6 7
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Important dates Cookie Excitement is Building Troop Cookie Chair Checklist Being a Troop Cookie Chair Your Primary Responsibilities Online Resources General Cookie Sale Information Program Highlights Gift of Caring Digital Cookie Troop Proceeds Get Prepared Inspire Girls to Lead Hold a Girl/Parent Meeting Place Your Initial Order Get to know eBudde Calculating Your Troop’s Initial Order Pick Up Your Initial Order Re-Stock & Re-Energize Three Ways to Sell Door to Door Sales Digital Cookie Online Safety Rules Booth Sales Manage the Money Cookie Transfers ACH Electronic Payments Wrap Up the Program Cookie Distribution Girl Reward Selection Program Vouchers Celebrate & Reward Girls Every Cookie Has a Mission Cookie-Pa-Looza
Cookie Excitement is Building
$4.25
$4.25 $4.25
$4.25
$4.25
$4.25 $5.00
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$5.00
Troop Cookie Chair Checklist Register the troop volunteers and all girls. Establish a troop bank account with two council approved volunteers. Attend cookie training and sign Troop Cookie Chair & ACH Forms. At a troop meeting, assist girls in setting a troop goal and establishing their individual goals.
January
Conduct a parent training. Collect signed Product Sale Permission Forms for each participating girl. Recruit parents to assist you. The troop will need help with initial order pick-up, coordinating and attending cookie booths, picking up additional cookie orders, and making reminder phone calls for deadlines. Log into eBudde and verify that all registered girls are visible. Verify your contact info and add troop bank account info. Have girls attend the GSNMT Cookie Rally on January 21 to boost their excitement about the cookie sale! Enter initial troop cookie order into eBudde by 11:59pm on January 25. Select initial order pick up time in eBudde, starting January 25. Sign up for cookie booths; round 1 of cookie booth selection starts on January 27 at 8pm.
February
Set up your Troop’s DOC account AND encourage ALL girls to register for their Digital Cookie account. Make plans with parents to assist with picking up the troop’s initial cookie order. Distribute initial orders to girls’ parents--obtain signatures AND issue receipts! Recruit parents to help with your scheduled booths. Re-order additional cookies as needed from your local cupboard location.
March
Collect money from girls/parents regularly and issue receipts for payments received. Deposit collected money into the troop’s account based on the amount due to council shown in eBudde. Distribute ALL cookies and SUBMIT the troop’s final rewards in eBudde--make reward selections for girls where needed by 11:59pm on March 31.
April / May
Submit outstanding balance forms to service unit chairs by April 1. Distribute all final rewards to girls/parents who have paid balance in full. Celebrate your troop’s hard work!
Thank you for ALL that you do for Girl Scouts!
Being a Troop Cookie Chair
Being a Troop Cookie Manager means that you have the passion to generate girls’ interests in learning how to be their own boss and help them shape their dreams into something tangible. You will help girls discover their innerentrepreneur, connect them and their parents to resources that makes participating in the cookie program FUN and easy, while taking action to ensure that all girls in the troop learn to take risks, think outside the box and dream big!
Your primary responsibilities are to: Train girls and parents Distribute materials and support to parents Place the troop order Pick-up and distribute cookies Collect and deposit money Wrap-up the program and distribute rewards
Have questions? Contact your Service Unit Cookie Chair (SUCC) for advice. They have been thoroughly trained and are excited to help you. For further assistance, contact a member of Girl Scouts of New Mexico Trails (GSNMT) Product Program staff. My Service Unit Cookie Manager is: Name: Phone: Email: Best way to contact: Best time of day to contact: GSNMT Product Program Staff: Kimberly Hammon, Product Sales Manager KHammon@nmgirlscouts.org Sonia DeGuzman, Director of Sales SDeGuzman@nmgirlscouts.org
Online Resources
Council website: www.nmgirlscouts.org The council website will have general information on our cookie sale, forms and a link to register as a Girl Scout. Cookie sale tracker: www.ebudde.littlebrownie.com eBudde is the engine that drives the business of Girl Scout Cookies. This cookie order management system links troops, service units, councils, and Little Brownie Bakers so communications and orders run smoothly. The eBudde Help Center is designed to guide you through the basics and help you overcome any special challenges that may come your way. In the Help Center, you're connected to a world of resources specially designed to help you have a great cookie season.
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Product Program Facebook Group This page should be used by Service Unit chairs and troop cookie chairs only. It was created for troops to easily communicate with each other during the sale; i.e. troop to troop transfers, booth location information, allowing troops to pick up last minute booth cancellations. You must be invited by council staff to join this page. If you have not received your invitation to this group, please contact Kimberly Hammon.
