I can't even begin to tell you guys how ugly this got. It finally got resolved today but only after the child had been transferred out yesterday. The parents ended up needing records so the principal was holding that over thier heads. We wont help you unless you help us...they had split it earlier this week so both parents felt threaten. it was to bad it got that far but if you knew all the details and run around I got you would say chalk this up to the good guys. It was a huge mess...we did learn some lessons which will help us in the long run. Being a young group we really didnt have any experinece with fundraising much. We realized that even if companies just have tally sheets handed in we will start requesting order sheets as well . we will then distribute them when they pick up the orders. This will allow us to make copies so we know who order what from who. It would help if we ever had to give money back. We also will be checking with a attorney about the possibilty of a waiver releasing us from financial responsibilty after pick up, in our case just having them sign saying they received it did not cover us. Since money and checks went in our account we were liable even though they had the candy. The other thing I learned was how strong our group is , the support and untity that was shown this week was overwhelming. That is a great feeling, everyone stood strong and together and that was just a strong answer. although we were all upset and frustrated everyone handled themselves in such a professional/caring manner. our group came out ahead and with lessons learned...we were very very lucky. We are looking at every aspect of our fundraisers ....with our profit on this sale it could have been a $500.00 lost....
As a parent who has always been involved with fundraising, and who is now a sales rep with a major fundraising company...I have seen a lot of strange things. Usually it is the kids who eat the candy but swear they delivered it.
This is just an idea...but I would send a letter to the business simply stating that there was a problem with (parent name) delivering orders. Then state that you are reviewing your records but in the meantime ask that if they placed and order they call you.
By doing this, you are not telling them that you have no clue who ordered and what was ordered. The chances of someone taking the time to lie is remote.
This should take care of most problems and show the police a "good faith effort" to try to contact people. You are trying to do the right thing, we very little information to go on. In the letter also include a date that they need to respond by so that you know you can wrap up this mess sometime soon.
I doubt you will have any luck with the letter going home and the student and his/her family probably have too many problems going on for this to warrant their attention. I am sure they won't care.
Last, talk to your sales rep and ask that he/she help get a late order put through and have the items all delivered to the office. (I would also find someone at the office willing to be a contact person for you that will distribute the items.)
I had a student this year sell wrapping paper to the principal, take his money, but never write down the order so we didn't get the money and the principal didn't get the paper. We're only talking $15.00 here - and the PTO gave our principal back his money, I tracked down the kid, and his mother is making him earn the $15.00 to pay back the PTO - chalk one up for the good guys!
O.K. - now that you've all had a good laugh at my expense . . . . the letter home is certainly where I would start if phone calls are not a possibility. Does the child still attend your school? I would never suggest that the child should be singled out publicly in any way shape or form . . . I would, however, be cautious with that family and fundraising in the future. Sorry I couldn't be more helpful, please let us know how it works out.
critter...i have not been able to get in touch with the parents at all...all phone numbers have been disconnected.Tomorrow my principal and i are sending a letter home to see if that gets a response. No they did not steal the money, but he quit recently at this place of employment. Left on really bad terms, when the girls in the office there reminded him about the candy his response was well maybe i will bring it in or basically screw the guys in the mill. So that doesnt sound so good. as far as ordering more i could but have no clue what was sold what. Reimbursement will have to be a he said she said type thing. hoping all is honest=) YIKES!! I have a total amount paid, number of customers and the list of product but since the sales took place about 4o minutes from here i have no clue who gets what!!I must really enjoy volunteering because there is alot of Crap that goes with it....i hope lessons are learned from this.
Yuck. This is a yucky situation, but it doesn't reflect on the PTO. The only face in jeopardy is that of the deadbeat parent who stole the candy. It's time to put on the business face of the PTO.
Have you asked the parents about the candy? Did they really eat $339 worth of candy themselves? Since you said they turned in the money, then they didn't steal the money, right? Can you buy more candy at the net price and distribute the products to the people who remember their order? Maybe that's too complicated/imprecise. Does the parent have a copy of her order list? Maybe she is just embarrassed about the whole thing to be forthcoming.
Keep us posted. It will be helpful for us to learn from your experience.
okay all you experts out there. I NEED HELP. I was just brought aware of a family who sold our easter candy, handed in all the money, picked up their order and DIDNT DISTRIBUTE the product to their customers. I have never had this happen , the problem I am having is that there was never any order sheet turned in . THe candy company only asks for a total tally sheet..meaning I have no way of knowing who is owed what. This happened at a place of employment in another county so I was told by the police that we sholud return all money and then go after them. The total amount was 339.00 and it becomes a he said she said thing. The lady from the work place is going to make a list of who complains that they didnt get product but if someone paid cash then there really is no record. I am just wondering if anyone has ever dealt with a issue like this, The police said since checks were made out to us we are liable for the money. I guess we need to go after the parents afterwards...how do we save face
