Cancer Relay for Life
Fremont Jaycees
P O Box 376
Fremont, NE 68026
International Area of Opportunity
International Involvement Commission
POP Div 5
Chapter Division 3
Nebraska
Fremont Jaycees: American Cancer Relay for Life
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Chairman’s Planning Guide (CPG)
Planning
1.
Primary Purpose (What is the one reason you want to successfully run this project?)
The primary purpose is to raise money for American Cancer Society by participating in the Relay for Life.
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. (Example: To involve 25
Jaycees.)
Brief Description:
The Dodge County Cancer Relay for Life is an annual event in June meant to raise money for Cancer research
and education. Dodge County committee members solicit corporate sponsors and register teams for the 12 hour
walk at Memorial Stadium in Fremont on June 8 overnight to raise money. Teams need to have at least 8
members and suggested fundraising amount for each team member is $100. The teams have an option to set up
camp, decorate their campsite and/or host a fundraiser at the site during the walk. Teams must have one person
on the track at all times to signify how a cancer patient struggles to continue with their battle with cancer. Shirts
are given to the team members and food is provided mostly free of charge. Contests, bands and DJ’s are all a
part of the night and morning. Luminaries are lit in honor or in memory of those who have struggled or are
struggling with cancer and it is a magnificent site. This is the reason many members participate year after year.
A silent auction is also on site for a person to bid to raise more money for the overall fundraising goal.
The Fremont Jaycees have had a team during the 2006 event and it was once again put in the Chapter plan to
continue with this worthwhile project.
Area of Opportunity: Community, Community Fundraising area
Chapter Goal: Participate in the American Cancer Relay for Life
Fundraise $2500 to give back to the community.”
The goals for this project are as follows:
Goal 1: Raise $1000 for the American Cancer Society by participating in Relay for Life
Goal 2: Have eight members committed to be on the fundraising team
Goal 3: Have at least one member of the team on the track at all times during the 12 hour event
Goal 4: Involve five additional members to participate in the night’s activities
3.
What are the specific manpower assignments?
Project Chairperson
Name…….Deanna Kaup
Address….1445 N. Lincoln Street
Fremont, NE 68025
Phone……402-619-0621
Email……[email protected]
Duties…… *Promote project at Board meetings and General Membership Meetings; write Newsletter article
pertaining to event; arrive early and assist with decorations, banner, camp set up, and luminary set up; recruit
fundraising team members, prepare the team packets for individuals; motivate the team; take pictures and
submit to the newsletter and Newspaper; plan to stay overnight to make sure our manpower shows up;
arrange to have tents available for sleeping; solicit Donations; walk 1 hour shift or when needed; write CPG;
Supervise site clean up
Committee Member
Name…….David Tollefson
Address….345 Cedar Street
Fremont, NE 68025
Fremont Jaycees: American Cancer Relay for Life
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Phone……402-719-8231
Email……[email protected]
Duties…… *Solicit donations
*Attend Event, help with campsite set up and walk 1 hour shift
*Inform team members of the bank night and collect and turn in money
*Help with camp site clean up
Supervising Community Vice President
Name…….Danielle Schulz
Address….1745 N. Union Street
Fremont, NE 68025
Phone……402-719-7883
Email……[email protected]
Duties…… *Assist project chair
*Prepare sign-in walking sheet
*Solicit Manpower, make phone calls about the Event
*Attend Event and walk 1 hour shift
*Oversee project to ensure it meets the goals of the area and goals of the chapter.
*Solicit Donations
*Invite prospective members to event
*Help with site clean up
Treasurer
Name…….Jenn Sheets
Address….2797 County Road 13
Fremont, NE 68025
Phone…… 402-719-6763
Email……. [email protected]
Duties…… *Provide funding for project as funds are requested, subject to receipts being turned in.
*Solicit Donations
President
Name…….Emily Wageman
Address….1866 Gaeth Ave
Fremont, NE 68025
Phone…… 402-720-1372
Email…… [email protected]
Duties……*Oversees all areas of the chapter to ensure that the goals of the Chapter Plan are met
*Ex officio member of all projects
*Solicit Donations
*Attend Event and walk at least a 1 hour shift
Secretary
Name…….Chris Hammang
Address….432 W. 20th Street
Fremont, NE 68025
Phone…… 402-721-6354
Duties……Provides the current roster; solicit donations, attend the event and walk at least a one hour shift
Additional Manpower
Number of Members
Eight
Job Description, Date/Place/Time Needed
Solicit Donations, April and May
Attend event’s activities June 8
Walk 1 hour shift June 8-9, TBD
Fremont Jaycees: American Cancer Relay for Life
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4.
What specific materials, supplies and resources will be required?
(Identifies materials, supplies, miscellaneous resources, including person of committee responsible, and
identifies source of materials and date needed.)
