Chairman S Planning Guide (CPG)

Fireworks Stand

Fremont Jaycees

P O Box 376

Fremont, NE 68026

Business Area of Opportunity

Financial Management Commission

POP Div 5

Chapter Division 3

Nebraska
Chairman’s Planning Guide (CPG)

Fireworks Stand

Planning

Primary Purpose:

The primary purpose is to raise funds for the General Checking Account.

Brief Description:

Every year, Fremont has vendors sell fireworks in town. They have an ordinance to sell one week prior to the 4th of July and up until midnight on the 4th. Phantom fireworks has a night to preview the new fireworks and then we place our order, based on previous year’s sales. They deliver the stand two days before we can sell to our contracted Staples parking lot. We make sure we sign a contract with Staples and then also ask the Cash-n-Go to use electricity. Inventory arrives the day before opening. Selling product, restocking, taking credit cards, depositing money and marketing our chapter with signage packs the next seven days leading up to and including the 4th. The 5th, inventory is taken and packaged for pickup to credit our account.

Area of Opportunity:Business Area—Financial Management

Chapter Goal: To raise a gross profit of $7,500 of all chapter fundraisers.

Project Goals:

Goal 1:Raise net profit $2,500 for the General Checking Account

Goal 2:Involve 80% of the membership to help with project

Goal 3:Recruit 1 new member

Goal 4: Activate 3 members

Manpower

Management Vice President

Name…….Danielle Schulz

Address….1745 N. Union

Fremont, NE 68025

Phone……402-719-7883

Email……

Duties……Plan contract with Staples, Check-n-Go and Phantom fireworks, make phone calls to Jaycees to man the stand, write newsletter article before and after project, communicate with board about the project, have membership brochures available, work project.

Project Chairperson/President/

Name…….Deanna Kaup-President

Larry Hangman-Secretary

Address….1445 N. Lincoln Ave

Fremont, NE 68025

Phone……402-619-0621

Email……

Duties……Get a Trailer for inventory, preview the new fireworks at Phantom’s dinner and preview night, plan worker schedule, make phone calls, help at stand with inventory and selling, nightly credit card batch download. Post sales tax permit and Fire Marshall’s report. Publish the event in the newsletter. Oversees all areas of the chapter to ensure that the goals of the Chapter Plan are met. Ex officio member of all projects. Work at the project

Treasurer

Name…….Jenn Sheets

Address….2797 County Road 13

Fremont, NE 68025

Phone……402-628-2294

Email……

Duties……Monitor financial status of project and assist in adhering to approved budget. Provide funding for project as funds are requested, subject to receipts being turned in. Deposit daily sales, report to Board. Obtain sales tax permit and pay taxes. Provide a start-up money bag each day.

Secretary

Name…….Larry Hangman

Address….1445 N. Lincoln Ave

Fremont, NE 68025

Phone……402-699-0071

Email……

Duties……Keep records of correspondence pertaining to this project. Maintain needed supplies for this effort. Provide any needed reference material to chairperson such as roster, calling list and sign-up sheets. Record all proceedings relating to this project at meetings. Work at the project.

Additional Manpower

Number of MembersJob Description, Date/Place/Time Needed

25Help with beginning inventoryJune 27—3:00 pm

Work at stand—June 28-July 4--two hour shifts from 10 am-10 pm

Help with final inventory—July 5—9:00 am

Materials & Supplies:

Purchased Items

Item / Date needed / Resource/Person responsible / Price
Packing Tape—3 rolls / 6/27 / Emily--Staples / $10.00
Baskets for small items (5) / 6/27 / Deanna--Staples / $15.00
Copies of inventory beginning and end / 6/27 / Emily—Staples / $4.00
Nails—extra long (10) / 6/27 / Deanna—Ace Hardware / $2.00
Credit Card Machine / 6/16 / Phantom Fireworks / $175.00 rent
Sales Tax Permit / 6/27 / State of Nebraska / $20.00

Donated Items:

