Haven Lakes Jaycees

CHAIRMAN’S PLANNING GUIDE
1st Quarter Evaluation

PLANNING

1.	PRIMARY PURPOSE. (What was the one reason you want to successfully run this project?)

The primary purpose of this project is to evaluate the year plan of action for The Haven Lakes Jaycees 2003.

2.	Give a brief description of the proposed project and background information.  Follow this with a listing of the specific and measurable goals to be accomplished by this project.

This project will consist of the board members convening on April 24, 2003 at the chapter’s meeting room in Eagle Lake to evaluate the chapter plan of action for all areas of opportunity in the 2003 year.

This project falls under the Management Area of Opportunity of the 2003 Haven Lakes Jaycees Chapter Plan:
Chapter Pinnacle Award Area:	Chapter Management/Planning-Evaluation Project.

The goals for this project are as follows:

GOAL A:	To complete an evaluation of the year plan of action under all 5 areas of opportunity.

GOAL B:	To complete the evaluation prior to May 1, 2003. 

GOAL C:	To involve all 8 executive board members in the process of completing the chapter plan.

3.	What are the specific manpower assignments?

Chapter President
Name	Debbie Fischer
Address	2500 HWY 92 W, Winter Haven Fl 33881
Phone	863-412-4351
Duties:	oversee chapter activities

Supervising Chapter Officer
Name	Bobbi Clark
Address	200 Ave K Apt 326, Winter Haven, Fl 33880
Phone	863-294-6505
Duties:	Assist project chair, help manage project budget, supply calendar for board members

Chairperson
Name	Debbie Fischer
Address	5973 Foxhollow Drive, Winter Haven Fl 33884
Phone	863-412-4351
Duties:	Write and wrap up the Chairman’s Planning Guide. Oversee execution of project.
 
Committee Member
Name	Melanie Del Pozzo
Address	131 Tremont Drive, Winter Haven Fl 33884
Phone	863-324-1518
Duties:	Co-chair Project. Assist project chairperson. Make sure all available material is provided to board members.

Committee Member
Name	Holly Duffy
Address	108 Tremont Drive, Winter Haven Fl 33884
Phone	863-326-9252
Duties:	To assist project chairman in all project activities and be in charge of overseeing budget.

4.	What specific materials, supplies, and resources will be required?

Jaycee Resources:

QTY.	Item Needed	Person Responsible	Date Needed	Donated/ Purchased	
 8	 Board Members	Melanie Del Pozzo	4/24/03	N/A	
8	Copies of Blue Chip/Chapter Plan	Bobbi Clark	4/24/03	Donated	
1	Sign In Sheet	Debbie Fischer	4/24/03	Donated	
1	Computer/Printer	Holly Duffy	4/24/03	Donated	

Non-Jaycee Resources:
Name, address, phone	Items Needed	Donated/Purchased	
City of Eagle Lake 	Location	Donated	
Wal-Mart
Cypress Gardens Blvd
Winter Haven, Fl
	Folder/Label	Purchased	

5.	Describe the potential problems and solutions to successfully complete this project.

	Potential Problem:	Not all Board Members able to attend
	Solution:	Utilize phone tree to ensure all board members are informed

	Potential Problem:	Loss of Location	
	Solution:	Obtain a backup location in case of problems

	Potential Problem:	Unable to complete Evaluation of Chapter Plan in one day
	Solution:	Schedule any additional meetings needed to complete Chapter Plan of Action.

6.	Complete a Proposed Budget indicating all anticipated income and expense.

Proposed Budget for 1st Quarter Evaluation

INCOME	Amount/Value

Appropriation from chapter	$0.00

Chapter donated supplies (itemize below)
Copies of Blue Chip & Calendar, Sign In Sheet, Computer, Printer	$80.00

Non-chapter donated supplies (itemize below)
Location, Folder, Labels	210.00

Additional proposed income (itemize below)
	$0.00

TOTAL INCOME	$290.00

         EXPENSES	Cost/Value

Chapter donated supplies (itemize below)
Copies of Blue Chip & Calendar, Sign In Sheet, Computer, Printer	$80.00

Non-chapter donated supplies (itemize below)
Location	$200.00

Purchased supplies (itemize below)
Folder, Labels	$10.00

Miscellaneous (itemize below)

	$0.00

TOTAL EXPENSES	$290.00

7.	List the specific steps to bring this project to a successful completion showing planned dates for each step.

Date	Projected Activity to Accomplish Planning
03/31/03	Submit first seven questions for board approval.
04/07/03	Submit to General Membership for approval.
04/10/03	Utilize phone tree and call ALL Board Members to inform them of meeting
04/14/03	Secure use of room with City of Eagle Lake
04/21/03	Make Announcement at Board Meeting and verify member attendance
04/24/03	Meet in room to Evaluate Plan
04/28/03	Submit final 10 questions for Board approval

IMPLEMENTATION AND EVALUATION

8.	Record any revision of the original plan.

Revision to Question 4,6 & 7: Were unable to meet in room that day and held meeting at a members home instead..

9.	What changes or recommendations do you have for a future chairman?

I would recommend that in the future if all Board members were not able to be present that we reschedule another planning session to involve all Board members so that their input can be used in ALL Area’s of Opportunity of the Chapter Plan.

10.	Give specific and measurable results for each goal established. Describe the impact of this project on the chapter, individual members and the community. Evaluate your primary purpose.

Goal A:	To complete an evaluation of the year plan of action under all 5 areas of opportunity.
Result:	We completed evaluation of all 5 areas of opportunity, thus attaining our goal.

Goal B:	To complete the evaluation prior to May 1, 2003. 
Result:	Evaluation was completed on 4/24/03, exceeding out goal by 6 days.

Goal C:	To involve all 8 executive board members in the process of completing the chapter plan.
Result:	We involved 7 of 8 board members, thus falling short our goal by 1. 

IMPACT ON THE INDIVIDUAL
The impact on the individual is that the Board Members learn more about each Area of Opportunity and the wide variety of projects that were already run and plan more projects to run under each portfolio. 

IMPACT ON THE CHAPTER
An evaluation of the 2003 Haven Lakes Jaycee Plan of Action was completed and approved by the Board with a wide range of new ideas and projects to be run that will achieve success for the chapter in the coming year. 

IMPACT ON THE COMMUNITY
The community will benefit greatly by the new projects and ideas created during the evaluation of Chapter Plan of Action of The Haven Lakes Jaycee’s 2003 year. By being well organized and planned for the year we will run bigger and more successful projects that can only benefit the community in the long run.