February 12 - March 25
Troop Cookie Chair Guide
For EVERY Troop Cookie Chair at EVERY STAGE of the Girl Scout Cookie Sale
2018
Being a Troop Cookie Chair Thank you for accepting the role of the Troop Cookie Chair! Your efforts are extremely important to the success of this sale for our girls and troops. 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 inner entrepreneur, connect them and their parents to resources that make 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! Read through this manual to learn more about the sale: what your troop can sell, different ways to sell, how to set troop and individual goals, and what awesome rewards your girls can earn by participating. Make sure to share the information in the manual with your troop and families so that together your troop can reach their goals! By selling cookies, girls will: • Raise funds for your troop to do activities together • Earn awesome rewards • Develop skills like goal setting, decision making, and money management This year’s cookie theme is “Altogether Awesome” And through selling cookies, girls should aim to: Be awesome Discover their inner strength Be empowered Don’t be afraid to set big goals Please don’t hesitate to contact us with any questions, issues or concerns. Thank you, Kimberly and Sonia
Your primary responsibilities: Train girls and parents Distribute materials and support to parents Place troop orders Pick-up and distribute cookies Collect and deposit money Wrap-up the program and distribute rewards
Take action Positively impact their community
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 Chair 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 505-923-2519 Sonia DeGuzman, Director of Sales SDeGuzman@nmgirlscouts.org 505-923-2505
Online Resources
Council website: www.nmgirlscouts.org The council website will have general information on our cookie sale, videos and tip sheets, forms and a link to register as a Girl Scout.
eBudde Troop App: https://ebudde.littlebrownie.com/troopapp/home Mobile app that allows Troop Chairs to conduct their troop business in eBudde through their smart phone or mobile device.
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 Baker 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.
Product Program Facebook Group: www.facebook.com 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 or your Service Unit Cookie Chair.
2018 Cookie Calendar January Schedule Troop and Parent Meeting to discuss cookie sale January 20 Cookie Palooza in Albuquerque January 20 Farmington Cookie Rally January 24, by 5pm Last day to turn in ACH form to council January 24, by 11:59pm Initial Orders due from troops January 31 Girl Upload into eBudde February 3 Clovis Cookie Rally February 4, 8pm Booth Sale Selection, Round 1 February 7, 8pm Booth Sale Selection, Round 2 February 11, 8pm Booth Sale Selection, Round 3 February 12-16 Initial Order Deliveries February 12 First day of the sale February 25, 8pm Booth Sale Selection, Round 4 February 28 All cupboards open (varies by location) March 2 Booth Sales Begin March 5 Last day for troops to deposit money for ACH withdrawal March 6 First ACH withdrawal $2 per box of initial order March 22 Last day to add girls to eBudde March 25 by 8:00pm Last day of the sale March 30, by 11:59pm Last day to distribute and apply sales to girls in eBudde March 30, by 11:59pm Last day to select reward options for girls in eBudde March 30, by 5pm Outstanding balance forms due to Service Unit Chairs April 5 Last day for troops to deposit money for ACH withdrawal April 6 Final ACH withdrawal April 28 Last day to clear outstanding balances Early May Rewards are shipped to Service Unit Chairs
Table of Contents 2
Being a Troop Cookie Chair Role and Responsibilities Online Resources
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General Cookie Sale Information
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Program Highlights
7
What’s New for 2018
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Troop Cookie Chair Checklist
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Step 1: Get Prepared
10 Step 2: Set Goals with Your Troop 11
Step 3: Hold a Parent Meeting
12 Step 4: Planning Your Initial Order 14 Step 5: Pick Up Your Initial Order 15 Step 6: Restock & Re-energize 16 Step 7: Three Ways to Sell 19 Every Cookie Has a Mission 20 Step 8: Manage the Money 22 Step 9: Wrap Up the Program 23 Step 10: Celebrate & Reward Girls 24 Cookie Palooza Cookie Rally
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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 Cookie and GSNMT’s website.
Sale Dates
The cookie sale runs from February 12, 2018 through March 25, 2018.
Troop Proceeds
Troops will earn 65 cents for every box of cookies that they sell. In addition, if your troop participated in the 2017 MagNut sale and increased your sales by 35%-100% over your 2016 MagNut sales, then your troop earns anywhere from $.01= $.10 extra for every box of cookies that your troop sells.Eligible troops will be notified in December.
