Haven Lakes Jaycees
CHAIRMAN’S PLANNING GUIDE
Exxon Onto Carwash

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 $50.00 to place in the chapter’s On-To Fund.

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 run a carwash on July 27, 2002 at the Eagle Lake Exxon Station, to raise money for our OnTo fund.

This project falls under the Management Area of Opportunity of the 2002 Haven Lakes Jaycees Chapter Plan:
		Chapter Pinnacle Award Area: Chapter Activities / Chapter Activities Project.

The goals for this project are as follows:

GOAL A:	To raise $50.00 to place in the chapter’s On-To Fund.

GOAL B:	To recruit 1 new member.

GOAL C:	To involve 5 Jaycees

3.	What are the specific manpower assignments?

Chapter President
Name           Steve Wiseman
Address	2436 Ave B SW, Winter Haven FL, 33880
Phone	863-299-1986
Duties:	Oversee chapter activities

Supervising Chapter Officer
Name           Debbie Fischer
Address	P.O. Box 622, Waverly, Fl 33877
Phone	863-325-8285
Duties:	Assist project chair, help manage project budget

Chairperson
Name	Melanie Del Pozzo
Address	131 Tremont Dr. Winter Haven FL 33884
Phone	(863) 324-2524
Duties:	To oversee all project activities.

Committee Member
Name	Bobbi Clark
Address	200 Ave K SE #326, Winter Haven FL 33880
Phone	(863) 294-6505
Duties:         Assist chairperson as needed

Committee Member
Name	Pam Fitez	
Address	1865 15th Court NE, Winter Haven FL 33881
Phone	(863) 206-5923
	Duties:         Assist chairperson as needed.  

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

Jaycee Resources:

QTY.	Item Needed	Person Responsible	Date Needed	Donated/ Purchased	
1	Sign In Sheet	Melanie Del Pozzo	7/27/02	Donated	
1	Roster	Melanie Del Pozzo	7/13/02	Donated	
5	Buckets	Steve Wiseman	7/27/02	Donated	
2/btl	Cleaning Solution	Pam Fitez	7/27/02	Donated	
5	Sponges	Kathy Del Pozzo	7/27/02	Donated	
1	Camera/Film	Barbara Petty	7/27/02	Donated	
1/ea	Computer/Printer	Debbie Fischer	7/13/02	Donated	
50	Pre-sale Tickets	Debbie Fischer	7/13/02	Donated	
20	Fliers	Debbie Fischer	7/13/02	Donated	
1	PSA	Bobbi Clark	7/13/02	Donated	

Non-Jaycee Resources:
Name, address, phone	        Items Needed	   Donated/Purchased	
Exxon Station
Hwy 17
Eagle Lake, Fl	Location	Donated	
Wal-Mart
Cypress Gardens Blvd
Winter Haven, Fl	Cardboard(Signs)	Purchased	
Wal Greens
Cypress Gardens
Winter Haven, Fl	Film Developing	Purchased	

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

	Potential Problem:	Lack of Participation	
	Solution:	Advertise! Use several different medias to spread the word. Run PSA 

	Potential Problem:	Lack of Jaycee Participation	
	Solution:	Use chapter communications tools: phone calling, committee members, newsletter, fliers, etc. to notify the membership.

	Potential Problem:	Loss of Location	
	Solution:	Provide a backup location incase original location becomes unavailable

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

Proposed Budget for Exxon Car Wash

INCOME	Amount/Value

Appropriation from chapter	$0.00

Chapter donated supplies (itemize below)
Sign In Sheet, PSA, Fliers, Roster, Pre-sale tickets	$25.00
Computer, Printer	$75.00
Camera, Film	$30.00
Buckets, Sponges, Cleaning Solution	$35.00

Non-chapter donated supplies (itemize below)
Location	$75.00
Cardboard for signs	$10.00
Film Developing	$5.00

Additional proposed income (itemize below)

TOTAL INCOME	$255.00

         EXPENSES	Cost/Value

Chapter donated supplies (itemize below)
Sign In Sheet, PSA, Fliers, Roster, Pre-sale tickets	$25.00
Computer, Printer	$75.00
Camera, Film	$30.00
Buckets, Sponges, Cleaning Solution	$35.00

Non-chapter donated supplies (itemize below)
Location	$75.00

Purchased supplies (itemize below)
Cardboard for signs	$10.00
       Film Developing	$5.00

Miscellaneous (itemize below)

TOTAL EXPENSES	$255.00

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
7/01/02	Submit first seven questions for board approval.
7/08/02	Submit to General Membership for approval.
7/10/02	Secure Location 
7/12/02	Write PSA to be submitted to newspapers
7/12/02	Submit PSA to Newschief & Ledger
7/15/02	Pass Out Fliers
7/17/02	Hold 1st Committee Meeting
7/17/02	Give out Pre-sale Tickets to members.
7/23/02	Send Email & Call Members about Event
7/27/02	Day of Project
7/29/02	Complete CPG 
8/05/02	Submit Final CPG for Board approval
IMPLEMENTATION AND EVALUATION

8.	Record any revision of the original plan.
Revision to Question 7: Email to members was not done until 7/24/02 instead of 7/23/02.
Revision to Question 7:  7/12/02 - PSA was never completed or submitted to newspapers.
Revision to Question 7: 7/17/02 – Tickets were not given out until 7/22/02 to the general membership.
Revision to Question 4: Barbara Petty was unable to attend project and was not their to take pictures, Kathy Del Pozzo took pictures on 7/27/02,

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

Better advertising, a PSA was never followed through on this project and could have benefited, also presale tickets should be given out earlier. I recommend a better location next time. We had very little drive by traffic and it’s hard to see from the road. 

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 place in the chapter’s On-To Fund.
Result:	We raised $24.00, falling short of our goal by $26.00.
 
GOAL B:	To recruit 1 new member.
Result:	We did not recruit a new member. Falling short of our goal

GOAL C:	To involve 5 Jaycees
Result:	Including 2 State Officers, we had 9 Jaycees in attendance, exceeding our goal by 4.

IMPACT ON THE INDIVIDUAL
The impact on the individual was that me as the chairperson learned that planning and organization can be the key to any successful project. If I had allowed more time on the presale tickets and done better in advertising we would have had a better turn out.

IMPACT ON THE CHAPTER
The impact on the chapter was that we were able to develop a working relationship with a local community business in the planning for this project. The relationship with this business owner may prove beneficial to the chapter for future project needs.  We were also able to raise a small amount for our ONTO fund which will help allow members who want to go to conference the chance to go.

IMPACT ON THE COMMUNITY
The impact on the community was that by developing relations with local business owners, we would be better able to assess and service the communities’ needs. If we know what kind of projects the community is looking  for then we will better be able to plan future projects that will be what the community wants to participate in and that can only be good for the community and chapter both.