Haven Lakes Jaycees

CHAIRMAN’S PLANNING GUIDE
Membership Table/VCR Give Away

PLANNING

1.	PRIMARY PURPOSE. (What was the one reason you want to successfully run this project?)

The primary purpose of this project is to recruit new 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 project will consist of setting up a membership table at The City of Winter Haven Expo Dome during the Haven Lakes Jaycees Firecracker Pageant and Motorcycle Show with chapter information as well as an enter to win give away of a VCR. This Project refers to the Haven Lakes  Jaycees Year plan of action under the Membership Recruitment area of opportunity as a recruitment project.. 

The goals for this project are as follows:

GOAL A	Recruit two new members.

GOAL B	To get 25% of the Expo visitors to sign up for the give away.

3.	What are the specific manpower assignments?

Chapter President
Name	Tom Rolstad
Address	125 Dons Court, Lakeland FL, 33801 
Phone	863-559-0780
Duties:	Oversee chapter activities

Supervising Chapter Officer
Name	Pam Fitez
Address	1865 15th CT NW, Winter Haven FL,33880
Phone	863-206-5923
Duties:	Assist project chair, help manage project budget 

Chairperson
Name	Diann Wiseman	
Address	2436 Ave. B SW, Winter Haven FL, 33880
Phone	863-299-1986
Duties:	Write and wrap up the Chairman’s Planning Guide; Oversee execution of project. 

Committee Member
Name	Steve Wiseman
Address	2436 Ave. B. SW, Winter Haven FL, 33880
Phone	863-299-1986
Duties:	Co-chair project. Assist chairperson. Create entry box.

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

Jaycee Resources:

QTY.	Item Needed	Person Responsible	Date Needed	Donated/ Purchased	
5	Members	Diann Wiseman	June 30, 2001	N/A	
300	 Membership Flyers	Tom Rolstad	June 29, 2001	Donated	
300	Membership Surveys	Tom Rolstad	June 29, 2001	Donated	
500	Entry Forms	Steve Wiseman	June 29, 2001	Donated	

					

Non-Jaycee Resources:
Name, address, phone	        Items Needed	   Donated/Purchased	

The City of Winter Haven
Chain O’ Lakes Expo Dome
210 Cypress Gardens Blvd.
Winter Haven, Fl
863-291-5656
	Location	Donated	
Party City
3615 South Florida Ave.
Suite 930
Lakeland, Fl
863-646-1948
	Decorations	Purchased	
Sears and Roebuck
3800 US Highway 98 N
Lakeland, FL 33809
863-859-8228	VCR	Purchased	

			

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

	Potential Problem:	Event cancelled
	Solution:	Reschedule giveaway at different event.

	Potential Problem:	VCR stolen off membership table.
	Solution:	Take VCR out of box and only display empty box on give away table.

	Potential Problem:	Bogus entry from chosen as winner.
	Solution:	Draw a back up winner.

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

Proposed Budget for Pageant

INCOME	Amount/Value

Appropriation from chapter	$110.00

Chapter donated supplies (itemize below)
Flyers, Entry Forms, Surveys	$60.00
Entry box decorations	$10.00
Non-chapter donated supplies (itemize below)	$0

Additional proposed income (itemize below)
	$0

TOTAL INCOME	$ 180.00

         EXPENSES	Cost/Value

Chapter donated supplies (itemize below)
Flyers, Entry Forms, Surveys	$60.00
        Entry box decorations	$10.00
Non-chapter donated supplies (itemize below)
	$0

Purchased supplies (itemize below)
VCR 	$110.00

Miscellaneous (itemize below)
	$0

TOTAL EXPENSES	$180.00

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
5/28/01	Present first seven questions for board approval.
6/04/01	Present project to membership.
6/17/01	Proposed committee meeting.
6/29/01	Project setup.
6/30-7/1	Days of project.

IMPLEMENTATION AND EVALUATION

8.	Record any revision of the original plan.

N/A

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

A.	Create a picture board or photo album of chapter events to sit on membership table.

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	Recruit two new members.
Result:	Exceeded goal by  33% by recruiting three new members.	

.
Goal B	To get 25% of the Expo visitors to sign up for the give away
Result:	Exceeded goal by 10% having 75 entry submissions

IMPACT ON THE INDIVIDUAL

The chapter was able to gain 3 new members and also create a database of interested people to call back.

IMPACT ON THE CHAPTER

This membership table enabled our new chapter to talk to and be seen by the community.  It was also a learning process for the chapter’s new members to be able to watch some older Jaycees while they were working/recruiting at the table. 

IMPACT ON THE COMMUNITY

Three members of the community are now Haven Lakes Jaycees.