Haven Lakes Jaycees

CHAIRMAN’S PLANNING GUIDE
Bowling Social

PLANNING

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

The primary purpose of this project is to recruit members.

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 Bowling membership Social at Cypress Lanes on March 28,2003. The object of this project will be to recruit, retain, and activate members. There will be prizes given for low score, high score, etc. 

This project falls under the Community Area of Opportunity of the 2003 Haven Lakes Jaycees Chapter Plan:
Chapter Pinnacle Award Area:	Membership Recruitment, Recruitment Project

The goals for this project are as follows:

GOAL A:	To Recruit 1 new member.

GOAL B:	To Reactivate 3 new member.

GOAL C:	To have 1 State Officer in attendance

3.	What are the specific manpower assignments?

Chapter President
Name	Debbie Fischer
Address	5973 Foxhollow Dr, Winter Haven, Fl 33884
Phone	863-412-4351
Duties:	oversee chapter activities

Supervising Chapter Officer
Name	Carrie Rush
Address	330 W. Tyler Rd #5, Bartow Fl 33830
Phone	863-534-8362
Duties:	Assist project chair, help manage project budget

Chairperson
Name	Jason “JJ” Britt
Address	275 W Bay Ave, Eagle Lake, Fl 33839
Phone	863-294-2549
Duties:	Write and wrap up the Chairman’s Planning Guide; Oversee All project activities

Co-chairman
Name	Brad Dickerson
Address	330 W. Tyler Rd #5, Bartow Fl 33830
Phone	863-534-8362
Duties:	In charge of communications and calling members about the project and to assist project chairman in all project activities as needed.

Committee Member
Name	Melanie Del Pozzo
Address	131 Tremont Drive, Winter Haven, Fl 33884
Phone	863-324-2524
Duties:	To assist project chairman in all project activities as needed.

Committee Member
Name	Kathy Del Pozzo
Address	131 Tremont Drive, Winter Haven, Fl 33884
Phone	863-324-2524
Duties:	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	Camera/Film	Kathy Del Pozzo	 3/28/03	Donated	
20	Jaycee Applications	Melanie Del Pozzo	3/28/03	Donated	
5/1	Chapter Newsletter/Roster	Lori Holbrook	3/28/03	Donated	
20	Chapter Tri-Folds	Debbie Fischer	3/28/03	Donated	
1	Sign In Sheet/Computer	Jason “JJ” Britt	3/28/03	Donated	

Non-Jaycee Resources:
Name, address, phone	Items Needed	Donated/Purchased	
Cypress Lanes
Dundee Road
Winter Haven, Fl	Location	Donated	
Wal-Mart
Cypress Gardens
Winter Haven, Fl	Prizes	Purchased	

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

	Potential Problem:	Lack of chapter members participate
	Solution:	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:	Not enough lanes available for the number of members who show up.
	Solution:	Arrange to have additional lanes available if needed.
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)
Camera/Film	$55.00
Applications/Tri-Folds/Newsletters/Roster/Sign-In Sheet	$10.00
Computer	$50.00

Non-chapter donated supplies (itemize below)
Location	$50.00
Prizes	$25.00

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

TOTAL INCOME	$190.00

         EXPENSES	Cost/Value

Chapter donated supplies (itemize below)
Camera/Film	$55.00
Applications/Tri-Folds/Newsletters/Roster/Sign-In Sheet	$10.00
       Computer	$50.00

Non-chapter donated supplies (itemize below)
Location	$50.00

Purchased supplies (itemize below)
Prizes	$25.00

Miscellaneous (itemize below)

TOTAL EXPENSES	$190.00

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
1/27/03	Submit first seven questions for board approval.
2/03/03	Submit to General Membership for approval.
3/03/03	Secure location with Cypress Lanes.
3/11/03	Hold first committee meeting
3/19/03	Hold 2nd Committee Meeting
3/25/03	Utilize phone tree and call and email members to inform them of event
3/27/03	Call Cypress Lane and Confirm
3/28/03	Day of Event
3/30/03	Complete CPG for final Board Approval
3/31/03	Submit final 10 questions for board approval

IMPLEMENTATION AND EVALUATION

8.	Record any revision of the original plan.

Revision to Question 7: Email was sent on 3/13/03 to post event on State website.
Revision to Question 7: Was unable to get confirmation from Cypress Lanes on 3/03/03 and did not secure location until 3/8/03.

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

We had a good turnout, and several prospective members in attendance, as well as inactive members in attendance than I had expected. I recommend better communication to the general membership to inform them of the project and incentives for bringing new or inactive members instead of prizes for high’s and low scores, etc. I would have like to have secured a better location with the bowling alley to display our membership table to help recruit members from the other bowlers.

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 Recruit 1 new member.
Result:	We recruited 1 new member. Meeting our goal.

Goal B:	To Reactivate 3 new member.	
Result:	We reactivated 7 members, exceeding our goal by 6.

Goal C	To have 1 State Officer in attendance
Result:	We had 5 State Officers in attendance, exceeding our goal by 4.

IMPACT ON THE INDIVIDUAL

The impact on the individual was that I 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. We were able to activate several members because of my project idea and recruited 1 new member. I felt 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, as a whole be very successful. 

IMPACT ON THE CHAPTER

The impact on the chapter was that we activated 7 members several of who were brand new Jaycees who had not yet attended any project, we were able to recruit 1 new member. By recruiting this new member at the project we were able to continue to see our chapter grow. It also helped our chapter get closer and remain the  “family” that we have become. 

IMPACT ON THE COMMUNITY

The impact on the community was that by recruiting and activating members this gives our Jaycee chapter 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.