2018 Cookie Program Troop Cookie Manager Guidebook

Transcription

1 2018 Cookie Program Troop Cookie Manager Guidebook Important Cookie Contacts Service Unit Cookie Manager Name: Phone: Questions? We're here to help! Product Sales Team Key Dates Cookie booth sign up begins January 4 Thursday Troop initial inventory order and delivery location due in Smart Cookies January 9 Tuesday Initial inventory order deliveries January 27 February 1 Saturday Thursday COOKIE GO DAY February 3 Saturday Cupboards open February 3 March 18 Saturday Sunday First ACH debit March 9 Friday Sale ends March 18 Sunday Cookie return days (only return cookies as a last resort!) March Monday Tuesday Troop reward order due March 27 Tuesday Collection Problem Reports due April 4 Wednesday Second ACH debit April 13 Friday Download the Smart Cookies Guidebook for step-by-step instructions

2 table of contents Before the Sale 6 Download the Smart Cookies Guidebook for step-by-step instructions Cookie Program Materials 6 Resources 6 Troop and Girl Goals 7 Setting troop goals Setting girl goals Troop proceed tiers Rewards 8 Girl rewards Reward choice for Senior and Ambassador troops Cookie Credits Super troop rewards Cookie Business Meeting 10 Before the meeting How to lead the meeting Initial Inventory for Troops 11 Online calculator Initial inventory reward Delivery 12 Mini Drop Mega Drop During the Sale 13 Cookie Sales Opportunities 13 Selling tips Door-to-door sales Phone sales Workplace sales B2B sales Online sales and marketing Mobile sales Cookie Booths 16 Planning your booth Council-secured Troop-secured While at your booth Cookie Cupboards 20 Who can pick up cookies? Exchanges Damaged packages and cases Regional Cookie Cupboards 21 Council Cookie Cupboards 21 Troop Cookie Inventory Management 23 Working with girls and families Setting your troop up for success Tips to sell extra cookies Cookie Swap Wiki 25 Making Cookie Money Deposits 26 Accepting checks Deposits to troop account Credit cards Council proceeds (payment to River Valleys) Cookie Donation Programs 28 Cookies for the Community Operation Cookie Care Package Cookie donations and taxes Donation rewards After the Sale 30 Cookie Returns 30 Ordering Girl Rewards 30 End of Sale Banking 31 Collection Problem Reports NEW! Girl Scouts of Minnesota and Wisconsin River Valleys Look for this icon throughout the guidebook. It highlights changes made for the 2018 Cookie Program. 2

3 Contests Have some fun with your troop and enter one or more contests!* Check our website for more details on each contest and an online form to enter. Cookie Cart Drawing Entries due January 9 at 7:00 p.m. 100 troops will win this exclusive cookie cart! To be entered into the drawing, your troop must: 1) follow River Valleys' initial order recommendation, 2) enter the number of girls selling in Smart Cookies, and 3) ensure all girls selling cookies in your troop are registered. Carts will be shipped to the lucky troops in time for Go Day. Cookie Booth of the Week Every week (Monday Sunday) Entries due Monday at 7:00 p.m. for previous week Create an eye-catching cookie booth and us a picture that showcases your troop's creativity. Five troops each week will win special patches plus $25 in Cookie Credits. One of these winners will be named Cookie Booth of the Year and receive a 10'x10' green canopy. Red, White, and You! Presidents' Day, Monday, February 19 Entries due February 20 at 7:00 p.m. Show your patriotic spirit by promoting Operation Cookie Care Package and submitting a picture of your patriotic sale. 100 girls will be randomly chosen to win special patches. One girl's photo will be chosen for a grand prize and her troop will receive a $50 gift card to Jo-Ann. Entries will be judged on creativity. Cookie Booth Thank You Entries due March 27 at 7:00 p.m. Send us a thank you that we will compile and send to our cookie booth partners. The thank you may be in any media form (card, letter, video, craft, etc.) Five girls will win a jumbo elephant! Entries will be judged on creativity. The Girl Scout Promise On my honor, I will try: To serve God and my country, To help people at all times, And to live by the Girl Scout Law. The Girl Scout Law I will do my best to be honest and fair, friendly and helpful, considerate and caring, courageous and strong, and responsible for what I say and do, and to respect myself and others, respect authority, use resources wisely, make the world a better place, and be a sister to every Girl Scout. How the Promise and Law relate to cookies Unfortunately, every year we receive reports of cookie selling behaviors that are in violation of the Promise and Law. All volunteers should be acting as role models to ensure girls have a positive Cookie Program experience! Volunteers and girls are expected to: Wait until Cookie Go Day to sell Respect other troops' booth locations Follow all River Valleys cookie policies Return only unopened cases of cookies If you see a violation of a Cookie Program policy, girlscouts@girlscoutsrv.org with the troop number so we may handle the situation accordingly. *Troops led by River Valleys staff members or board members are not eligible. 3

4 top updates NEW! Smart Cookies Our New Software Fresh from the oven is Smart Cookies a brand-new cookie software by IBM that's been more than a year in the making! When the system is ready, you will get an from Smart Cookies with a link to register. Smart Cookies is mobile-responsive! You'll be able to complete all of your traditional cookie activities such as placing an initial order, tracking cookies sold by girl, signing up for booths, and ordering rewards. Plus, now you'll also be able to interact with your Girl Scouts and cheer them on as they reach their goals. We will provide detailed instructions on our website. Initial order on a smartphone and a computer Online Cookie Sales As part of Smart Cookies, girls will be able to sell cookies online! Online orders will be shipped directly to customers from our baker. Girls can also choose to give customers the option to have their order delivered by the girl (at which time payment of check or cash will be collected). Girls will receive an from Smart Cookies to register and set up their page for customers. They'll even be able to choose to send their s in English or Spanish. Watch for more details on this part of Smart Cookies as well. Not sure if your girls are ready for online sales? That's OK too. Think of online sales as another option available to girls and troops. It's especially handy for girls with family out of the area as they can sell cookies through Smart Cookies to friends and family anywhere in the country! Cookie Pro 2018 Contest This cookie season, six girls nationwide will each be named GSUSA's Top Cookie Pro 2018 and get the epic chance to be featured on one of the Girl Scout Cookie packages! Girls can enter the contest by uploading their cookie resume and a photo. Doing this will also unlock the Cookie Pro patch. Girls can enter online at girlscouts.org/cookiepro starting January 2, Girl Scouts of the USA COOKIE PRO