Cookies
Flavors $4.25 a box: Thin Mints, Dosidos, Samoas, Trefoils, Tagalongs, Savannah Smiles Flavors $5.00 a box: S’mores, Gluten Free Toffee-tastic 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, no returns. Cookies must be stored in a cool, dry, pet-free and smokefree 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 NSF checks and fees. A credit card option is available through the Digital Cookie phone app.
Troop Participation Requirements for 2018 Cookie Sales • • • • • • •
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A troop consists of a minimum of five girls and two unrelated, council approved adults. Identify a troop cookie chair (Two are preferred for checks and balances) Attend council troop cookie training: 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
The Cookie Excitement Begins! Did you know that our cookies have... RSPO Certified (Mass Balance) Palm Oil NO High-Fructose Corn Syrup NO Artificial Colors NO Artificial Flavors in Do-Si-Dos, Toffee-tastics, or Girl Scout S’mores Zero Grams Trans Fat per Serving 100% Real Cocoa
Plus... Do-Si-Dos have Hearty Whole Grain Oats Thin Mints are Vegan Toffee-tastics are Gluten Free Girl Scout S’mores are made with natural flavors
New Format! Cookie Nutrition Labels for 2018 Larger font for calories, added sugars declared, & new vitamin/mineral categories. Note: In compliance with FDA Label Reform Act of 2018
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Program Highlights Gift of Caring
The Gift of Caring Program is a great option for customers that want to support the troop but do not want any cookies for themselves. 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.
Council Gift of Caring. 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.
Troop Gift of Caring. Troops also have the option to
Online Store
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. Contact khammon@ nmgirlscouts.org if you do not receive the registration email. Download the free Digital Cookie Mobile App from the Apple App 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 tip sheets at: www.nmgirlscouts.org / COOKIES+ / For Cookie Sellers
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.
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.
eBudde Troop App for Apple and Android
The eBudde Troop App brings the power of eBudde desktop technology to phone and tablet devices. With this free mobile app, volunteers can track and submit girl orders, track amounts due and paid, order girl rewards and monitor troop sales data and generate troop sales reports. This app is available as a free download at the Apple App Store or Google Play.
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Meet the 2018 Cookie Mascot, Cheyenne the sea turtle, named after our 2017 Top Cookie Seller!
What’s New For 2018 Girl Experiences: Levels and Dates • 750+ boxes – A Day at Cliff’s on June 2, 2018 (alternate date is July 14, 2018) • 875+ boxes – Paint Party on May 5, 2018 • 1000+ boxes – Waterpark Fun @ Wyndham Albuquerque – April 28, 2018 • 1250+ boxes – Mini Resident Camp Session @ Rancho del Chaparral – July 5-July 8, 2018 • 1500+ boxes – Tea Party @ St. James Tea Room with the CEO – April 27, 2018 • 2000+ boxes – White Water Rafting – June 1, 2018
Contests! GSNMT will have various contests throughout the cookie sale. Look for the requirements in our weekly cookie newsletters. 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 prizes: National Girl Scout Cookie Weekend (February 23-25) Share your cookie story: https://www.girlscouts.org/en/cookies/just-for-cookie-sellers/Share-Your-Cookie-Story.html
Cookie Pro Contest This cookie season, let’s show ‘em how the largest girl-led entrepreneurial program in the world prepares girls to lead, learn, succeed, and shine— not only for today but also for the future—by entering our national Girl Scouts of the USA’s Cookie Pro 2018 Contest from January 2 through April 30. How to Participate Participating in Girl Scouts of the USA’s Cookie Pro 2018 Contest is literally as easy as 1, 2, 3! 1. Let your girls and parents know about the contest. 2. Choose a photo you want to submit, and have it ready to upload. 3. Choose the Cookie Pro Résumé survey for your grade level, complete it, and upload your photo. Every girl who enters Girl Scouts of the USA’s Cookie Pro 2018 Contest will unlock this awesome, limited-edition Cookie Pro 2018 patch. Grand Prize: Six girls nationwide, one per Girl Scout grade level, will be named Girl Scouts of the USA’s Top Cookie Pro 2018 and get the epic chance to: • Be featured on the Girl Scout Cookie box! • Travel to New York City for an all-expenses-paid Cookie Entrepreneur Experience!
