Haven Lakes Jaycees

CHAIRMAN’S PLANNING GUIDE
Butterfly Festival/Books for Troops Sale

PLANNING

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

The primary purpose of this project is to raise the needed funds to assist with mailing all the books that were collected for our troops during our “Books For Troops” drive.

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.
We will be selling books and crafts at our Membership table at a project run by the City. The sale from these items will aide in the shipping cost of sending the books we are able to send to our troops overseas. The event  that it will be run at is The City of Eagle Lake’s Butterfly Festival. A first time event for the City to be run on March 23rd at the City of Eagle Lake City Hall Complex.

This project falls under the Community Area of Opportunity of the 2002 Haven Lakes Jaycees Chapter Plan:
Chapter Pinnacle Award Area:	State & National Emphasis Area/ State Emphasis

The goals for this project are as follows:

GOAL A:	To raise $50.00 to aide in shipping books to our troops.

GOAL B:	To Recruit 1 new member.

GOAL C:	To involve 5 Jaycees in helping our troops.

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, Winter Haven, Fl 33881
Phone	863-206-5923
Duties:	Assist project chair, help manage project budget

Chairperson
Name	Kathy Del Pozzo
Address	131 Tremon Drive, Winter Haven, Fl 33884
Phone	863-324-2524
Duties:	To provide refreshments for the party and to assist project chairman in all project activities

Committee Member
Name	Paul Wood
Address	623 Lake Dexter Circle, Winter Haven, Fl 33884
Phone	863-325-5839
Duties:	To assist project chairman in all project activities.

Committee Member
Name	Diann Wiseman
Address	106 6th Street JPV, Winter Haven Fl 33880
Phone	863-299-1986
Duties:	To assist project chairman in all project activities.

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

Jaycee Resources:

QTY.	Item Needed	Person Responsible	Date Needed	Donated/ Purchased	
1	Books	Paul Wood	3/23/02	Donated- Collect from Gretchen Blade – Chairperson of the First Lady’s Pet project.	
1	Table	Kathy Del Pozzo	3/23/02	Donated	
2	Chairs	Kathy Del Pozzo	3/23/02	Donated	
1	Camera	Diann Wiseman	3/23/02	Donated	
1	Sign In Sheet	Barbara Petty	3/23/02	Donated	
1bx	Crafts Items	Kathy Del Pozzo	3/23/02	Donated	

Non-Jaycee Resources:
Name, address, phone	Items Needed	Donated/Purchased	
City Of Eagle Lake
75 7th Street North
Eagle Lake, Fl 33839	Location	Donated	
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:	Loss of Location/Event Cancelled
	Solution:	Reschedule event at another project.

	Potential Problem:	Lack of Jaycee Involvement
	Solution:	Utilize phone tree to ensure member attendance at event. 

	Potential Problem:	Lack of attendance by the community at the Event.
	Solution:	Reschedule the book sale at another event where community attendance is expected.

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

Proposed Budget for XX

INCOME	Amount/Value

Appropriation from chapter	$20.00

Chapter donated supplies (itemize below)
Books, Craft Items, Camera, Sign In Sheet	$100.00

Non-chapter donated supplies (itemize below)
Location, Film Developing	$160.00

Additional proposed income (itemize below)
N/a	

TOTAL INCOME	$280.00

         EXPENSES	Cost/Value

Chapter donated supplies (itemize below)
Books, Craft Items, Camera, Sign In Sheet	$100.00

Non-chapter donated supplies (itemize below)
Location	$150.00

Purchased supplies (itemize below)
Film Developing	$10.00

Miscellaneous (itemize below)

Appropriation back to chapter	$20.00

TOTAL EXPENSES	$280.00

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
2/04/02	Submit first seven questions for board approval
2/25/02	Submit to General Membership for approval.
2/26/02	Secure location & approval from City Council of Eagle Lake
3/06/02	Committee Meeting
3/09/02	Pick up Books from Gretchen Blade to sell.
3/14/02	Committee Meeting
3/20/02	Utilize Phone Tree to call all members about the event.
3/23/02	Day of Event
3/29/02	Submit final 10 questions for board approval

IMPLEMENTATION AND EVALUATION

8.	Record any revision of the original plan.

Revision to Question 7: Books were not picked up from Gretchen Blade on 3/9/02 as scheduled. Due to a scheduling conflict they were picked up on 3/17/02. Committee meeting scheduled for 3/6/02 was cancelled and not rescheduled.

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

I would recommend better advertising of the project at the event. Try and have a better variety of books to sell at the event and more craft items to sell (we sold out). Our biggest problem was manpower, however this event was held the same weekend as LTI held by the State, and as the event was schedule prior to the rescheduling of LTI low Jaycee attendance was expected as some of our chapter members attended the training held in Lakeland.

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 raise $50.00 to aide in shipping books to our troops.
Result:	We raised $115.00, exceeding our goal by $65.00.

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

Goal C	To involve 5 Jaycees in helping our troops. 
Result:	We had 5 members in attendance, meeting our goal.

IMPACT ON THE INDIVIDUAL

The impact on the Individual was that our members assisted in helping to serve our troops, at a time when our country needs every individual’s support. At this time in our Country every American gains pride in just being able to help out wherever it is needed. Even if this need is just providing a little distraction for our Servicemen when they are far from home. It makes the individual’s at home feel like they contributed in some small way to protecting our Nation.

IMPACT ON THE CHAPTER

The impact on the chapter was that the chapter had the opportunity to assist in making sure that all the books we collected will be sent to our troops and will be utilized by our troops overseas. With this goal met, we were also able to assist the First Lady with her pet project and “serve those who serve”.  It also helped the chapter strength our relationship with The City of Eagle Lake, they were so impressed with our efforts, that they have asked up to help them make this an annual event and to make it bigger next year by making this a weekend event and not just a one day event and to kick off the event by hosting a “Little Butterfly Pageant” at next years event.

IMPACT ON THE COMMUNITY

The impact on the community is that by running this project, it allowed our local community to also be a part of assisting our troops overseas at a time when patriotism is running high. It also gave our community a better understanding of some of the things that the Jaycee Organization does for not only the community but for our county and fellow countrymen as a whole.