Haven Lakes Jaycees
CHAIRMAN’S PLANNING GUIDE
“Adopt-A-Child”

PLANNING

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

The primary purpose of this project is to help needy children at Christmas time.

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 adopt children from local families that would not otherwise be able to bring the joy of “Santa” into their child’s life. The board decided, when the chapter was started that this would be our yearly Christmas project. We will provide not only toys for all the children in the family, but will also give them a food basket for the entire family. The members will meet on December 20, 2004 to deliver all gifts donated or purchased to the children’s parents, all gifts wrapped and ready to go under the tree from “Santa”.  

This project falls under the Community Area of Opportunity of the 2004 Haven Lakes Jaycees Chapter Plan:
		Chapter Pinnacle Award Area: Children and Youth Commission/Project.

The goals for this project are as follows:

GOAL A:	To adopt 10 children this year.

GOAL B:	To involve 8 members.

GOAL C:	To recruit 1 new member.

3.	What are the specific manpower assignments?

Chapter President
Name	Bobbi Clark
Address	712 Ave. E N.E. Winter Haven, Fl., 33881
Phone	863-412-4382
Duties:	oversee chapter activities

Supervising Chapter Officer
Name	Rick Struchko	
Address: 	597 Foxhollow Dr. Winter Haven, Fl., 33884
Phone:	 863-324-0400
Duties:	Assist project chair, help manage project budget

Chairperson
Name	Debbie Fischer
Address	3236 Timberline Road, Winter Haven FL 33880
Phone	(863) 299-8153
Duties:	To oversee all project activities.

Committee Member
Name	Melanie Del Pozzo
Address	131 Tremont Dr. Winter Haven FL 33884
Phone	(863) 324-2524
	Duties:         Assist chairperson as needed. 

Committee Member
Name	Tiger Deskins
Address	5801 Red Fox Dr. Winter Haven FL 33884
Phone	(863) 326-6575
	Duties:         Assist chairperson as needed 

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

Jaycee Resources:

QTY.	Item Needed	Person Responsible	Date Needed	Donated/ Purchased	
1	Sign In Sheet	Debbie Fischer	12/20/04	Donated	
1	Roster	Rick Struchko	12/20/04	Donated	
10/+	Children’s Names	Barbara Petty	12/10/04	Donated	
1	PSA	Debbie Fischer	11/30/04	Donated	
20	Donation Letters	Melanie Del Pozzo	11/30/04	Donated	
1	Digital Camera	Tiger Deskins	12/20/04	Donated	
1	Computer	Kathy Del Pozzo	11/30/04	Donated	
1	Printer	Kathy Del Pozzo	11/30/04	Donated	

Non-Jaycee Resources:
Name, address, phone	        Items Needed	   Donated/Purchased	
Wal-Mart
Cypress Gardens Blvd
Winter Haven, Fl	Gifts, Wrapping Paper, Tags, Tape	Purchased	
Winn-Dixie
Recker Highway
Winter Haven Fl	Food 	Purchased	
Brad & Fran Petty
757 wakulla dr
Winter Haven FL	Location	Donated	

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

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

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

	Potential Problem:	Loss of Location	
	Solution:	Provide a backup location incase original location becomes unavailable

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

Proposed Budget for Adopt-A-Child For Christmas

INCOME	Amount/Value

Appropriation from chapter	$450.00
(Food, Gifts, wrapping Papers, Tapes, Tags)

Chapter donated supplies (itemize below)
Sign In Sheet, PSA, Roster, Children, Donation Letter	$10.00
Computer, Printer	$50.00
Digital Camera	$50.00

Non-chapter donated supplies (itemize below)
Location	$50.00

Community Donations collected	$100.00

TOTAL INCOME	$710.00

         EXPENSES	Cost/Value

Chapter donated supplies (itemize below)
Sign In Sheet, PSA, Roster, Children, Donation Letter	$10.00
Computer, Printer	$50.00
Digital Camera	$50.00

Non-chapter donated supplies (itemize below)
Location	$50.00

Purchased supplies (itemize below)
Food	$100.00
Gifts	$300.00
Wrapping Papers, Tapes, Tags	$50.00

Community Donations collected	$100.00

TOTAL EXPENSES	$710.00

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
10/25/04	Submit first seven questions for board approval.
11/01/04	Submit to General Membership for approval.
11/15/04	Complete Donation Letter 
11/22/04	Write PSA to be submitted to newspapers and radio
11/26/04	Submit PSA to Newschief, Ledger & WPCV Radio
11/30/04	Call The Petty’s to secure location to meet.
12/01/04	Committee Meeting
12/10/04	Check with Local business to obtain donations
12/15/04	Call Members to confirm who will be able to assist in shopping and delivery.
12/18/04	Shop for toys
12/18/04	Wrap Gifts
12/19/04	Shop for Food
12/20/04	Deliver Gifts and Food to Kids
12/21/04	Complete CPG 
12/27/04	Submit Final CPG for Board approval
IMPLEMENTATION AND EVALUATION

8.	Record any revision of the original plan.
Revision to Question 7: PSA was not submitted on 11/26/04, due to computer problems they were submitted on 12/2/04 by fax.
Revision to Question 7:  We did not shop for food on 12/19/04, due to a conflict in schedules, shopping was done on 12/20/04 before we delivered to families. 

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

I recommend getting the PSA and Donation Letters out even earlier, before Thanksgiving if possible. Most of your bigger companies (ex. Publix, Winn-Dixie, Wal-Mart, etc) require a 30 day notice for all donations and were unable to do anything for us because of this.

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 adopt 10 children this year.
Result:	We adopted 6 families with a total of 16 children in them, exceeding our goal by 6.
 
GOAL B:	To involve 8 members.
Result:	We had 10 members help with project total exceeding goal by 2.

GOAL C:	To recruit 1 new member.
Result:	We did not recruit a member, not meeting our goal. However we did have a prospective member who was interested in learning more about our chapter and the Jaycee organization.

IMPACT ON THE INDIVIDUAL
For each individual member I am sure, as it did for me it makes you feel good to know that you are doing something wonderful for someone else. This is one of those projects that just make you feel good to help someone less fortunate than you are. Sometimes it’s just nice to do something for another human being and not expect something back in return. We may not be able to see the light in the children’s eyes when they see the presents from “Santa” under the tree, but just to see the love and gratitude in the parents eyes when we give them the gifts and presents we thanks enough.

IMPACT ON THE CHAPTER
The impact on the Chapter was that in the course of a year we do so many projects that don’t have as much meaning, but this project and at this time of year gives purpose and meaning to each and every member of this chapter. To be able to help children continue to believe in “Santa” and spread yuletide joy. It also allowed our members to reevaluate their potential and what they can achieve. It is projects such as this that we remember why we are Jaycees and why our chapter is out in the community. Not for the recognition but just to know the joy we can bring with a single act of kindness!

IMPACT ON THE COMMUNITY

The impact on the community is easy. The families we adopted were the ones affected the most in our community, and although we were unable to see the joy and excitement that gifts had give to the children of this family the never ending Thank YOU’s and hugs we received from the Mothers and/or Fathers of the children say it all. So I guess the biggest impact was showing some of the less fortunate families that there was someone out there that cares about them and the suffering that they have had to endure. Some more recently because of all the Hurricanes that Florida suffered this year left many of the families in our community needing assistance at what should be a “festive” time of year. The families we have helped will remember Haven Lakes Jaycees and what they did to make this Christmas one they will always REMEMBER!