General Cookie Sale Information What is the Cookie Sale? The Council Product Program department focuses on money-earning activities that help sustain our Council and troops through two annual programs- the fall MagNut Program and the spring Cookie Program. Proceeds earned from the Cookie Sale can offset either all, or a large part, of the cost of Girl Scout activities (and relieve parents of this obligation, too!) Financial Literacy Program Selling cookies is about more than just a girl handing over a box of cookies for money. It’s about learning the five financial literacy skills essential to success and to life: Goal Setting, Decision Making, Money Management, People Skills and Business Ethics. Each age level has their own financial literacy and cookie badges that girls can earn while participating in the sale. There are many resources on the cookie program through GSUSA, Little Brownie Bakery, Digital Order Card and GSNMT’s website. Sale Dates The cookie sale runs from February 13, 2017 through March 26, 2017. Troop Proceeds Troops will earn 65 cents for every box of cookies that they sell. In addition, if your troop participated in the 2016 MagNut sale and increased your sales by 35% over your 2015 MagNut sales, then your troop earns an extra penny for every box of cookies that your troop sells. Cookies Flavors (in order by popularity) $4.25 a box Flavors $5.00 a box • Thin Mints • Do-Si-Dos • Gluten Free Toffee-Tastic • Samoas • Trefoils • Girl Scout S’mores • Tagalongs • Savannah Smiles All cookie orders are placed in cases. Each case contains twelve boxes of cookies. No one can check out cookies by the box. Troops are responsible for selling all cookies checked out to the troop. Cookies must be stored in a cool, dry, pet-free and smoke-free environment at all times.
Types of Payment Cash and checks can be accepted as payment for cookies. However; checks should only be accepted from people you know. The council will not reimburse troops for bounced or NSF checks. A credit card option is available through the Digital Cookie phone app.
Troop Participation Requirements for 2017 Cookie Sales • A troop consists of a minimum of five girls and two unrelated adults holding the 01 and 02 positions. • Identify a troop cookie chair (Two are preferred for checks and balances) • Attend council troop cookie training: webinar training 1/11 @ 6:30pm & 1/14 @ 10:00am in person 1/3 @ 6:00pm (Rio Rancho Elks Lodge) and 1/9 @ 6:00pm (Albuquerque Girl Scout Office) • Complete Troop Cookie Chair Agreement at training • Complete ACH form and submit a voided check or copy of your bank statement with form at training • Verify that girls participating are registered Girl Scouts & have a Product Permission Form on file prior to the start of sale. • Troop and participating girls must be free and clear of debt to council
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Program Highlights Gift of Caring
There are two Gift of Caring options: The troop option or the council option. Troops can promote one or both programs, AND earn troop proceeds and girl rewards at the same time! Either is a fantastic way for our Girl Scouts to reach out to the community with cookies. Through the Council Gift of Caring option, troops receive the money and girls receive credit for their sales, but neither will take possession of the donated cookies. The Troop Cookie Chair will enter the number of Gift of Caring boxes sold per girl into eBudde. The cookies will be allocated from the council’s inventory and delivered to Blue Star Moms at the end of the 2017 Cookie Program. Girls that sell 12 or more Council Gift of Caring boxes, will receive a Gift of Caring Patch. Troops also have the option to donate cookies to a charitable organization of their choice. By selecting the Troop Gift of Caring option, troops will receive the money, girls will receive credit for their sales and the cookies will be pulled from the troop’s inventory and distributed by the troop to the organization of their choice at the end of the 2017 Cookie Program.
NEW Cookie!
In honor of 100 years of Girl Scout cookies, we have a new cookie... the Girl Scout S’mores cookie!
Troop Proceeds. Troops will receive 65 cents per box. Per IRS guidelines, these funds are collective troop funds, not assigned to individual girls; all decisions about troop funds should be made collectively, by the girls in the troop. Help girls develop the 5 skills through the product program, from goal setting to spending of the proceeds.
Digital Cookie
Digital Cookie allows girls to have their very own e-commerce store where customers can shop and pay for cookies online. It allows girls to manage their cookie business online with tools to: set goals, compile a contact list of names, phone numbers and email addresses, send digital order cards to customers where cookies can be paid for online with the option to have them shipped or delivered by their favorite Girl Scout! All parents with an email on file will receive an email invitation to register for online store access. Be sure to have the parents add this email to their address book (email@email.girlscouts.org) so that they receive all notifications. New this year, girls can take customer payments by using their smart phone or tablet. Simply download the free Digital Cookie Mobile App from the iTunes or Google Play store. Girls must be registered (it’s free!) for the Digital Order Card online store in order to use the app. For further instructions on how to use Digital Cookies and the Digital Cookies app, check out our quick sheet at http://www.nmgirlscouts.org/en/cookies/for-cookiesellers/digital-cookie.html.
Share your stories and photos with us GSNMT will have various contests throughout the cookie sale. Look for the requirements on our weekly newsletter. If you don’t receive the newsletter, contact the council and have your email added to the distribution list. GSUSA also has contests that offer great troop prizes. 1. National Girl Scout Cookie Weekend Share your cookie story: https://www.girlscouts.org/en/cookies/just-for-cookie-sellers/ Share-Your-Cookie-Story.html 2. Celebrate 100 years of cookie sales with the Cookie Troop 100: https://www.girlscouts.org/en/cookies/just-for-cookiesellers/cookie-troop-100.html
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Girl Experiences: Levels and Dates • 750+ boxes – A Day at Cliff’s on June 3, 2017 (alternate date is July 8, 2017) • 875+ boxes – Paint Party May 6, 2017 – Albuquerque, Clovis and Farmington May 7, 2017 – Santa Fe • 1000+ boxes – A Day at Main Event, all event pass – April 29, 2017 9am-1pm • 1250+ boxes – Cookie Camp – June 30-July 2, 2017 • 1500+ boxes – Limo Ride/ Meow Wolf Museum – July 22, 2017 10am - 4pm • 2000+ boxes – Sandia Tram Ride/Dinner at Sandiagos with CEO – June 2, 2017
About Program Vouchers.