5 November February: Before the Sale þ Receive your Troop Cookie Manager Guidebook. Receive cookie materials from your service unit cookie manager (page 6). Complete training. Work with your troop leaders to verify all girls in your troop are registered. Log in to Smart Cookies and complete setup after December 1. January 5: Complete online ACH Authorization form found on our website. Verify your troop's bank account in Smart Cookies. troop cookie manager checklist Collect Family Cookie Responsibility Forms at cookie business meeting. Be sure to fill in the family cookie return date on the form (page 10). January 4: Booth sign up in Smart Cookies begins for council-secured booths (page 16). January 9: Troop initial inventory order and delivery location due in Smart Cookies by 7:00 p.m. Smart Cookies will lock at 7:00 p.m. (page 11). Also due date to be entered to win a cookie cart. January 27 February 1: Initial inventory deliveries. Troops in each service unit will have been assigned to either a mini drop or mega drop (page 12). February March: During the Sale February 3: Cookie Go Day (page 13). February 3 March 18: Cookie cupboards open (page 20). February 19: Red, White, and You! contest (page 3). February 23-25: National Girl Scout Cookie Weekend. Watch for national media coverage. March May: After the Sale March 19 20: Final days to settle cookie inventory. Cookies can be picked up, exchanged, or returned. Cookies should only be returned as a last resort. Return cookies only after using the ideas on page 24 to sell remaining inventory. See page 30 for return policy and charges. March 22: Review Smart Cookies for final balance due. March 27: Reward order due (page 30). March 27: Cookie Booth Thank You contest entries due (page 3). March 5: Report pulled for amount owed to council for the first ACH debit. March 6: Deposit all monies into troop bank account for first ACH debit. March 9: First ACH debit made from troop bank account (page 27). March 18: Cookie sale ends. March 28: All remaining money should be deposited into troop bank account. April 4: Collection Problem Reports due, if necessary (page 31). April 13: Second ACH debit will be made from troop bank account. Week of April 30: Girl rewards mailed to service units. May: Distribute rewards to girls. May: Feedback survey sent. 5

6 Servings Per Container 8 Nutrition Facts Dietary Exchanges Serving Size: 2 cookies, 1.5 starch or carbohydrate exchanges, 1 fat exchange Thanks-A-Lot ingredients made with Serving Size: 2 cookies (37g) Servings Per Container About 8 Nutrition Facts Dietary Exchanges Serving Size: 2 cookies, 1.5 starch or carbohydrate exchanges, 2 fat exchange Serving Size: 2 cookies (30g) ingredients Serving Size: 4 cookies (26g) Lemonades made with Servings Per Container Use the Buddy System Always use the Nutrition Facts Dietary Exchanges Serving Size: 2 cookies, 1 starch or carbohydrate exchanges, 1 fat exchange Girl Scout S mores Servings Per Container 8 Nutrition Facts Dietary Exchanges Serving Size: 4 cookies, 1 starch or carbohydrate exchange, 1 fat exchange ingredients made with Shortbread 1. Show you re a Girl Scout Wear a Girl Scout membership pin, uniform, or Girl Scout clothing (e.g., a Girl Scout T-Shirt) to clearly identify yourself as a Girl Scout. Safety Tips for Product Sales Keep as troop resources: Serving Size: 2 cookies (30g) You should have the items listed below before beginning the program. For additional materials, contact your service unit cookie manager. Cookie Program Materials t S mores and by purchasing cing their commitment to before the sale STAND UP! STAND OUT! The Girl Scout Cookie Program makes new, unique and amazing experiences achievable for young girls. Each package sold teaches girls essential life skills for a lifetime of leadership, and helps them take a step closer to expanding their world! This guidebook Receipt booklets Cookie booth kit First Name Troop # My Goal Goal tracking poster Distribute as girl and family materials: Glossy rewards flier (distribute one per girl) Keep a lookout on ABC's materials for familiar faces. Many feature girls from River Valleys! Money envelope (distribute one per girl initially and provide additional as needed) Family Cookie Responsibility Form (must be signed and collected on or before Cookie Go Day) Please keep the form on file until December 31, 2018 River Valleys may request your copies in the event of a troop/family dispute Girl order card (do not distribute prior to distributing cookies) Resources Your service unit cookie manager Your local volunteer who assists troops in your service unit. He or she will have extra materials available, can help with inventory questions, and will receive the rewards shipment at the end of the sale. Do not unsubscribe from any s or you will miss essential information The Cookie Press Weekly enewsletter with reminders about upcoming deadlines, contest winners, and any important information. Central spot for resources including contests, PDFs of print resources, training materials, fun videos, and past issues of The Cookie Press. abcbakers.com This is our baker's website! It's a great resource for clip art and fun troop activities. Also includes all cookie nutritional information. girlscouts@girlscoutsrv.org and We are here to answer your questions. ABC Bakers has a Flickr account full of fun graphics! Training All troop cookie managers are required to take training either online or in person. There are two courses that need to be completed: Cookie Program Overview and Smart Cookies. The training is also a great way to get a refresher on Smart Cookies questions throughout the sale. Online training is available on our website. 6

7 before the sale Troop and Girl Goals One of the most important lessons girls can learn through selling cookies is how to set and reach their goals. Help girls keep goals realistic, but optimistic. Setting Troop Goals For returning troops, review your 2017 total sales. Discuss with your troop how to meet or exceed last year's sales. For new troops, review the chart at the bottom for average packages sold per girl. Talk about how the girls can help each other reach their troop goals. Setting Girl Goals Discuss individual goals with each girl. For returning troops, compare each girl s goal with last year s sales information in Smart Cookies. Is the girl s goal reasonable? Ask the girl about her plan to reach the goal. For new troops, consider the average packages sold per girl in 2017, by grade level, in the chart below. If girl goal totals are less than troop goals, re-evaluate troop goals and/or revisit girl goals. Do the girl s parents/guardians agree with the goal? The cookie business meeting is the time to make sure parents/ guardians are on board with girl goals Troop Proceed Tiers Troops will earn the following proceeds for participating in the 2018 Cookie Program: $.65 per package $.71 per package An additional $.05 per package Base troop proceeds Troops who reach a per girl average of 230 packages or more Senior and Ambassador troops who choose to opt out of girl rewards (page 8) Juliettes will earn Juliette Program Credits for their participation in the Cookie Program. Check out the Juliette (Gordon) Low-down for more details on Juliettes and cookies Daisy Brownie Junior Cadette Senior Ambassador All ages AVERAGE NUMBER OF PACKAGES SOLD PER GIRL IN RIVER VALLEYS IN

