WEST ST. LOUIS COUNTY JAYCEES GLOW NECKLACES CHAIRMAN'S PLANNING GUIDE 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.) 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 "focus fundraising efforts toward JCFAN, Wonderland Camp and one local one national charity," under the community development area, as outlined in the 2002 Chapter Planning Guide for the West St. Louis County Jaycees. Goals: A. To raise $1500.00 to be divided between Jaycee charities. B. To involve four Jaycees in the sale of glow necklaces. C. To sell surplus glow necklaces from the summer of 2001 projects. D. To recruit one new member. 3. WHAT ARE THE SPECIFIC MANPOWER ASSIGNMENTS? (SHOW NAMES AND DUTIES.) A. President: Name: Matt Schaefer 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: Jennifer Voyles (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 Chairperson Name: Jeff Risley 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. Finance Sub-Chairperson Name: Len DeMoor 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. E. 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: Communication to Chapter Members Responsible Member: President 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: Aprons Responsible Member: Project Chairperson Jeff Risley 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: Date Needed: June 21, 22, July 4, 2002 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 Thursdays Donation or Purchase: Donation B. Item: Glow Necklaces (order 2500 for both events) Supplier: Multiple Options Addresses: Nicaboyne, Inc. (2002) 28283 W. Maple Avenue Barrington, IL 60010 (847) 845-3847 www.nicaboyne.com Chemical Light, Inc. (2000) Alan Fishman 595 N. Lake Parkway Vernon Hills, IL 60061 (800) 367-4569 www.chemlite.com World Plastics Corp. (2000) Chris Little P.O. Box 14873 Cincinnati, OH 45250 (513) 471-7075 www.worldplastics.com 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. May be able to mix and match pieces of different glow necklaces if you have the Kind that breaks up into multiple pieces. Problem: Lack of manpower. Solution: Notify members in advance of need for manpower. Also, State and Region Program Managers for JCFAN and Wonderland Camp would love to come out and work this project, as well as members of other chapters - they get POC points for doing a visitation if they provide three or more people. 6. COMPLETE A PROPOSED BUDGET INDICATING ALL ANTICIPATED INCOME AND EXPENSE. (NOTE: INCOME SHOULD EQUAL EXPENSE.) Income: Appropriation from the Chapter $ 750.00 Donations: Glow Necklace Surplus $ 250.00 Other Income: Glow Necklace Sales $ 1500.00 ------------ Total Income $ 2500.00 Expense: Return of Appropriation from the Chapter $750.00 Value of Donations: Glow Necklace Surplus $250.00 Other Expenses: $0.00 Return to Chapter (Profit) $1500.00 ------------ Total Expense $2500.00 7. LIST THE SPECIFIC STEPS TO BRING THIS PROJECT TO A SUCCESSFUL COMPLETION SHOWING PLANNED DATES FOR EACH STEP. Date Step to be taken 05/01/02 Agree to serve as chairperson. 01/31/02 Approval from the Board of Directors. 02/07/02 Approve as part of the Chapter Plan 06/01/02 Recruit Manpower. 06/01/02 Verify amount of surplus stock. 06/05/02 Order more stock to make sure we have enough 06/10/02 Have stock delivered. 06/21/02- Anticipate date of project. 06/23/02; Prepare to sell glow necklaces at dusk. 07/04/02 07/11/02 Final report to the chapter. 08/18/02 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: 7/4/02 Revision: Began sales as soon as crowd arrived, rather than waiting for dusk. 9. LIST SOLUTIONS OR RECOMMENDATIONS FOR A FUTURE CHAIRPERSON. Have someone go to Manchester Road before fireworks start (lots of people watch from businesses near Clarkson and Manchester). 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. Have several different suppliers send samples so we know which one has the best product. Ask the President or past chairperson for names of different companies. Internet search is also helpful. Have the bands playing at Ballwin Days and 4th of July announce glow necklace sales, the charities they are benefiting, etc. It can help generate more sales. Also, that gives us additional PR. Getting the State or Region Program Manager of JCFAN or Wonderland Camp is an easy way to get extra help, if you are short on manpower. In addition, other chapters love to make visitations to other chapters, so if you make arrangements in advance, that is another easy way to get extra help if you need. 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 2001 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 Ballwin Days and 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; JCFAN, Wonderland Camp and Access Day at the Fair. West St. Louis County Jaycees