PLANNING: 1. PRIMARY PURPOSE. (WHAT IS THE ONE REASON YOU WANT TO SUCCESSFULLY RUN THIS PROJECT?) The primary purpose of this project is to provide an Easter Egg Hunt for children in the Ballwin area. 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.) This project deals with working with the Ballwin Parks and Recreation Department to provide an Easter Egg Hunt for the children in the Ballwin area. This entails purchasing plastic eggs and candies, stuffing the eggs, and then hiding the eggs at a local park. This project will assist in attaining the goal "to continue to run projects with Cities of Ballwin, Ellisville, and Manchester in the Community Area of Opportunity, as outlined in the 2003 Chapter Planning Guide for the West St. Louis County Jaycees. Goals: A. To involve fifteen (15) Jaycees in the planning and implementation of this project. B. To have at least 400 children participate in the Easter Egg Hunt. C. To solicit donations of at least 1,000 pieces of candy for the Easter Egg Hunt. 3. WHAT ARE THE SPECIFIC MANPOWER ASSIGNMENTS? (SHOW NAMES AND DUTIES.) A. President: Mike Halloran Cell Phone: (314) 705-0957 Work Phone: (636) 230-8611 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: Ruth Livingston (Community VP) Cell Phone: (314) 497-0232 Work Phone: (314) 212-7511 Duties: 1. To make sure that chapter directors make phone calls to new and current members. 2. To recruit at least 5 new members through this project 3. To handle any required training of members. C. Project Chairperson: Ruth Livingston Address: 1 Lantern Light Arnold, MO 63010 Cell Phone: (314) 497-0232 Work Phone: (314) 212-7511 Duties: Solicit donations of at least 1,500 pieces of candy 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 find someone to be the Easter bunny. 5. To work with the City of Ballwin on details. 6. To borrow the bunny suit. 7. To get the plastic eggs from the storage shed. 8. To get candy donated. 9. To stuff the eggs and solicit people to help. 10. To hide the eggs at the park and solicit people to help. 11. To make registration forms and solicit people to help with registration. E. Manpower - In addition to the above planning committee members, the successful completion of this project will require a total of ten (10) 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 the basic CPG format from a similar project 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: Membership Vice President Use: To contact chapter members about the project through personal phone calls, as well as additional phone calls to be made by Directors. 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: Eggs from last year's Easter Egg Hunt Responsible member: Project Chairperson Use: To fill with candy. Items to be provided by Chapter Members: A. Item: Telephone Responsible Member: Directors Date Needed: March-April 2003 B. Item: Location for Easter Egg Stuffing Vlasis Park - Rees Road Responsible Member: Project Chairman Date: April 10, 2003 Time: 1:00 p.m. Items to be provided by non-Jaycee resources: A. Item: Meeting Location The Pointe at Ballwin Commons Address: #1 Ballwin Commons Ballwin, MO 63021 Phone: (314) 227-8950 Contact Person: Bekin Youngblood Responsible Member: Chapter President Date Needed: 1st Thursday of month Donation or Purchase: Donation B. Item: Candy Supplier: Target, Dierbergs, Wal-Mart, Dairy Queen, Schnuck's, Denny's Restaurant, Chucky Cheese and Burger King Restaurant and others. Contact Person: Donating Companies Responsible Member: Project Chairperson Date Needed: April 3, 2003 Donation or Purchase: Donation C. Item: Bunny Suit and Park Location Supplier: City of Ballwin Address: #1 Ballwin Commons Ballwin, MO 63021 Phone: (314) 227-8950 Contact Person: Bekin Youngblood Responsible Member: Project Chairperson Date Needed: April 10, 2003 Donation or Purchase: Donation 5. DESCRIBE THE POTENTIAL PROBLEMS AND SOLUTIONS TO SUCCESSFULLY COMPLETE THIS PROJECT. Problem: No one will volunteer to dress as the bunny. Solution: The President will dress as the bunny. Problem: A potential problem is not getting enough candy donated. Solution: Call on businesses that did not respond to the donation letter. Problem: There are not enough plastic eggs to use. Solution: We will try to get eggs donated. Problem: Not enough chapter members volunteering for the project at needed times. Solution: It's a kid project, solicit friends and neighbors kids for help. Problem: Rains/inclement weather Solution: No rain day scheduled. 