2019 Troop Cookie Chair Guide - GIRLSCOUTSCCS
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2019 Troop Cookie Chair Guide
Cookie Program 2019 Sunday, February 3, 2019 - Sunday, March 10, 2019
Girl Scout Troop Cookie Chair
Thank you for volunteering to manage your Troop Cookie Chair for the 2019 Cookie Program! In this
guide, you will find all the latest information about the 2019 Cookie Program such as important cookie
dates, cupboard hours, booth rules, cookie proceeds and the recognition line.
As Troop Cookie Chair, you are the main point of contact for the girls and parents in your troop for any
questions or issues that come up throughout the program. To assist your girls and parents during the
Cookie Program, please do the following:
Attend Troop Cookie Chair training.
Train your Troop on the 2019 Cookie Program.
Provide your preferred contact method and information to your troop.
Communicate any dates/deadline changes to your Service Unit Cookie Chair.
Troop Cookie Chair Eligibility Criteria
In order to participate in the 2019 Cookie Program and as Troop Cookie Chair, the following criteria must
be met:
Troop Cookie Chairs have to be registered with the 2018-2019 membership year.
Troop Cookie Chairs must have a current background on file with the Girl Scouts of Central
California South
Troop Cookie Chairs must have their 2017-2018 Troop Annual Financials turned in to the
Membership Department.
Troop must be in good standing with Council- no debt owed to Council
Troop Cookie Chairs must attend their Service Unit Cookie Chair program training or a one on
one with Council.
After the Troop Cookie Chair has signed the agreement, he/she will be entered into ABC Smart Cookies,
by Council. Once the Troop Cookie Chair is entered into Smart Cookies, he/she needs to send Council a
list of the girls in the troop who will participate in the Cookie Program. Council then will go and check to
make sure the girls are eligible to participate.
Once the girls meet the criteria, Council will send their parent/guardian DocuSign- please note that
Council will send DocuSign via email, please make sure we have current email addresses on file. When
the DocuSign comes back correctly filled out, Council will enter the girls into their ABC Smart Cookie’s
roster. Please check your ABC Smart Cookie’s roster to make sure everything looks accurate.
DocuSign:
All forms required by the Product Program Department will be sent and held on DocuSign. Listed below
are the forms on DocuSign that are required to be signed in order to participate in the 2019 Cookie
Program. NOTE: Council requires that the signer enter his/her Social Security Number on the forms.
Council understands that it can be worrisome to enter a Social Security Number onto DocuSign. The
more detailed reason for the Social Security Number is listed below:
In providing service units, troops, and individual parents with product in advance of payment, the
Council is extending credit terms to the individual that is financially responsible for the accepting
the product. In order to ensure that the Council has appropriate recourse in the event that the
product is not paid for, the Council must have the social security number of the individual
financially responsible for the product on file before product is released. Credit reporting laws
require us to specifically have this information on file. Please understand that the Council will not
use the information to run a credit check on the person in advance and that the information will
only be used for collections purposes if the individual does not pay the Council for their product
per the terms of the Agreement. It is also important to note that service unit, troop, and
individual parents do provide the council with their social security numbers to be a volunteer; it
is collected as part of the background check process. This information is stored in a secure
system in DocuSign that only designated staff with a “need to know” have access to. DocuSign is
the world-leader in document signature collection and is used for sensitive information by
mortgage and refinance companies, banks, and financial institutions because of their security
and encryption parameters.
Troop Cookie Chair Position Description Agreement
o The Troop Cookie Chair is required to sign the Troop Cookie Chair Position Description
Agreement, stating his/her troop’s participation in the Cookie Program and that he/she
will take on the financial responsibility of the product in the troop.
Parent/Guardian Permission and Financials Agreement
o The parent/guardian is required to sign the Parent/Guardian Permission and Financial
Agreement, stating that his/her Girl Scout will participate in the Cookie Program and
that the parent/guardian will take financial responsibility of the product that the Girl
Scout sells.
Square Credit Card Reader Agreement (this is attached to the Troop Cookie Chair Position
Description Agreement)
Please note the only form that is physically turned into Council is the in Lieu of Recognition. The in Lieu of
Recognition form is for Cadette, Senior and Ambassador Troops only. All the girls in the troop must
agree to opt out of recognitions for an extra $0.10 in troop proceeds. All the girls and parents must sign
the form to be eligible.
