2012 Cookie Program
1
Welcome to Troop Cookie
Manager (TCM)Training!
Introductions, Welcome and Housekeeping
Fill in the front cover of your TCM Handbook:
SU PSM introduction, phone, email.
SU # - does everyone know?
Cookie Pick Up TBA
SU Cookie Cupboard introductions, location , hours
Housekeeping
Did you sign in?
Are you a registered Girl Scout? TCM must be one.
Do you have a background check? TCM must have one.
Sign TCM Agreement and leave with SU PSM.
In the interest of time hold your questions and comments until end of
meeting please!
Correction on page three, first paragraph (134.5 should be 135)
2
Responsibilities of the TCM
Present Cookie Program to girls and parents - REQUIRED
Assist, not direct, girls’ planning, including badges and Cookie Pin
Collect signed (by guardian) permission slips for turn in to SU PSM
Coordinate distribution of cookies to girls and track in SNAP
Sign up for the Booth Lottery, if appropriate
Collect and deposit funds throughout program – promptly and frequently!
Prepare and place troop order in SNAP by Oct. 9th
Arrange for pick up and delivery of cookies from SU and then to girls
Complete all administrative work in SNAP – transfers
Order, by December 14, Girl Rewards
Coordinate distribution of recognitions to girls in January
3
Cookie Program Overview
The Cookie Program is the largest girl-led business in the world,
supported by a network of adult volunteers.
Our goals for 2012 are to provide a strong, educational
experience for girls while maintaining the level of sales
achieved in 2011-12 (233,277 cases) and to implement the “5
Skills into every aspect of the program. In other words,
EARN WHILE YOU LEARN!
4
Cookie Program Overview
What are the “5 Skills?”:
Goal Setting
Decision Making
Money Management
People Skills
Business Ethics
5
Cookie Program Overview
All proceeds from the Cookie Program stay in the NE Kansas &
NW Missouri Council.
.60¢ per box
when bonus
is earned.
Council Planned Activities, $1.87:
+ Skill Building Activities like
STEM, Art, Health & Leadership
+ Adventure Activities like Zip
Troop Planned Activities, .55¢:
+ Trips
+ Camping
+ Special Activities
Line, Rappelling and Climbing
+ Training Resources and
Support for nearly 10,000
Volunteers
Cost of Program, $1.08:
+ Cost of Cookies
+ Delivery Charges
+ Program Recognition
6
Cookie Program Overview
Issues Addressed from 2011-12 Program
Council staffing was an issue; calls and emails
couldn’t be returned promptly and our plan of
action wasn’t able to be executed as needed.
The Council has added two full-time staff members
and created a Product Sales Team:
Julie Jasumback
Ann Marie Oesterle-Siegwarth
Veronica Cleaves
7
Cookie Program Overview
Issues Addressed from 2011-12 Program
SNAP’s lottery system did not work as expected
which caused problems with booth assignments. In
addition, our lack of staffing did not allow for the
time/manpower needed to arrange booth locations
as thoroughly and quickly as needed.
Our scheduling of Council-sponsored booths, along
with corrections made to SNAP and council
procedures, will eliminate issues. In addition, a
Booth Sale Committee has been working for the
last several weeks to secure booth locations.
8
Cookie Program Overview
Issues Addressed from 2011-12 Program
Our Kansas City regional cookie cupboard was not
a suitable location to meet the demand needed. In
addition our agent was unable to deliver to our
regional cupboards when product was needed and
one person was manually coordinating the
requests.
Regional cupboards will be located in more suitable
locations with larger amounts of stock on hand,
we’re using an online tool in SNAP for troops and
SUs to reorder (no longer have to call) and council
has a team of people to work on cookies.
9
TCM Calendar
September/October:
Troop & Parent/Adult Training
----------------------------------------------------------------------------------------------------------------------------- ------October 9:
Cookie orders placed by TCM in SNAP
October 20:
OFFICIAL KICK OFF – Girls may take orders. Please don’t start early!
