Am I being an unreasonable volunteer?

[Disney Doll]

If you didn't know what you were signing up for, you probably shouldn't have signed up. My first caveat of volunteering is always "Tell me exactly what my role/responsibility will be". That way there are no surprises.

I would say for this year, since things are already in full swing, you should just deal with the guy you have to deal with the way you have to deal with him.

If it means that much to you, or you want to put in additional time & effort, then do what a PP suggested and get proposals from other vendors who you consider more acceptable and present them to the group as an alternative for next year. Chesire Figment's post has all the necessary information you would need to request proposals.

As far as the other lady...not her job to make your life easier. She has time constraints too, SAHM mom or not.

Or you can just finish out what you said you'd do for this year then not volunteer at all next year, or volunteer in a different area that would be more acceptable to you.

 

[Bob NC]

I think you have decided that dealing with this company is a pain in the butt and you will blow the most miniscule tasks out of proportion to seem like an even bigger pain.

One example is your inability to get cash and orders to him because you don't want to mail cash. Geez, just take the cash, write a check out of your account, and mail him the check and the orders. It's simple, but, I think you are making a HUGE deal out of everything rather than trying to break all the details down into more manageable solutions.

Forget about the woman who was volunteering before. Forget about how many free shirts she and her family received.

Send this guy the orders. Try to group them to cut down on the number of shipments. Tell him to either ship them to you, or deliver them, when they are ready.

 

[luvmy3]

OP, has the Tshirt guy made deliveries in the past or has the volunteer always been the one doing the running around?

 

[mjkacmom]

One example is your inability to get cash and orders to him because you don't want to mail cash. Geez, just take the cash, write a check out of your account, and mail him the check and the orders. It's simple, but, I think you are making a HUGE deal out of everything rather than trying to break all the details down into more manageable solutions..

This really jumped out at me - you deposit the cash, and write a check! I can't imagine spending 40 minutes driving cash to a vendor, when I could simply put a check in the mail, and an order form.

 

[Bren's Mom]

I will agree that the cash issue was the first thing I wanted to say something about. I see that other posters have mentioned this too...deposit it all into your personal account and write a check OR paypal him OR give it to the organization's treasurer and have THEM write a check (this would be first choice personally) or pay with the organization's debit card.

I am active in PTA. Vendors is one issue where I things should be very clear cut but they're not. Imo, every so often you should RFP (informally) the local vendors to be sure you're getting the best deal on behalf of your organization AND that works well with your organization.

I think, though, that this year you have to suck it up and either pick up the shirts (one time) yourself or ask someone else in the organization to do it for you. Then offer to chair this issue next year letting them know you'll be RFPing and doing it YOUR way...or you won't be doing it at all.

 

[luvsJack]

Actually this has always been the way it worked in any organization I gave volunteered for. Not everyone delivers or picks up orders. Usually the one with the best prices doesn't. Actually most positions on any board have many more duties than that.

 

[Laura66]

If they have been a reliable vendor for so long I think it would be unwise to switch at this time!
I do think you are being unreasonable - 20 minutes is nothing. You are going to spend a lot more than 20 minutes of your time to find a new, reliable vendor.

 

[DipsyDoodles]

I have to agree. I have been involved with uniform and spirit wear ordering for my DDs' softball team in the past and they NEVER deliver the stuff to us.

Same here!

 

[luvdzny]

What was you understanding of the position when you accepted the position? I don't see a 20 minute drive to be too much out of the way.

It seems like you made some assumptions as did the other mom. I see no reason why the other mom should have to take the orders. Also I have never see a company drop off orders without someone paying for shipping.

If you cannot met the requirements as you now know them, then you should talk to the head of the activity about finding a replacement.

I totally agree with this!

 

[tvguy]

Actually this has always been the way it worked in any organization I gave volunteered for. Not everyone delivers or picks up orders. Usually the one with the best prices doesn't. Actually most positions on any board have many more duties than that.

Must be different here. All the vendors here bid on price, they deliver, and usually they throw in some perks.....in Little Leagues case they'd throw in a couple of cases of baseballs, or the soda vendors would through in $500 signing bonuses, and an electronic scoreboard.

 

[Tigger&Belle]

I wouldn't be happy about having to deliver/pickup mistake orders. Seems that he should go out of his way to get those to you and it should be done in a timely manner.

Regarding pickups--in general, it depends on what the understanding was. If the volunteer is supposed to deliver/pick-up, that's what you should do. To put the former volunteer in that role isn't fair--she shouldn't have to be the middle-man. Or woman. Now if she volunteered to do it to save you a trip, that's fine, but it shouldn't be expected.

