Haven Lakes Jaycees

CHAIRMAN’S PLANNING GUIDE
Anniversary Cookout

PLANNING

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

The primary purpose of this project is celebrate our chapter’s one year anniversary.

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.

The Haven Lakes Jaycees will hold a Anniversary Cookout and Pool party at a The Del Pozzo home on May 27th. The object of this project will be to celebrate our birth and allow the chapter members a chance to socialize. This will also provide a festive occasion in the hopes of activating some members who have not been as active within the chapter. Each member will bring a covered dish. 

This project falls under the Management Area of Opportunity of the 2002 Haven Lakes Jaycees Chapter Plan:
Chapter Pinnacle Award Area:	Chapter Activities, Chapter Activities Project

The goals for this project are as follows:

GOAL A:	To Involve 1 chapter member who has been inactive.

GOAL B:	To Recruit 1 new member.

GOAL C:	To have 10 members in attendance

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	Debbie Fischer
Address	P.O. Box 622, Waverly Fl 33877
Phone	863-325-8285
Duties:	Assist project chair, help manage project budget

Chairperson
Name	Melanie Del Pozzo
Address	131 Tremont Drive, Winter Haven, Fl 33884
Phone	863-324-1518
Duties:	Write and wrap up the Chairman’s Planning Guide; Oversee All project activities

Committee Member
Name	Kathy Del Pozzo
Address	131 Tremont Drive, Winter Haven, Fl 33884
Phone	863-324-2524
Duties:	Chairperson in charge of organizing the refreshments and to assist project chairman in all project activities as needed.

Committee Member
Name	Jason “JJ” Britt
Address	375 W. Bay Ave, Eagle Lake, Fl 33839
Phone	863-294-2549
Duties:	Cameraman and to assist project chairman in all project activities as needed.

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

Jaycee Resources:

QTY.	Item Needed	Person Responsible	Date Needed	Donated/ Purchased	
1	Location	Kathy Del Pozzo	5/27/02	Donated	
1	Camera/Film	Jason “JJ” Britt	5/27/02	Donated	
50	Jaycee Applications	Barbara Petty	5/27/02	Donated	
20/1	Chapter Newsletter/Roster	Melanie Del Pozzo	5/27/02	Donated	
50	Chapter Tri-Folds	Barbara Petty	5/27/02	Donated	
1	Sign In Sheet/Computer	Debbie Fischer	5/27/02	Donated	
N/A	Food Donations	Kathy Del Pozzo	5/27/02	Donated	

Non-Jaycee Resources:
Name, address, phone	Items Needed	Donated/Purchased	
Wal-Green’s
Cypress Gardens Blvd
Winter Haven, Fl 33880	Film Developing	Purchased	

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

	Potential Problem:	Lack of chapter members participate
	Solution:	Good utilize good communication by sending emails and making phone calls to inform ALL members of this event and the incentives offered.

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

	Potential Problem:	Rain or bad weather.
	Solution:	Set a reschedule date for the event.

	

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

Proposed Budget for

INCOME	Amount/Value
Appropriation from chapter	$0.00

Chapter donated supplies (itemize below)
Location	$50.00
Camera/Film	$55.00
Applications/Tri-Folds/Newsletters/Roster/Sign-In Sheet	$15.00
Computer	$50.00

Non-chapter donated supplies (itemize below)
Film Developing	$15.00

Additional proposed income (itemize below)
N/a	$0.00

TOTAL INCOME	$185.00

         EXPENSES	Cost/Value

Chapter donated supplies (itemize below)
Location	$50.00
Camera/Film	$55.00
Applications/Tri-Folds/Newsletters/Roster/Sign-In Sheet	$15.00
       Computer	$50.00

Non-chapter donated supplies (itemize below)

Purchased supplies (itemize below)
       Film Developing	$15.00

Miscellaneous (itemize below)

N/A	

TOTAL EXPENSES	$185.00

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
5/06/02	Submit first seven questions for board approval.
5/13/02	Submit to General Membership for approval.
5/14/02	Secure location with Barbie Henry to use her home.
5/16/02	Hold first committee meeting
5/20/02	Announce at General Membership Meeting
5/25/02	Utilize phone tree and call members to inform them of event
5/26/02	Purchase Refreshments and Decorations for Event
5/26/02	Call Kathy Del Pozzo and Confirm
5/27/02	Day of Event
5/30/02	Complete CPG for final Board Approval
6/03/02	Submit final 10 questions for board approval

IMPLEMENTATION AND EVALUATION

8.	Record any revision of the original plan.

Revision to Question 7: Board meeting was not held on 6/3/02 due to Parliamentary Procedure Training, final Board approval done on 6/30/02 Board meeting held after Firecracker Pageant.
Revision to Question 4 & 6: Jason Britt was unable to bring his camera on the day of the event; Kathy Del Pozzo took pictures.

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

We had a good turnout, however, we celebrated our 1 year anniversary, involved some inactive members and had several prospective members in attendance as well.  

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 Involve 1 chapter member who has been inactive.
Result:	We had 3 inactive members in attendance, exceeding our goal by 2.

Goal B:	To recruit 1 new member	
Result:	We recruited 1 new member reaching our goal.

Goal C	To have 10 members in attendance 
Result:	We had 12 members in attendance, exceeding our goal by 2.

IMPACT ON THE INDIVIDUAL

The impact on the individual was that a new Jaycee learned how to run a successful project, Was able to provide a pleasant event for our members to attend and to socialize in, which gets them away from the everyday normal events. I feel that I was also able to learn how to put a plan into action and utilize the CPG to see the outcome of the project. 

IMPACT ON THE CHAPTER

The impact on the chapter was that by celebrating our 1-year anniversary, our chapter came together to celebrate and continues to grow as a  “family” that we have become. We activated 3 members who have not been attending projects; we were able to recruit 1 new member. By activating these members and recruiting a new member at the project are able to continue seeing our chapter grow. 

IMPACT ON THE COMMUNITY

The impact on the community was that by our chapter remaining close we are able to do more projects for the community, these type of socials are also a good recruiting event and by recruiting a new member this gives our Jaycee chapter just one more eager, enthusiastic and excited member to help in our community projects and this will help us to fulfill the needs of the community on a larger scale.