October 25 – November 2: SU Cookie Deliveries, Troop Pick Ups
November 3:
Booth Sales Begin
November 19:
50% of cookie money (Council-owed) in bank and entered in SNAP
Week of November 26:
SU Cupboards Close
December 9:
Cookie Program Ends
December 10 - 12:
Troop Cookie Managers meet with SU PSMs for Final Turn In –
DO NOT BRING MONEY OR CHECKS TO THIS MEETING!
December 14:
Troop Cookie Manager have Girl Reward orders placed in SNAP
January 2013:
Girl Rewards Arrive to SU PSMs
10
Cookie 101
We have eight varieties, a new flavor, new
boxes and new packaging for Lemonades!
11
Cookie 101
New packaging for
Lemonades:
Film type covering, just like
Thanks A Lots
Both Lemonades and Thanks A
Lots have new, higher trays
reducing breakage and making it
easier to stack.
Same great taste,
same number of cookies!
12
Cookie 101
Mango Crèmes
Yummy coconut vanilla sandwich
cookie with a mango crème filling.
Mango Cremes have Nutrifusion™, a
nutrient offering the benefits of eating
cranberries, pomegranates, oranges,
grapes, and strawberries!
• 15% RDI (reference daily intake) of Vitamin B1
• 5% RDI of Vitamins A, C, D, E, and B6 per
serving
• Zero grams trans fats per serving
• No hydrogenated oils
• No preservatives
13
Cookie 101
Cookies are $3.50 per package. Troops may
not sell for more or less than the Council-set
price.
14
Cookie 101
Keep in mind…
• All girls must be registered and have a signed parent
permission slip (from both parents if parents do not
live together) turned into the troop before they may
sell cookies.
• Troops may not assign a number of boxes to each girl
nor may they force girls to participate. Keep in mind
that each girl has a differences in the support she
receives.
• Cookies may not be sold to a business to resell.
15
Cookie 101
The Parent Permission
Slips for our Cookie
Program were included
in Troop Packets. Look
for a four-page
newsletter with the
“LOVE” header.
16
Cookie 101- “Non-Troop” Girl Members
Sometimes referred to as “Juliettes” or “Pathways.”
Cookie money earned by girls does not belong to the girl, even when the girl
is not part of a troop.
• Girls can still earn incentives and Camp Coupons.
• Girls should partner with an existing troop.
• Troops should be welcoming and extend the same
rewards such as trips and activities earned via the
Cookie Program.
17
Cookie Badges + Cookie Activity Pins
The Girl’s Guide to Girl Scouting offers two or more
leaves or badges for Daisies through Ambassadors.
Girls Participating in the Cookie Program are eligible
to earn the Cookie Activity Pin. Pins are available for
purchase in the Council store.
18
Girl Rewards and Camp Coupons
• Survey results were clear that drawings and troop prizes were not as
popular as individual awards.
• Research from other Councils shows that girls, and their parents, prefer
a larger array of individual awards.
• Research also shows that girls like electronics as incentives.
• Girls voted on some items on an online survey to choose preferences.
19
Girl Rewards and Camp Coupons
10+ for Cookie Share
25+ for Theme Patch
with “bars” starting at 75+
(one bar per girl at highest level)
20
Girl Rewards and Camp Coupons
Goal Getter Patch
Girls earn this patch when they sell 125+
packages.
21
Girl Rewards and Camp Coupons
Plush Dolphin 135+ packages
Fiber Optic Light
200+ packages
22
Girl Rewards and Camp Coupons
Bracelet Braiding Kit
350+ packages
Beaded Ring
500+ packages
23
Girl Rewards and Camp Coupons
Beach Towel
1000+ packages
Hoodie Sweatshirt
1500+ packages
24
Girl Rewards and Camp Coupons
Girls selling 2000+
boxes earn an
8g iPod Touch!
Girls earning this reward will be
contacted by Council to arrange
delivery.
All awards are cumulative.
25
Camp Coupons
Be clear on how Camp Coupons work:
•
It is a coupon that can be used, until it’s gone, for camp only.