2Dates to Remember
Tuesday, December 4, 2018 Service Unit begin Troop Cookie Chair trainings
Monday, December 17, 2018 Troop Cookie Chair Position Description Agreement
due to Council via DocuSign
Bank account information must be entered into Smart
Cookies
January 2019 Service Unit Rallies
Friday, January 11, 2019 Boothing Lottery for Service Units
Saturday, January 12, 2019 Troops initial order must be entered into Smart
Cookies- troops will be locked out at 11:59PM
Monday, January, 14, 2019 Service Units confirm all initial orders in Smart
Cookies- Service Units will be locked out at 11:59PM
Tuesday, January 15, 2019 First Come First Serve opens for boothing
Wednesday, January 16, 2019 Council submits all cookie orders
Tuesday, January 22, 2019 Boothing lottery email to troops with schedule
Thursday, January 31, 2019-Friday, February 1, First day of delivery to outlining areas-
2019 Service Unit 14, 32, 60, 609, 621, 624, 637 and 639
Saturday, February 2, 2019 Mega Drop in Fresno, Visalia and Bakersfield
Sunday, February 3, 2019 First day of the Sale!
Sunday, February 3, 2019 – Thursday, February 7, Walk-a-bouts and Lemonade stands only. NO
2019 Boothing.
Thursday, February 7, 2019 Council Cupboards open
Friday, February 8, 2019 BOOTHING BEGINS!
Thursday, February 14, 2019 First ACH pull- 15% due to council
Thursday, February 28, 2019 Second ACH pull- 35 % due to council
Thursday, March 14, 2019 Third ACH pull- 50% due to council
Friday, March 8, 2019 Council cupboard closes
Sunday, March 10, 2019 The 2019 Cookie Program Ends
Saturday, March 16, 2019 Distribute all cookies down to the girl level and place
recognition order- Troop Cookie Chairs locked out at
11:59PM
Monday, March 18, 2019 Service Unit Cookie Chairs verify recognition orders-
locked out at 11:59PM
Monday, March 18, 2019 Delinquent Parent Reports due to Council via
DocuSign
Friday, March 22, 2019 Council places recognition order to ABC and orders
Cookie Dollars
Thursday, March 28, 2019 Final ACH- 100% balance due to Council
April 2019 Recognitions delivered to Council
Saturday, May 4, 2019 Recognition and Cookie dollar pick up at Goldmine
Stores 10:00AM – 4:00PM
Monday, June 3, 2019 Last day to report any cookie issues for the 2019
Cookie Program
3Troop Proceeds
PGA (Per Girl Average) is based on the number of girls selling NOT girls registered to the troop.
Troops who participated in the 2018 Fall Product Program will earn the following proceeds:
1-149 PGA $0.75 per package
150-249 PGA $0.80 per package
250-349 PGA $0.90 per package
350+ PGA $1.00 per package
Troops who did not participate in the 2018 Fall Product Program will earn the following proceeds:
1-149 PGA $0.70 per package
150-249 PGA $0.75 per package
250-349 PGA $0.85 per package
350+ PGA $0.95 per package
Cadette, Senior and Ambassador Troops only may opt out of recognitions items to earn additional $0.10
per package in troop proceeds. Every girl in the troop must agree and sign the In Lieu Of Recognition
Agreement with her parents. - This is the only physical agreement form that is turned into Council.
ACH of Council Proceeds
Troop deposits all collected monies into Troop’s bank account.
Council will ACH (Automated Clearing House) all Council proceeds directly from Troop’s bank
account. (Dates to Remember on page four)
Troop’s ACH must clear before they are allowed to check out cookies from cupboards.
Troops turn in any Delinquent Parent Reports (if applicable) to cookies@girlscoutsccs.org.
Mobile Credit Card Readers
Council will offer the use of Square Mobile Credit Card readers. Square payments will be updated in
Smart Cookies, by Council, and will be counted as payment towards the troop’s balance at the
conclusion of the program.
Troop and Parent Delinquencies
If your troop has a parent/guardian who has an unpaid balance at the end of the program, the troop
must submit a Parent Delinquent Report via DocuSign along with the supporting paperwork no later
than Monday, March 18, 2019. Do not wait to submit this form as this will affect your Troops proceeds.
To request a Parent Delinquency Report, send an email with the following information to
cookies@girlscoutsccs.org : Your Name, Phone number, Delinquent Parent Name, Girl Scout Name,
SU/Troop number.
Remember submit all required information by March 18, 2018 your troop will not lose proceeds due to a
“delinquent parent’s” unpaid cookie balance.
Money Collections
Checks that are taken as a form of payment must have the following imprinted on them:
Name of the person- first and last, phone number, address and driver license number.
If a check bounces and the information is not on the check, Council will not reimburse the troop.
Troops and or parents/guardians may not take any bills larger than a $20.00.
4Lost or Stolen Funds
It is important for troops to make frequent deposits to their Troop Bank Account to avoid accumulating
large sums of money. Lost funds are the responsibility of the Troop and parent/guardian. All lost funds
are still due to Council.
Direct Sale
NO SALE is to take place prior to Sunday, February 3, 2019.
The girls will have the cookies in hand at the start of the sale. Girls sell cookies directly to
consumers and collect the money on the spot. There is NO preorder period.
Troops place their Initial Order, Saturday, January 12, 2019.