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Troop Cookie Checklist December/January
� Register all of the troop volunteers and girls. � Establish a troop bank account with two council approved volunteers. � Attend cookie training and sign and submit Troop Cookie Chair & ACH Forms. � At a troop meeting, assist girls in setting a troop goal and establishing their individual goals. � Hold a parent meeting. 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 contact info & add troop bank account. � Have girls attend the Cookie Palooza on January 19-20 to boost their excitement about the cookie sale! � Enter initial troop cookie order into eBudde by 11:59pm on January 24. � Select initial order pick up time in eBudde, starting January 24. February/March
� Sign up for cookie booths; round 1 of cookie booth selection starts on February 4 at 8pm. � Set up your Troop’s Digital Cookie account AND encourage ALL girls to register for their Digital Cookie account. Remind them to use their registered name- no nicknames.
� Pick up your troop’s initial cookie order. Go into eBudde and confirm delivery time and amount of cookies you are picking up.
� Distribute initial orders to girls’ parents--obtain signatures AND issue receipts! � Re-order additional cookies as needed from your local cupboard location. � Collect money from girls/parents weekly and issue receipts for payments received. Deposit money into the troop bank account.
� Distribute ALL cookies to the girls and SUBMIT the troop’s final rewards in eBudde--make reward selections for girls where needed--by 11:59pm on March 30.
� Submit outstanding balance forms to service unit chairs by March 30. April/May
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� Submit RSVPs for girls that chose girl experiences as rewards � Pick up Girl rewards from Service Unit Chair at May service unit meeting � Distribute all final rewards to girls/parents who have paid balance in full � Celebrate your troop’s hard work!
Get Prepared
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Attend Troop Cookie Chair Training before the sale. Council will provide in-person Troop Cookie Chair training at each service unit on the following dates. If you are unable to attend your own service unit date, you may attend another date instead. Please RSVP khammon@nmgirlscouts.org ahead of time to ensure that there is enough seating and supplies. December 4: Farmington Service Unit December 6: Clovis Service Unit December 7: Alamosa Service Unit (Albuquerque) December 11: Socorro Service Unit December 12: Mountain View Service Unit (East Mountains) December 13: Santa Fe Service Unit December 14: NW Mesa Service Unit (Albuquerque) December 20: Taos/Angel Fire Service Unit January 3: Gallup/Grants Service Unit January 4: Rio Abajo Service Unit (Los Lunas) January 8: NE Metro Service Unit (Albuquerque) January 9: Jefferson Washington Service Unit (Albuquerque) January 10: Desert Rose Service Unit (Rio Rancho) January 16: Pajarito (Los Alamos)
Logging into 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 do 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 24, 2018. 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.
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Set Goals With Your Troop 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
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
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
Our Troop Plans
TIP
Encourage girls to set two types of goals: Something FUN they would like to try and Something they can do to help others Help girls discover the cookie program through fun & games
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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 Parent Meeting
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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 Roles for parent volunteers- not for Troop Leaders or Troop Cookie Chairs, include those roles listed below. Parents in these roles must be registered and background checked. 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 submit the form before the parent can go and pick up cookies. 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 and submit it to council before the booth shift.
TIPS
Let the girls share their individual and troop goals with the adults. Show an inspiring video about why families value the program (Little Brownie’s YouTube Channel). Establish a system of communicating during this busy time of year.