Program Vouchers are valid May 1, 2017 – April 30, 2018 and can be redeemed through council for program events, camp sessions and service unit events. Program vouchers are cumulative, so if a girl selects program vouchers for each level they are offered (starting at 185 boxes, on up), she will have a total of $375 in program vouchers. Program vouchers are transferable.
What is a Girl Experience? Girl experiences are similar to programs, they are offered to girls on specific, pre-determined dates so that girls eligible for the girl experience have the experience as a group. GSNMT product program staff created quality, missionrelated girl experiences that girls can experience together. However, if a girl cannot attend the set event date, she cannot and will not be reimbursed.
Have Questions? Check out the Family Manual or Cookie Resources page for more information: www.nmgirlscouts.org / Cookies+ / For Cookie Sellers / Resources
Get Prepared Service Units are conducting their own trainings for TCCs not able to attend Council Troop Cookie Training. Following (listed below) are the Council Staff-led Troop Cookie Trainings. Contact your Service Unit Cookie Chair for your local Troop Cookie Training date. For Council-led TCC Trainings, register online at http:// bit.ly/2hhtgna or you can register by emailing Kimberly at KHammon@nmgirlscouts.org In-person Council Training: • January 3, 6:00pm (Rio Rancho Elks Lodge) • January 9, 6:00pm (Albuquerque GS Office) Council Training Webinar: • January 11, 6:30pm • January 14, 10:00am
Turn in Troop Cookie Chair Agreement and ACH Form. Obtain password for eBudde from Service Unit Cookie Chair. Familiarize yourself with eBudde.
Inspire Girls to Lead When girls set and reach their goals for the cookie season, they learn important skills for life! There is more to Girl Scout Cookies than what is in the box. The Girl Scout Cookie Program provides an important ingredient for leadership by helping girls develop five key skills.
Goal Setting Decision Making Money Management People Skills Business Ethics
Encourage girls to set two types of goals:
Adults act as coaches who help girls develop leadership skills by using three processes in the Girl Scout Cookie Sale: Girl-led: Girls play an active part in figuring out the what, where, when, how, and why of their activities. They lead the planning and decision-making as much as possible. Learning by doing: Girls engage in continuous cycles of action and reflection that result in deeper understanding of concepts and mastery of practical skills. Cooperative learning: Girls work together toward shared goals in an atmosphere of respect and collaboration that encourages the sharing of skills, knowledge, and learning.
Something FUN they would like to try and Something they can do to help others
Online videos are “ready to go” meetings Visit littlebrowniebakers.com in the Volunteer Section 9
Help girls discover the cookie program through fun & games littlebrowniebakers.com/girls/play-online-games Cookie Rookies or newbies to the cookie program can learn the names of the cookies by playing Top Secret Recipes game Speaking to customers can sometimes be intimidating and a little nerveracking--even for adults. Girls can play Script-O-Matic and manufacture their own custom selling script
Hold a Girl/Parent Meeting Hold a short meeting so girls can tell their parents about their goals and ask for support
Hold a Troop Meeting
Schedule a meeting with your troop to discuss your troop goals. What plans does your troop have? What will it cost to accomplish those plans? Some examples of things that troops like to spend their cookie proceeds on are books and uniforms for the girls, troop activities, field trips, service projects, Bronze/Silver/Gold Award projects- the list is endless! Show an inspiring video about why families value the program (Little Brownie’s YouTube Channel). Let the girls share their individual and troop goals with the adults. Establish a system of communicating during this busy time of year. Once you’ve had the opportunity to plan the troop activities with the girls; speak to your parents about the troops goals and share the plans the girls have; let them know how much money is needed in order to reach the girls goals. Ask the parents how they are willing to participate in the sale? Answers to these questions will help determine how many cookies to order initially and based on the parents’ commitment, whether or not the troop needs to adjust their goals. Ask parents to help with the girl’s sales pitch, cookie booths, door-to-door sales, cookie pick-up and program guidance. Have the parents read and sign the girl Product Permission Form and remind them that cookies cannot be returned. They must sell all the cookies they check out. Volunteer Roles (not for Troop Leaders or Troop Cookie Chairs) Troop Cookie Pickup Only Users: If you have a parent that is only picking up cookies for a troop, they will need to complete the Volunteer Financial Responsibility Form. The Troop Cookie Chair must have a signed form BEFORE the Service Unit Cookie Chair enters the name into eBudde. Troop Booth Recorder Only Users: Troops are required to use the Booth Sale Recorder. If there is a parent in a troop that will only supervise booths for the troop and will be responsible for distributing the cookies after the sale, the Troop Cookie Chair must have a signed Volunteer Financial Responsibility form.
Sample troop budget based on $2,500 with 12 girls in the troop Checking Account $2,500 Supplies 5% $125 Badges (Girl Rewards) 15% $375 Membership Fees & Council Service Fees 20% $500 Insurance/Misc. 5% $125 Program Activities 40% $1,000 Field Trips 10% $250 Year-End Bridging/parties 5% $125
Place Your Initial Order Wondering how to place your troop’s orders?
All orders are entered into eBudde; the troop’s online ordering system, listing the total boxes sold by variety. Remember, all sales count--Gift of Caring donations, traditional in-person sales, as well as online sales. Initial orders should be placed in eBudde by 11:59pm January 25. Initial cookie orders will be available for the troop to pick up the week of February 11.
