Chairman's Planning Guide

Project: Ellisville 4th of July Glow Necklace Sales.

PLANNING

1. PRIMARY PURPOSE.  (WHAT IS THE ONE REASON YOU WANT TO SUCCESSFULLY RUN THIS PROJECT?)

	The primary purpose of this project is to raise money for various Jaycee and local charities.

2. GIVE A BRIEF DESCRIPTION OF THE PROPOSED PROJECT AND BACKGROUND INFORMATION.  FOLLOW THIS WITH A LIST OF THE SPECIFIC AND MEASURABLE GOALS TO BE ACCOMPLISHED BY THIS PROJECT.  (EXAMPLE: TO INVOLVE 25 JAYCEES.)

	Description: To distribute sales persons (members) with creatively displayed glow necklaces throughout crowd to sell.  This project enables members to develop sales skills in a non-threatening environment.

	This project will assist in attaining the goal "to conduct at least three projects to raise funds for charities and to involve 15 different members in at least one community fund raising project." in the community fund raising Pinnacle Area/CPG Category, under the community development Area, as outlined in the 1998 Chapter Planning Guide for the West St. Louis County Jaycees.

Goals:

A. To raise $1500.00 to be divided between Jaycee and local charities.
 
B. To involve four Jaycees in the sale of glow necklaces.  

C. To sell surplus glow necklaces from the summer of  1997 projects.

D.  To recruit one new member.

3. WHAT ARE THE SPECIFIC MANPOWER ASSIGNMENTS?  (SHOW NAMES AND DUTIES.)

A. President:
	Name: Beth Cox

Duties:
1.	To insure that the goals established in the chapter plan are accomplished.
2.	To serve as an ex-officio member of the planning committee for this project.

B. Programming Vice President:
	Name: Heidi Graser (Community)



Duties:
1.	To assist the chairperson in any way necessary for successful completion of this project.
2.	To make sure the Chairman's Planning Guide is completed for the project.
3.	To handle any required training of committee members.

C. Project Co-Chairperson:
	Name: Susan Reynolds

Duties:
1.	To complete the Chairman's Planning Guide.
2.	To recruit members to serve on the planning committee.
3.	To assist with internal publicity at General Membership Meetings.
4.	To recruit and assign manpower duties.

D. Project Co-Chairperson:
	Name: Dawn Olenjack 
Duties:
1.	To complete the Chairman's Planning Guide. 
2.	To recruit members to serve on the planning committee.
3.   To assist with internal publicity at General Membership Meetings.
	4.   To handle stock and income.

E. Finance Sub-Chairperson:
	Name: Suzanne Archer

Duties:
1.	To ensure the financial stability of the chapter.
2.	To handle all financial matters concerning this project, including handling any monetary income and payment of any bills.
3.	To assist with any other matters concerning this project as they are needed.

F. Newsletter Editor:
	Name: Debbie Velten

Duties:
1.	To assist with internal PR of the project through the use of the chapter newsletter.
2.	To assist with any other matters concerning this project as they are needed.

G. Manpower - In addition to the above planning committee members, the successful completion                                  
                         of this project will require a total of  2 additional members from the chapter.      




4. WHAT SPECIFIC MATERIALS, SUPPLIES, AND RESOURCES WILL BE REQUIRED?

Items to be provided by the Chapter:
A. Item: Chapter Plan
Responsible Member: Programming Vice President
Use: To set goals for the project that are consistent with the overall goals of the chapter.
B. Item: Chairman's Planning Guide from previous or similar project
Responsible Member: Programming Vice President
Use: To see a basic CPG format and to get ideas for the successful completion of this project based on results from an earlier project of a similar nature.
C. Item: The WestCo News
Responsible Member: Newsletter Editor
Use: To provide internal PR about the project to members of the chapter.
D. Item: Membership Roster
Responsible Member: Programming Vice President
Use: To Personally contact chapter members about the project.
E. Item: Meeting Agendas from General Membership Meetings and Board Meetings
Responsible Member: Chapter President
Use: To assist with internal PR about the project.
F. Item: Meetings
Responsible Member: Chapter President
Use: To provide information to the members about the project, as well as planning future strategy concerning the function.
G. Item: Glow Necklaces
Responsible Member: Lori Vincent 
Use: To sell for profit.
H. Item: Aprons
Responsible Member: Wendy Cox
Use: To use for monetary organization of cash from sales.