I agree about the orders being mailed. Deposit the money into a group acct, write the check, and mail everything off. Much simpler.

We've always gone and picked up orders for local items (ie, trophies). As the coach's wife, I've gone and picked up plenty of trophies, but that's how it's done here, so no big deal.

As for next year, I would put the word out and get bids. You may find out that he is giving a good deal, however there's no reason not to get some more information about other companies.

 

[Mkrop]

I think you have decided that dealing with this company is a pain in the butt and you will blow the most miniscule tasks out of proportion to seem like an even bigger pain.

One example is your inability to get cash and orders to him because you don't want to mail cash. Geez, just take the cash, write a check out of your account, and mail him the check and the orders. It's simple, but, I think you are making a HUGE deal out of everything rather than trying to break all the details down into more manageable solutions.

Forget about the woman who was volunteering before. Forget about how many free shirts she and her family received.

Send this guy the orders. Try to group them to cut down on the number of shipments. Tell him to either ship them to you, or deliver them, when they are ready.

The cash does seem like an easy solve. Are the checks made out to the vendor though?

 

[Cheshire Figment]

Had to laugh at this response. You must be or deal with contracting!!! I'm a government contracting officer and I never thought I would see a post like this in the DIS made my day.

Or in sales...my DH talks this "language" all the time

I am a retired CPA. When I worked for the Feds part of my job was being a COTR.

And I use this procedure often. When I purchased my latest ECV and the lift for my car I used this procedure and save a couple of thousand dollars from list. And the last time I needed tires for my car, the dealership said they would match any legitimate offer from within 50 miles from a non-internet vendor. In both cases I put what I was after and asked for an out-the-door price including installations, taxes, etc.

 

[disykat]

I'm surprised at all the people who say to run the money through your personal account. That would be a HUGE no no in ANY of the organizations I'm involved with! If I did that, I would make sure I had documentation, signed by several people, explaining why I did that! A much better way would be to deposit the cash and get get a check, running all the money through the organization's account.

I'm also pretty shocked at all the people who think that once you've volunteered for something you're stuck, regardless of how inconveninent.

 

[Mickeyrella]

What was you understanding of the position when you accepted the position? I don't see a 20 minute drive to be too much out of the way.

It seems like you made some assumptions as did the other mom. I see no reason why the other mom should have to take the orders. Also I have never see a company drop off orders without someone paying for shipping.

If you cannot met the requirements as you now know them, then you should talk to the head of the activity about finding a replacement.

I agree.

And I also agree that 20 minutes is not a long drive

 

[Tinker'n'Fun]

I'm surprised at all the people who say to run the money through your personal account. That would be a HUGE no no in ANY of the organizations I'm involved with! If I did that, I would make sure I had documentation, signed by several people, explaining why I did that! A much better way would be to deposit the cash and get get a check, running all the money through the organization's account.

I'm also pretty shocked at all the people who think that once you've volunteered for something you're stuck, regardless of how inconvenient.

I don't think the posters feel the OP is stuck and should suck it up, I get the opposite feeling. She can very easily tell the board she was unaware of the requirements of the position and can not meet them and to please put it in the next meeting to re-open the position.

I do agree that you should never use your own account when working with an organization!!!

 

[badblackpug]

Actually, I have to agree that you are being unreasonable. It seems that standard operating procedure is for the volunteer to drop off/pick up orders. It was incredibly unfair of the OP to dump the orders in her friend's lap and, basically, insist that she be responsible for doing the job that the OP signed up for. The friend gave up this position for a reason. I also think that if the negotiated price for the product did not include shipping it is unfair to expect the vendor to assume the price for shipping or delivery. I also don't get what the big deal about a 20 minute drive is?

OP, it sounds like you have signed on for a job that you are unwilling and/or unable to do. I, honestly, think you should "suck it up" for the remainder of the season, but make it known to the organization that you will not be doing the job next season.

 

[disykat]

It was incredibly unfair of the OP to dump the orders in her friend's lap and, basically, insist that she be responsible for doing the job that the OP signed up for.

Surely you can see how, since the friend still goes there regularly, OP could have thought she might be willing to pick up and deliver the straggling orders while she was there. I don't think OP signed up for the dealing with and picking up straggling orders. She was unaware of this part of the job when she signed up.

 

[Mkrop]

I am getting the impression that the OP thought this was a job she could do at her kitchen table, counting some money and orders and nothing else.

 

[disykat]

I am getting the impression that the OP thought this was a job she could do at her kitchen table, counting some money and orders and nothing else.

I agree that there was a large misunderstanding when OP was passed the job. OP works full time and thought this was something she could do, but now is being expected to find an hour (20+ minutes there and back) mulitiple times to take care of botched orders etc.