Instructions for
Donating Plants In Return for a Tax Receipt
Thank you for considering
donating plants to the VHS Plant Stall in return for an income tax
receipt. By doing this, you are also
providing addition revenue to the VHS and, at the same time, helping to broaden
the selection of plants available for purchase at the Plant Stall.
Below please find a set of
instructions which we would request that you read over carefully. We have tried to keep the process as simple
as possible because the Plant Stall is run by a handful of volunteers who have
very little extra time at meetings to do paperwork. However, in the unlikely case of an audit by
the Canada Customs and Revenue Agency (CCRA), the VHS needs to have sufficient
documentation to support any tax receipts that it issues.
If you still have any
questions after reading this material, please do not hesitate to call Diane
Pierce or Hector Bussiere at 592-5808.
1/ Plant Types
- any
plants (both outdoor and indoor) that might be of interest to our members
2/ Potted versus Bare Root
Plants
- potted
plants are preferred, as they are easier for buyers to take away, create fewer
cleanup problems and can be sold at higher prices
3/ Plant Numbers
- for
more common plants, we suggest that you limit the number of a particular
species or
variety, on any
given night, to six or fewer
4/ Plant Pots
- to
minimize pricing and paperwork problems, for any particular variety of plant,
please
provide them all in only
one or two sizes of pots
5/ Plant Tags
- please
put a tag (or label) on each plant to be sold, as this helps to raise its value
- the
tag should have the common name of the plant (and also the Latin name, if known)
and your initials
(possibly on the back) so we can return unsold plants to their rightful
owners at the end of the meeting
6/ Plant Pricing
- the
Plant Stall volunteers are responsible for pricing all plants
- if
a plant is rare or expensive, feel free to suggest a selling price to Plant
Stall
volunteers, but they
are responsible for the final decision
7/ Delivery of Plants
- donors
are responsible for delivering their plants to the Plant Stall table at the
Garth
Homer Centre on VHS meeting nights
- plants
must be delivered by
to price the plants,
note the price on the plant list and then put them out for sale
8/ Removal of Unsold Plants
- donors
are responsible for removing any unsold plants from the Garth Homer Centre
immediately at the
conclusion of the VHS meeting
9/ List of Donated Plants
- donors
are to bring a pre-prepared list of the plants they are donating
- the
list should indicate just the name of each variety and the number of each type
being
delivered
- it
would be appreciated if donors could use the blank list form included with
these
instructions;
additional copies are available from Diane Pierce
10/ Completion of List of
Donated Plants
- a
Plant Stall volunteer will complete the rest of the list, including the number of
plants
not sold, the number
sold, the selling price and the total value of that variety sold
- a
Plant Stall volunteer will add up the individual amounts received to arrive at
a total
value for your plants sold that evening
- an
authorized Plant Stall volunteer will then put his/her signature at the bottom
of the
page and return the list to you, along with your unsold plants
11/ Submission of Completed
Donation Lists to VHS Treasurer
- donors
are responsible for keeping their monthly signed-off donation lists
- when
a donor has no more plants to donate, the donor is to submit all of the
signed-off
donation lists, along with a grand total figure, to the VHS
Treasurer by not later than
December
31, for preparation of a tax receipt which will be provided to donors by no
later than February
28 of the following year
- IMPORTANT: A donation list
will not be accepted by the Treasurer for tax receipt
purposes unless it has been signed by an authorized Plant
Stall volunteer. Therefore,
please make sure your list of donated plants is signed-off
when you pick it up after the
meeting