Get To Know the eBudde Website Logging in to eBudde
• You will receive your eBudde login and password from your Service Unit Cookie Chair after you have submitted your Troop Chair Agreement form and ACH form. If you did not turn in your forms, you will not have access to eBudde and cannot participate in the sale until the forms are submitted. The deadline to submit forms to council in order to place an initial order is January 25, 2017. • Using the login and password you were given, login to eBudde https://ebudde.littlebrownie.com/ . Once you have logged into eBudde you will need to do the following things: • Contacts Tab: Verify that your personal information is correct. You can click the edit button to make any changes. • Settings Tab: Click “edit settings” and enter your troop’s banking information. Click “update” once you are finished.
Placing Initial Order
Council recommends that each girl begin with a minimum order of 160 boxes per girl. Troop leaders have the ability to increase or decrease the recommended amount of boxes based on the number of girls selling, troop and individual goals and parent commitment. Remember to order enough cookies for the first week and a half of the sale as the Cupboards will not open until March 1. The cookie varieties below are based on our council’s flavor preference: Thin Mints 30% of your order Do-si-dos 11% of your order Samoas 26.5% of your order Trefoils 8% of your order Tagalongs 13% of your order Savannah Smiles 6% of your order
Girl Scout S’mores 5% of your order Toffee-tastic 0.5% of your order
You can find your troop’s detailed information on the 2016 cookie sale in eBudde. The per girl average goal to meet this season is 300 boxes. When placing your initial order in eBudde, you will order as a troop and not for each individual girl. Orders for each cookie variety should be added to the “Other” column. Orders placed in the “Import” column cannot be saved and the troop will lose their order. Please remember that entering cookie orders are done by variety and numbers of boxes. There are 12 boxes per case so the system will automatically round up to the nearest case. If a troop has not submitted their ACH form to council by January 25, 2017 their initial order will be removed from eBudde. Troops that turn in their forms after January 25, 2017 can still participate in the sale. These troops will be able to pick up cookies once the cupboard opens on March 01, 2017. Gluten free Toffee-tastic and the new S’mores cookies are available by the case. The council has a limited supply of these cookies and may not be available in the cupboards. Council will have enough cookies to fulfill all initial orders. After initial orders are distributed to troops, any extra cookies will be available for pending orders on a first come, first serve basis. These cookies cannot be re-ordered from the bakery. Updates on the cookie inventory will be shared via email and Facebook.
30%
11
26.5%
13%
8%
11%
6%
5%
0.5%
Here is an example of what a troop’s initial cookie order might look like: Average GSNMT troop size = 12 girls Average sales per girl during the first 2 weeks
160 boxes
Right after the sale starts, girls usually make immediate additional sales (account for these upfront)
24 boxes
Most troops order enough cookies to host their first 2 cookie booths--it saves time and energy picking up more cookies within a few days time. 2 cookie booth sales (average 70 boxes each)
140 boxes
INITIAL Troop Order (troop of 10 girls)
2,348 boxes
Calculate YOUR TROOP’S initial order here: Number of girls in troop =
Number of girls participating in the sale # of cookie booths
________ booths
x 70
From customers after delivery
________
x 24
girls
= =
Total cookies (in boxes) for initial order *Notes: While entering your initial orders by girls in boxes, the troop must order in full cases. eBudde will automatically round your order per variety to the nearest full case count. The extra boxes shown due to this difference will be the responsibility of the troop. Note: 1 case=12 boxes.
Pick up Your Initial Order Troop cookie pick-ups will take place February 13-17 Count ‘n Go
is a time-saving process in which troops drive through a pick-up line and in minutes have cookies counted and loaded in their vehicles! Each troop pickup should take no more than 7-10 minutes. Troops can pick up for other troops so long as they notify their service unit cookie chairs two days in advance. Troops will be allowed to select their pickup time on their designated pick-up day.
The day of your pick-up: • • • • • • • •
• •
Do not bring children to the pickup. Have your troop # written on a piece of paper and place in the window of your lead vehicle. Print a copy of your order and bring it with you. This will serve as your receipt. Be on time - arriving too early or too late can cause the line to back up. Arrive with ALL of the vehicles needed to receive your troop’s complete order. Receive your pick-up ticket at check-in. Pull forward as directed and present pick-up ticket to your loader. Step out of the car to count the cases being loaded into your vehicle(s). • Ask the loaders to slow down if they are moving too fast. • Ask for a recount if you are unsure of what you received. • NO adjustments for shortages will be made once you leave the count ‘n go location. Sign for your order and obtain your receipt. Hi-five! You’ve “counted” and can “go”!
