Haven Lakes Jaycees

CHAIRMAN’S PLANNING GUIDE
City Hall Clean-up

PLANNING

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

The primary purpose of this project is to assist the City of Eagle Lake in the improvement of their City Hall Complex.

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 were asked by Linda Weldon, the City Manager of Eagle Lake to assist them in the improvement of their City Hall Complex, by improving our Meeting Room located in the complex.

This project falls under the Community Area of Opportunity of the 2002 Haven Lakes Jaycees Chapter Plan:
Chapter Pinnacle Award Area:	Community Service/Community Improvement

The goals for this project are as follows:

GOAL A:	To complete improvement project within 15 days prior to hosting the 1st District Competitions.

GOAL B:	To Recruit 1 new member.

GOAL C:	To involve 15 Jaycees in improving the appearance of our meeting room.

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	Debbie Fischer
Address	P.O. Box 622, Waverly Fl 33877
Phone	863-325-8285
Duties:	Write and wrap up the Chairman’s Planning Guide; Oversee All project activities

Co-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. Cameraman! In charge of bring camera to project.

Committee Member
Name	Mike Arbogast
Address	347 8TH ST N.E., Winter Haven, FL 33881
Phone	863-292-8100
Duties:	To assist project chairman in all project activities. Procuring all tools and materials that will be needed.

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

Jaycee Resources:

QTY.	Item Needed	Person Responsible	Date Needed	Donated/ Purchased	
20	Awards	Steve Wiseman	3/24/02	N/A – Awards won at conference.	
1	Camera	Paul Wood	3/24/02	Donated	
1	Sign In Sheet	Debbie Fischer	3/24/02	Donated	
1	Drill	Mike Arbogast	3/24/02	Donated	
1	Hammer	Steve Wiseman	3/24/02	Donated	
1	Level	Steve Wiseman	3/24/02	Donated	

Non-Jaycee Resources:
Name, address, phone	Items Needed	Donated/Purchased	
City Of Eagle Lake
75 7th Street North
Eagle Lake, Fl 33839	Location & Ladder	Donated	
Wal-Green’s 
Cypress Gardens Blvd
Winter Haven, Fl 33880
	Film Developing	Purchased	
Wal-Mart Store
422 Havendale Blvd
Auburndale, Fl 33823	Nails & Screws	Purchased	

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

	Potential Problem:	Lack of Participation
	Solution:	Utilize phone tree to insure good communication to inform ALL members of this event

	Potential Problem:	Loss of Location/Room not available on desired date
	Solution:	Select a backup date to do if there is a scheduling conflict with the City.

	Potential Problem:	Not enough time to complete all improvements in one night.
	Solution:	Schedule a second date to complete improvements within the desired timeline.

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

Proposed Budget for XX

INCOME	Amount/Value

Appropriation from chapter	$0.00

Chapter donated supplies (itemize below)
Camera, Drill, Hammer, Level, Sign In Sheet	$100.00

Non-chapter donated supplies (itemize below)
Screws, Nails, Location, Ladder	$110.00

Additional proposed income (itemize below)
N/a	

TOTAL INCOME	$210.00

         EXPENSES	Cost/Value

Chapter donated supplies (itemize below)
Camera, Drill, Hammer, Level, Sign In Sheet	$100.00

Non-chapter donated supplies (itemize below)
Location, Ladder	$100.00

Purchased supplies (itemize below)
Screw, Nails	$10.00

Miscellaneous (itemize below)

N/A	

TOTAL EXPENSES	$210.00

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
2/01/02	Approached by Linda Weldon about the project
2/04/02	Submit first seven questions for board approval
2/25/02	Submit to General Membership for approval.
3/14/02	Committee Meeting
3/24/02	Utilize Phone Tree to call all members about the event.
3/24/02	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: Held committee meeting on 3/15/02 instead of 3/14/02 because of Early Close Out being on the 14th. 

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

I would recommend planning out a layout of the where you want the awards hung prior to the beginning of the project. It would make things more organized. Also sort through awards ahead of time to decide the order you want them hung 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 complete improvement project within 15 days prior to hosting the 1st District Competitions.
Result:	Improvements were completed on 3/24/02, 22 days prior to District Competitions, exceeding our goal by 7 days.

Goal B	To recruit 1 new member
Result:	We did not recruit any members, not attaining our goal.

Goal C	To involve 15 Jaycees in improving the appearance of our meeting room.
Result:	We had 17 members in attendance, exceeding our goal by 2.

IMPACT ON THE INDIVIDUAL

The impact on the Individual was that some of the newer chapter members who were present have a better understanding of The Haven Lakes Jaycees accomplishments for the year 2001 and knowing them, were able to set personal goals for themselves to obtain in the 2002 year.

IMPACT ON THE CHAPTER

The impact on the chapter was that the chapter awards received in the 2001 year are now displayed publicly in the Eagle Lake City Hall Complex, giving our chapter an even better reputation within the community, which will lead to more projects associated with The City of Eagle Lake and it’s citizens.

IMPACT ON THE COMMUNITY

The impact on the community was that by our chapter aiding in the request of the City of Eagle Lake Manager to improve The City Hall Complex, will in turn benefit the community that visit or use to complex on a regular basis.