Haven Lakes Jaycees

CHAIRMAN’S PLANNING GUIDE
Old Fashioned Ice Cream 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 recruit members for our chapter. 

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 plan to hold an Ice Cream social on 9/14/03 at the Eagle Lake Senior Center from 1PM – 5PM in an attempt to recruit and activate members. This is the first time we have run this type of project. We believe that membership is the bloodline of our chapter and on top of recruiting new members we can also activate members that we seldom ever see. 

This project falls under the Community Area of Opportunity of the 2003 Haven Lakes Jaycees Chapter Plan:
Chapter Pinnacle Award Area: Membership Recruitment/Recruitment

The goals for this project are as follows:

GOAL A:	To recruit 2 new members.

GOAL B:	To involve 10 Jaycees.

GOAL C:	To survey 20 community members.

3.	What are the specific manpower assignments?

Chapter President
Name	Debbie Fischer
Address	3236 Timberline Rd, Winter Haven Fl 33881
Phone	863-412-4351
Duties:	oversee chapter activities

Supervising Chapter Officer
Name	Barbara Petty
Address	5973 Foxhollow Dr., Winter Haven, Fl 33884
Phone	863-581-7391
Duties:	Assist project chair, help manage project budget

Chairperson
Name	Rick Struchko
Address	5973 Foxhollow Dr., Winter Haven, Fl 33884
Phone	863-412-6085
Duties:	Write and wrap up the Chairman’s Planning Guide; Oversee all project activities

Committee Member
Name	Kathy Del Pozzo
Address	131 Tremont Dr.
Phone	863-324-2524
Duties:	Food Supplies and to assist project chairman as needed.

Committee Member
Name	Melanie Del Pozzo
Address	131 Tremont Dr.
Phone	863-324-1518
Duties:	Membership Table and to assist project chairman as needed.

Committee Member
Name	Tor Black
Address	3945 14th St W, Bradenton, Fl 34205
Phone	941-812-0404
Duties:	Photographer and to assist project chairman as needed.

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

Jaycee Resources:

QTY.	Item Needed	Person Responsible	Date Needed	Donated/ Purchased	
1	Digital Camera	Tor Black	9/14/03	D	
50	Membership Apps	Melanie Del Pozzo	9/14/03	D	
50	Tri–Folds/Community Surveys	Debbie Fischer	9/14/03	D	
500	Flyers	Kathy Del Pozzo	9/14/03	D	
4	Scoops	Barbara Petty	9/14/03	D	

Non-Jaycee Resources:
Name, address, phone	Items Needed	Donated/Purchased	
City of Eagle Lake
Eagle Lake, Fl
	Location, Table & Chairs
	D
	
Wal-Mart SuperCenter
Haines City, Fl	Ice Cream, Toppings, Soda, Bowls & Spoons	P	

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

	Potential Problem:	Low Jaycee Attendance 
	Solution:	Send special invitation to members and follow up by phone.

	Potential Problem:	Run our of Ice Cream/Soda
	Solution:	Assign member to be in charge of purchasing more if needed.

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

Proposed Budget for Old Fashioned Ice Cream Social

INCOME	Amount/Value

Appropriation from chapter	$50.00

Chapter donated supplies
Digital Camera	$75.00
Tri-Folds, Community Surveys	5.00
Flyers	$25.00
Scoops	$5.00

Non-chapter donated supplies 
Location	$75.00
Table & Chairs	$50.00

Additional proposed income (itemize below)

TOTAL INCOME	$285.00

         EXPENSES	Cost/Value

Chapter donated supplies 
Digital Camera	$75.00
Tri-Folds, Community Surveys	5.00
Flyers	$25.00
Scoops	$5.00

Non-chapter donated supplies 
Location	$75.00
Table & Chairs	$50.00

Purchased supplies 
Ice Cream, Toppings, Soda, Bowls & Spoons	$50.00

TOTAL EXPENSES	$285.00

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
7/31/03	Submit first seven questions for board & General Membership approval.
8/07/03	Hold Committee Meeting
8/11/03	Contact City of Eagle Lake for use of Senior Center
8/13/03	Send PSA’s to Radio and Newspaper
8/14/03	Hold Committee Meeting
8/30/03 	Mail Invitations to Jaycees
8/30/03	Post Flyers Around town
9/04/03 	Hold final Committee Meeting
9/13/03	Shop for supplies needed (Ice Cream, Toppings, Bowls & Spoons)
9/14/03 	Day of Project
9/15/03	Complete all 10 Questions of CPG.
9/29/03             Present final 10 questions to board for approval

IMPLEMENTATION AND EVALUATION

8.	Record any revision of the original plan.

Revision to Question 4,6 & 7: On 9/12/03 a check in the amount of $18.00 was picked up to cover the partial cost of supplies. This donation came from Active Medical Transport a local company whose owner is also a member of the chapter.

Revision to Question 2: On 9/14/03 per President Debbie and myself as chairman, the close time was extended from 5PM to 6PM to accommodate some prospective members. 

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

	Utilize the Phone Tree a little better to make it bigger each year as well as individually handing out flyers to houses and people in the community. 

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 recruit 2 members. 
Result:	We recruited 2 members, meeting our goal

Goal B	To involve 10 Jaycees 
           Result:	We involved 19 members, including 3 State Officers, exceeding our goal by 9.

Goal C:	To survey 20 community members.
Result:	We filled out 33 community members, thus exceeding our goal by 13.

IMPACT ON THE INDIVIDUAL: 
The impact on the individual was that I was able to provide a pleasant social event for our members to attend, which was different and helped beat the summer heat! We were able to both recruit and activate members because of my project idea. I felt 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 we activated 10 members who had not been attending any projects. We were able to recruit 2 new members. By recruiting these new members at the project we were able to continue to see our chapter grow. It also helped get our chapter more visible within the community because of all the flyers that were passed out and posted in the Eagle Lake community. 

IMPACT ON THE COMMUNITY:
The impact on the community was that by recruiting and activating members, this gives our Jaycee chapter more eager, enthusiastic and excited members to help in our community projects and this will help us to fulfill the needs of the community on a larger scale. By making our community more aware of the Jaycees in the city of Eagle Lake it will open more areas of opportunity to assist in making the community of Eagle Lake a better place to live and work.