Haven Lakes Jaycees

CHAIRMAN’S PLANNING GUIDE
Rock-N-Bowl M-Night

PLANNING

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

The primary purpose of this project is to help activate members so they will remain 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 Rock-n-bowl membership Social at Cypress Lanes on September 6, 2002. The object of this project will be to retain, activate and recruit members. There will be prizes given for low score, high score, etc. 

This project falls under the Individual Area of Opportunity of the 2002 Haven Lakes Jaycees Chapter Plan:
Chapter Pinnacle Award Area:	Member Services, Retention

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	Mark Fitez
Address	4280 Summerlanding Drive #101, Lakeland Fl 33810
Phone	863-815-7974
Duties:	Assist project chair, help manage project budget

Chairperson
Name	Barbara Petty 
Address	5973 Fox Hollow Dr, Winter Haven, Fl 33884
Phone	863-324-0400
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:	To assist project chairman in all project activities as needed.

Committee Member
Name	Debbie Fischer
Address	PO BOX 622, Waverly, Fl 33877
Phone	863-325-8285
Duties:	In charge of communications and calling members about the project 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	Camera/Film	Barbara Petty	 4/22/02	Donated	
20	Jaycee Applications	Paul Wood	 4/22/02	Donated	
5/1	Chapter Newsletter/Roster	Melanie Del Pozzo	 4/22/02	Donated	
20	Chapter Tri-Folds	Paul Wood	 4/22/02	Donated	
1	Sign In Sheet/Computer	Debbie Fischer	 4/22/02	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
8/05/02	Submit first seven questions for board approval.
8/12/02	Submit to General Membership for approval.
8/20/02	Secure location with Cypress Lanes.
8/21/02	Hold first committee meeting
8/26/02	Announce at General Membership Meeting
9/04/02	Utilize phone tree and call and email members to inform them of event
9/05/02	Call Cypress Lane and Confirm
9/06/02	Day of Event
9/20/02	Complete CPG for final Board Approval
9/30/02	Submit final 10 questions for board approval

IMPLEMENTATION AND EVALUATION

8.	Record any revision of the original plan.

Revision to Question 7: Emails were sent out on 9/2/02 and not 9/4/02.
Revision to Question 7: Was unable to get a hold of Cypress Lanes on 8/20/02 and did not secure location until 8/26/02.

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

We had a good turnout, however, I would have liked to see more prospective members in attendance, but we had more 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.

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 6 inactive members in attendance, exceeding our goal by 5.

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 23 members in attendance, exceeding our goal by 13.

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 6 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, and we had a new Jaycee of only a couple of weeks that is so fired up to learn more about the Jaycee’s that she wants to attend Conference and has already volunteer to chair her first project, an idea that she brought to the chapter. 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 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.