Troop Cookie Chairs can gauge and discuss with parents how much their troop should order.
Troops can trade with other troops in their area or transfer directly to another troop.
Service Unit and Council Cupboard
Council Cupboards will open Thursday, February 7, 2019.
Once a troop has counted and signed for the cookies, they are financially responsible for the
cookies.
o Service Unit Cupboards and Council Cupboards will not accept returned product. Troops
who check out product may not return any to cupboard’s, the troop is financially
responsible for the product.
Cookie Boothing Guidelines and Details
Walk-about and Lemonade stands only Sunday, February 3, 2019 – Thursday, February 7, 2019.
Boothing begins Friday, February 8, 2019.
No boothing locations can be secured prior to Saturday, December 1, 2018.
Council will secure the following places: Walmart Superstores, Sam’s Club and Joann’s Fabrics
o Please note: Council will not secure Walmart Neighborhood Markets.
Smart Cookie Boothing lottery will run Walmart Superstores, Sam’s Club, and Joann’s Fabrics
location begin Friday, January 11, 2019.
o From January 11, 2019 – January 14, 2019 -Troops place bids for the locations available
in their Service Unit areas online through Smart Cookies.
First Come First Serve picks open in Smart Cookies for the Council run Walmart Superstores,
Sam’s Club, and Joann’s Fabrics location Tuesday, January 15, 2019.
o Walmart locations are up for bid for any troop in the Council. For example, a troop in
Fresno may bid on a Walmart in Madera if there are available spots.
Every booth must have a minimum of two registered and background checked adults, who are
unrelated to one another.
o Booths must have a minimum of two girls at all times with two unrelated, background
and registered adults.
o Each adult must be registered for the 2018-2019 membership year and have a current
background check on file.
o If registered and background checked adults are not available, the booth must be shut
down immediately.
Must sell cookies for $5.00 per package.
Boothing locations must be entered into Smart Cookies and approved by Council prior to the
date of the booth.
Certificates of Insurance- If a boothing location is requesting a certificate of insurance from the
troop, the troop may request the certificate of insurance from Council by submitting the
5Certificate of Insurance Request form (see council website) to customercare@girlscoutsccs.org
at least one week in advance.
Booths must be safe for girls and adults:
o Booths must be away from traffic and cars.
o No boothing in streets or medians.
o No boothing in front of bars, casinos, and marijuana dispensaries.
Girls must be in uniform or in a Girl Scout logo troop shirt.
All booths must be marked with Girl Scout signage.
Money is to be secured by adults in a secure location- Daises are NOT allowed to handle money.
If troops find anyone not following the guidelines, they are to gather information: troop
number, girl and adult name. The information must be reported to cookies@girlscoutsccs.org
Only Girl Scouts may be at Girl Scout Cookie booths. No one representing another organization
may be present while wearing uniforms or logoed apparel
Recognitions
New this Year- There are two big changes to our proceeds.
1. There are now only two plans. Plan 1 and Plan 2.
a. Plan 1- Girls earn patches, prizes, trips, cookie dollars and troops will earn their
proceeds.
b. Plan 2- Cadette, Senior and Ambassadors Troops only. Troops receive an extra $0.10 per
package. Girls receive Cookie Dollars, Theme Patch or Participation Patch and Number
Bar patch for level earned. *Please note that the Troop PGA Recognitions are NOT
included.
2. 2019-2020 Membership- 350 packages sold. Please note that the value of this recognition only
covers $25.00. The $15.00 Council Service Fee will need to be paid separately (Nut Bucks or
Cookie Dollars will not be accepted).
3. Recognitions will be delivered to Council offices. The Gold Mine Store and the Product Program
Department will host an event for girls to come and pick up their cookie recognitions and Cookie
Dollars.
4. The Recognition and Cookie Dollar pick up is Saturday, May 4, 2019 at both the Fresno and
Bakersfield Gold Mine stores from 10:00AM - 4:00PM.
6Cookie Dollars
150 packages=$5.00
200 packages=$5.00
250 packages=$5.00
300 packages=$5.00
$5.00 for every 50 packages sold.
MAXIMUM OF $250.00 in Cookie Dollars may be earned- ($250.00
Cookie Dollars= 2600 packages sold)
Cookie Dollars may be used for the following:
GSCCS Gold Mine Store purchases of girl items
GSCCS girl program and training fees
GSCCS Travel Group sponsored trips
Approved Girl Scout Destinations
Camp El-O-Win
$25.00 GSUSA Girl Membership Fee
Cookie Dollars may NOT be used for the following:
$15.00 Council Service Fee
Girl Scout fundraising events
The purchases of cookies and fall product items
Adult training fees
Adult items
Adult GSUSA Membership Fees
Contact Us
Product Program Department:
cookies@girlscoutsccs.org
Websites to know for the 2019 Cookie Program:
ABC Smart Cookies:
https://www.abcsmartcookies.com/#/login
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