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Planning Your Initial Order
All cookie orders are entered into eBudde; the troop’s online ordering system. Cookie orders must be placed in increments of 12 packages by flavor as cookie orders are fulfilled by the case (12 packages per case). If you accidently enter a number less than the number of packages in a case, the system will automatically round up to the nearest case. For example, if you order 22 packages of Thin Mints, the system will round up to 24 packages equaling two full cases. Initial Order for Returning Troops (troops that have participated in two or more cookie sales) Council recommends that each girl begin with a minimum order of 160 packages per girl. This is approximately $680 in product. The initial amount ordered is specifically for the first two weeks of the sale. On average, girls in our council sell a total of 300 packages during the 6 week sale. You can determine whether or not to increase or decrease the recommended amount of packages based on the girl’s customer list or sales goals. You can order extra cookies so that you can easily replenish the girl’s inventory after she has sold and paid the troop for all of the initial packages. Council recommends that troops order an extra two cases of the top six flavors since you cannot get more until February 28 when the cookie cupboard opens. Do not include packages that are intended for booth sales in this order. Initial Order for New Troops (0-1 year of participation in cookies) Council recommends that each girl begin with a maximum of 72 packages. This is approximately $306 in product. The initial amount ordered is specifically for the first two weeks of the sale. This number may not equal the girl’s goal since it take approx 6 weeks for a girl to sell 300 packages. On average, girls in our council sell a total of 300 packages during the 6 week sale. You have the ability to order extra cookies so that you can easily replenish the girl’s inventory after she has sold and paid the troop for all of the initial packages. Council recommends that new troops order extra cookies (1 case of the top 6 flavors) since you cannot get more until February 28 when the cookie cupboard opens. Do not include packages that are intended for booth sales in this order. Council will review all new troop orders before accepting and finalizing the troop order. Council will contact troop leaders and/or troop chairs if there is concern with the amount of cookies being ordered.
Not ready or Comfortable Placing an Initial Order? Beginning Monday, February 12, girls can go door to door and collect cookie orders using their goal getter cards.
How to enter your troop’s order 1. Log into eBudde 2. Click on the initial order tab
You can then place a pending order through the cookie cupboard based on customer commitments rather than guestimating an order based on council averages. The first ending orders are due February 26 and cookies are available to be picked up on February 28- March 2.
3. Enter the number of packages (in increments of 12) by flavor in the other line.
This is a great way for girls to participate in the sales without having to commit to a certain number of cookies.
5. Save the order
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4. DO NOT enter numbers on any other line.
Money for the initial order is due March 6
Here is an example of what a troop’s initial cookie order might look like: Average GSNMT troop size = 12 girls Average # of boxes
x
# of girls
=
# of boxes
Average sales per girl during the first 2 weeks
160 boxes
x
12 girls
=
1920 boxes
Right after the sale starts, girls usually make immediate additional sales (account for these upfront)
24 boxes
x
12 girls
=
288 boxes
INITIAL Troop Order (troop of 12 girls)
2,208 boxes
Calculate YOUR TROOP’S Initial Order: Average # of boxes
x
Average sales per girl during the first 2 weeks
160 boxes
x
=
Right after the sale starts, girls usually make immediate additional sales (account for these upfront)
24 boxes
x
=
# of girls
=
# of boxes
INITIAL Troop Order
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Pick Up Your Initial Order
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
Regional Area Pick-up
Greater Albuquerque Pick-up
Troops in the regional areas will pick up their cookies on the following days:
Troops in the greater Albuquerque area and Valencia County will pick up their cookies at Buehler Warehouse (2525 Broadway SE Albuquerque) Thursday, February 15 or Friday, February 16. Troops can choose their sign-up time in eBudde starting January 24.
Monday, February 12, 2018- Clovis, Gallup, and Socorro Tuesday, February 13, 2018- Santa Fe, Los Alamos, Taos, and Las Vegas Wednesday, February 14, 2018- Farmington Please contact your Service Unit Cookie Chair for place and time. Troops can select their pick-up times in eBudde starting January 24. Troops can pick up for other troops so long as they notify their service unit cookie chairs two days in advance. The day of your pick-up: Be on time - arriving too early or too late can cause the line to back up. • Do not bring children to the pickup. • Print a copy of your order and bring it with you. This will serve as your receipt. • Arrive with ALL of the vehicles needed to receive your troop’s complete order. • Receive your pick-up ticket at check-in. • Park as directed and present pick-up ticket to your Service Unit Chair • Step out of the car to count the cases and load them into your vehicles • NO adjustments for shortages will be made once you leave the cookie pick-up location. • Sign for your order and obtain your receipt.
Each troop pickup should take no more than 5-7minutes. Troops can pick up for other troops so long as they notify their service unit cookie chairs two days in advance. The day of your pick-up: Be on time - arriving too early or too late can cause the line to back 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. • Arrive with ALL of the vehicles needed to receive your troop’s complete order. • Receive your pick-up ticket at check-in. • Park 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 cookie pick-up location. • Sign for your order and obtain your receipt.