The delivery schedule (subject to change)
• Monday, February 13, 2017 – Farmington • Tuesday, February 14, 2017 - Santa Fe (includes Taos, Angel Fire, Las Vegas, Wagon Mound and Eagle’s Nest). • Tuesday, February 14, 2017 - Los Alamos (Includes White Rock and Espanola) • Wednesday, February 15, 2017 – Clovis, Gallup and Socorro • Friday, February 17, 2017 – Albuquerque at Buehler Companies, 2525 Broadway Blvd SE
How many cookies will fit in my vehicle
The following is a comfortable guideline to use when planning to pick up cookies. The approximate amounts stated are figured with the vehicle empty using all space except the driver’s seat. Car Type
Approximate # of Cases
Compact Car
23
Hatchback Car
30
Mid-Size Sedan
35
Sport Utility Vehicle (Lrg)
60
Station Wagon
75
Minivan (seats in)
75
Pickup Truck (full bed)
100
Cargo Van (seats in)
200
Distribution of cookies to parents
A good rule of thumb is to never check out more than $300 worth of cookies to parents at any one time. You may choose to make an exception if you have a girl that is a high seller. A girl must turn in all collected money from her original pick up before she is allowed to pick up any additional cookies. When you check out cookies to the girls make sure that you and a parent count, double-count, and triple check the number of cookies in their order. All product and money exchanges must be accompanied by a council receipt. Council will provide receipt books for each troop. Store the cookies in a cool, dry, pet-free and smoke-free area in your home. Keep the cookies away from sunlight especially the chocolate cookies. You don’t want them to melt.
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Re-stock & Re-Energize Sit down with your girls to see how close they are to reaching their goals for fun and for helping their community If girls want to set their goals even higher and/or need to keep going to reach their goals--it’s easy to get more cookies. Additional cookies are always available for pickup at a cupboard while supplies last.
What is a Cupboard?
Cookie cupboards are locations where troops can pick up more cookies to fill girls’ additional cookie orders AND for cookies needed for booth sales. Any designated troop volunteer with a signed Troop Cookie Chair Agreement or a Volunteer Agreement can pick up a re-order on the troop’s behalf once the request has been entered in eBudde. • When ordering cookies on the TRANSACTIONS tab of eBudde, remember that GSNMT honors quantities entered in the case column. Submit your request (cookies and pick-up time) and you’re done! • Verify the hours of operation for your cupboard location as they vary from site to site. • All troops must place a pending order for their cupboard on or before 11:59pm on Mondays in order to pick up cookies the same week. Pending orders are counted as actual orders and cannot be deleted or changed once submitted. • Cookies can only be ordered by the case. • Albuquerque cookie cupboard is open 8am-5pm Wednesday – Friday only. Regional area cupboards times will vary from area to area. Deadline to place order Available to pick up order February 27, 2017 March 1 – 3, 2017 March 6, 2017 March 8 – 10, 2017 March 13, 2017 March 15-17, 2017 March 20, 2017 March 22 – 24, 2017
How many cookies and what varieties should you order?
Most troops will sell an average of 70 boxes of cookies during a cookie booth. This is just an estimate--many things such as weather, location, time of day, and day of the week play a part in the success of a troop’s cookie booth sales. Keep in mind the first two weekends of booths are very popular vs. the last two weekends. Choosing your mix is not an exact science, but we have research based on last season’s sale that may be helpful. Your troop may also plan to have Girl Scout S’mores and Toffee-Tastic, gluten free cookie, if available.
30% Thin Mints 26.5% Samoas 13% Tagalongs 11% Do-si-dos 8% Trefoils 6% Savannah Smiles 5% Girl Scout S’mores 0.5% Toffee-tastic
Three Ways to Sell Now is a great time to think about some creative ways to continue to strive to reach your goals! Girls may begin selling door to door and through their online store beginning Monday, February 13, 2017. Any presales before this date are strictly forbidden and can result in the girl and/or troop’s removal from cookie sales. Remind girls to share their troop and individual goals as they sell door to door, to friends and family, online, or a combination of all three. Customers enjoy hearing about the troop’s plans and are more willing to help girls reach their goals if they know what the girls are working toward.
Door to Door Sales
Digital Cookie
• Take order cards and visit neighbors, family and friends. When going door to door, always use the buddy system. Daisies, Brownies and Juniors must be accompanied by an adult; Cadettes, Seniors and Ambassadors must be supervised by an adult. • Only sell in familiar areas of your neighborhood. • Never carry large amounts of cash. • Never enter anyone’s home while you are selling. • Always be aware of strange animals. • Never sell to people in cars or in other areas away from public access.
Digital Cookie allows girls to have their very own e-commerce store where customers can shop and pay for cookies online. It allows girls to manage their cookie business online with tools to: set goals, compile a contact list of names, phone numbers and email addresses, send digital order cards to customers where cookies can be paid for online with the option to have them shipped or delivered by their favorite Girl Scout! All parents will receive an invitation email to register for online store access. Be sure to add this email to your address book (email@email.girlscouts.org) so that you will receive all notifications. New this year, girls can take customer payments by using their smart phone or tablet. Simply download the free Digital Cookie Mobile App from the iTunes or Google Play store. Girls must be registered (it’s free!) for the Digital Order Card online store in order to use the app.
Tip: Bundle Your Boxes! A little ribbon, gift tags, & some creativity goes a long way--create names for your own bundles for a unique shopping experience!
For further instructions on how to use Digital Cookies and the Digital Cookies app, check out our quick sheet at http://www.nmgirlscouts.org/en/cookies/for-cookiesellers/digital-cookie.html.
Online Safety Rules
The Girl Scout Cookie Sale is a girl Financial Literacy Program. While your commitment and dedication to your Girl Scout is much appreciated, adults cannot sell cookies on a girl’s behalf. • While girls may use email or text messaging to inform and take orders from friends/family/previous customers, sending blast emails to a work distribution list is not acceptable.
• Girls and family members may use their personal social media accounts to promote the sale and share the link to the online store.