8 before the sale Rewards Girl Rewards When girls sell cookies, they learn great things and can earn fun and functional items for their efforts! Girls have a choice between an item or a Cookie Credit at select package levels. All rewards are cumulative. For example, if a girl reaches the 205 package level, she will receive an item or Cookie Credit from each level up to, and including, the 205 package level. Troops cannot pool sales among girls to reach higher levels. Full reward lineup and details are available on our website. Reward Choice for Senior and Ambassador Troops Only Senior and Ambassador troops (and Senior/Ambassador Juliettes) have the choice to opt out of receiving rewards (individual and troop rewards) and Cookie Credits to instead earn an additional $.05 per package sold. If your Senior or Ambassador troop wishes to do this, you must girlscouts@girlscoutsrv.org by March 18, Girls will continue to earn a patch at each reward level with a patch option. Full details are available on our website. Cookie Credits Girls can earn Cookie Credits to help pay for many Girl Scout activities. Starting at the 750+ package level, girls will automatically earn $5 in Cookie Credits for every 50 packages sold EXCEPT at the 1000, 1500, 2000, and 3000 levels. Learn more on our website. Cookie Credits can be redeemed for: Event fees associated with council-approved day camp and service unit-sponsored encampments Council-sponsored program events and camps River Valleys shops and trading posts including the mobile shop GSUSA membership dues and lifetime membership GSUSA Destinations travel River Valleys-approved Girl Scout Junior, Girl Scout Cadette, Girl Scout Senior, and Girl Scout Ambassador extended troop trips Completed Girl Scout Bronze Award projects Approved and completed Girl Scout Silver and Girl Scout Gold Award projects 2018 Cookie Credits will expire on September 15, Lost or misplaced Cookie Credits cannot be replaced. 8

9 before the sale Super Troop Rewards Check out our awesome super troop rewards! These are awarded to troops who achieve a final per girl average (PGA) as indicated below. Refer to Smart Cookies for an accurate PGA calculation. 215 Troop PGA 315 Troop PGA 415 Troop PGA Bandana for each girl selling in the troop. Gray elephant t-shirt for each girl selling in the troop plus two Caramel delite phone holders for the adult volunteers. Please be sure to enter girl shirt sizes in Smart Cookies. Gray elephant hoodie for each girl selling in the troop plus two additional for the adult volunteers. Please be sure to enter girl shirt sizes in Smart Cookies. We will reach out to troops reaching this level at the end of the sale with instructions on how to submit adult sizes. Fine Print for t-shirts and hoodies Finding troop PGA in Smart Cookies You can find your troop's PGA in Smart Cookies on the Troop Dashboard or by running the Troop Balance Summary Report. If a size is not entered in Smart Cookies for a girl by March 27, she will default to receiving a youth large. If an adult size is not reported by April 2 at noon, he/she will default to receiving an adult large. River Valleys is unable to accommodate exchanges. Juliettes will receive one adult item for their Juliette mentor. 9

10 before the sale Cookie Business Meeting Holding a cookie business meeting with the families of your troop is a requirement of being a troop cookie manager. It is critical to the success of the sale to set families' expectations and to communicate deadlines and key information. Too often, River Valleys hears of families who don't know or don't adhere to policies and procedures. As a result of these behaviors, troops face increased financial risk. You must complete the family cookie return date on the Family Cookie Responsibility Form and collect a signed copy before a girl sells cookies. By completing the return date on the form, your troop is released of financial responsibility if a family does not return cookies by the designated date. River Valleys recommends the cookie business meeting be held in December or early January. Girl Scouts and their parents/guardians should be invited to attend. Before the Cookie Business Meeting Discuss with the troop leaders the date for the family cookie meeting and the final date for families to return cookies. The return date is when a family should decide if their Girl Scout has more cookies left than she can sell by the end of the sale and return to the troop. River Valleys recommends March 4 or earlier so the cookies can then be redistributed to other girls in the troop or sold by the troop at cookie booths. Learn more about inventory management on page 23. How to Lead the Cookie Business Meeting 1. Read aloud every bullet point on the Family Cookie Responsibility Form and be sure families understand each item. 2. Read aloud the safety guidelines on the girl order card. 3. Be sure the family cookie return date is completed on each form and pointed out to families. 4. Collect signed Family Cookie Responsibility Forms and keep on file with the troop until December 31, To avoid confusion regarding taking orders early, do not hand out the girl order card at the cookie business meeting. Instead hand out the glossy rewards flier. 6. More family involvement means better troop success. Discuss parent/guardian volunteer opportunities such as helping pick up the initial order, sorting the cookies, and supervising girls at cookie booths. 7. Ask families for their preferred contact method (i.e.: text, phone call, ). Use this to help improve communication during the sale. 8. Remind families that Trios, the gluten-free cookies, must be sold for $ Share your weekly calendar (see page 23) with families for cookie inventory requests, cupboard visits, etc. Find out if your service unit is hosting a cookie rally. Be sure to promote this at your cookie business meeting. Download the Business Skills worksheet from our website for girl-tested activities. These activities could easily be adapted for girls to do with their parents/guardians. 10

11 The initial order is due Tuesday, January 9 at 7:00 p.m. Initial Inventory for Troops before the sale To be successful on Go Day, it is essential that girls have enough cookies. It is important that all troops place an initial order and not solely rely on cookie cupboards for large volume pickups. To help troops determine their initial order, River Valleys will again be providing an online cookie calculator. Online Calculator: For returning troops, River Valleys is recommending troops order 85 percent of last year s troop total per girl average (PGA), multiplied by the number of girls selling this year.* For new troops, River Valleys' recommendation is based on 85 percent of River Valleys' 2017 per girl average by grade level (page 7). This is a recommendation only. Your troop should adjust your initial order as you see appropriate. Initial Inventory Calculation Example 2017 troop PGA 144 packages Girls selling in (PGA x 85 percent) x girls selling (144 packages x 85 percent) x 5 girls = 612 packages This troop would need to order 612 packages to earn the patch. *High-performing troops: Any troop with a 2017 PGA of more than 300 packages will be capped at 300 with a recommended initial inventory order of 255 packages per girl (85 percent of 300). The online calculator will reflect this cap. Initial Inventory Reward: 2018 Glitter Patch! Troops that follow River Valleys' ordering guidelines for the 2018 initial inventory order will receive the special glitter patch celebrating Minnesota hosting the 2018 Super Bowl LII. Plus, the troop will receive two** key chains for the adult volunteers! 100 troops will win one of these exclusive cookie carts! See page 3 for more information. The number of big patches earned by the troop will be determined by the number of girls selling listed in Smart Cookies as of January 9, You must enter this information in Smart Cookies. Patches will arrive with the rest of the rewards at the end of the sale. NEW! **Juliettes will receive one key chain for their Juliette mentor. 11