Restock & Re-energize Sit down with your girls to see how close they are to reaching their goals... for fun AND for helping their community!
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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 on file with council can pick up a re-order on the troop’s behalf once the request has been entered in eBudde. • 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. Deadline to place order Available to pick up order February 26, 2018 February 28-March 2, 2018 March 5, 2018 March 7 – 9, 2018 March 12, 2018 March 14-16, 2018 March 19, 2018 March 21 – 23, 2018 • Albuquerque cookie cupboard is open 8am-5pm Wednesday – Friday only. Regional area cupboards times will vary from area to area. Contact your Service Unit Cookie Chair for more details.
Troop to Troop Transfers Another great way to get cookies for your troop is to contact other troops through your Service Unit Email group or the GSNMT Product Program Chairs Facebook Page. This will not only help your troop out but also the troop that is looking to transfer cookies or willing to trade flavors.
To Place a Cupboard Order In eBudde, go to the transactions tab Click Add a transaction Choose a pick-up date and time to pick-up your cookies. Select Type- normal and 2nd Party- Cupboard Enter the amount of cases of each flavor that you would like to pick up. Any amount entered as packages will be rounded to the nearest case. Click Save//Print to print a copy of your order to bring with you to pick-up. Click Save again.
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. Also keep in mind the first two weekends of booths are very popular vs. the last two weekends.
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.
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 Store the cookies in a cool, dry, pet-free and smoke-free area in your home. Keep is allowed to pick up any additional cookies. the cookies away from sunlight especially the chocolate cookies. You don’t want them When you check out cookies to the girls make sure that you and a parent count, to melt. 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.
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Three Ways to Sell
Girls may begin selling door to door and through their online store beginning Monday, February 12, 2018. Any presales using Goal Getter cards 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 •
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.
•
Use the Digital Cookie mobile app to accept credit cards as payments.
•
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.
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!
Cookie House Party This year cookie sales are in the house. It’s a friends and family cookie party! Girls have fun together planning an in-home cookie sales party and invite their friends and family learn about their big goals for the season and support their dreams by buying cases of cookies. A great way for troops to supercharge their cookie sales. •
Girls invite their customers to a cookie themed gathering
•
Offer customers samples of the cookies and refreshments
•
Share their BIG goals and customers make Big purchases.
Go to: https://youtu.be/e20V0xg5T5k to see a video on how to host a Cookie House Party.
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Digital Cookie
Digital Order Card online store, also known as 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 by January 22. Be sure to add this email to your address book (email@email.girlscouts.org) so that you will receive all notifications. If you are a new Girl Scout member or did not receive the link, visit our website www.nmgirlscouts.org/en/cookies/ for-cookie-sellers/digital-cookie.html . Girls can also take customer orders and payments through the Digital Cookie app on 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 Cookie and the Digital Cookie 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 Financial Literacy Program. While your commitment and dedication to your Girl Scout is much appreciated, adults cannot sell cookies on a girl’s behalf. Parents may facilitate their personal social networking sites to get the word out about their daughter selling cookies. Parents can use this approved message: “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, click on the link below (insert link here) to purchase your cookies through her online store.”
DO
Girls over 13 and family members may use their personal social media accounts to promote the sale and share the girls online store link. Customers can then purchase cookies from the online store and select girl delivery, shipping or donation for their purchase.
DON’T
Girls and family members may not place online ads for Girl Scout cookies or sell cookies on public sites such as Craigslist, eBay, Facebook groups, Pinterest, Yard Sale groups or send email blasts to a work distribution list. All online sales must be conducted through the online store; Digital Order Card.
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Booth Sales A cookie booth sale is when troops get together to sell cookies in front of approved businesses during the weekday evenings and weekends during the month of March. Some location examples of cookie booths include grocery stores, retail stores, restaurants, places of worship, private schools, sporting events, fairs, malls and coffee shops. Booths may not be held in empty lots, sidewalks, liquor stores, medical dispensaries, store parking lots, casinos, or other locations deemed inappropriate by Council Booth sales will begin Friday, March 2, 2018. Council will secure a majority of the booth locations. Troops 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. For Round 4, Troops may sign up for as many booths as they would like.
