Haven Lakes Jaycees
CHAIRMAN’S PLANNING GUIDE
Rising Sun Newsletter

PLANNING

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

The primary purpose of this project is keep members and prospective members informed on all upcoming events as well as past projects by publishing a newsletter

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 present chapter happenings in an informative and interesting publication on a monthly basis by distributing a Newsletter to chapter members on a monthly basis. 

This project falls under the Individual Area of Opportunity of the 2002 Haven Lakes Jaycees Chapter Plan:
Chapter Pinnacle Award Area:	Chapter Management/Communication Project.

The goals for this project are as follows:

GOAL A:	To distribute the newsletter to the membership by the 1st of every month.

GOAL B:	To distribute at least 30 newsletters a month.

GOAL C:	To involve 8 different Jaycees each month in the process of creating the Newsletter.

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, to submit newsletter article by the 25th of each month.

Supervising Chapter Officer
Name	Mark Fitez
Address	4280 Summer landing Drive #101, Lakeland Fl 33810
Phone	863-815-7974
Duties:	Assist project chair, help manage project budget, submit newsletter article by 25th of each month.

Chairperson
Name	Melanie Del Pozzo
Address	131 Tremont Drive, Winter Haven, Fl 33884
Phone	863-324-1518
Duties:	To design, create and collect all articles to be included in each newsletter by the 25th of each month. To print and distribute each newsletter by the 1st of every month.

Committee Member
Name	Kathy Del Pozzo
Address	131 Tremont Dr., Winter Haven Fl 33884
Phone	863-324-2524
Duties:	To be in charge of obtaining and or purchasing material to distribute newsletter. (I.E.  Envelopes, Stamps, etc)

Committee Member
Name	Debbie Fischer
Address	P.O. Box 622, Waverly Fl 33877
Phone	863-325-8285
Duties:	To assist chairperson as needed with the designing and creation of Newsletter. 

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

Jaycee Resources:

QTY.	Item Needed	Person Responsible	Date Needed	Donated/ Purchased	
1	Computer	Melanie Del Pozzo	Ongoing	Donated	
1	Chapter Roster	Melanie Del Pozzo	Ongoing	Donated	
1	State Roster	Kathy Del Pozzo	Ongoing	Donated	
8	Articles	All Executive Board Members	Ongoing	Donated	
65	Copies	Steve Wiseman	Ongoing	Donated	
1	Camera	Kathy Del Pozzo	Ongoing	Donated	

Non-Jaycee Resources:
Name, address, phone	Items Needed	Donated/Purchased	
US Post Office	Stamps	Purchased	
Wal-Mart
Cypress Gardens Blvd
Winter Haven, Fl 33884	Envelopes, Address Labels	Purchased	
Wal-Mart
Cypress Gardens Blvd
Winter Haven, Fl 33884	Printer Ink	Purchased	

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

	Potential Problem:	Do not receive ALL newsletter articles by deadline.
	Solution:	Make sure there that ALL of the Executive Board knows that newsletter articles are due and when, send reminders via email, phone calls, etc.

	Potential Problem:	Computer/Printer Problems.
	Solution:	Have a backup file on someone else’s computer and on disk in case of computer failure or Printer problems

      Potential Problem:	Unable to distribute newsletter by the 1st of every month.
	Solution:	Involve more members in the distribution process to ensure distribution deadlines are met.

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

Proposed Budget for XX

INCOME	Amount/Value

Appropriation from chapter	$ 65.00

Chapter donated supplies (itemize below)
Computer	$200.00

Non-chapter donated supplies (itemize below)
Paper, Copies, Ink, Envelopes, Stamps	$15.00

Additional proposed income (itemize below)
N/A	$0.00

TOTAL INCOME	$280.00

         EXPENSES	Cost/Value

Chapter donated supplies (itemize below)
Computer	$200.00

Non-chapter donated supplies (itemize below)
Paper, Copies,	$15.00

Purchased supplies (itemize below)
Ink, Envelopes, Stamps	65.00

Miscellaneous (itemize below)

None	$0.00

TOTAL EXPENSES	$280.00

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
1/07/02		Submit First 7 Questions to Board for Approval 		
1/07/02		Board elected Newsletter Editor
1/14/02		Submit to General Membership for Approval
All Meetings		Announce to Executive Board members when newsletter articles are due.
15th each Month	Begin all preparations to create and design newsletter.
25th each Month	Collect all reports and other newsletter material.
28th each Month	Print Original draft of newsletter
30th each Month	Copy and Distribute (mail) newsletters to ALL of the membership
9/30/02		Submit final 10 Questions to Board for approval at the End of 3rd Quarter.

IMPLEMENTATION AND EVALUATION

8.	Record any revision of the original plan.

Revision to Question 4:  Stamps for the newsletter were not purchased. K & D Ad Specialties, one of our Corporate Sponsors donated the cost of all postage for our newsletter mailings in the 3rd Quarter.

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

Offer advertising for chapter member’s that are business owners, as well as area business to help cover expenses of distribution of the newsletter. Allow Executive board to submit articles via email or disk to save the time to type each article. Include new member information in the newsletter to help ALL members have information needed to contact our newest members.

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 distribute the newsletter to the membership by the 1st of every month
Result:	The newsletters were distributed by the 1st of every month. 

Goal B:	To distribute at least 30 newsletters a month.
Result:	This goal was exceeded by 40, due to the growth of the chapter by distributing 70 newsletters a month

Goal C:	To involve 8 different Jaycees each month in the process of creating the Newsletter.
Result:	Goal was exceeded by 1 with not only all 8 board members submitting articles, but by have 1 Director submit an article for publication each month as well.

IMPACT ON THE INDIVIDUAL

	The Newsletter benefits the individual member by allowing them to stay current and feel connected to the chapter. For the Executive Board and any member who wishes to contribute, it helps them to develop their writing skills by having to submit an article each month. 

IMPACT ON THE CHAPTER

	The Newsletter helps the Chapter keep its membership informed of upcoming projects and well as other special events with the Chapter, District, Region and State, which can help in membership involvement with all projects. It is also a good tool to use in helping to recruit prospective members. 

IMPACT ON THE COMMUNITY

	The Newsletter can act as a resource for the community business/organizations to learn about the Chapter and what we are doing. It is also a potential advertising tool for local business/organizations to utilize. By recognizing business in the community who have helped our chapter each month and distributing them a copy of the publication, it allows them to get advertising with us and we get to continue to help the community.