Item / Date needed / Resource/Person responsible / Price
Marker (3) / 6/27 / Deanna—home / $3.00
Jaycee Banner / 6/27 / Danielle—Storage unit / $100.00
Staple gun/staples (200) / 6/27 / Deanna—home / $15.00
Membership Roster / 6/27 / Larry—home / $.10
PhoneLand line (batch) / 6/27 / Deanna—home / $25.00
Hammer (1) / 6/27 / Deanna—home / $5.00
Padlocks (3) / 6/27 / Danielle-Storage Unit / $5.00
Tote for carrying supplies to and from stand / 6/27 / Deanna—home / $.75
Cooler for drinks (1) / 6/27 / Deanna-home / $10.00
Water bottles (36) / 6/27 / Deanna / $5.00
Stools/chairs (2) / 6/27 / Danielle-Storage Unit / $15.00
Garbage can/liners (1/10) / 6/27 / Danielle-Storage Unit / $10.00
No Smoking Signs/No Discharging fireworks (5) / 6/27 / Phantom Fireworks / $25.00
Extension Cords (100’)
Membership Brochures(50) / 6/27
6/27 / Danielle-Storage Unit
Larry—copy / $20.00
$10.00

Resources:

StaplesTrailer—

Manager ChadDoug Guebbels

1039 E. 23rd Street402-720-8866

Fremont, NE 68025Fremont, NE 68025

Phantom Fireworks of Nebraska, IncJaycee Storage Unit

Roger BurissAll-Stor

2840 S. 70th Street1450 W. 23rd Street, #403

Lincoln, NE 68505Fremont, NE 68025

800-331-6082

Donna—499-6861

Check-N-GoCredit Card Support

1023 E. 23rd Street1st National

Fremont, NE 68025800-920-9943

402-753-0050

Ace HardwareNebraskaState Fire Marshall—Jeff Tracy

1660 E. 23rd Street246 South 14th Street

Fremont, NE 68025Lincoln, NE 68508

402-727-7067402-430-7165

Potential Problems/Solutions

Potential Problem: Too Hot—Heat Exhaustion

Possible Solutions: Have at least 4 people doing inventory to speed it up

Have a cooler of drinks in stand

Provide first aid kit

Potential Problem: Credit card machine malfunction

Possible Solutions: Call credit card technical help

Do not use

Check power/battery backup

Potential Problem: Credit Card charge incorrectly or use unauthorized card

Possible Solutions: Record phone number of each credit card paying customer if problems

Call Credit Card hotline or bank number to reconcile

Potential Problem: Inventory missing/damaged

Possible Solution: Check inventory as soon as you get it and report missing or damaged to Phantom within 24 hours

Put inventory in trailer as soon as you get it

Don’t leave unattended

Post required No-Smoking signs on stand

Use padlocks for security

Notify Police Dept for extra night coverage

Potential Problem:Not open for the 12 hours required—not enough people to help run stand

Possible Solution: Pre-call members to fill schedule2-3 weeks ahead of schedule

Have roster available to call someone to fill in

Ask family and friends to help if necessary

Provide an incentive for members to work (1/2 price dues= 8 hours?)

BUDGET

Income

Appropriation from chapter……………………$ 216.00

Other Income—Firework’s Sales………………$9,400.00

Chapter donated items:

Jaycee Banner / $100.00
Membership Roster / $ .10
Padlocks (3) / $ 5.00
Stools/chairs / $15.00
Garbage can/liners (1/10) / $10.00
/ $ 15.00
$ 10.00

Extension Cord $ 20.00

Membership Brochures $ 10.00

Non-chapter donated items:

Marker (3) / $3.00
Staple gun/staples / $15.00
PhoneLand line (batch) / $25.00
Hammer (1) / $5.00
Tote for carrying supplies to and from stand / $.75
Cooler for drinks (1) / $10.00
Water bottles (36) / $5.00
No Smoking Signs/No Discharging fireworks / $25.00

Total…………………………………………………..…………$9,864.85

Expense

Chapter donated items:

Jaycee Banner / $100.00
Membership Roster / $ .10
Padlocks (3) / $ 5.00
Stools/chairs / $15.00
Garbage can/liners (1/10) / $10.00
/ $ 15.00
$ 10.00

Extension Cord $ 20.00

Membership Brochures $ 10.00

Non-chapter donated items:

Misc. Expenses:

Tape $ 10.00

Copies $ 7.00

Baskets $ 12.00

Credit card machine $175.00

Nails $ 12.00.