6. COMPLETE A PROPOSED BUDGET INDICATING ALL ANTICIPATED INCOME AND EXPENSE. (NOTE: INCOME SHOULD EQUAL EXPENSE.) Income: Appropriation from the Chapter $190.00 Donations (list): candy/eggs $45.00 Total Income: $225.00 Expense: Return of Appropriation from the Chapter $0.00 Value of Donations (list): candy/eggs/polaroid film $45.00 Additional purchases beyond what is donated: Candy and Eggs $140.00 Film $50.00 Printing $0.00 Total Expenses: $190.00 Return to Chapter (Loss) $0.00 7. LIST THE SPECIFIC STEPS TO BRING THIS PROJECT TO A SUCCESSFUL COMPLETION SHOWING PLANNED DATES FOR EACH STEP. DATE STEPS TO BE TAKEN 3/05/04 Complete 1st 7 questions of CPG, review initial details 3/08/04 Send out letters to local merchants asking for candy, eggs, prizes and anything they can donate. 3/09/04 Contact City of Ballwin to verify what they will provide: costume, rope, manpower for the event- find out exact location in the park. 3/15/04 Write newsletter article- send to Heidi Conrad 3/18/04 Follow up with local businesses who received letter and find out what they will donate. 3/18/04 Promote project at general membership meeting. 4/03/04 Have all candy and donated items at hand. 4/04/04 Have Eggs stuffed by this date. 4/10/04 Hide the eggs at Vlasis Park. 4/10/04 Anticipated date of project. 4/10/04 Complete the CPG. 4/10/04 Report to Board of Directors . IMPLEMENTATION AND EVALUATION: 8. RECORD ANY REVISION OF THE ORIGINAL PLAN. Date: 3/18/04 Revision: Not enough candy or eggs were donated to fill all of the plastic eggs so Chapter decided to buy stuffed eggs. Date: 3/22/04 Revision: Stuffing Party was canceled. Date: 3/23/04 Revision: It was decided that 2000 stuffed eggs were not enough. Got more Donations of candy in order to stuff at least 500 eggs. Date: 3/31/04 Revision: 1500 eggs were stuffed with candy and coupons. (Total of 3500 eggs.) 9. LIST SOLUTIONS OR RECOMMENDATIONS FOR A FUTURE CHAIRPERSON. The donations that we were able to get included the following: Dierbergs - Layfette - $10 Gift Card (used for candy) Dierbergs - Clarkson - 10 bags of candy Dierbergs - Marketplace - $25 Gift Card (used for candy) Schnucks - Lacklind - $25 Gift Card (used for candy) Schnucks - Wildwood - 10 bags of candy IHOP - Manchester - 40 Coupons McDonalds - (by the Pointe) - 300 Coupons Chick Fil A - Chesterfield Mall - 40 Coupons Shop N Save - Manchester - $25 Gift Card (used for candy) Here are some main addresses for District Offices - (You will only receive one donation for each of the businesses regardless of how many are located in West County.) Walgreen's 440 N. Highway 67 Florissant, MO 63031 Schnuck's 11420 Lacklind Saint Louis, MO 63146 Dierberg's 16690 Swingley Ridge Road Saint Louis, MO 63017 The Easter Egg Run should be planned all the way in February. Requesting a donation by letter should be at least a month and a half before the project to secure enough time to meet all guidelines that vary in respect from all vendors. I recommend making signs that say 0-3 years, 4-5 years, 6+ and put them on posts in front of each appropriate section. This will give the parents plenty of time to "stage" their children. Also, it was pointed out to me, use candy that is wrapped for health reasons. (No jelly beans.) And, have plenty of pens for registration! 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: Goal A: To involve ten Jaycees in the planning and implementation of this project. Result: This goal was not met as there were seven (7) Jaycees in attendance at the Easter Egg Hunt. Goal B: To have at least 400 children participate in the Easter Egg Hunt. Result: This goal was not met; the estimate of children in attendance was approximately 200. (This was due to the rainy weather.) Goal C: To solicit donations of at least 1,000 pieces of candy for the Easter Egg Hunt. Result: This goal was met. We received enough donations to stuff 1500 eggs. Benefit to the Individual: This project helped the people involved feel good about themselves for running a project that so many others benefited from. Many children showed up, and we had the opportunity to make many of their days brighter. We gave them positive memories of Easter. Benefit to the Chapter: This project greatly benefited the chapter. It helped the people of our chapter to work together for a common cause. This helped in our teamwork skills and helped make us a stronger team. It is a project that the people of Ballwin look forward to each year. Benefit to the Community: This project was a benefit to the community because it gave the people of the community a place to gather together and celebrate Easter. It provided a fun activity for the children of the community. People feel better about their community when they realize that there are people out there who take their time to bring the people together for a positive cause. The primary purpose of this project was to provide an Easter Egg Hunt for children in the Ballwin area, and this was achieved! WEST ST. LOUIS COUNTY JAYCEES BALLWIN EASTER EGG HUNT CHAIRMAN'S PLANNING GUIDE Page 8