Haven Lakes Jaycees
CHAIRMAN’S PLANNING GUIDE
Florida Citrus Festival – Gates

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 money for out chapter’s General 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.

Bobby Fuqua from the Florida Citrus Showcase approached the chapter to help provide him with manpower during the Florida Citrus Festival. We were asked to provide people to man 3 of their entry gates. The VIP gate, the Vendor Gate and the Agricultural Gate. The festival will run for 11 days straight from January 17-January 27, 2002. We would provide 3 people at each gate from 10AM until 1 hour after close. 

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

The goals for this project are as follows:

GOAL A:	To raise $1500.00 for Chapter’s General Fund.

GOAL B:	To Recruit 1 new member.

GOAL C:	To involve 15 members during the running of this project. 

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

Chairperson
Name	Jason Britt
Address	375 Bay Ave., Eagle Lake Fl 33839
Phone	863-294-2549
Duties:	To oversee all project activities and scheduling assignments for manning the gates.
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.

Committee Member
Name	Barbara Petty
Address	5973 Fox Hollow Drive, Winter Haven Fl 33884
Phone	863-324-0400
Duties:	To assist project chairman in all project activities. Florida Citrus Showcase contact.

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

Jaycee Resources:

QTY.	Item Needed	Person Responsible	Date Needed	Donated/ Purchased	
1 EA	Computer, Printer	Debbie Fischer	1/7/02	Donated	
1	Camera	Paul Wood	1/16/02 - 1/27/02	Donated	
11	Sign In Sheets	Jason Britt	1/16/02 - 1/27/02	Donated	
3	Schedule Sheet	Jason Britt	1/7/02	Donated	
1	Roster	Barbara Petty	1/7/02	Donated	

Non-Jaycee Resources:
Name, address, phone	Items Needed	Donated/Purchased	
The City Of Winter Haven
	Location	Donated	
Florida Citrus Showcase
P.O. Box 30
Winter Haven, Fl 33882	 2-Way Radios, Gate Passes & Chairs	Donated	
Wal-Green’s 
Cypress Gardens Blvd
Winter Haven, Fl 33880
	Film Developing	Purchased	

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

	Potential Problem:	Loss of Location/Event Cancelled.
	Solution:	Contact Showcase offices to find out about rescheduling event.

	Potential Problem:	Lack of Jaycee Manpower.
	Solution:	Utilize phone tree and try to activate all members to help with this massive project.

      Potential Problem:		Unauthorized access by regular patrons through the gates.
	Solution:	Direct people to proper gate entrances for the public, call for Festival Security on 2-way to enforce if it becomes a problem.

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

Proposed Budget for Florida Citrus Festival Gates

INCOME	Amount/Value

Appropriation from chapter	$0.00

Chapter donated supplies (itemize below)
Sign In Sheets, Schedule, Roster, Camera, Computer, Printer	$80.00

Non-chapter donated supplies (itemize below)
Location, Film Developing, 2-Way radios, Chairs	$220.00

Additional proposed income (itemize below)
Payment from Florida Citrus Showcase 	$1500.00

TOTAL INCOME	$1800.00

         EXPENSES	Cost/Value

Chapter donated supplies (itemize below)
Sign In Sheets, Schedule, Roster, Camera, Computer, Printer	$80.00

Non-chapter donated supplies (itemize below)
Location, 2-Way radios, Chairs	$210.00

Purchased supplies (itemize below)
Film Developing	$10.00

Miscellaneous (itemize below)

Appropriation back to chapter	$1500.00

TOTAL EXPENSES	$1800.00

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
11/05/01	Submit first seven questions for board approval
11/19/01	Submit to General Membership for approval.
12/10/01	Florida Citrus Showcase will attend chapter meeting to explain more detail on project
12/17/01	1st Committee Meeting	
01/07/02	Re-submit original project idea to the New 2002 Board of Directors.
01/10/02	Committee Meeting at Fairgrounds to see gate areas.
01/15/02	Utilize Phone Tree to call all members and setup a schedule
01/16/02	Attending Opening Festivities for the Citrus Festival Vendors
01/17/02	Event opens to the public
01/19/02	Use phone tree to reaffirm those who are scheduled
01/27/02	Last day of Event – Final day of manning gates
02/04/02	Submit final 10 questions for board approval

IMPLEMENTATION AND EVALUATION

8.	Record any revision of the original plan.

Revision to Question 7: Committee meeting at the fairgrounds was not held on 1/10/02 as planned due to a scheduling conflict with Bobby Fuqua. Meeting was held on 1/14/02. 

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

I would recommend more committee meetings for a project of this size to ensure ample coverage of all 3 gates. I would also recommend better communication within the chapter to ensure less scheduling problems.

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 $1500.00 for the Chapter’s General Fund
Result:	We made $1500.00 for manning gates, reaching our goal.

Goal B	To recruit 1 new member
Result:	We recruited one new member, meeting our goal.

Goal C	To involve 15 members during the running of this project.
Result:	We had 22 different members in attendance, exceeding our goal by 7.

IMPACT ON THE INDIVIDUAL

The impact on the Individual was that it helped the individual sharpen their communication skills by having constant interaction with both the general public and with Showcase personnel. 

IMPACT ON THE CHAPTER

The impact on the chapter was by utilizing the phone tree and good communication we were able to involve over 1/3 of our membership, raise $1500.00 for our General Fund, and we were able to promote the Haven Lakes Jaycees out in our community and make several good contacts within the local business area. 

IMPACT ON THE COMMUNITY

The impact on the community was that this project helped us to obtain a better relationship with the Florida Citrus Showcase and The City of Winter Haven, as well as the local community now has a better understanding of what the Haven Lakes Jaycees are and hope to accomplish within their community.