Haven Lakes Jaycees
CHAIRMAN’S PLANNING GUIDE
Tricky Tray

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 OnTo 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.

A chapter member, who has run the project successfully in other chapter’s she was involved with, brought this project to us. She thought it would be a good project to use to make some money for our OnTo Fund. The project consists of collecting donations for Trays with a specific Theme to it from our members and family members. The trays are then put out to be bid on by buying ticket’s and putting them in a bag designated for a particular tray. A winning ticket will then be draw to see who will win each individual tray. The project will be held at Eagle Lake City Complex on March 11th. 

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 $300.00 for our OnTo fund.

GOAL B:	To Recruit 1 new member.

GOAL C:	To involve 15 Jaycees in helping to raise money for OnTo.

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	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.

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.

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

Jaycee Resources:

QTY.	Item Needed	Person Responsible	Date Needed	Donated/ Purchased	
50	Flyers, Posters	Kathy Del Pozzo	3/1/02	Donated	
1	PSA	Kathy Del Pozzo	3/1/02	Donated	
1 EA	Computer, Printer	Debbie Fischer	3/1/02	Donated	
1	Camera	Paul Wood	3/11/02	Donated	
2 Rolls	Tickets	Paul Wood	3/11/02	Donated	
50	Door Prize Tickets	Kathy Del Pozzo	3/11/02	Donated	
30	Trays	Kathy Del Pozzo	3/11/02	Donated	
Enough for 50 People	Refreshments & Decorations	Barbara Petty	3/11/02	Donated	

Non-Jaycee Resources:
Name, address, phone	Items Needed	Donated/Purchased	
City Of Eagle Lake
75 7th Street North
Eagle Lake, Fl 33839	Location, Tables & Chairs	Donated	
Wal-Green’s 
Cypress Gardens Blvd
Winter Haven, Fl 33880
	Film Developing	Purchased	
The Lakeland Ledger & Winter Haven Newschief	Publishing PSA	Donated	

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

	Potential Problem:	Not enough donated tray items.
	Solution:	Use phone tree and all resources to secure as many donated trays as possible.

	Potential Problem:	Loss of Location/Room not available
	Solution:	Secure a backup location or different room

	Potential Problem:	Lack of attendance by the community at the Event.
	Solution:	Use ample advertising of project through local newspapers and distributing flyers around the community about project. 

	Potential Problem:	Lack of Jaycee Involvement
	Solution:	Utilize phone tree to ensure member attendance at event. 

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

Proposed Budget for XX

INCOME	Amount/Value

Appropriation from chapter	$100.00

Chapter donated supplies (itemize below)
Flyers, Computer, Camera, Tickets, Door Prizes, Trays, Refreshments	$710.00

Non-chapter donated supplies (itemize below)
Location, Film Developing, PSA Publishing, Tables, Chairs	$250.00

Additional proposed income (itemize below)
Ticket Sales	$300.00

TOTAL INCOME	$1360.00

         EXPENSES	Cost/Value

Chapter donated supplies (itemize below)
Flyers, Computer, Camera, Tickets, Door Prizes, Trays	$660.00

Non-chapter donated supplies (itemize below)
Location, PSA Publishing, Tables, Chairs	$240.00

Purchased supplies (itemize below)
Film Developing, Refreshments	$60.00

Miscellaneous (itemize below)

Appropriation back to chapter	$400.00

TOTAL EXPENSES	$1360.00

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
2/04/02	Submit first seven questions for board approval
2/11/02	Submit to General Membership for approval.
2/13/02	Secure location & approval from City Council of Eagle Lake
2/18/02	Committee Meeting
2/25/02	Distribute Tray Theme List to Membership at Meeting.
3/06/02	Committee Meeting
3/08/02	Utilize Phone Tree to call all members about the event.
3/10/02	Purchase Refreshments
3/11/02	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: Because our board meeting was not held on 3/4/02, but held on 3/18/02, final questions were submitted to board on this date instead of waiting until final quarter board meeting on 3/29/02.

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

I would recommend better advertising of the project at the event within the community. We had a good turnout, including members and family members, but would have like to seen more community participation.

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 $300.00 for out OnTo Fund
Result:	We raised $388.00, exceeding our goal by $88.00.

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

Goal C	To involve 15 Jaycees in helping to raise money for OnTo.
Result:	We had 22 members in attendance, exceeding our goal by 7.

IMPACT ON THE INDIVIDUAL

The impact on the Individual was learning to put a project together, utilizing all chapter resources, to obtain donations, and see the best possible out come for all the individual effort by having a successful project.

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 over $300.00 for our OnTo fund, which will allow us to send more members to State Conference, and we recruited one new member. 

IMPACT ON THE COMMUNITY

The impact on the community was that this project helped us to obtain a better relationship with the City of Eagle Lake with several members of the City Council in attendance, as well as members from the Eagle Lake community who now has a better understanding of what the Haven Lakes Jaycees are and hope to accomplish in their community.