• Girls who are 13 years old or older may use social networking sites such as Facebook, Linked-In, Twitter, Instagram, and Snapchat to sell cookies. However, they must adhere to council and GSUSA guidelines. www.girlscouts.org/en/ cookies/all-about-cookies.html
• Girls and family members may not sell product using their personal email, Facebook accounts or public sites such as Ebay or Craig’s List. All online sales should be conducted through the online store. Each family should receive a copy of the GS Internet Safety Pledge at training. This is yours to keep for reference during the sale.
• Girls and/or parents or other adults may not place online ads for Girl Scout cookies on public sites such as Craigslist, Ebay, Facebook Groups, Pinterest, Yard Sale Groups, etc. Parents may facilitate their personal social networking sites to get the word out about their daughter selling cookies. Parents can use this approved message:
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• It is essential that all girls follow the GSUSA and GSNMT policies and procedures for Council sponsored product programs (see respective websites). “Hello family and friends, my daughter and her troop are selling Girl Scout cookies. We would appreciate your support. If you are interested in purchasing cookies, please send me a private message so that my daughter can contact you.”
Booth Sales
A cookie booth is set up by the Girl Scout troop through council to sell Girl Scout cookies directly to customers who were not solicited during door-to-door sales. Some examples of cookie booths include grocery stores, retail stores, restaurants, churches, schools, sporting events, fairs, theaters, malls, and coffee shops. Booths may not be held at liquor stores, medical dispensaries, store parking lots, casinos, or other locations deemed inappropriate by GSNMT. Booth sales will begin Friday, March 3, 2017. Council will secure all booth locations. Troops will have the ability to choose 3 booth locations during each of the first 3 rounds, of which 2 may be at the same location. At the end of Round 3, troops may have up to 9 booth slots with 6 of those slots being at the same location. Any new booth locations received during the first three rounds will be entered before the first day of each new round. Please ask your parents not to contact any business ‘chains’ on their own. If a troop knows of a location they feel might be open for allowing all troops to participate in a booth sale at their location, have them contact the council. The council will contact the business and if the business agrees, the council will enter the dates and times into eBudde. It is as important to go into eBudde and cancel a booth as it is to sign up for one. The cookie locator app for smart phones and the Cookie Locator button on our website receives information from the eBudde booth list. This is how the general public locates booths. My Sales Troops have the option of finding their own booth location using the ‘My Sales Tab’ in eBudde. Booths must be approved by council and should be secured in two-hour time increments. These booths must be entered into eBudde under the My Sales tab for council approval. Approvals require one day notice and should be submitted Monday-Friday only. Examples of My Sales booth locations: places of worship, schools, local stores, restaurants, banks, and other private institutions. Booth Rules • Troops - Have a minimum of two unrelated adults and two girls at the booth at all times. From time to time, volunteers might want to take breaks or will have to accompany your girls to the bathroom, so make sure additional adults are on hand. • Older girl Troops (CSA’s) - Older girl troops can have one girl and two unrelated adults at a booth. • Juliettes - Juliettes may conduct a booth so long as there are two adults present. Juliette’s must follow the My Sales rules when planning a cookie booth. Preparing for Your Booth Sale The first two weekends of booth sales are very lucrative for all troops at all booth locations. We suggest you have a minimum of 21 cases at each two hour booth for the first two weekends. This is a typical breakdown by flavor: • 5 cases of Thin Mints and Samoas • 4 cases of Tagalongs • 2 cases of Trefoils, Do-Si-Dos • 1 case of GS S’mores, Savannah Smiles, and Toffee-Tastic Ordering more cookies the third and fourth weeks should subside as the sale nears the end. During this time, you’ll want to evaluate how many cookies each girl has left, how many cookies the troop has left from booth sales and then place your reorder. It is recommended to begin your booth with $125 in your cash box; you should have a minimum of $20 in quarters and plenty of ones and fives. Forms of Payment We suggest that you only accept cash or credit cards as payment during booth sales. Troops can accept checks, at their own risk; council will not reimburse for any bounced checks. Credit card sales should be taken using only one girl’s digital cookie app. Once the booth has concluded, the troop cookie chair should go into eBudde to reconcile the booth sale amongst the girls who participated in this booth sale: •
distribute boxes sold
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distribute the money collected during this booth sale (including those sales processed using the Digital Cookie app)
Manage the Money Troops earn $0.65 in proceeds for every box sold! View your eBudde Sales Report tab in PKGS for an accurate account of all proceeds earned on each and every box! Troops earn $0.65 per box sold AND there is a bonus for troops that participated in MagNuts! Product and Money Transactions Set deadlines for parents to turn money into the troop. Keep in mind to give yourself time to deposit the money in to your troop account and for checks to clear so that it is available the day before the ACH. Most troops have a weekly meeting during cookie sales to distribute more cookies and collect money. Do not distribute additional cookies to any family until you’ve received payment for all cookies previously checked out. Between Troop Cookie Chair and Parents The Troop Cookie Chair or Troop Leader must complete a receipt for ALL transactions (money and cookies) every time there is an exchange. The receipt is your documentation that you either gave out $xxx in cookies or that you’ve collected payment for cookies distributed. These receipts are very important and will assist in what you report in the cookie software; eBudde. If a parent fails to pay the troop for the cookies that were checked out to the girl by the troop deadline: • Do not issue any more cookies to the family. • Speak to the parent and find out why they are not able to pay. Work with the parent to figure out if they need more time. • Speak to the other parents in the troop and see if any other girl needs more cookies and then transfer the cookies to the girl. Or find another troop looking for more cookies and transfer them to that troop. The Facebook page will help with issues like this. • If you are not able to resolve the situation, then you will need to submit an Outstanding Balance Form along with the original receipts to council by April 3, 2017. The amount on the Outstanding Balance Form is then deducted from the troop’s financial responsibility and placed on the parent. Any troop or parent that has not cleared their outstanding balance or made payment arrangements with Kimberly Hammon by April 30, 2017 will be sent to a collection agency. Between Girl and Customer Money should be collected upon delivery of product. It is best practice to accept checks from people you know. If your troop decides to accept a check from your customer, please note that the council will not reimburse the troops for any bank charges from NSF checks.