12 before the sale Delivery Initial inventory orders will be delivered Saturday, January 27 Thursday, February 1. River Valleys will assign all troops in each service unit one of two delivery types: Mini drop (typically held in smaller communities) Mega drop (held in the Twin Cities and other larger communities) Your service unit cookie manager will tell you if your troop is participating in a mini drop or mega drop. Troops are responsible for the cookies they pick up, so please be sure the cookies loaded into your car match the number of cases in Smart Cookies. If your troop discovers a shortage, overage, or damaged product, you must girlscouts@girlscoutsrv.org within 24 hours of your cookie delivery. Mini Drop If your service unit is part of a mini drop, your service unit cookie manager will inform you of the exact location, date, and time of delivery. Troops must pick up cookies at the scheduled location, date, and time. You must count the cookies when you pick them up. Mega Drop If your service unit is part of a mega drop, you will need to sign up for your desired pickup location, date, and time in Smart Cookies at the time you submit your initial order. A full listing of the mega drop locations and addresses are available on our website. See the Smart Cookies Guidebook for step-by-step instructions. If your troop does not select a delivery location by January 9 at 7:00 p.m., a location will be assigned to you. My troop will have a Fill in the type of delivery (mini drop or mega drop) delivery. Maximum Cases in a Vehicle The following estimates are based on two adults in an empty vehicle: Compact auto 25 Standard auto 40 SUV 50 Station wagon 65 Full size pickup* 90 Minivan (no seats) 115 Standard van (no seats) 190 *Do not use during inclement weather, unless bed is covered. Note: For accurate counts, River Valleys highly recommends two adults per vehicle one to drive the car and one to count cases as they are being loaded. Important reminders: Please clean out your car before delivery day. This helps the cookies fit better and makes loading go faster. If you are picking up for more than one troop, you will need to go through the line once for each troop. This helps keep your counts accurate. In case of inclement weather, we will troop contacts as listed in Smart Cookies regarding any delivery adjustments. You can also call to make sure your delivery is occurring as scheduled or check our website. 12

13 during the sale Cookie Sales Opportunities $4.00 $5.00 There are a variety of opportunities to sell cookies beyond door-to-door sales and cookie booths. Cookies must be sold for $4.00 per package. Trios, the gluten free cookies, must be sold for $5.00. Only 2018 cookies may be sold. The following pages provide ideas, tips, and suggestions. February 3 March 18 Door-to-door and mobile sales Cookie booth sales Selling Tips Encourage girls to: Go door-to-door on Go Day! Ask everyone if they would like to purchase Girl Scout Cookies. Suggest customers buy enough cookies to last until the following cookie season. Frozen Thin Mints make a delicious summertime treat! Share their goals for selling cookies with customers. Save their order cards from year to year and contact previous buyers first. Ask customers if they want to try a new variety when they're buying their favorites. Reconnect with their customers toward the end of the sale. Include a thank you card when delivering cookies to help build customer loyalty year after year. Have girls encourage customers to buy one s'more package at the end of the sale. (We love puns!) Lemonades can be used to make delicious l'mores (lemon version of a s'more). Check online for tasty recipes that use Girl Scout Cookies. Ask every customer if they would like to donate a package of cookies. Girls and their marketing department (that's their families) may begin to market cookies before Go Day, but must be careful to only announce that cookies are coming, and not take any orders. 13

14 during the sale The number one reason people don t buy cookies is because they were never asked. Door-to-Door Sales Host a troop door-to-door sales party. Split into teams and walk door-to-door in designated neighborhoods. Consider recognizing each team for a unique accomplishment: most cookies sold, most cookies donated, best manners, best sales pitch, etc. Girls must wear their sash, vest, or membership pin while selling cookies. Some cities have ordinances requiring this for door-to-door sales. Don't forget that door-to-door sales continue throughout the entire sale. Phone Sales Consider including an adult s phone number with the delivery in the event customers wish to place an additional order. Workplace Sales Girls may leave an order card at a friend or family member s workplace, with employer permission, so that employees can purchase cookies. Girls must write a short paragraph about themselves and their Cookie Program goals to leave with their order card. They should not give out personal contact information. Business to Business Sales (B2B Sales) B2B sales are made between two businesses; in this case one of the businesses is a Girl Scout. The business then uses the purchased cookies to give to a consumer (usually either as a thank you to customers or employees). For example, a real estate agent might buy cookies to give out as housewarming gifts to clients, or a sales firm may want to say thanks to employees for reaching a sales goal. These are not cookie booths. Depending on the connection to the business, the sales can either be arranged by an individual Girl Scout, or by the entire troop and credit is split evenly among the girls. Examples of businesses to contact: Real estate offices Car dealership Dentist, doctor, or chiropractic office Accounting firm (tax season is around the corner) Any service or sales-based business The business cannot be a council-secured cookie booth location. Consider having girls schedule a meeting, put together a proposal (tell your customers thanks with "Thanks-A-Lots"), and dress in Girl Scout uniform for the meeting. Girls earn the B2B patch by completing our form on our website by March 27 14

15 Online Sales and Marketing during the sale Girls may sell cookies online only through the Smart Cookies software. Cookies may not be sold or promoted through websites or social media that are open to the public such as Facebook groups, garage sale sites, Craigslist, and Amazon. Cookies may be promoted online to friends and family only. If a girl s family member is assisting with promotion, it must still be the girl who completes the sale. Sales using Smart Cookies can be made to friends and family in any location. Girls can market cookies by sending s to friends, family members, and former customers, as long as they use a group address, the address of a parent/guardian or adult volunteer, or a blind address (in which the recipients cannot see the sender s address). Parents/guardians may promote their Girl Scout's cookie sales through social networking sites such as their personal Facebook feed or Twitter account; however, the Girl Scout must be the one to complete the sale. OK! NOT OK Mobile Sales Mobile sales are selling in a public space while moving about (for example, selling from a cart, wagon, or sled) and may occur at any time during the Cookie Program. Girls may walk around events selling out of a concession-style box. Girls and troops do not need council approval for mobile sales. However, they cannot be held at an approved cookie booth location at anytime. Girls and troops must get permission from the location/event prior to their mobile sales. Remember to use your tablet of customer fliers to help answer customer questions! GIRL SCOUT COOKIES MAKE CONFIDENT GIRLS! The Girl Scout Cookie Program is more than just delicious cookies. When you make a Girl Scout cookie purchase, you re helping the next generation of girl entrepreneurs get an important taste of what is takes to be successful teamwork, planning, and a positive outlook (for starters) Girls learn business skills such as money management, customer service, and to be resilient. Troops earn funds for activities such as troop trips, community service, outdoor adventures, and programs like STEM, life skills, outdoors, and more. It keeps Girl Scouts affordable. Funds from the Cookie Program help to subsidize the cost of camp, provide resources to girls and volunteers, and offer grants to families who need financial assistance. How the Cookie Crumbles All cookie proceeds (more than 70% of each package sold) stay local and help support local Girl Scouts and troops! $0.84 for troop proceeds and girl rewards. $1.17 for Cookie Program and baker costs. $1.99 I like having my own business and earning money for the troop. Girl Scout Cadette for support for girls, families, and volunteers, including funding for programs, subsidizing camp cost, and grants. 15

