2025 Cookie Program Troop Manager Agreement

2025 COOKIE PROGRAM TROOP MANAGER AGREEMENT

As the Troop Cookie Program Manager, you will coordinate the cookie program for the troop, working with volunteers and parents to ensure that girls have the opportunity to learn the five basic life skills through the financial literacy cookie sale program.

Service Unit Name*

TROOP #*

Troop Level*

Number of registered adults in the troop?*

Number of registered girls in the troop?*

You must have at least 2 registered adults and at least 3 registered girls to be considered a troop and earn troop proceeds.

Your Name*

First NameLast Name

Email*

example@example.com

Phone Number*

Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code

Social Security OR Driver's License Number - do not include dashes*

Employer*

Qualifications:

Must be an active, registered member of Girl Scouts of the U.S.A.

Must have a current (within 3 years), eligible background check on file at Girl Scouts of Kentucky's Wilderness Road Council.

Must have no debt with Girl Scouts of Kentucky's Wilderness Road Council.

Must have basic computer skills with email access.

I have read and will abide by the qualifications required.*

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Responsibilities:

Comply with all GSKWRC policies/procedures, including those outlined in the Troop Plan Book.

Review and model the Code of Conduct for Troop Cookie Sale Managers as outlined below.

Complete all required training for this role.

Meet all paperwork and submission deadlines.

Verify that all participating girls are registered members of GSUSA and correctly assigned to your troop.

Have an open troop checking account that meets all GSKWRC requirements.

Deposit sufficient funds to cover ACH withdrawals.

Educate parents in proper program procedures. Collect a signed Parent/Guardian Permission Form for every girl participating in the program and keep in your troop records.

Submit troop's cookie sale order by deadline date using the online program, Smart Cookies.

Arrange pick-up of troop's cookie sale order and distribute cookies to the girls immediately.

Must complete a receipt every time money or product is distributed between yourself, another Troop, or parent/guardian. Each receipt must be signed by yourself and other person at the time of distribution. This responsibility cannot be delegated.

Communicate with the Service Unit Cookie Manager regarding any excess supply of cookies on March 1, 2025 so possible transfer arrangements can be made. (Excessive supply = number of unsold cookie packages are greater than 20 % of total cookie packages ordered during entire sale.)

Report all uncollected money by completing the Uncollectible Debt Form (UDF) and supply a copy of the respective signed parent permission form and cookie receipts prior to the deadline date. Acceptance of the UDF is conditional on forms and receipts that have all fields complete.

Order and distribute rewards earned by girls within one week of receiving awards.

Be available to discuss cookie program with parents, answer questions, and praise the girls participating.

I have read and will abide by the responsibilities required.*

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Code of Conduct:

Responsible behavior is a key expectation for girls and adults participating in Girl Scout Cookie Program. Responsible behavior reflects trustworthiness, respect, fairness, caring and citizenship. Participants are expected to follow all program guidelines as outlined in the Cookie Sale Troop Plan Book to ensure a high-quality learning experience and the safety of all participants. By signing the Troop Cookie Program Manager Agreement Form, you are agreeing to adhere to the following Code of Conduct:

Remember that I am a role model, my behavior reflects on all Girl Scouts.

Be polite and friendly to customers, fellow Girl Scouts and volunteers.

Adhere to all sales start and end dates.

Adhere to the set price of all product.

Follow all social media, general safety, and online safety guidelines.

Will ensure all banking information is submitted by the deadline.

I have read and will abide by the code of conduct.*

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ACH AGREEMENT:

Automated Clearing House (ACH) transactions are used to debit/credit troop accounts during Girl Scout Cookie Program.The council will be using prenotes to verfiy that troop bank account information is accurate. Prenotes are zero dollar entries that precede the first sweep. The purpose of a prenote is to verify the information provided on the JotForm ACH form with the bank’s account information. This information is sent with a $0.00 amount.

Please enter your initials in the boxes below, confirming you agree to all accountabilities of your position.

Girl Scouts of Kentucky's Wilderness Road will debit troop bank accounts per the instructions provided during training and/or printed materials for the Girl Scout Cookie Sale. (Initial below)*

You are responsible for depositing sufficient funds to cover ACH withdrawals and troop will be responsible for any resulting non-sufficient (NSF) charges. (Initial below)*

If checks are deposited into the troop bank account, adequate time will be allotted for checks to clear before ACH withdrawals. Check with the troop's financial institution for clearing times. (Initial below)*

Troops authorizes Girl Scouts of Kentucky's Wilderness Road Council to repeat any debit that fails for any reasons and make any adjustments to withdrawal amounts as the council deems necessary. (Initial below)*

Troop understands that a notice of cancellation due to changing financial institutions requires a new Troop Manager Agreement/ACH Agreement Form and must be received two weeks prior to the ACH withdrawal processing date. (Initial below)*

BANK INFORMATION

TROOP BANK NAME (i.e. Fifth Third Bank, Edgewood)*

Troop Bank Routing Number (include zeros)*

Name

First NameLast Name

Troop Bank Checking Account Number (include zeros)*

I accept the role of Troop Cookie Program Manager for Troop (type in troop number below)*

I agree that at any time GSKWRC may view my troop account. Troop funds are not to be used for personal reasons at any time. Troop funds are not to be divided and given to each girl.*

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Do you have a Service Unit Treasurer as a signer on your troop bank account?*

YesNo

If yes, name of person blanks.

If no, complete log in/password (accesss code) below.
Finance Director will only receive permission to "VIEW ONLY BANK ACCOUNT USER" and will only contact you to get it set up. Once set up, you may change your password.

Login

Access code

I accept the role of troop product manager for the troop listed above, including meeting the expectations and requirements articulated above. I have read and agree to model the Code of Conduct. I agree to accept financial responsibility for all products and money I receive. I understand that failure to account for money and products received, or failure to follow the outstanding debt process, will be considered misappropriation of funds and may result in civil and/or criminal prosecution for the amount owed plus attorney fees and court costs. If I fail to turn over monies and/or information for collection of debt, I will be removed from any and all volunteer positions with GSKWRC. I agree that the bank information entered above is accurate, and that I will be responsible for any charges if I have entered the bank account information incorrectly.

Draw your signature in the box below using your mouse. You can also use your finger or a stylus/pen if on a touch-screen devise. Forms that do not have a signature will be rejected as incomplete.

Signature*

Date*

Date