Haven Lakes Jaycees

CHAIRMAN’S PLANNING GUIDE
Hawaiian Luau

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 Hawaiian Luau at our member Barbie Henry’s home on April 22nd. The object of this project will be to recruit, retain and activate members. We will have a cookout and pool party. The chapter will supply the meat and each member will bring a covered dish. We will also offer incentives for any member bringing a prospective member and/or an inactive member to the Luau. We will also offer a 2nd incentive to any member who’s prospective member signs up and pays money towards their dues.

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	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
Committee Member
Name	Kathy Del Pozzo
Address	131 Tremont Drive, Winter Haven, Fl 33884
Phone	863-324-2524
Duties:	Chairperson in charge of organizing the refreshments and to assist project chairman in all project activities as needed.

Committee Member
Name	Paul Wood
Address	623 Lake Dexter Circle, Winter Haven, Fl 33884
Phone	863-326-5839
Duties:	In charge of getting decorations and to assist project chairman in all project activities as needed.

Committee Member
Name	Barbie Henry
Address	1005 Ave G. NE, Winter Haven, Fl 33881
Phone	863-293-5681
Duties:	In charge of providing the locations and to assist project chairman in all project activities as needed.

Committee Member
Name	Melanie Del Pozzo
Address	131 Tremont Drive, Winter Haven, Fl 33884
Phone	863-324-1518
Duties:	In charge of communications and calling members about the project and to assist project chairman in all project activities as needed.

Committee Member
Name	Barbara Petty 
Address	5973 Fox Hollow Dr, Winter Haven, Fl 33884
Phone	863-324-0400
Duties:	In charge of getting a guest speaker 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	Location	Barbie Henry	4/22/02	Donated	
1	Camera/Film	Barbara Petty	 4/22/02	Donated	
50	Jaycee Applications	Paul Wood	 4/22/02	Donated	
20/1	Chapter Newsletter/Roster	Melanie Del Pozzo	 4/22/02	Donated	
50	Chapter Tri-Folds	Paul Wood	 4/22/02	Donated	
40	Lai’s 	Paul Wood	 4/22/02	Donated	
1	Honey Roasted Ham, Side Dishes & Desserts	Kathy Del Pozzo	 4/22/02	Donated	
4	Tiki Torches	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	
Christy’s Sundown Restaurant
US Hwy 17 S
Winter Haven, Fl 33881	Gift Certificate	Purchased	
Wal-Mart
Cypress Gardens Blvd
Winter Haven, Fl 33881	Gift Certificate	Purchased	
Tom Rolstad
125 Dons Court
Lakeland, Fl 33801	Guest Speaker/Membership Vice President for Florida Jaycees	Donated	

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

	Potential Problem:	Lack of chapter members participate
	Solution:	Good 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:	Rain or bad weather.
	Solution:	Set a reschedule date for the event.

	Potential Problem:	Have not games or activities for members to participate in.
	Solution:	Survey members prior to event to find out potential games of interest.

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

Proposed Budget for Luau

INCOME	Amount/Value

Appropriation from chapter	$0.00

Chapter donated supplies (itemize below)
Location	$25.00
Camera/Film	$55.00
Applications/Tri-Folds/Newsletters/Roster/Sign-In Sheet	$15.00
Lai’s	$15.00
Ham, Side Dishes and Desserts	$15.00
Tiki Torches	$10.00
Computer	$25.00

Non-chapter donated supplies (itemize below)
Gift Certificates	$35.00
Guest Speaker	$0.00

Additional proposed income (itemize below)
N/a	$0.00

TOTAL INCOME	$195.00

EXPENSES	Cost/Value

Chapter donated supplies (itemize below)
Location	$25.00
Camera/Film	$55.00
Applications/Tri-Folds/Newsletters/Roster/Sign-In Sheet	$15.00
Lai’s	$15.00
Ham, Side Dishes and Desserts	$15.00
Tiki Torches	$10.00
Computer	$25.00

Non-chapter donated supplies (itemize below)
Guest Speaker	$0.00

Purchased supplies (itemize below)
Gift Certificates	$35.00

Miscellaneous (itemize below)

N/A	

TOTAL EXPENSES	$195.00

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
4/01/02	Submit first seven questions for board approval.
4/08/02	Submit to General Membership for approval.
4/09/02	Secure location with Barbie Henry to use her home.
4/11/02	Hold first committee meeting
4/15/02	Announce at General Membership Meeting
4/17/02	Hold second committee meeting
4/20/02	Utilize phone tree and call members to inform them of event
4/21/02	Purchase Refreshments and Decorations for Event
4/21/02	Call Barbie Henry and Confirm
4/22/02	Day of Event
4/25/02	Complete CPG for final Board Approval
5/06/02	Submit final 10 questions for board approval

IMPLEMENTATION AND EVALUATION

8.	Record any revision of the original plan.

Revision to Question 7: Held a CPG workshop on 4/8/02 and didn’t have a general membership meeting. Did not submit to membership until 4/15/02 meeting.
Revision to Question 7: Was unable to get a hold of Barbie Henry on 4/9/02 and did not secure location until 4/11/02. 
Revision to Question 4 & 6: Barbara Petty was unable to bring her camera on the day of the event; Debbie Fischer took pictures with her digital camera so film was not needed

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 non-active members and more prospective members in attendance. I would recommend better communication to the general membership to inform them of the project. 

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 did not have any inactive members in attendance, not reaching our goal.

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 13 members in attendance, exceeding our goal by 3.

IMPACT ON THE INDIVIDUAL

The impact on the individual was as a fairly new Jaycee who has not chaired many projects, I learned how to run a successful project, 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. Even though we were unable to activate any members from this project, I still feel 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 despite that fact that we didn’t activate any members who have not been attending projects 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 see a new Jaycee of only one week that is so fired up to learn more about the Jaycee’s that he wanted to attend Conference, which was being held shortly after this event. It also helped our chapter get closer and remain the  “family” that we have become. We were also able to receive a very inspiring speech from our State Membership Vice-President Mr. Tom Rolstad who, because of his speech was a major influence on our newly excited member!

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.