16 during the sale Cookie Booths Booth sales are allowed starting Saturday, February 3 through the end of the sale, Sunday, March 18. Cookie booths are: Girl-operated directsale opportunities where customers from the general public can purchase cookies from girls Usually at a public business location or event Always stationary Primarily a troop activity Organized and/or approved by the troop leader or troop cookie manager (including troop-secured) 2017 Cookie Booth of the Year Troop Planning Your Cookie Booths Before holding a cookie booth, please thoroughly review this section. We know there is a lot here, but we want you to know the ins and outs of cookie booths. Open to all Girl Scout program grade levels Categorized in two types: council-secured (organized and set up by council) or troop-secured (troops contact local businesses to set up a date and time) Your troop can choose troop-secured and/or council-secured cookie booths Good to know for council-secured booths Booth sign up is first come, first served. The Notes section will include location-specific information such as average package sales per hour, if it's indoors/outdoors, where to set up, and what you need to bring to your booth. Check the Notes section a day or two before. We update them if anything changes. Do not contact the business with questions. Please call or River Valleys instead. Previous years sales data (packages sold per hour) as reported by troops is available on our website. 16

17 during the sale Council-Secured Cookie Booths These are cookie booth locations that are contacted by River Valleys. We contact the business, work with them to set the times, and then post the times in Smart Cookies for troops to choose. Troops must never contact a councilsecured business for any reason. This includes asking them to host a cookie booth, asking questions about the booth, or any other Girl Scout Cookie reason. Always contact River Valleys with any questions about cookie booths. How do I sign up? Troop volunteers can sign up for any council-secured cookie booth in Smart Cookies on a first-come, first-served basis. When do I sign up? Use the table below to understand when and how many cookie booths your troop can sign up for at a time. Booths can be chosen at any time after January 4 at 7:00 p.m. This table shows the maximums. Where do I see the full list of council-secured locations? Smart Cookies will only display cookie booths that have openings. To see the full list (both locations that are in process of being secured and those that are full), please go to our website. River Valleys starts contacting businesses each fall to secure as many great cookie booths as possible for our troops. Council-Secured Booth Sign Up Calendar Round Date New sign- ups allowed Max. total sign-ups Want s'more? We continually add more council-secured cookie booths throughout the sale. 1 Thursday, January 4 at 7:00 p.m Friday, January 5 at 7:00 p.m Saturday, January 6 at 7:00 p.m Sunday, January 7 at 7:00 p.m. 2 5 Plan for your booth sales! Troop initial order and delivery location due Tuesday, January 9 at 7:00 p.m. 5 Monday, January 8 at 7:00 p.m Monday, January 15 at 7:00 p.m Monday, January 22 at 7:00 p.m

18 during the sale Troop-Secured Cookie Booths These cookie booth locations are contacted by the troop to set up times. All contact is directly between the troop and the business. Troops can never contact a council-secured cookie booth location to ask about a troop-secured cookie booth. How-to in 6 quick steps 1. Brainstorm potential ideas with your troop (local sporting events, community events, places of worship, coffee shops, banks, drugstores, convenience stores, etc.) 2. Check the list on our website to make sure it's not a councilsecured location. 3. Request (and receive) permission from the location manager. 4. Enter request into Smart Cookies at least 3 business days before your booth. This ensures River Valleys can review your location and provide your approval prior to your booth occurring. Why the review process? River Valleys reviews all troop-secured cookie booths to ensure they are: In a safe and appropriate location for girls Not at a council-secured cookie booth location Not overlapping with any other troop-secured booth requests 5. River Valleys reviews all requests within 3 business days beginning January If booth is approved, you're all set! If the booth is denied, review reason, make appropriate changes, and resubmit. Not too close to a council-secured location scheduled during the same time River Valleys will begin reviewing troop-secured cookie booths on January 16. Get creative with your booth and help connect with customers. Troop brought a little tropical warmth to their outdoor booth. Their sign also helps customers know what the troop is planning to do with their cookie money a trip to Coast Rica! 18

19 during the sale While at Your booth Your cookie booths are scheduled, but what now? The below information covers the basics, and the Cookie Booth Kit covers even more details. Safety and Supervision All cookie booths of two or more Girl Scouts must have two or more adults supervising at all times, one of whom must be female. At least one adult supervising must be a registered volunteer with River Valleys, and the registered adult must be in charge of the money. Please avoid distractions such as cellphones and other electronics. Booth Etiquette Arrive a few minutes early and leave on time. There may be other troops that are scheduled at that location before or after you. If there are two troops at the same location, the troop listed in the cookie finder and in Smart Cookies that corresponds with the time and location in dispute has priority. Remember to abide by the Girl Scout Promise and Law, and be a sister to every Girl Scout. Poor booth etiquette may result in forfeiture of all cookie booths and/ or removal of the volunteer(s) involved. Inventory and Supply Tips Check historical sales at your location for an estimate of how many cookies to bring. These sales are self-reported and are not a guarantee of sales. Data is in the notes section in Smart Cookies and on our website. Bring cookies from the troop inventory, rather than having each girl bring her own inventory to the booth. Bring a printout of your Booked Booth Summary Report from Smart Cookies along with your Troop Cookie Manager Guidebook and your Cookie Booth Kit. Be a sister... Please, remember we are all Girl Scouts. Keep your booth clean, be respectful to customers and businesses, and be a sister to other Girl Scouts by arriving at and leaving booths at scheduled times. Oops! How do I cancel? If your troop can't make your booth, please cancel in Smart Cookies ASAP. Council-secured booth In Smart Cookies, unselect your cookie booth. See Smart Cookies Guide for more information. Troop-secured booth 1. Notify the business ASAP. 2. See Smart Cookies Guide for information on how to unselect your cookie booth. 19

20 during the sale Cookie Cupboards Cookie cupboards are local warehouses and volunteer homes where you can pick up additional cookies beginning on Cookie Go Day and continuing throughout the program. Cupboards are also used by troops to exchange cookies for another variety and to replace damaged product. Troops are financially responsible for and own all cookies they pick up. (Cookies may only be returned on the designated return days, see page 30). Cupboards consist of three types: Regional cookie cupboard (assigned to troops in service units without close proximity to a council cookie cupboard). These are usually held at a volunteer's home. Regional express cookie cupboard (assigned to troops in service units without close proximity to a council cookie cupboard). These are usually held at a volunteer's home and will close after the third week of the sale. Council cookie cupboard (open to all troops). These are in warehouses. Find your cupboard type by asking your service unit cookie manager or reviewing the cupboard type handout on our website. Who Can Pick Up Cookies? Only troop cookie managers or troop leaders listed in Smart Cookies are allowed to pick up cookies at a cupboard, unless they have provided consent to an alternate volunteer. When picking up cookies, the alternate volunteer must present a note or from the troop cookie manager. Picking Up Cookies Type of cupboard Council cupboards Regional cupboard NEW! Regional express cupboard Cookie Cupboards Can my troop use this cupboard? For all cookie cupboards, you will place your order, receive the cookies, and sign a receipt. You will keep a copy of the receipt as well for your records. You can pick up your cookies either by the whole case (12 packages per case) or by individual packages. Smart Cookies will a receipt for the cookies added to your troop's inventory once it has been entered into the system. Note that Smart Cookies will not send an receipt for cookies removed from your troop's inventory through either an exchange or return. You will need to log into Smart Cookies to see these transactions. Yes! Check with your SU Cookie Manager Check with your SU Cookie Manager How to order cookies Place your order when you arrive Place a planned order ahead of time Place a planned order ahead of time Verify all cupboard receipts against Smart Cookies to ensure your troop is responsible for the correct amount. Keep all receipts until December 31, Please contact River Valleys immediately if the amounts don't match or for questions. 20