My Sales Troops have the option of finding their own additional booth locations using the ‘My Sales Tab’ in eBudde. Examples of My Sales booth locations: places of worship, private schools, local stores and restaurants, banks, and other private institutions. • Troops must first verify that council has not already contacted the location by checking in EBudde. Council will upload all solicited locations. • Get approval from the location owner/manager • Enter the location under the My Sales Tab in EBudde at least one business day in advance. Booths should be entered in two hour increments. You must enter all locations contacted regardless of approval. • Wait for the booth to be approved or denied by council. You will be notified of this through 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.
Booth Rules • Troops - Have a minimum of two 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 adults at a 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.
Forms of Payment We suggest that you only accept cash or credit cards as payment during booth sales. 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. Troops can accept checks, at their own risk; council will not reimburse for any NSF checks or fees. 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 among the girls that worked that booth • distribute the money collected during this booth sale (including those sales processed using the Digital Cookie app)
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Every Cookie Has a Mission The Girl Scout Cookie Program is a Hands-On Leadership and Entrepreneurial Program Sure, they’re awesomely delicious, but beyond the sweetness, Girl Scout Cookies are an opportunity for girls to do extraordinary things. When customers make a Girl Scout Cookie purchase, they’re helping the next generation of girl entrepreneurs get an important taste of what it takes to be successful- teamwork, planning, and a positive outlook (for starters). Proceeds from our sale stay within our local community and help power new experiences for over 3,000 awesome G.I.R.L.s (Go-getter, Innovator, Risk-taker, Leader) who sell Girl Scout Cookies! Whether it’s a trip she’ll never forget, a service project that will change her community forever, or the opportunity to build a lifetime of memories at camp, Girl Scout Cookies help make it all happen! 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.
2017 GSNMT Top Cookie Seller Cheyenne, Troop 10541 3164 Boxes A word from Cheyenne’s mom: “I think that it (the cookie sale) helps her to stay focused, she knows what she wants and she wont stop until she achieves it. It is also a big motivation to her if she knows she has to work hard to earn something, then that she does. The Cookie Sale also helps her with public speaking to go ask the neighbors or our friends if they would like to buy from her. Her confidence has grown a lot by selling these Girl Scout products.”
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Manage the Money
Product and Money Transactions
Troops earn $0.65 in proceeds for every box sold!
Set deadlines for parents to turn money in regularly to 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 of cookies or money. 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 (which is available to download on the GSNMT website) along with all original receipts to council ASAP but no later than March 30, 2018. 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, 2018 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 or fees that incur.
Electronic payments (ACH) make paying Council 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 • Don’t worry about logging every payment made in eBudde • Council will log your deposits and update your troop’s record for you • 1st withdrawal: March 6 for $2 per box due to GSNMT for your initial order • 2nd withdrawal: April 6 for the remaining amount due for all cookies sold All troop Chairs will be notified a week before the ACH date with the amount that is to be deducted from their troop’s account. If you have a question about your amount or do not have enough money to cover the withdrawal, please reply back to the email immediately- no later than two days before the scheduled ACH date- so that your troop account does not incur any NSF fees.
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 Council. 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).
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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 Friday, March 30 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 30, 2018. 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 cookies to each girl under her name--by variety. Make notes in the comment section, if needed. • Log all council Gift of Caring 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. • Box credit for the Digital Cookie orders (paid for and shipped) are automatically credited to each girl. • 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 Council website and in the girl cookie manual.
Tip
Have the girls fill out the reward selection sheet, available online and in the girl manual.
About Program Vouchers
Program Vouchers are valid May 1, 2018 – April 30, 2019 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.
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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 reward 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. Council Product Program staff create 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.
Girl Experiences: Levels and Dates • 750+ boxes – A Day at Cliff’s on June 2, 2018 (alternate date is July 14, 2018) • 875+ boxes – Paint Party on May 5, 2018 • 1000+ boxes – Waterpark Fun @ Wyndham Albuquerque – April 28, 2018 • 1250+ boxes – Mini Resident Camp Session @ Rancho del Chaparral – July 5-July 8, 2018 • 1500+ boxes – Tea Party @ St. James Tea Room with the CEO – April 27, 2018 • 2000+ boxes – White Water Rafting – June 1, 2018
Celebrate & Reward Girls
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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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