Haven Lakes Jaycees

CHAIRMAN’S PLANNING GUIDE
Chapter Plan 2003

PLANNING

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

The primary purpose of this project is to develop a year plan of action for The Haven Lakes Jaycees 2003.

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.

This project will consist of the board members convening for a 2-day Board Retreat at The Driftwood Resort in Lake Wales on January 3rd & 4th to work our chapter plan of all areas of opportunity in the 2002 year.

This project falls under the Management Area of Opportunity of the 2003 Haven Lakes Jaycees Chapter Plan:
Chapter Pinnacle Award Area:	Chapter Management/Planning-Evaluation Project.

The goals for this project are as follows:

GOAL A:	To complete a year plan of action under all 5 areas of opportunity.

GOAL B:	To complete the plan in time to present to the general membership within 45 days from the 1st of the year.

GOAL C:	To involve all 8 executive board members in the process of completing the chapter plan.

3.	What are the specific manpower assignments?

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

Supervising Chapter Officer
Name	Bobbi Clark
Address	200 Ave K Apt 326, Winter Haven, Fl 33880
Phone	863-294-6505
Duties:	Assist project chair, help manage project budget, supply calendar for board members

Chairperson
Name	Debbie Fischer
Address	5973 Foxhollow Drive, Winter Haven Fl 33884
Phone	863-412-4351
Duties:	Write and wrap up the Chairman’s Planning Guide. Oversee execution of project.

Committee Member
Name	Melanie Del Pozzo
Address	131 Tremont Drive, Winter Haven Fl 33884
Phone	863-324-1518
Duties:	Co-chair Project. Assist project chairperson. Make sure all available material is provided to board members.

Committee Member
Name	Rick Struchko
Address	3442 South crest Dr, Lakeland Fl 33813
Phone	863-581-7391
Duties:	To assist project chairman in all project activities and be in charge of overseeing budget.

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

Jaycee Resources:

QTY.	Item Needed	Person Responsible	Date Needed	Donated/ Purchased	
 8	 Board Members	Debbie Fischer	1/03/03	N/A	
  8	Blank Calendars	Bobbi Clark	1/03/03	Donated	
8	Copies for Board	Melanie Del Pozzo	1/03/03	Donated	
8	Training Material	Barbara Petty	1/03/03	Donated	
1	Trainer	Barbara Petty	1/03/03	Donated	

Non-Jaycee Resources:
Name, address, phone	Items Needed	Donated/Purchased	
The Driftwood Resort
Lake Wales, Fl 	Location	Purchased	
Publix
Cypress Gardens Blvd
Winter Haven, FL 33884	Food & Beverages	Purchased	

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

	Potential Problem:	Not all Board Members able to attend
	Solution:	Utilize phone tree to ensure all board members are informed

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

	Potential Problem:	Unable to complete Chapter Plan in one day
	Solution:	Schedule any additional meetings needed to complete Chapter Plan of Action.

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

Proposed Budget for Chapter Plan

INCOME	Amount/Value

Appropriation from chapter	$0.00

Chapter donated supplies (itemize below)
Calendars, Finished Copies, Area of Opportunity Handouts	$30.00

Non-chapter donated supplies (itemize below)
Location, Food & Beverages	200.00

Additional proposed income (itemize below)
	$0.00

TOTAL INCOME	$230.00

         EXPENSES	Cost/Value

Chapter donated supplies (itemize below)
Calendars, Finished Copies, Area of Opportunity Handouts	$30.00

Non-chapter donated supplies (itemize below)
	$0.00

Purchased supplies (itemize below)
Locations, Food & Beverages	$200.00

Miscellaneous (itemize below)
	$0.00

TOTAL EXPENSES	$230.00

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
12/02/02	Submit first seven questions for board approval.
12/09/02	Submit to General Membership for approval.
12/18/02	Make Reservation at Driftwood Resort for Weekend Retreat
12/29/02	Utilize phone tree and call ALL Board Members to inform them of meeting
12/30/02	Make Announcement at Board Meeting and verify member attendance
01/03/03	1st Day of Board Retreat & Chapter Plan Meeting
01/04/03	2nd Day of Board Retreat & Chapter Plan Meeting
01/27/03	Submit final 10 questions for Board approval

IMPLEMENTATION AND EVALUATION

8.	Record any revision of the original plan.

Revision to Question 4 &6: Cost of Food was donated by an a benefactor who wishes to remain nameless, but it saved the chapter additional expense for the Board Retreat.

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

I would recommend that in the future if all Board members were not able to be present that we reschedule another planning session to involve all Board members so that their input can be used in ALL Area’s of Opportunity of the Chapter Plan.

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 complete a year plan of action under all 5 areas of opportunity.
Result:	We completed all 5 areas of opportunity, thus attaining our goal.

Goal B:	To complete the plan in time to present to the general membership within 45 days from the 1st of the year.
Result:	Plan was completed on 2/1/02, thus being done on the 32 day of the year, exceeding out goal by 13 days.

Goal C:	To involve all 8 executive board members in the process of completing chapter plan.
Result:	We involved 4 of 8 board members, thus falling short our goal by 4. My secretary and 2 VP’s offered resignations prior to retreat and were not installed on the board. Replacements were found. 

IMPACT ON THE INDIVIDUAL
The impact on the individual is that the Board Members learn about each Area of Opportunity and the wide variety of projects that could be run under each portfolio. They also participated in several exercised lead by our trainer for the weekend that helped them get to know each other better so they can better work together and they learned what each of their jobs actually entails. This was in an effort to help not only the newer board members, but also the ones who are not so new in an attempt to accomplish what each member hopes to for the 2003 year.  

IMPACT ON THE CHAPTER
The 2003 Haven Lakes Jaycee Plan of Action was completed and approved by the membership with a wide range of ideas and projects to be run that will achieve success for the chapter in the coming year. By holding this as an overnight retreat I felt that it would allow for a bonding period between my Executive board and help us to work together better as a team and service the community and our members to our fullest potential.

IMPACT ON THE COMMUNITY
The community will benefit greatly by the projects and ideas created by the Chapter Plan of Action of The Haven Lakes Jaycee’s 2003 year. By being well organized and planned for the year we will run bigger and more successful projects that can only benefit the community in the long run.