Items to be provided by Chapter Members:
A. Item: First aid tape:  To protect fingers from blisters when activating the necklaces.
Responsible Member: Heidi Graser
Date Needed: July 4, 1998

Items to be provided by non-Jaycee resources:
A. Item: Meeting Location - The Pointe at Ballwin Commons
Supplier: City of Ballwin
Address: 1 Ballwin Commons Drive, Ballwin MO 63011, (314) 227-8950
Contact Person: Tom McCarthy
Responsible Member: Chapter President
Date Needed: 1st & 3rd Thursdays
Donation or Purchase: Donation

5. DESCRIBE THE POTENTIAL PROBLEMS AND SOLUTIONS TO SUCCESSFULLY COMPLETE THIS PROJECT.

Problem: Event rained out or canceled.
Solution: Have members aware of possible need to reschedule.  Have backup ready for
               rescheduled date.

Problem: Defective glow necklaces.
Solution: Be prepared to refund money to those who purchase defectives.  Save and return 
              defectives to supplier for refund.

Problem: Lack of manpower.
Solution: Notify members in advance of need for manpower.

6. COMPLETE A PROPOSED BUDGET INDICATING ALL ANTICIPATED INCOME AND EXPENSE. (NOTE: INCOME SHOULD EQUAL EXPENSE.)

Income: 

Appropriation from the Chapter			$ 150.00		
Donations:  Glow Necklace Surplus               	$ 882.00	
Other Income:	Glow Necklace Sales			$ 1500.00		
							------------	
				Total Income		$ 2532.00	

Expense: 

Return of Appropriation from the Chapter		$150.00	
Value of Donations:  Glow Necklace Surplus	            $882.00	
Other Expenses:					$0.00					
Return to Chapter (Profit)				$1500.00	
							------------	
				Total Expense   	$2532.00	


7. LIST THE SPECIFIC STEPS TO BRING THIS PROJECT TO A SUCCESSFUL COMPLETION SHOWING PLANNED DATES FOR EACH STEP.

Date      	Step to be taken
5/21/98	Agree to serve as chairperson.
6/7/98  	Approval from the Board of Directors.
6/18/98	Approve as part of the Chapter Planning Guide.
6/18/98 Approval from the Chapter.
6/18/98	Complete the first seven questions of the CPG.
6/18/98	Recruite Manpower.
6/18/98	Verify amount of surplus stock.
7/4/98  	Have stock delivered.                             
7/4/98   Anticipate date of project.
7/4/98   Prepare to sell glow necklaces at dusk.
7/10/98  Write thank-you notes & mail
7/16/98  Final report to the chapter.
7/18/98	 Complete the CPG.







IMPLEMENTATION AND EVALUATION

8. RECORD ANY REVISION OF THE ORIGINAL PLAN.

Date: 7/4/98
Revision: Added two additional Jaycee members for manpower

Date: 7/4/98
Revision: Began sales as soon as crowd arrived, rather than waiting for dusk. 

Date:  7/16/98
Revision:  Chapter Planning Guide Approved.

9. LIST SOLUTIONS OR RECOMMENDATIONS FOR A FUTURE CHAIRPERSON.

Order more stock than anticipated sales to insure maximum profit.  Verify exclusivity of the project at scheduled event.  We encountered another group trying to sell glow necklaces and therefore had to request the City Project Coordinator to intervene in order to protect our project.  We also discovered an individual selling the same product for personal gain.  We quickly had her removed from the premises.

10. GIVE SPECIFIC AND MEASURABLE RESULTS FOR EACH GOAL ESTABLISHED.  DESCRIBE THE IMPACT OF THIS PROJECT ON THE CHAPTER, INDIVIDUAL MEMBERS, AND THE COMMUNITY.

Goal Results:

A. To raise $1500.00 to be divided between Jaycee and local charities. This goal was met and exceeded by over $600.

B. To involve four Jaycees in the sale of glow necklaces.  This goal was met and exceeded by including five members, the co-chairpersons and one prospective member.  

C. To sell surplus glow necklaces from the summer of  1997 projects.  This goal was met as all surplus was sold in two hours.  Sales would have continued if stock were available.

D. To recruit one new member.  This goal was not met.

Benefit to the Individual:
This is a fun and profitable project to be involved with while still having time to enjoy the Fourth of July celebration.  Each individual participating had the opportunity to develop their own creative sales techniques. For example wearing the necklaces in different places in order to increase visibility of the product and therefore increase sales.

Benefit to the Chapter:
The chapter benefits from the public exposure of this project.  This project has a high return of profit with minimal effort from the chapter.

Benefit to the Community:
With the large profit margin associated with this project we are able to distribute more funds to community charities as well as the Jaycee charities.




West St. Louis County Jaycees