Bridge Point Elementary
Cub Scout Pack 39
A 2008 Quality Unity of the Boy Scouts of America
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Bridge Point Elementary Cub Scout Pack 39 A 2008 Quality Unity of the Boy Scouts of America |
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Popcorn Sale - Fall 2008 - Popcorn Coordinator Instructions Den Popcorn Leaders, This note provides the details you will need to manage and account for your Den’s popcorn sales. The main items discussed in this email are: - The schedule - How to account for your den’s sales - Turning in money and orders If you are a den leader and getting this email, it is probably due to the fact that I do not yet have the name of your den’s popcorn coordinator.
Schedule I have attached a copy of the 2008 Popcorn Calendar. Of particular note: 1. September 27th is the first day the scouts should start selling popcorn. 2. The Austin Park & Pizza Party is on October 29th. October 12th is the cutoff date for earning this prize and Scouts are required to have sold and collected $300+. You will need to identify who in your den has qualified and send me the names via email by Wednesday the 17th. 3. The Last Day to Sell is Wednesday, October 20nd. 4. All order information is due via email (see attached form) to the Popcorn Kernel on October 24th. The Popcorn Coordinator will total everything for the Pack and have it submitted early in November. 5. Reconciled den popcorn monies are due to the Popcorn Kernel by October 30th. 6. Prizes will be distributed at the November 10th Pack Meeting.
Process 1. At the pack meeting on September 22nd, each den popcorn coordinator will be given a packet of envelopes. Scout’s names will be pre-printed on each envelope. There should be one per scout; if there is an issue, please let me know ASAP. Inside each envelope, there is an order form, a 2008 Pack Prize sheet, and a flyer with safety information about butter flavored popcorn. 2. Den Popcorn Coordinators will also be given a packet with a printed copy of this email, a 2-part receipt book and several extra forms. 3. Scouts who sold more than $500 of popcorn last year were each provided with a second order sheet. I will have additional order sheets available if needed. If a scout runs out of space, they can use paper to record additional sales. There is no rule that says they have to use the Tails End sheets. 4. The envelopes with the information in them are to be used as the place the scouts keep their order sheet and the funds they collect. 5. Please pass the envelopes out to the scouts as quickly as possible; however, it is imperative that you message to the scouts that the actual sales process should not begin until September 27th (Saturday) to insure that all kids around the city kids a fair chance to sell. 6. Payment for popcorn orders is due at the time the order is placed; not when it is delivered. 7. Checks should be made out to Pack 39. 8. Scouts should make and retain a copy of their order sheet so they can distribute the popcorn when it arrives. 9. The Den Popcorn Coordinator has the responsibility to: a. Accept the completed order forms from the scouts. b. Reconcile the cash/checks each scout turns in back to the scouts order form. c. Complete the den spreadsheet and submit it to me by 8pm on Friday, October 24th. d. Make arrangements to get the den’s reconciled cash/checks to me before November 1st.
Accounting for Den sales Attached is a spreadsheet to be used for reporting your Den’s popcorn sales. It is very simple to use – just follow the directions at the bottom of the sheet. Basically you will need to fill in each scout’s name and which products were sold in what quantity. The spreadsheet calculates the dollar amounts and totals all the scouts in the Den. Except for the scout’s name and the totals they sold, the spreadsheet is protected and cannot be changed. Send your completed spreadsheet to me via email on or before October 24th. Please let me know of any questions or issues with the spreadsheet. Also included with your packet is a 2-part receipt book. I ask that you provide the white receipt to all families giving you money. Be sure to count all cash and checks as errors have happened in the past. Keep the yellow copy with the money collected and turn it in to me on or before October 30th.
Turning in money and orders Popcorn leaders are required to ensure that each scout’s sales (and thus your Den’s total) reconciles to the money collected. If accounting errors are passed to me I will come back to you to resolve them. When parents/scouts are turning in orders and money make sure they give you a COPY of their order form(s). They will need the forms with the people they sold to in order to deliver the popcorn. When you are ready to turn in money please email or call me to schedule a time. I will make myself 100% available during the collection times and will come pick it up if necessary. DO NOT leave money at my house without me there to personally take it. You don’t have to wait until the end to turn in your den’s money and order forms. If your den is done selling before the end of the sale and you would like to turn everything in just let me know. Please call with any questions or concerns. Many thanks to all of you!
Brian Henley, 732-2058, brian@henleymail.com |