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Cookie Transfers Girl to Girl: The Troop Cookie Chair may transfer cookies from one girl to another within the troop. The Cookie Chair will need to document each transaction in eBudde and provide receipts to both girls involved with the transfer. Troop to Troop: Troop Cookie Chairs may transfer cookies to another troop. The troop transferring the cookies out is responsible for entering the transaction in eBudde. This needs to be completed as soon as the exchange happens so that the receiving troop can distribute the cookies in eBudde to their girls. Don’t forget to complete a receipt.
Electronic payments (ACH) make paying GSNMT easy Electronic payments are mandatory for this program, therefore a troop bank account is essential to your troop’s participation. GSNMT will require all participating troops to complete the ACH electronic authorization form, found on the council’s website: www.nmgirlscouts.org •
Say goodbye to paper deposit slips
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Don’t worry about logging every payment made to GSNMT in eBudde
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GSNMT will log your deposits and update your troop’s record for you
GSNMT Payment Schedule • 1st withdrawal: March 11 for $2 per box due to GSNMT for your initial order • 2nd withdrawal: March 30 for the remaining amount due to GSNMT for all cookies sold
Tips
1. Share your deadlines and expectations for the collections of monies with girls/parents. 2. Issue receipts for all cookies distributed to girls/parents and for every payment made to the troop. G-3 receipts are perfect for this. 3. Money for in-person orders should be collected at the time of delivery. Note: while girls will hand deliver Digital Cookie requests for “girl delivery,” they will not collect payment as these cookies were paid for online. 4. Payments for cookies shipped and ordered through Digital Cookie (which include donated cookies) are automatically posted to your troop’s record in eBudde and will offset the money the troop owes to GSNMT. 5. The troop should deposit all money collected into their troop account early and often--don’t hold on to money that you cannot afford to replace. 6. Keep track of payments from girls/parents in eBudde on the GIRL ORDERS tab. It will show each girls’ remaining balance due to the troop with each payment logged. 7. Remember, proceeds become part of the troop’s treasury and are not given to or belong to any individual girl(s).
Wrap Up the Program Everything comes to an end and the cookie program is no different... Enter final sales totals and select final girl rewards No later than Sunday, March 31 at 11:59pm Cookie Distribution at the end of the sale It is very important to distribute all cookies to the girls in your troop in the eBudde “Girl Orders Tab” by March 31, 2017. The sales recorded from this distribution is how the individual rewards are calculated. Most often, girls will sell additional boxes beyond what was submitted in their initial order. •
Give them credit for all boxes sold (those physical boxes they’ve received from your troop’s inventory and those sold at cookie booths) in eBudde. •
Log all cookie to each girl under her name--by variety. Make notes in the comment section, if needed.
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Log all GOC cookies. Remember, these are “virtual cookies” and will not physically be received/picked up by the troop. Girls have collected $4.25 per box to receive reward credit AND proceeds for the troop.
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Box credit for the Digital Cookie orders (paid for and shipped) are automatically credited to each girl.
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Digital Cookie “girl delivery” requests that you have fulfilled from your troop’s inventory should be allocated to each girl, if you haven’t done so. While the payment has posted to the troop’s record, no box credit has been given since the system is not sure what varieties you’ve supplied to fulfill the order.
Girl Reward Selections Girls get to choose their rewards beginning at the 185 box level. Have the girls make their choices early and turn them into you. This will help you in entering their selections in eBudde. If selections are not made, the girl will receive the themed toy or girl experience at that level. There is a girl reward selection sheet available to print on the GSNMT website.
Tip: Have girls fill out the reward selection sheet, available online to print.
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Girl Experiences. Girl experiences are similar to programs, they are offered to girls on specific, pre-determined dates so that girls eligible for the girl experience have the experience as a group. Girl rewards/benefits must support the Girl Scout Leadership Experience (camp, travel, events, and similar). Travel & events related to GS programming are highly encouraged by GSUSA and fall within the IRS guidelines. However, if a girl cannot attend the set event date, she cannot and will not be reimbursed. GSNMT product program staff created quality, mission-related girl experiences that girls can experience together. In an effort to maintain the spirit of earning individual and troop rewards through participation, girls must have paid their cookie balance in full by the troop deadline (typically a few days before the ACH withdrawal). Failure to do so will result in forfeiting rewards. No exceptions. Levels and Dates of girl experiences • 750+ boxes – A Day at Cliff’s on June 3, 2017 (alternate date is July 8, 2017) • 875+ boxes – Paint Party May 06, 2017 – Albuquerque, Clovis and Farmington
May 07, 2017 – Santa Fe
• 1000+ boxes – A Day at Main Event, all event pass – April 29, 2017 9am-1pm • 1250+ boxes – Cookie Camp – June 30-July 2, 2017 • 1500+ boxes – Limo Ride/ Meow Wolf Museum – July 22, 2017 10am -4pm • 2000+ boxes – Sandia Tram Ride/Dinner at Sandiagos with CEO – June 2, 2017 Girls that qualify for any of the girl experiences will receive an email after the sale with the details for their event. About Program Vouchers Program Vouchers are valid May 1, 2017 – April 30, 2018 and can be redeemed through council for program events, camp sessions and service unit events. Program vouchers are cumulative, so if a girl selects program vouchers for each level they are offered (starting at 185 boxes, on up), she will have a total of $375 in program vouchers. Program vouchers are transferable.