•
For girls in K-2nd (as of March 1, 2013), it can be used for the girl portion of
mother/daughter overnight and/or family camp.
•
For girls in 3rd – 12th (as of March 1, 2013), it can be used for resident and/or
family camp.
•
Council keeps a list of who earned what on file – parents check a box when they
sign up for camp.
•
An optional certificate will be available online for leaders to use to give to girls to
communicate how much the coupon is for. It is not necessary to turn in the
coupon. Coupons sent to council will be disposed of.
•
Transferable to an immediate family member only.
•
Expires August 30, 2013.
26
SNAP
ALL TCMs are required to use SNAP for tracking product and money.
•
Troops and girls will up uploaded automatically. Troops cannot add, delete or
edit. Email corrections to SU PSM.
•
TCM are expected to deposit checks into Council accounts promptly and then
enter the deposit into SNAP. Use the date of the bank transaction, not the
date you enter.
•
TCMs are required to complete, correclty, all transfers between the troop and
the girl so that the girl reward order may be placed. (The girl rewards are not
automatically ordered and require the TCM to place the order.)
•
TCMs must provide a valid email to receive information. Please update SNAP
if your email changes.
27
COOKIE ORDERING
Troops should run their history report from last year to see what they
sold BUT they should also consider:
•
What did we comfortably sell by mid-December?
•
Do I have the same number of girls as last year?
•
Did I have any unusual orders we won’t have this year?
•
Order enough cookies to get through the first two weeks of
the program. Don’t assume you’ll win booth sales in the
lottery.
•
New troops have options: place safe, small order or use
order cards and pick up from cupboard.
28
COOKIE ORDERING
Troops may NOT return cookies.
Parents may NOT return cookies.
Only take what you are willing to be
financially responsible for!
You can always get more cookies.
29
Ordering Cookies
Troop Cookie Manager runs an
(archived, choose 2011-12) Troop
Balance Summary Report
Number of Girls Selling Last Year
Total Number Packages Sold
30
Ordering Cookies
To determine varieties take the suggested case order and multiply by suggested
percentages based on our sales history for the 2011-12 program*:
Thin Mints – 27%
Peanut Butter Patties – 15%
Caramel DeLites – 15%
Peanut Butter Sandwich – 13%
Lemonades – 11%
Thanks A Lots – 8%
Shortbread – 6%
Mango Crèmes– 5%
*Based on 2011-12 NE Kansas & NW Missouri Sales History
31
Cookie Pick Up
SU PSM will communicate the date and time.
Make sure you have what you are signing for.
Keep your copy of the Initial Order Receipt.
Cookies should be kept in a clean and dry, temperature
controlled area free of odors such as fuel, pets, exhaust and
tobacco smoke.
Cases brought to cupboards for exchange with noticeable
orders or stains will not be accepted.
32
Cookie Pick Up
REMINDERS….
Don’t open boxes with a box knife haphazardly!
Troop Cookie Manager sets damages aside, exchange at
Cookie Cupboard. Don’t hold! They will not be accepted at the
final turn in.
33
Managing Troop Financials
At the end of the 2011-12 program the Council had
$575,000 dollars in delinquencies due to:
•
Troops with product.
•
Troops who didn’t come to SU turn in.
•
Troops who had made deposits but didn’t turn in
receipts.
•
Troops who had money and checks but didn’t deposit
by the end of the program.
34
Managing Troop Financials
The TCM is required to make regular deposits to the
Council and Troop accounts.
•
Checks are deposited into the Council account using the
provided deposit slips.
•
Cash is deposited into the Troop account.
•
The Troop Leader should be aware of what is going on with
cookies and proceeds throughout the program.
35
Managing Troop Financials
The TCM is required to make regular deposits to the
Council and Troop accounts.
•
Request two receipts: one for Council and one for troop
records. Keep for one year!
•
Make sure your troop and SU# is on the receipt.
•
Council will not accept non-validated receipts (see pg. 13 of
your TCM Handbook for example).