Appropriation from Chapter$ 216.00

Firework’s expense………………………… .$6,900.00

Total……………………………………………………………………$7,364.85

Profit for General Fund………………………………………………….…$2,500.00

7. Calendar of Events

DATEACTIONS

10/4/07Start 1st seven questions of the CPG

10/10/07Call Phantom to confirm that we will do the project in 2008after board approval

1/15/08Receive and sign contract from Phantom

2/15/08Talk to Staples to reserve space

2/15/08Talk to Phantom to confirm and complete agreement and other necessary paperwork. Reserve a credit card machine

5/15/08Write newsletter article

5/19/08Promote at GMM

6/01/08Confirm options for inventory trailer

6/16/08Preview new fireworks at Phantom’s dinner and preview night

6/11/08Make phone calls for stand workers

6/21/08Talk to Check-n-go to confirm electricity use

6/23/08Promote at GMM

6/24/08Meet with inventory trailer delivery man to confirm location

6/25/08Confirm fireworks stand was delivered

6/26/08Check in inventory, set up signs, staple up pricing signs, train on cash machine and

credit card machine, post fire permit-sales tax permit. Get start-up cash for next day sales, lock up trailers/stand

6/27/08Open Stand, help customers, make change, batch Credit Card machine end of night at a land line— Deanna’s home, clean up—dump trash, count money (2 people), unplug extension cord and bring in stand, shut off lights, padlock two doors on stand and door on inventory trailer.

6/28/08Deposit previous day’s sales, provide start-up cash. Open Stand, help customers, make change, batch Credit Card machine end of night at a land line—Deanna’s home, clean up—dump trash, count money (2 people), unplug extension cord and bring in stand, shut off lights, padlock two doors on stand and door on inventory trailer.

6/29/08Deposit previous day’s sales, provide start-up cash Open Stand, help customers, make change, batch Credit Card machine end of night at a land line—Deanna’s home, clean up—dump trash, count money (2 people), unplug extension cord and bring in stand, shut off lights, padlock two doors on stand and door on inventory trailer.

6/30/08Deposit previous day’s sales, provide start-up cash—prepare to have extra for Sunday (bank’s closed). Open Stand, help customers, make change, batch Credit Card machine end of night at a land line—Deanna’s home, clean up—dump trash, count money (2 people), unplug extension cord and bring in stand, shut off lights, padlock two doors on stand and door on inventory trailer.

7/1/08Prepare deposit –bank not open, provide start-up cash. Open Stand, help customers, make change, batch Credit Card machine end of night at a land line—Deanna’s home, clean up—dump trash, count money (2 people), unplug extension cord and bring in stand, shut off lights, padlock two doors on stand and door on inventory trailer.

7/2/08Deposit previous 2 day’s sales, provide start-up cash. Open Stand, help customers, make change, batch Credit Card machine end of night at a land line—Deanna’s home, clean up—dump trash, count money (2 people), unplug extension cord and bring in stand, shut off lights, padlock two doors on stand and door on inventory trailer.

7/3/08Deposit previous day’s sales. Provide extra start-up cash for a busy da on the 4th. Open Stand, help customers, make change, batch Credit Card machine end of night at a land line—Deanna’s home, clean up—dump trash, count money (2 people), unplug extension cord and bring in stand, shut off lights, padlock two doors on stand and door on inventory trailer.two doors on stand and door on inventory trailer.

7/4/08Deposit previous day’s sales, provide start-up cash—prepare to have extra for the 4th (bank is closed). Open Stand, help customers, make change, batch Credit Card machine end of night at a land line—Deanna’s home, clean up—dump trash, count money (2 people), unplug extension cord and bring in stand, shut off lights, padlock two doors on stand and door on inventory trailer.

7/5/08Prepare deposit for 3rd and 4th, inventory, record on box and sheet and pack up with tape for pick up. Make copies of inventory sheet for our records. Take down signs, marketing materials and pack up in separate box. Clean up stand and parking lot of trash. Meet with delivery driver to confirm he receives inventory.

7/10/08Pay Phantom invoice

7/10/08Complete CPG and turn in for board approval

7/23/08Final Report to Chapter at GMM

Implementation and Evaluation

Revisions

DATEREVISION

6/1/08Confirmed free use of NP Dodge Trailer—Steve Ondracek--currently parked in lot for the inventory

6/26/08Received a call from Steve Ondracek to let us know we could not use trailer as he sold a house and they were using the trailer for three days. Dan Knosp, past Jaycee, offered the old Jaycee trailer he purchased to replace the NP Dodge trailer.

6/27/08Huge storm came in as we finished inventory. Water damaged some inventory in the Phantom stand because of leakage. Called Phantom to let them know and they came out on the 28th to check. We purchased a large tarp and stapled to the stand to prevent it from leaking again.