21 during the sale Exchanges To help troops, girls, and parents with inventory, troops are allowed to exchange full, bakery-sealed, unopened cases for an equal amount of cookies of different varieties. For example, you may bring in two bakery-sealed, unopened cases of Shortbreads and exchange them for one case of Thin Mints and one case of Peanut Butter Patties during the same visit. You can also exchange a full case for individual packages. The fine print: Only 2018 cookies may be exchanged. Trios, the gluten free cookie, cannot be exchanged. Cases with writing (i.e. "Violet's Cookies"), cannot be exchanged nor returned. Damaged Packages and Cases Damaged packages and cases can only be replaced with the same variety of cookies. Bring damaged product to the cupboard and the cupboard manager will replace the damaged cookies. Regional and Regional Express Cookie Cupboards To ensure that cookies are accessible for all our troops, River Valleys has designated approximately 40 regional and regional express cookie cupboards (formerly non-metro service unit cookie cupboards) that are typically found in volunteer homes. A listing of service units that are assigned to these cupboards are listed on our website. You will receive more detailed information on these cupboards and how to use them both from your service unit cookie manager and the cookie cupboard manager. River Valleys will also send more detailed instructions along with your troop s assigned cupboard address, location, and hours of operation before February 3. Visiting a Regional or Regional Express Cookie Cupboard These cupboards set their own hours of operation because volunteers run them. To receive a resupply of cookies, your troop must place a planned order to the your cupboard manager by a specified deadline. Cookies are then delivered on a specified day to the cupboard each week (if needed). Each cupboard may have different prep times to process your order; please respect your cupboard manager s days and times of operation when picking up your planned order. Note: Regional express cupboards are a pilot program with River Valleys for the 2018 cookie season and will be open during the first half of the cookie sale. These cupboards are in areas that border council cookie cupboards and have a strong history of troops from these service units already using council cookie cupboards. Council Cookie Cupboards Council cookie cupboards are primarily located in warehouses, are run by River Valleys staff, and are open to all troops. The addresses of these cupboards will be on our website by February 1, Visiting a Council Cookie Cupboard Arrive at the cupboard of your choice during published hours, place your order, and it will be filled by cupboard staff. There is no need to place an order ahead of time, although knowing what you will order is helpful. You may check the availability of cookie varieties on our website using the inventory dashboard. 21

22 during the sale Council Cookie Cupboard Hours Metro* and Rochester Mankato Weekdays: 12:00 p.m. 6:00 p.m. Weekdays: 3:00 p.m. 6:00 p.m. Weekends: 8:30 am 12:00 p.m. Weekends: 9:00 a.m. 11:00 a.m. KEY Metro* and Rochester locations open Mankato open Only Roseville open After sale hours Su M Tu W Th F Sa FEBRUARY MARCH *As of printing, River Valleys is working on securing our metro council cupboard locations in the following six areas: Blaine, Brooklyn Park/Maple Grove, Burnsville/Apple Valley, Eden Prairie, Oakdale/Woodbury, and Roseville/ Saint Paul. The listed cities are the targeted locations. These may change due to the availability of appropriate rental locations. All locations will be available on our website by February 1, After the Sale Cupboard Hours After the sale on March 19 and 20, troops can choose to pick up cookies, exchange varieties, or return cookies at all council cookie cupboard locations. All council cupboards will be open from 12:00 p.m. to 6:00 p.m. on these days. 22

23 Troop Cookie Inventory Management during the sale All troop cookie inventory is the financial responsibility of the troop. To maximize your girls sales and to minimize the risk of excess cookie inventory at the end of the sale, River Valleys recommends that your troop follow the best practices shown on these pages. Unfortunately, every year there are River Valleys troops that have excess inventory and/or money owed after the Cookie Program is over. It is almost always because one or more of the practices below were not followed. Working with Girls and Families Set a firm return date. This is the date on the Family Cookie Responsibilities form and is the last date the family can return cookies to the troop. Any cookies still in possession of the family after this date become the financial responsibility of the family. River Valleys recommends March 4 or earlier so there is time to redistribute the cookies to other girls. Girls should continue selling cookies through this date all the way to the end of the sale. Maintain a weekly schedule with families. Set up a weekly schedule with families so they know when to report their cookie needs or extras to you, and when you will get them more cookies either by moving them around within the troop or picking up more at a cupboard. This helps set expectations and keep you organized. See below for an example calendar. Manage inventory among girls. As mentioned above, cookies can and should be moved around between girls in your troop. As part of your weekly communication with families you can find out if a girl isn't selling through her Thin Mints as fast as she thought and get those cookies transferred to a girl who needs them. Collect money. Families must turn in 50 percent or more of total money due before giving them more cookies. Weekly Calendar Example Sunday Monday Tuesday Wednesday Thursday Friday Saturday Orders from families due by evening Check with families for extra cookies Pick up cookies, or exchange full cases, from cupboard as necessary Have families pick up cookies and make payments Make weekly bank deposit 23

24 during the sale Setting Your Troop Up for Success Keep a troop inventory. Do not distribute your troop's entire initial inventory order to the girls right away. Depending on your troop, you should hold back percent of the initial order to save as troop inventory. Distribute the remaining troop inventory as girls sell through their initial supply or use the troop inventory for cookie booths. Use last year's sales data, by girl, to determine how to allocate the inventory among the girls in your troop. Unless you have a new troop, it is unlikely you will distribute inventory equally to the girls. Note: No money is collected from families at the time of initial inventory distribution. Maintain good records. Always issue signed receipts any time cookies or money exchange hands (families keep a copy), keep your cupboard receipts and compare to Smart Cookies, and keep Smart Cookies updated. All paper receipts should be kept until December 31, 2018 in case a dispute arises. Contact girlscouts@girlscoutsrv.org right away if your paper receipts do not match what is in Smart Cookies. Use Cookies for the Community as a Troop Inventory Tool. In addition to being a great community service, Cookies for the Community can also be a helpful tool to manage troop inventory. You do not need to set the Cookies for the Community packages aside for immediate donation. These cookies can come from remaining unsold inventory at the end of the sale. If nearing the end of the sale your troop does not have enough physical inventory to fulfill your troop's donation, you have three options: 1. Contact your service unit cookie manager to see if there are troops nearby with excess inventory. 2. Visit the Cookie Swap Wiki to pick up cookies from a troop that has excess inventory (see page 25). 3. Go to a cupboard to pick up additional cookies. Tips to Sell Extra Cookies Despite all the best intentions, troops will sometimes find themselves with more cookies than they were planning on toward the end of the sale. Check out the ideas below if this happens to your troop. Re-distribute cookies to girls who are still selling. Have girls check back with customers to make sure they are fully stocked until next year. Organize a troop door-to-door outing or divide cookies among girls for them to continue to sell door-to-door. Have girls contact local businesses regarding B2B sales (see page 14). Hold more cookie booths (either selecting council-secured cookie booths or coordinating additional troop-secured cookie booths). Transfer cookies to another troop using the Cookie Swap Wiki (see page 25). Contact your service unit cookie manager to transfer cookies to other troops in your service unit who may be in need of additional inventory. 24