Donated Materials and/or supplies:
Materials/Supplies
Digital Camera, batteries
Sign-in Sheet
Chapter Plan
Newsletter articles
Recruiting brochure (25)
Two tents/hammer
Chapter Banner/stakes
Roster
Fundraising Packets (8)
Resources/Contact Person
DATE NEEDED
Emily Wageman
Danielle Schulz
Emily Wageman
Deanna Kaup
Larry Hangman
Emily Wageman, Deanna Kaup
Danielle Schulz
Emily Wageman
Danielle Schulz
6/8/07
5/25/07
3/9/07
4/12/07 & 5/9/07
6/8/07
6/8/07
6/8/07
5/25/07
2/26/07
Estimated value
$100.00
$ .10
$ .50
$ .50
$1.00
$75.00
$150.00
$ .10
$8.00
Purchased Materials and/or supplies:
Materials/Supplies
Decorations
Resources/Contact Person
Deanna Kaup
Resources:
Marilyn Wise
American Cancer Society Dodge County
1974 E. 12th Street
Fremont, NE 68025
402-727-7635
5.
DATE NEEDED
6/5/07
Estimated price
$25.00
Nobbies Party Store
120th & Center
Omaha, NE 68144
402-333-6300
Describe the potential problems and solutions to successfully complete this project.
Potential Problem: Not enough members to make a team
Solution: 1. Advertise in Newsletter starting in March
2. Call members personally to ask
Potential Problem: Lack of Fundraising sponsors
Solution: 1. Start our efforts in February when the kick-off meeting begins
2. Ask current members to donate or help solicit funds with their employer or family
Potential Problem: Lack of tents
Solution: 1. Walkers don’t stay over night and walkers can come and go as their scheduled time
permits.
2. Committee Members hang out on the bleachers or a blanket and chair at the camp site
Potential Problem: Bad weather
Solution: 1. Prepare with rain gear, umbrellas, warm clothes
2. Listen to the announcements at the event for possible weather concerns and
cancellations
Potential Problem: Not enough walkers to fill schedule
Solution: 1. Assign walkers in plenty of time before event and make a reminder phone call
2. Have the committee chairs commit to filling in when necessary
Fremont Jaycees: American Cancer Relay for Life
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6.
Complete a proposed budget indicating all anticipated income and expense.
(Budget is complete; income and expense balance, materials and supplies are listed and match #4.)
PROPOSED BUDGET FOR CANCER RELAY FOR LIFE
INCOME:
Proposed
Appropriation from chapter:
Registration Fee
$80.00
Value of donated items:
Digital Camera, batteries
Sign-in Sheet
Chapter Plan
Newsletter article
Recruiting brochure
Two tents/hammer
Chapter Banner/stakes
Roster
Fundraising Packets
Decorations
$100.00
$
.10
$
.50
$
.50
$ 1.00
$ 75.00
$150.00
$
.10
$ 8.00
$ 25.00
Other sources of income (list):
Member Sponsor fundraiser
$1,000.00
TOTAL
Value of donated items:
Digital Camera, batteries
Sign-in Sheet
Chapter Plan
Newsletter article
Recruiting brochure
Two tents/hammer
Chapter Banner/stakes
Roster
Fundraising Packets
Decorations
Other expenses (list):
Actual
$100.00
$
.10
$
.50
$
.50
$ 1.00
$ 75.00
$150.00
$
.10
$ 8.00
$ 25.00
Return of appropriation from chapter:
Registration Fee payable to ACS
$80.00
$1,000.00
Funds paid to Am. Cancer Society
TOTAL
Fremont Jaycees: American Cancer Relay for Life
$1,440.20
Proposed
EXPENSES:
Return to chapter (profit):
Actual
$1,440.20
$ 0.00
5
7.
List the specific steps to bring this project to a successful completion, showing planned dates for each
step.
(List specific steps to meet goals and primary purposes of project (refer to #1).)
DATE
STEPS
2/25/07
3/11/07
3/12/07
Late March
4/12/07
4/13/07
4/22/07
Late April
5/8/07
March-June 4
5/9/07
5/9/07
Late May
6/4/07
6/5/07
6/5/07
6/6/07
6/7/07
6/8-9/07
6/11/07
6/14/07
Start CPG --first 7 questions
Present project to board for approval
Contact Dodge County Am. Cancer Society for packets and dates for meetings
Team meeting with ACS
Newsletter article to recruit team members
Phone calls to members to recruit team members
Report on project at Membership meeting
Team meeting with ACS
Report on project at Board meeting
Solicit team donations
Newsletter article to recruit walkers and member donations
Encourage team members to raise more funds and fill out walker schedule
Team meeting with ACS
Bank night—turn in money to ACS
Purchase decorations
Secure camera, banner, tents
Email or phone call walker schedule reminder
Help committee with luminaries
Set up camp site, enjoy the event, take pictures
Submit photos to newsletter and media
Complete CPG and submit for Final approval
Fremont Jaycees: American Cancer Relay for Life
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Implementation and Evaluation
8.
Record and revision of the original plan.
(Identifies major revisions, reason and dates. Include any problems and how they were handled.)
DATE
3/12/07
3/15/07
4/10/07
4/12/07
6/4/07
6/8/07
REVISION
Did not contact ACS to acquire packet information until 1st of April
Missed 1st meeting.