36
Managing Troop Financials
The TCM is required to make regular deposits to the
Council and Troop accounts.
•
Enter the deposit into SNAP. Use the date of the transaction
in SNAP.
•
By November 19, troops must have 50% of their Council due
cookie money deposited into the Council checking account
and it must be entered into SNAP.
37
Managing Troop Financials
The TCM is required to make regular deposits to the
Council and Troop accounts.
•
Do not hold checks. Deposit as quickly as possible.
•
Parents should NOT keep cash and turn in a check.
•
Use the deposit slips provided by Council. Banks have been
instructed to not accept generic slips from troops.
38
Additional Cookies
Before requesting additional cookies from a
SU Cupboard troops should source cookies
from other parents first. Get rid of your
cookies first!
If parents exchange cookies a receipt is
needed and the TCM must be informed. The
TCM should complete a girl-to-girl transfer
in SNAP.
39
Additional Cookies
In an effort to fill cookie orders as
quickly as possible we are usingthe
“Planned Order Tool” function on
SNAP. This replaces calling and/or
emailing.
40
Obtaining Additional Cookies
Click the
Cookie
Icon and
then
Planned
Order.
Select the
cupboard
and date
of pick
up.
Orders
are in
CASES.
41
Obtaining Additional Cookies
Select
your
quantities
and click
SUBMIT
AND
SAVE
42
Obtaining Additional Cookies
Go to
Cookies
icon and
select
Manage
Orders,
then
click on
planned
order.
43
Obtaining Additional Cookies
Once your
planned
order has
opened,
click
PREVIEW
44
Obtaining Additional Cookies
.
Click
PRINT and
bring this
copy to
leave with
your
cupboard
manager.
45
Financials + Obtaining Additional Cookies
No matter how busy you are, receipts are NOT optional.
TCMs must use a receipt for all transactions:
• Money turn in.
• Cookies given out.
• Cookie exchanges.
date
Troop/Name and SU #
TWO signatures
46
Final Turn In
The SU PSM will arrange times with each TCM.
Scheduled for December 10-12.
TCM must turn in and/or fill out:
• All parent permission slips.
• Bank receipts. See TCM Handbook for detailed
instruction.
• Overdue balance forms for parents with unpaid
balances.
• Do not wait—they will not be accepted after you
meet with the SU PSM and the troop will be
responsible for the debt.
47
Order Girl Rewards
•
Placing this order is the responsibility of the TCM.
•
Deadline is December 14.
•
Rewards are shipped to the SU PSM and usually
handed out at a SU Meeting. TCMs are responsible for
picking these up from the SU PSM in a timely manner.
•
Camp Coupons are kept on file at Council. An optional
certificate to give girls will be available online.
48
SNAP recap
SNAP is not an option!
See pages 27 – 28 for quick instruction, Council will email
detailed instructions and will post on our website
www.girlscoutsksmo.org.
Use for:
•
Ordering Cookies
•
Transfers
•
Financials
•
Ordering Additional Cookies
•
Ordering Girl Rewards
49
BOOTH SALES: New for 2012!
SU who are not in, or near, the six county KC
metro area should delete, skip or replace the
slides regarding booth sales. You should,
however, review what your SU direction is.
Troops residing in Johnson or Wyandotte,
KS counties or Cass, Clay or Platte Counties
in MO should review.
50
BOOTH SALES: New for 2012!
Added Days/Times for Booth Sales
•
Expanded Booth Sales from three weeks to six weeks.
Added Booth Sale Time Slots:
• Thursday & Friday evenings (4pm-8pm)
• Saturdays (8am-8pm)
• Sundays (10am-8pm)
Booth Sale Committee
• Targets Greater Kansas City Metro Area
• Increase quantity of Booth Sale Sites
• Strengthen relationships with your community
partners
51
BOOTH SALES: New for 2012!
Updated & Revamped Lottery System
• ABC fixed the “glitch” in SNAP.
