Haven Lakes Jaycees

CHAIRMAN’S PLANNING GUIDE
Adopt-A-Troop

PLANNING

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

The primary purpose of this project is to purchase items for our Troop in Bosnia. 

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.

As part of Serving Those Who Serve, The Haven Lakes Jaycees have adopted a platoon located in Bosnia. We will go shopping and purchase items for the platoon on 8/31/02. We will meet at the Community VP’s home and go shopping for snacks, toiletries, etc at various stores in our area. 

This project falls under the International Area of Opportunity of the 2002 Haven Lakes Jaycees Chapter Plan:
Chapter Pinnacle Award Area: International Involvement / International Involvement Project.

The goals for this project are as follows:
GOAL A:	To purchase supplies for 30 soldiers. 

GOAL B:	To have 5 Jaycees in attendance.

GOAL C:	To recruit 1 new member.

3.	What are the specific manpower assignments?

Chapter President
Name	Steve Wiseman	
Address	106 6th Street JPV, Winter Haven Fl 33880
Phone	863-299-1986
Duties:	oversee chapter activities

Supervising Chapter Officer
Name	Pam Fitez
Address	1865 15th Court NW
Phone	(863) 206-5923
Duties:	Publicity and to assist project chair, help manage project budget

Chairperson
Name	Debbie Fischer
Address	P.O. Box 622, Waverly FL 33887
Phone	(863) 325-8285
          Duties:	Write and wrap up the Chairman’s Planning Guide; Oversee All project activities

Committee Member
Name	Kathy Del Pozzo
Address	131 Tremont Dr. Winter Haven FL 33884
Phone	(863) 324-2524
Duties:	Make out shopping list and organize purchases.

Committee Member
Name	Mark Fitez
Address	4280 Summer Landing Dr #101, Lakeland, Fl 33810
Phone	863-815-7974
Duties:	In charge of boxes and shipping

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

QTY.	Item Needed	Person Responsible	Date Needed	Donated/ Purchased	
1	Digital Camera	Debbie Fischer	8/31/02	D	
1	Location	Pam Fitez	8/31/02	D	
2	Cars/Transportation	Mark Fitez / Kathy Del Pozzo	8/31/02	D	
1	Sign In Sheet	Pam Fitez	8/31/02	D	

Non-Jaycee Resources:
Name, address, phone	Items Needed	Donated/Purchased	
Wal Mart
Havendale Blvd, Auburndale
	Snacks, Toiletries, Etc for Troops	P	
Dollar Tree
Havendale Blvd, Auburndale	Snacks, Toiletries, Etc for Troops	P	

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

	Potential Problem:	Loss of Location
	Solution:	Obtain a backup location in case original local is unavailable

	Potential Problem:	Not enough Transportation to bring everyone to store.
	Solution:	Arrange to have enough vehicles to transport however many people that want to go.

	Potential Problem:	Lack of Jaycee Participation	
	Solution:	Use chapter communications tools: phone calling , committee members, newsletter, fliers, etc. to notify the membership.

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

Proposed Budget for 

INCOME	Amount/Value

Appropriation from chapter	$150.00

Chapter donated supplies (itemize below)
Camera	$50.00
Location	$50.00
(2) Cars	$75.00

Non-chapter donated supplies (itemize below)
Toiletries, Snacks, etc for Troops	$150.00

Additional proposed income (itemize below)

TOTAL INCOME	$475.00

         EXPENSES	Cost/Value

Chapter donated supplies (itemize below)
Camera	$50.00
Location	$50.00
(2) Cars	$75.00

Non-chapter donated supplies (itemize below)

Purchased supplies (itemize below)
Toiletries, Snacks, etc for Troops	$150.00

Miscellaneous (itemize below)
Appropriation Back to Chapter	$150.00

TOTAL EXPENSES	$475.00

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
8/04/02	Write First 7 Questions For Board Approval
8/05/02	Submit first seven questions for board approval.
8/12/02	Submit to General Membership for approval.
8/14/02	Hold 1st Committee Meeting
8/19/02	Remind Membership at General Meeting
8/25/02	Put reminder in Newsletter Article Due 
8/31/02	Meet at Fitez home 1PM 
8/31/02	Leave for Stores 1:30PM
9/01/02	Complete CPG 
9/02/02	Submit Final CPG for Board approval

IMPLEMENTATION AND EVALUATION

8.	Record any revision of the original plan.

Revision to Question 7: Board meeting on 9/2 due to it being Labor Day. Final Board submission was not done until 9/30/02.
Revision to Question 4 & 6: Debbie Fischer could not bring her digital camera, so Kathy Del Pozzo took pictures with her 35MM and film & developing was needed.

9.	What changes or recommendations do you have for a future chairman? Recommend more planning, hold extra committee meeting and more communication to let members know about project. 

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 purchase supplies for 30 soldiers	
Result:	We purchased supplies for 32 soldiers, exceeding goal by 2

Goal B	To have 5 Jaycees in attendance
Result:	We had 7 Jaycees in attendance, exceeding our goal by 2. 

Goal C	To recruit 1 new member
Result:	We did not recruit a new member, not meeting our goal

IMPACT ON THE INDIVIDUAL

The impact on this individual wasn’t that it is an excellent project; it wasn’t that it makes you proud to be an American, and it wasn’t even that it made me very proud to be a Jaycee. To be able to do something for those men who are over in another country fighting for our independence gives an person such a feeling of joy that it can not even be described. When you are out trying to collect money for this project and you tell someone who just gave you a donations “Thank You” and their reply back is “NO, Thank You!”  That is a feeling you just can’t describe. There was impacts on several individuals in this case, me as the chairperson, on those members who attended and were able to help do the shopping but most importantly on the men who are fighting for our right to be free. That is who needs the “Thank You” more than anyone and if our boxes of supplies can help them then we are all better off.   

IMPACT ON THE CHAPTER

The impact on the Chapter was that in the course of a year we do so many projects that don’t have as much meaning, but this project has so much purpose and meaning that it makes every member of this get chapter reevaluate their potential and what they can achieve. By doing this it only strengthens our organization, not just on our chapter level, but on the State and National levels as well.  It is projects such as this that we remember why we are Jaycees and why our chapter is out in the community. 

IMPACT ON THE COMMUNITY

The impact on the Community is diverse as well. It not only helped our servicemen and women, but it also helped our community as a whole to be able to help. The money that was raised to do this shopping was done in our community and when they found out what we were raising the money for they were only to willing. In our care package to our troops along with supplies, we also started a “Notes from Home” that we took around town and had members of our community sign it and are sending this as well. We hope this will give our troops a feeling that they are appreciated more than they could ever know and that they return home safely.  The community feels like they are doing something, to protect our country even if it is something as small as signing your name with a quick note saying “Thanks for All you do!”