25 Cookie Swap Wiki The Cookie Swap Wiki is an online forum for River Valleys volunteers. You can use the Cookie Swap to: Find troops around or outside your city who may be in need of additional cookies. This works well for any open cases left in your troop s inventory that cannot be exchanged or returned. Find cookies on days a cookie cupboard may not be open. Reduce cookie returns and be a sister to every Girl Scout! Your troop can help out a troop that may have excess troop inventory. Getting Set Up for 2018 during the sale Returning users can log in to the wiki beginning December 1 by visiting RiverValleysCookieSwap.com, using their 2017 username and password. New users can create an account by accessing the Cookie Swap Wiki at RiverValleysCookieSwap.com Click the green Create Account button in the top right corner to create your own profile. Your user name must be your first name followed by your troop number, for example: Holly87654 You must register using the that you use to log in to Smart Cookies You will be directed to a confirmation page once you register. However, your account will not be active and you will not be allowed to make a post until Product Sales confirms your account using your troop number and address. You will receive a within one business day stating your account has been activated. Completing a Transfer After you have access to the wiki, use the following procedure to complete a transfer of cookies between troops. Once a swap is arranged through the wiki, the troop receiving cookies s CookieSwapWiki@gmail.com. The must include: Cc line: A contact from the receiving troop Subject line: the receiving troop number Body: The troop number of the troop providing the cookies The amount of packages, by variety, that are being swapped. River Valleys will then create a transaction in Smart Cookies, transferring the cookies between troops. Do not send these requests to your service unit cookie manager this can result in duplicate transactions. Topics in the wiki older than one week will be deleted to keep the wiki current. 25

26 during the sale Making Cookie Money Deposits ACH debit = electronic withdrawal from your troop's bank account (can be done at any bank) Troops will deposit all cookie money into their troop s bank account and River Valleys will be withdrawing the proceeds due to council via an Automated Clearing House (ACH) debit. Work with your troop leaders to coordinate who will be making the deposits into the troop's bank account, and how to do it. (Juliettes must deposit all cookie money into River Valleys' Wells Fargo account using special encoded council deposit tickets and adhere to all deadlines.) Your troop bank account is the one you set up when your troop formed. If you have questions, please call and ask to speak with a troop finance specialist. You must notify River Valleys and update Smart Cookies with ANY changes to your troop's bank information immediately. Your troop bank account is not tied to Smart Cookies. You must track all deposits into your troop bank account separately. Be sure to check your monthly bank statement to ensure all deposits show up correctly. Accepting Checks Checks should be made payable to Girl Scouts. All checks must be deposited within seven days of when they were written to help reduce returned checks and to ensure the best customer service. As a best practice, River Valleys recommends that you do not accept checks for $100 or more. If a customer wishes to purchase more than $100 worth of cookies, request multiple checks. Girls should only accept checks with issuer s name and address pre-printed on the face of the check and should do so only from people they know and trust. River Valleys also cautions against accepting out-of-state checks from someone the girls/families do not know. A copy of the check acceptance policy has been added to the order card, and should still be visible any time checks are accepted such as selling door-to-door or at cookie booths. The policy can also be found online on our website which can be printed and displayed at cookie booths. Deposits to Troop Account River Valleys strongly recommends that cookie money deposits are made weekly to ensure hard-earned money is safely deposited in the bank. You should never have more than $1,000 of cookie money in your possession at one time. Only deposit cookie money into the troop's bank account. It cannot be deposited in a parent's, guardian's, or volunteer's personal account. Endorse all checks with "for deposit only" before depositing. Use the Deposit Slip Check Listing Sheet to track checks being deposited (available on our website). If your troop incurs returned checks (NSF/Closed Accounts), please see the online ACH FAQ for information on how to request ACH reimbursement. If your troop incurs bank fees due to high deposit activity, please see the online ACH FAQ for information on how to request ACH reimbursement. 26

27 during the sale Retaining Deposit Records Keep detailed copies of all deposit tickets and bank receipts until December 31, Details must include records of all individual checks deposited (i.e.: over-the-counter deposit slips, Excel files, calculator tapes, etc.). Credit Card Payments Accepted for Troop Cookie Activities Troops can accept credit card payments using PayAnywhere, a free card reader for smartphones for troop cookie activities. If the sale is authorized, the funds are electronically transmitted directly to your troop bank account and a receipt is ed to the customer. Troops who choose to accept credit cards are responsible for any transaction fees. Use the instructions in the Credit Card Handbook (found on our website) to set up your account. Council Proceeds (Payment to River Valleys) Payment to River Valleys' account (council proceeds) will be processed by River Valleys via ACH debits that will occur twice during the Cookie Program. Troops are responsible for ensuring that they have sufficient funds available in their accounts on the days listed below for ACH debits. In the event a troop does not deposit sufficient funds in their bank account for the second ACH debit to occur, the troop must submit a Collection Problem Report by the deadline listed below. Troops who do not submit a problem report will be responsible for any non-sufficient funds charges. Critical Banking Dates First ACH (March 9) Second ACH (April 13) Amount to be withdrawn $1.00 for every package owned by the troop as of March 5 Total amount remaining due as displayed in Smart Cookies Money needs to be deposited into your troop's account March 6 March 28 Collection Problem Report due by (if necessary) Not applicable April 4 by 3:00 p.m. ACH debit March 9 April 13 Smart Cookies updated to reflect debit Week of March 12 Week of April 16 Final Troop Deposit and ACH Debit Your troop is financially responsible for all packages indicated in Smart Cookies. Juliettes must deposit ALL cookie money into the River Valleys' Wells Fargo account. 27