• To guarantee fair allotment of winnings, the Booth Sale
Lottery will allow three entries for each troop and one,
maximum, win to each troop on October 15.
• Council will contact troops who entered, but did not win a
spot, and do our best to find a booth sale for your troop.
• Additional booth locations may be available after this
process. Troops will be notified, by email, when they can
add locations.
52
BOOTH SALES
FYI: Due to changes in policy and the timing of our sale we are
hearing Wal-Marts will not be likely booth sale locations.
Council and the Booth Sale Committee are working to secure
additional locations around Wal-Marts to capture this traffic.
The no call list in the book is not a list of stores what will be
included in the lottery. Some will, some are stores that have
told us their store policy does not allow booth sales.
53
Booth Sales
If you live in Wyandotte or Johnson County, KS or Cass, Platte,
Clay or Jackson County, MO
DO NOT CALL THE STORES LISTED ON
THE “DO NOT CALL” LIST AT ANY TIME.
Even after the Program
54
Booth Sales
Ideas for November Sales
Neighborhood Game Nights
Golf Courses
Bowling Alleys
Pizza Places
Black Friday Lines
Nail Salons – Saturdays
Christmas Tree Farms
55
Booth Sales: Etiquette Contract
Girl Scouts, TCMs,
leaders and parent(s)
should discuss, and
sign, the Troop
Cookie Booth Sale
Etiquette Contract
found on the Council
website.
56
Booth Sales: Tally Sheet
Troops should start
and end each shift
with a Tally Sheet,
also available on the
website. This process
will keep track of
inventory, monies, and
girls/volunteers
present.
57
Booth Sales
Best Practices:
• Have your girls sign a contract regarding behavior.
We have one on our website you can use!
• Show physical pile of cookies for Cookie Share.
• Big signs, balloons and banners are eye catchers!
• Be prepared before you arrive! Don’t expect tables
and chairs. Have change. Don’t tape signs to store
property or buildings.
• Take your trash!
58
Booth Sales
• Troops must request all “independent booth sales” in SNAP.
• Wait until October 16th to enter – just in case!
• Locations must be approved by Council.
• Think about it—how does it look?
59
Booth Sales
You may not, under any circumstances, contact any retailers
from the “DO NOT CALL” List to request additional booth sales,
even after our the end of the Cookie Program on December 9,
2012.
You may not, under any circumstances, hold booth sales or sell
Girl Scout Cookies door-to door after February 28, 2013.
You may not, for any reason and at the risk of removal, alter
the price of Girl Scout Cookies at any time. It is and will remain
$3.50 per box throughout the sale.
60
Use of Online Resources
For Selling Cookies:
• Girls 13+ may post about cookies or use email.
• Parents may post that their daughter(s) are selling cookies.
• Booth Sales may be publicized on social media.
• Payments MAY NOT be completed online, i.e. PayPal.
For Troop and SU Communications:
• We strongly suggest you have a Facebook, Yahoo Group, Big Tent
or other social media site that allows you to communicate with
each other. This is a great way to communicate with troop parents
or members of the SU.
61
Cookie Accessories
Available in the Council Shop
Watch the
Council
Website for
more info!
62
Safety and Accidents
•Safety of the girls is our top concern and priority.
•Review safety DOs and DON’Ts with troops and adults.
•Girls always accompanied by adult
•Daylight hours
•Don’t carry a lot of cash
•Don’t enter homes or cars
•Watch traffic
•Role play scenarios – you might be surprised.
•Ask parents to review with daughters throughout the sale.
•Council has emergency hotline – if you call 911 you also call us.
•816-759-3040 for EMERGENCIES ONLY!
63
Cookie Supplies
Each troop should receive:
• Receipt Books – four per troop
• Mango Crèmes – one box per troop
• Cookie Cards – one for each girl in the troop
• Money Envelopes – one per girl
• Brown Paper Bag – one per troop
• Troop Specific Deposit Slips – keep all (yes, there may be
way more than you need) with your troop supplies. The
troop leader should keep these at the end of the program.
64
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