Haven Lakes Jaycees

CHAIRMAN’S PLANNING GUIDE
Spaghetti Dinner

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 the chapter 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.

The Haven Lakes Jaycees will a Spaghetti Dinner on August 16, 2002 at the Eagle Lake Senior Center to help raise money for the chapter’s general fund. 

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 $150.00 for the general chapter fund. 

GOAL B:	To have 8 Jaycees in attendance.

GOAL C:	To recruit 1 new member.

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 33887
Phone	(863) 325-8285
Duties:	Publicity and to assist project chair, help manage project budget

Chairperson
Name	Bobbi Clark
Address	200 Ave K SE #326, Winter Haven FL 33880
Phone	(863) 294-6505
          Duties:	Write and wrap up the Chairman’s Planning Guide; Oversee All project activities

Committee Member
Name	Shannon Thompson
Address	200 Ave K SE #326, Winter Haven FL 33880
Phone	(863) 294-6505
Duties:	Assist chairperson as needed.  
Committee Member
Name	Melanie Del Pozzo
Address	131 Tremont Dr. Winter Haven FL 33884
Phone	(863) 324-2524
Duties:	Pre-sale tickets distribution.

Committee Member
Name	Maryann Strachan
Address	P.O. Box 10613, Winter Haven FL 33885
Phone	Unlisted
Duties:	Head Cook In Charge. 

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

QTY.	Item Needed	Person Responsible	Date Needed	Donated/ Purchased	
50	Cups	Debbie Fischer	8/16/02	D	
2	Crock Pots	Kathy Del Pozzo	8/16/02	D	
1	Cooler	Steve Wiseman	8/16/02	D	
1 Cooler Full	Ice	Mark Fitez	8/16/02	D	
50	Knives, Forks, Spoons	Kathy Del Pozzo	8/16/02	D	
100	Fliers	Debbie Fischer	7/24/02	D	
100	Tickets	Debbie Fischer	7/24/02	D	
1	Camera, Film	Kathy Del Pozzo	8/16/02	D	

Non-Jaycee Resources:
Name, address, phone	Items Needed	Donated/Purchased	
Wal Mart
Hwy 60, Bartow 
	Food & Plates	P	
Pat Castelli
4650 Chandler Road 
Apopka, Fl 32712	Decorations & Center Pieces	D	
Wal Mart
Cypress Gardens Blvd
Winter Haven, Fl	Film Developing	P	

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

	Potential Problem:	Not enough Food 	
	Solution:	Have someone assigned to be a runner, so that if we run out of anything they can run to the store.

	Potential Problem:	Have to much Food
	Solution:	Try to keep original numbers realistic. You can always get more later.

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

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

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

Proposed Budget for Spaghetti Dinner

INCOME	Amount/Value

Appropriation from chapter	$50.00

Chapter donated supplies (itemize below)
Cups	$10.00
Crock Pots	$25.00

Non-chapter donated supplies (itemize below)
Decorations & Centerpieces	$20.00

Additional proposed income (itemize below)
Ticket sales 50@ $4.00	$200.00

TOTAL INCOME	$305.00

         EXPENSES	Cost/Value

Chapter donated supplies (itemize below)
Cups & Crock pot	$35.00

Non-chapter donated supplies (itemize below)
Decorations & Centerpieces	$20.00

Purchased supplies (itemize below)
Food, Plates	$50.00

Miscellaneous (itemize below)
Appropriation Back to Chapter	$50.00
Profit Returned To chapter	$150.00

TOTAL EXPENSES	$305.00

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
6/01/02	Write First 7 Questions For Board Approval
6/03/02	Submit first seven questions for board approval.
6/10/02	Submit to General Membership for approval.
7/01/02	Attend City Council Meeting to get approval to use Senior Center
7/17/02	Hold 1st Committee Meeting
7/22/02	Pass Out Fliers & Pre-sale Tickets to Chapter Members
7/24/02	Take Fliers Around Town and post
7/30/02	Take Fliers & Pre-sale Tickets Around Town
8/04/02	Write PSA to be submitted to newspapers
8/09/02	Submit PSA to Newschief & Ledger
8/12/02	Hold 2nd Committee Meeting
8/15/02	Go Food shopping
8/16/02	3PM – Arrive to decorate & begin cooking 
8/16/02	7PM – Open doors – begin Dinner
8/30/02	Complete CPG 
9/02/02	Submit Final CPG for Board approval

IMPLEMENTATION AND EVALUATION

8.	Record any revision of the original plan.

Revision to Question 4: Pat Costelli could not actually provide decorations and centerpieces as planned, but did donate the cost of the decorations that were purchases. Centerpieces were donated by Kathy Del Pozzo.

Revision to Question 7: Board meeting on 9/2 due to it being Labor Day. Final Board submission was not done until 9/30/02.

9.	What changes or recommendations do you have for a future chairman? Advertise! Try to get the word out to the local community. Also on pre-sale tickets, have each Jaycee write their name on the back of the tickets they take so we can keep a better record of who sold how many tickets.

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 $150.00 for the general chapter fund.	
Result:	We raised $160.00, exceeding our goal by $10.00.

Goal B	To have 8 Jaycees in attendance
Result:	We had 18 Jaycees in attendance, exceeding our goal by 10. 

Goal C	To recruit 1 new member
Result:	We recruited 1 new member, meeting our goal

IMPACT ON THE INDIVIDUAL

As my first project that I chaired, I learned the in’s and out’s of not only actually chairing a project, but all the paperwork involved as well. As a new Jaycee I was thrilled at the help that was offered to me from my fellow Jaycees. I am sure that in the future my projects will be just as successful as this one.

IMPACT ON THE CHAPTER

The chapter benefited on several different levels. One obviously would be the money raised that went into the general fund, but also on a bonding level and we recruited 1 new member so that helps our chapter continue to grow. The chapter really came together in full force to support this project. We got together, ate too much food and had a great time. 

IMPACT ON THE COMMUNITY

Several friends and family showed up to get one of the best home cooked meals around. All had a great time and hopefully the word will continue to spread about the Haven Lakes Jaycees and what we bring to the community as a whole. If we can continue make our name know and continue to gain popularity within our community.