Due to the 2015 IRS guidelines and need for risk management, GSNMT has reviewed our current practices related to money earning, product sales, disbanded troops, girl rewards, and pathways to make sure that our policies and practices related to providing financial disbursement to girls is in line with IRS guidelines and supports the product program philosophy and purpose (financial literacy). These IRS guidelines and recommendations have prompted Girl Scout councils across the nation to make changes regarding cookie rewards, proceeds, and bonuses. Changes in our 2017 cookie sale include: • Choice for most reward levels • Bonus based on eligibility • Program Vouchers • “Girl Experience” Rewards
Celebrate & Reward Girls When girls reach their goals, celebrate! Thank customers and share your stories and experiences Have a party Turn the reward distribution into a ceremony Take pictures of what the troop does with their proceeds Let each girl share what she learned this year Write thank you notes to the adults who helped this season
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Every Cookie Has a Mission The Girl Scout Cookie Program is a hands-on leadership and entrepreneurial program.
The program generates funds for a girl’s troop, while allowing her to earn individual rewards and contributes to Girl Scouts of New Mexico Trails’ effectiveness to provide leadership experiences for girls. All proceeds stay in the local community.
Every year, customer purchases help fund programs that Girl Scouts of New Mexico Trails offers to our over 3,000 girls and provides direct support to individual troop treasuries. 2% is used to provide financial assistance through the opportunity fund. 16% is troop proceeds for use by the troop for activities and/or community service projects and for girl incentives. 48% is returned to leaders and girls in program opportunities, camp operations, insurance, program supplies, financial assistance, training, background checks, website, and other business operations. 34% is the cost of the cookie program, including cookies paid to the baker.
Each box of cookies sold provides income to the Girl Scouts of New Mexico Trails and helps offset operational costs for: • Delivering programs to over 3,000 girl members in a 23 county territory spanning 71,486 square miles. • Maintaining two camp properties covering over 1,700 acres--insurance, upkeep, proper land stewardship, tents, beds, commercial kitchens, and program supplies. • Providing membership and/or camp scholarship to girls whose families need financial assistance to participate. • Providing training to over 1,000 adult member volunteers. • Providing financial support for GSNMT sponsored events to keep activities affordable. • Operating the Albuquerque and regional service centers. • Providing volunteer screening and background checks. • Providing required insurance for Girl Scout activities.
The Girl Scout Cookie program has given me the opportunity to set and work towards a goal. “Since I was a Daisy, 10 years ago, the Girl Scout Cookie program has given me the opportunity to set and work towards a goal. I have learned that when you invest your time and effort, you can be rewarded greatly. We’ve spent hundreds of hours selling cookies over the years, but it’s all been worth it. Our troop has gone to Surf Camp in California and canoeing through the Boundary Waters in Minnesota, mostly funded by cookie sales! I will take these memories with me as I head off to college next year.” --Samantha, Ambassador Girl Scout
join us ...
Cookie-Pa-Looza!
! w o January 21, 2017 N r e t s i g e R Saturday, January 21, 2017 CSAs 8:30am - 11am DBJs 12pm-5pm
Embassy Suites on Lomas & I-25 $5 per Girl Scout Registration deadline: January 12 Registration information online: www.nmgirlscouts.org
Daisy, Brownie, & Junior Girl Scouts At Cookie-Pa-Looza, Daisy, Brownie, & Junior Girl Scouts will earn the 2017 Cookie Pin! Practice the five skills with your Girl Scout sisters, play games, make crafts, and sample a cookie. Plus, check out the 2017 girl rewards! For Daisy, Brownie, & Junior Girl Scouts, there will be four 75 minute sessions offered. Girls will sign up for one 75 minute session to better prepare them to be true Girl Scout Cookie Professionals! Parents and guardians: We have activities for you, too! A free Cookie Program parent training will be provided in the afternoon while girls are earning their cookie pin.
Cadette, Senior, & Ambassador Girl Scouts CSAs, are you ready to take the cookie program to a whole new level? With help from your Girl Scout sisters, we have planned a special event just for you! • Start your day with a tasty breakfast and inspiring speaker. • Earn your 2017 cookie pin and be totally prepared to set goals that will take you anywhere you want to go! • Complete Cookie Captain training so you can be a mentor and role model for younger Girl Scouts. Cookie Captains will put their skills to work the same afternoon helping Daisies, Brownies and Juniors earn their cookie pin. Lunch will be provided for CSAs who assist in the afternoon. Plus earn hours toward your Service to Girl Scouting or Program Aide awards!