Missed 2nd meeting and had to call Marilyn to see what we missed.
Did not get a newsletter article written about the event. We put the date and information on a
post card instead and sent emails to let members know of the event.
Only two of the eight team members turned in their monies raised on bank night. The ACS
committee said it was ok to turn in at the event—we just would not be eligible to receive a
team award for meeting the minimum funds raised.
Did not have brochures to hand out to potential members. Did not really have an opportunity.
Materials/supplies not planned for:
No additional supplies or materials were necessary.
9.
What changes or recommendations do you have for a future chairperson?
This project requires a lot of lead time to secure the team members, solicit donations and go to meetings.
Split the responsibilities up so that if one person drops the ball, there will be a back up person to go to
meetings and follow the ACS’s schedule. To raise more funds for the event each year, it was suggested to
budget a set amount from the Jaycee Community fundraising line budget in addition to the member funds
raised. To encourage more member Jaycee involvement, we need to make a conscious effort to personally
call members to get them involved in walking or fundraising. We may also want to look into hosting a team
fundraiser in addition to the team member working to solicit donations. Ie: lawn flamingos, dunking tank,
etc. At the event, maybe encourage other walkers to visit our site—sell something or offer free food or
coffee. We can then hand out new member brochures to prospective 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. (refer to #2)
(List specific results for each goal. Was the primary purpose achieved? If not, is the reason satisfactory?
Describe the impact on chapter, members, and community.)
Primary Purpose: The primary purpose was to raise money for the American Cancer Society by participating
in the Relay for Life.
Result: This was accomplished
Goal 1: Raise $1000 for the American Cancer Society by participating in Relay for Life
Result: This goal was not accomplished. We raised $814.00 for the American Cancer Society
Goal 2: Have eight members committed to be on the fundraising team
Result: Goal was accomplished. We had 8 team members committed to the fundraising team.
Goal 3: Have at least one member of the team on the track at all times during the 12 hour event
Result: This goal was accomplished. We filled all ½ hour time slots before the event and everyone fulfilled
their responsibility.
Goal 4: Involve five additional members to participate in the night’s activities
Result: This goal was not accomplished. Even though we had family members (spouses, children)
participate, we only had two additional member attend the event and walk.
Fremont Jaycees: American Cancer Relay for Life
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IMPACT:
CHAPTER: Provided the community with the idea that Jaycees are a strong, established organization. Our
organization was able to be identified with a banner. We also promoted our chapter in a positive manner by
showing that we are a group of young active people in the community. Many of the members got to know each
other a little bit better and developed a sense of teamwork and cooperation.
INDIVIDUAL: This project helped individual members raise awareness of the struggle that cancer patients go
through and to celebrate those who survive the battle. It motivated many members to want to do this again next
year and raise more money for the cause. It also provided an opportunity to take part in a well-advertised and
well-known community event that they may not have been a part of in the past.
COMMUNITY: The project impacted the community by helping to raise money towards the Dodge County
American Cancer Society fundraising goal. It was also an opportunity to remind the community of the
important role the Fremont Jaycees play in our community.
Fremont Jaycees: American Cancer Relay for Life
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ACTUAL BUDGET FOR CANCER RELAY FOR LIFE
Proposed
INCOME:
Appropriation from chapter:
Registration Fee towards ACS
Value of donated items:
Digital Camera, batteries
Sign-in Sheet
Chapter Plan
Newsletter article
Recruiting brochure
Two tents/hammer
Chapter Banner/stakes
Roster
Fundraising Packets
Decorations
Other sources of income (list):
Member Sponsor solicited donations
TOTAL
EXPENSES:
Value of donated items:
Digital Camera, batteries
Sign-in Sheet
Chapter Plan
Newsletter article
Recruiting brochure
Two tents/hammer
Chapter Banner/stakes
Roster
Fundraising Packets
Decorations
Actual
$80.00
$80.00
$100.00
$
.10
$
.50
$
.50
$ 1.00
$ 75.00
$150.00
$
.10
$ 8.00
$ 25.00
$100.00
$
.10
$
.50
$
.50
$ 1.00
$ 75.00
$150.00
$
.10
$ 8.00
$ 25.00
$1,000.00
$734.00
$1,440.20
$1,174.20
Proposed
Actual
$100.00
$
.10
$
.50
$
.50
$ 1.00
$ 75.00
$150.00
$
.10
$ 8.00
$ 25.00
$100.00
$
.10
$
.50
$
.50
$ 1.00
$ 75.00
$150.00
$
.10
$ 8.00
$ 25.00
$80.00
$80.00
$1,000.00
$734.00
$1,440.20
$1,174.20
$ 0.00
$0.00
Other expenses (list):
Return of appropriation from chapter:
Registration Fee to ACS
Funds paid to Am. Cancer Society
TOTAL
Return to Chapter (profit):
Fremont Jaycees: American Cancer Relay for Life
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Relay for Life 2008 - the Fremont Jaycees!