Haven Lakes Jaycees

CHAIRMAN’S PLANNING GUIDE
Valentine Party Social

PLANNING

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

The primary purpose of this project is to activate our 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.

This project is a Valentines Party for the members to be held at our Meeting Room in Eagle Lake. We will provide refreshments and play some party games. 

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 activate 5 of our chapter members.

GOAL B:	To Recruit 1 new member.

GOAL C:	To have a total of 15 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	Barbara Petty
Address	5973 Foxhollow Drive, Winter Haven Fl 33884
Phone	863-324-0400
Duties:	Write and wrap up the Chairman’s Planning Guide; Oversee All project activities

Committee Member
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	JJ Britt
Address	375 West Bay Avenue, Eagle Lake, Fl 33839
Phone	863-294-2549
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	
1	Podium	Steve Wiseman	2/11/02	Donated	
1	Flag	Barbara Petty	2/11/02	Donated	
50	Jaycee Applications	Paul Wood	2/11/02	Donated	
20	Chapter Newsletter	Melanie Del Pozzo	2/11/02	Donated	
50	Chapter Tri-Folds	Paul Wood	2/11/02	Donated	
1	Picture Poster Board	Paul Wood	2/11/02	Donated	
Enough for 40 People	Refreshment	Kathy Del Pozzo	2/11/02	Purchased	
1	Poster Board	Barbara Petty	2/11/02	Purchased	

Non-Jaycee Resources:
Name, address, phone	Items Needed	Donated/Purchased	
City Of Eagle Lake
75 7th Street North
Eagle Lake, Fl 33839	Location	Donated	
City Of Eagle Lake
75 7th Street North
Eagle Lake, Fl 33839	Tables & Chairs	Donated	

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

	Potential Problem:	Lack of Participation
	Solution:	Good communication to inform ALL members of this event

	Potential Problem:	Loss of Location
	Solution:	Obtain a backup location in case of problems

	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 XX

INCOME	Amount/Value

Appropriation from chapter	$0.00

Chapter donated supplies (itemize below)
Refreshments, Poster Board	25.00

Non-chapter donated supplies (itemize below)
N/a	

Additional proposed income (itemize below)
N/a	

TOTAL INCOME	$25.00

         EXPENSES	Cost/Value

Chapter donated supplies (itemize below)
Refreshments	$20.00

Non-chapter donated supplies (itemize below)
N/a	

Purchased supplies (itemize below)
Poster Board	$5.00

Miscellaneous (itemize below)

N/A	

TOTAL EXPENSES	$25.00

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
1/30/02	Submit first seven questions for board approval.
2/4/02	Submit to General Membership for approval.
2/5/02	Secure location with City of Eagle Lake
2/6/02	Hold first committee meeting
2/8/02	Utilize phone tree and call members to inform them of event
2/10/02	Purchase Refreshments for Party
2/11/02	Day of Event
3/4/02	Submit final 10 questions for board approval

IMPLEMENTATION AND EVALUATION

8.	Record any revision of the original plan.

Revision to Question 7: Board meeting was not held on 3/4/02 as planned and we held Board meeting on 3/17/02 and submitted final CPG for board approval.

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

We had a good turnout, however, I would have liked to have seen more non-active members participate and 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 Activate 5 of our chapter members	
Result:	We activated 6 members, exceeding our goal by 1

Goal B	To recruit 1 new member
Result:	We recruited 1 new member, thus attaining our goal

Goal C	To have a total of 15 members in attendance 
Result:	We had 18 members in attendance, exceeding our goal by 3.

IMPACT ON THE INDIVIDUAL

The impact on the individual was learning to put a plan into action, utilizing the CPG and seeing the outcome as a whole. 

IMPACT ON THE CHAPTER

The impact on the chapter was utilizing our roster, we were able to contact through our phone tree our entire membership activating 6 new members, also gaining 2 prospects and recruiting that night 1 new member.

IMPACT ON THE COMMUNITY

The impact on the community was that by activating our members and recruiting a new member this allows more Jaycees to fulfill larger community projects.