I have been appointed cookie mom and ???

iVillage Member
Registered: 10-27-1998
I have been appointed cookie mom and ???
7
Mon, 01-04-2010 - 7:17pm

OK - I went to the meeting council had for our part of the area to let us taste the cookies etc...because I was going to help out with cookies.

Later on the mom who was going to be cookie mom moved to a different troop and no one would step up to cover it, so I did b/c I was assured it was not as complicated as it seems.

The big fat white envelope with everything in it is sitting on a shelf and I need to open it and go through it. I have to sit through an ebudde webinar 630pm on Thurs and have the brownie meeting next Mon to hand out the packets (sales start 1/15) so I need to do it this week.

I am just not sure where to start so I have not. I don't want to get overwhelmed and completely disorganized and lose anything. I'm really a bit nervous about this.

Any tips as to where to start? Any reassurance it won't be too confusing? I was MOPS treasurer for the world's tiniest MOPS group last year (6 or 7 of us? - the kids and nursery workers outnumbered the moms) so I have handled money before, but it still makes me nervous.

Thanks!

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Avatar for celticmom
iVillage Member
Registered: 03-27-2003
Tue, 01-05-2010 - 11:21am

It really isn't bad and only the paperwork can be intimidating. Treat the orders like they were your own business and treat the money as if it were your own as well. That way you will not lose anything. Most of the money will probably come to you in checks instead of cash, so that's even less of a worry. It's mostly common sense and counting.

Just make sure you keep strictly to the dates given you. Don't allow girls to sell before or after the dates and get your orders and your payments in on time!! It's that easy!

Good luck!

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Gayle

iVillage Member
Registered: 03-29-2004
Tue, 01-05-2010 - 2:17pm

Kudos to you for stepping up!

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iVillage Member
Registered: 10-27-1998
Tue, 01-05-2010 - 4:55pm

Thanks to both of you.

The leader and I decided that I am not accepting any money until cookie delivery/money collection time (you know how some people want to pay ahead of time and then the parents want to give you the money so they don't lose it). I am also going to try to synch a deadline for money date with a troop meeting date if the timing works out for it.

I have been going through the materials and it looks like what I need to do at this upcoming meeting is to go over the dates, safety, make sure the forms are signed, give out the order forms, and talk to the girls about selling, maybe have them play act selling door-to-door.

I have the ebudde training on Thurs (and this year booth sales are done through ebudde - they arrange the times and locations, and at midnight on specified dates, they open it up for signup. You can sign up for one or two booths at a time each phase date.) Not sure if we are going to do booths, because I may not be able to be at any of the booth sales, and due to the underwhelming response we get combined with our small troop, there might not be enough parents to supervise a booth sale. We will see.

Anyone know where I can find out how many boxes come to each case of each type of cookie? Is it 12 for all kinds or does it vary by cookie type?

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iVillage Member
Registered: 04-26-2002
Tue, 01-05-2010 - 11:30pm

Each case is 12 boxes.

I'd also recommend that you DO collect any money they want to give you at any time. Just always have your receipts handy. We have to use receipts to record everything from handing over cookies to taking money. My cookie mom just makes a few deposits into our troop account as the weeks go by.

And yes, be VERY strict with parents with your deadlines. Tell them they have to have their orders to you on Tuesday (when you really wouldn't need them till Thursday). Same with money. When we had a lot of girls and for some reason we weren't having a regular meeting, we just told all the families that we were going to be at the local coffee shop from 9-11 on a Saturday and they had to stop by with their stuff... they all did but the few who told us ahead that they weren't available then and they made other arrangements. (That day was really fun... adults with no kids!)

And for your meeting, definately go over rules and do some role play. Perhaps you could have them work on the parts of one of the Cookie Try-Its? If you can get a couple other adults to help out, they could do stations for some of the activities.

And if you can, DO have a booth sale. It's a SUPER opportunity for the girls. Our first year, we had 1 booth sale at our local mall for 4 hours. We divided the girls in half and had lots of them there for each time. They took turns behind the selling table, managing money (with a parent), putting on the cookie costumes (borrowed from the office) and walking around in front of the table getting patrons to come over. When it wasn't busy, they gathered to sing songs in front of the table and that always got it busy again. The first year (as Brownies), I made a parent come with each girl. And now I as 4th and 5th graders, I'd still have lots of girls at each time because it's much more fun, and I'd still require 3 adults for each time period just because of the type of activity and help with safeguarding our cash (and walking girls to the bathroom!).

Good luck. I'm the leader for my group, but I've been lucky enough to always have a cookie mom so I may not be able to answer all questions, but probably most... so ask away. Also ask a leader locally who has done it before.

-Jen

iVillage Member
Registered: 03-29-1999
Sat, 01-09-2010 - 1:50pm

Our troop only accepts one check for all the cookies ordered by the girl at the time the money is due.

Avatar for scoutnut
iVillage Member
Registered: 10-06-2010
Mon, 01-11-2010 - 1:36pm

How you deal with checks vs money depends on how your council handles things, and can vary widely from council to council.


I am not sure how things are now, but pre-merger, our council handled all collection issues themselves.

 

iVillage Member
Registered: 10-27-1998
Thu, 01-14-2010 - 7:30pm

We have it set up so that checks go to the council account and they handle bounced checks and cash goes into our local account. The local account is about 7 min away from my house in a branch in the grocery store, so the only pain is there is no night deposit box but I should be able to get there whenever I have cash.

Of course the darn council account is in a bank 35 min away in the city.

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