Reminder: TCYS Auction Thank You Notes due 3/29

Each 4-H member who receives a TCYS Buyers’ list must write an individual thank you note to each buyer on the list(s).  I know that many people include thank you notes with their gift baskets; however, there may be more than one buyer so each buyer listed will need to have a thank you note sent to them individually.  Thank you notes need to be at our office by 12:00 Noon Friday, March 29^th, so we can verify them and ensure that they arrive at the TCYS Office by April 1^st per the TCYS Rules.

Many of you are familiar with the process of thank you notes and checks regarding the TCYS Auction, but for those who may not be or who need a reminder, below are the requirements to keep in mind.

• Thank you notes consist of the note, envelope, address, and appropriate postage
• Thank you notes should be sealed in the envelope
• Envelopes need to be sealed and stamped with the appropriate postage
• The exhibitor’s return address and buyer’s address need to be written correctly and legibly on the envelope
• Completed thank you notes need to be brought by members to the County Office (1600-B Smith Road; Austin, Texas) by 12:00 Noon Friday, March 29, 2019.
• Please double check individual names as youth write them – For example, we have seen a lot of notes addressed to “last name, first name” such as “Mickelson, Mellanie” instead of “Mellanie Mickelson”.  Please help your kiddos as they are writing J
• NEW this year: TCYS has also asked us to remind everyone that if anyone doesn’t follow this process in any capacity (including, but not limited to: not bringing the notes to the Extension Office, mailing them out personally instead of through the Extension office, not including a thank you note for some of the buyers, etc.), they will be required to rewrite the thank you notes and follow the process above in order to receive their check.

TCYS is hoping to have checks available in May 2019.  Please remember, according to the rules, if a bill is outstanding as of April 1st, the exhibitor will not receive any unpaid portion of the total purchase price from their auction sale lot. If received, a second check will be issued within the calendar year.  So, if TCYS has not received payment from a buyer, then TCYS can’t cut a check to the exhibitor(s) whose projects were purchased. 

Once received by our office, Auction Checks will be distributed to clubs who have completed all of their thank you notes.  Please remember that checks will NOT be distributed to anyone who has not brought their thank you notes to the Extension Office (this means that nobody should be mailing their notes directly).

If you have any questions, please let us know!  Happy writing!