28 during the sale Cookie Donation Programs Overview River Valleys' Girl Scouts have a tradition of giving back to the community and that includes giving back with two cookie donation programs: Cookies for the Community and Operation Cookie Care Package. Troops may choose to participate in one or both options. Cookies for the Community (CFC) In this program, cookie customers will have the opportunity to purchase cookies that will be donated to a worthy community organization chosen by the troop. The troops can select an organization such as a local food shelf, shelter, care center, hospital, etc. River Valleys encourages troops to learn about the organization to truly provide the girls with a full community service experience. The chosen organization must also meet the following criteria: Be a nonprofit tax status organization with a mission aligning with the Girl Scout Mission. Must be able to accept the amount of cookies the troop would like to donate. Operation Cookie Care Package (OpCCP) In this program, customers will have the opportunity to purchase cookies that will be donated to military support organizations in Minnesota and Wisconsin. Girl Scout troops will never take physical possession of these cookies; they simply collect $4.00 per donated package. River Valleys will facilitate transitioning these cookies to the military support organizations. In the event more cookies are donated than the military organizations are able to accept, River Valleys will find a suitable alternative for the donated cookies. Cookie Donations and Taxes Operation Cookie Care Package and Cookies for the Community donations are tax-deductible. Customers are not receiving Girl Scout Cookies and don't benefit directly from paying for them, so those individuals may treat the purchase price of the donated cookies as a charitable contribution. Customers should speak to their accountant for full details. Girls can issue customers donation receipts (found on our website). Smart Cookies Instructions: Reporting Cookie Donations Cookie donations must be tracked in Smart Cookies based on the type of donation. This ensures the girl's total cookies sold and total money owed are updated correctly. Additional notes: For CFC, don't forget to also transfer the physical cookies that will be used for this donation by variety just like with a normal cookie sale. Run the Track Cookie Share Report in packages to see total donations by girl. 28

29 during the sale Cookie Donation Programs Summary Cookie Donation Rewards Girls can earn the items below to reflect their participation in either or both of the cookie donation programs. Cookie donation rewards are cumulative and only available at the levels indicated. Cookie Donation Program Cookies for the Community (CFC) Operation Cookie Care Package (OpCCP) How does the donation happen? What organization receives the donation? Troop delivers donation to organization of their choice using troop inventory Nonprofit organization chosen by the troop Council delivers cookies to organization using council inventory Military support organization Patch 8+ packages Money collected from customer Where to enter in Smart Cookies? $4.00 $4.00 Tracked Cookie Share Virtual Cookie Share Thin Mint charm 26+ packages How it affects inventory in Smart Cookies What you see on the manage orders page It doesn't. Entering CFC in tracked cookie share marks that amount of cookies owned by the girl will be donated. If the cookies are coming out of the troop's cookies, you'll need to do a troop to girl transfer. Only the troop to girl transfer, the donations won't show. Adding OpCCP in virtual will increase both amount of cookies owned (and amount due) for the girl and the troop. Cookie Share transfer for the donation Ice cream cone charm OR GS bling bracelet 40+ packages What report to check? Tracked Cookie Share (which shows both donation programs) and subtract the CShare column from Girl Cookie Totals Summary Girl Cookie Totals Summary Cookie jar charm 55+ packages 29

30 after the sale Cookie Returns Before returning cookies, have you tried the ideas on page 24 to sell the remaining inventory? Cookies should only be returned as a last resort. Since cookies cannot be sent back to the baker for a refund, it is important that families, volunteers, and staff work closely together to keep excess inventory at the end of the sale as low as possible. For each case of cookies returned, there is less funding available for River Valleys to fulfill its mission through Girl Programming, grants, and camp upkeep. Cookie returns will be accepted at council cookie cupboards after the sale ends on March 19 and March 20 from 12:00 p.m. 6:00 p.m. Regional cookie cupboards will accept returns on March 19 and/or March 20. The location-specific date and hours for regional cookie cupboards will be ed to affected troops. Cookie Return Policy Please be aware of the following policies regarding returning cookies: Only full, bakery-sealed, unopened cases of cookies may be returned. Cases must be in good condition (i.e.: no writing on them, no smell, etc.) Cases being returned to cupboards will be inspected to ensure they are bakery-sealed for product integrity. Only 2018 cookies may be returned. Trios cannot be returned. Cookies may only be returned on the designated return days of March 19 and 20. Troops will be charged $15.00 for every case returned. Ordering Girl Rewards in Smart Cookies Smart Cookies automatically calculates girl rewards based on the total packages allocated to the girl. Total packages allocated to all girls should match the total troop inventory. Girls should indicate their reward choices to you using the rewards flier. The girl reward order is due March 27 at 7:00 p.m., Girls work very hard to achieve these reward levels and it is important to abide by the deadline to ensure that girls receive their items. River Valleys will not be able to guarantee specific reward items after this date. You do not need to order troop rewards or donation rewards. These will be ordered automatically for you. See Smart Cookies Guidebook for step-by-step instructions. If choices are not made for individual girls by March 27 at 7 p.m. the default for choice levels will be Cookie Credits. Rewards will be sent to your service unit cookie manager. When the rewards arrive in May, count out the rewards with your service unit cookie manager and sign off on them. You are responsible for the rewards after signing off. Please be sure to distribute the rewards to girls in a timely manner (each fall we are contacted by Girl Scouts who never received their rewards). All reward issues or concerns must be reported by June 1. 30

31 The second ACH debit is April 13. See page 27 for details. after the sale End of Sale Banking Your troop is financially responsible for all packages indicated in Smart Cookies. Check your final balance due beginning March 22. Please see the Smart Cookies Guidebook for instructions on where to find this information. Situations That Require Submitting a Collection Problem Report See ACH Frequently Asked Questions on our website for more specific information on each of these situations. A parent/guardian/customer has not paid for cookies picked up from troop inventory. Once you submit this report, you no longer need to attempt to collect payment from the parent/guardian/customer. A check you deposited into your troop s bank account was returned due to non-sufficient funds or closed account. See more below. Fees charged by your bank because of high deposit activity during the months of February through April (this rarely occurs). ACH Adjustment Request. Excess troop inventory (see box below). The Collection Problem Report is found on our website. Be sure to fill out the form completely. All Collection Problem Reports are due by April 4. Excess troop inventory is the financial responsibility of the troop. If you have excess inventory that your troop is planning to sell to friends and family, you may seek an adjustment to the April 13 ACH. Complete a Collection Problem Report by April 4 with the amount of excess inventory. River Valleys will approve a small extension for selling the cookies. You are still financially responsible for all cookies. Filing a Collection Problem Report only extends the amount of time you have to settle with River Valleys. Returned Checks If the bank shows a returned check (non-sufficient funds, closed account, stop payment) in your online bank account, do not print a copy of the returned check. River Valleys must have a legal copy of the returned check to process the reimbursement and any associated bank fees. The legal copy will be mailed to the signer on the troop account, which can then be forwarded to River Valleys. Reimbursement will be delayed if the incorrect copy of the returned check is submitted Troops should not attempt to collect repayment from the check writer for either the check amount or any fees associated with the returned check. River Valleys will reimburse the troops' bank account via ACH for the check amount and any bank fees after the required documentation is received (a completed Collection Problem Report, a bank statement showing any fees, and both front and back of the legal copy of the check). LEGAL COPY EXAMPLE 31

32 Cookies For nutritional information, visit ABCBakers.com All packages will be marked with a freeze before date. vegan Thanks-a-Lot vegan Girl Scout S'mores vegan Lemonades vegan Shortbread Thin Mints vegan Peanut Butter Patties gluten free Caramel delites Peanut Butter Sandwich Trios How the Cookie Crumbles 32