6/29/08Charged a credit card twice to one customer inadvertently. Found on batch that evening and had to fax the report the following day to the bank to reconcile.

7/3-4/08Only 1 person able to man stand all by herself with little help. No one to relieve her when she had to go to the bathroom. Did not get lunch or dinner.

7/4/08Decided to do inventory after close on the 4th because Phantom called and said they would be there by 8 am on the 5th to pick up. Worked very nicely!

7/15/08Still did not receive invoice—called Phantom to confirm address and they told him in next few days.

7/19/08Finally, received bill and paid.

7/23/08GMM was scheduled with the board meeting this month. So a report was giving to the GMM in August.

Recommendations

*Implemented Incentive for ½ prices dues if work 8 hours. Many people were encouraged, but did not show up. Need to hold them accountable to hold their shift. Only had about 8 people take advantage of half price dues.

*Encourage more people to help with inventory set up and take down as well as help on July 4th—maybe another incentive if you work those shifts. We had one person do the day shifts because she took off work. There should be a way to get around that and spread out the shifts rather than rely on one person because it mentally and physically wore out that one person.

*Phantom provides fire & liability insurance and licenses and permits so no need to worry about that. Had to be in contact with Fire Marshal after set up and have everything ready in accordance to Fire rules at all times or stand will be shut down.

*Only need about $100 in start up cash but with lots of one dollar bills.

*Make sure someone attends the fireworks dinner and display in June and pick up binder, startup supplies and credit card machine.

*Provide plenty of water for each day of the stand plus ice! Check to see if HyVee would donate it.

*Consider keeping the stand open later on the 3rd and 4th-maybe midnight if have the help.

*Really worked well to do inventory on the 4th after close. Just make sure the doors are down so customers don’t think we are open.

10. Impact

Primary Purpose: The primary purpose is to raise funds for the General Checking Account

Result: Raised funds for the General Checking Account

Project Goals:

Goal 1: Raise net profit $2,500 for the project

Result: Goal partially met—raised $2, 252 total profit

Goal 2: Involve 80% of the membership to help with project

Result:Goal partially met—had 16 members participate—needed 27

Goal 3: Recruit 1 new member

Result:Did not meet goal. Had a perspective member help us, but did not join.

Goal 4: Activate 3 members

Result: Goal Met—Chris Gann, Beth Brion, Aaron Prokopec, Ashley, Jeff, Adrianne

Chapter Impact:

The impact on the chapter is about work. This project takes a lot of time especially during the day time hours when few are available. The results of a tight ship with great management resulted in a record-breaking profit again this year. The extra money raised will help us play catch-up from the first 6 months with few fundraisers for the general account. We realized that this could have been a better project to provide chapter unity and ownership if we worked a little harder by getting commitments from members to spread out the workload.

Individual Impact:

The impact on the individual is all about pre-planning. To truly have a successful project you need a CPG. You can’t put off what needs to be done at that time. It was very helpful to have used a CPG from the previous year. It is such a large project and a feeling of accomplishment of a job well done was wonderful because we had very few problems! There is always the challenge to try not to do everything yourself and find ways to pass on the ownership of this project to many people rather than just a few. A good lesson learned for me!

Community Impact:

The impact on the community is about visibility. We have a stand on the corner of a very busy intersection. Our Jaycee banner was posted at that corner for all traffic to see who was running that stand. It helps to advertise our name so the community feels like they can support a local organization’s stand rather than going to a stand that will not keep the money in Fremont. By being good “tenants” of Staples by keeping the area clean and making good connections with Check-n-Go is important so that they will welcome us back for future years.

ACTUAL BUDGET FOR FIREWORKS STAND

IncomeProposedActual

Appropriation from chapter………………………..$216.00$ 192.00

Firework’s sales……………………………………$9400.00$6699.00

Chapter donated items:

Jaycee Banner / $100.00 $100.00
Membership Roster / $ .10 $ .10
Padlocks (3) / $ 5.00 $ 5.00
Stools/chairs / $15.00
Garbage can/liners (1/10) / $10.00
/ $ 15.00 $ 15.00
$ 10.00 $ 10.00

Extension Cord $ 20.00 $ 20.00

Membership Brochures $ 10.00 $ 10.00

Non-chapter donated items:

Marker (3) / $3.00 $ 3.00
Staple gun/staples / $15.00 $ 15.00
PhoneLand line (batch) / $25.00 $ 25.00
Hammer (1) / $5.00 $ 5.00
Tote for carrying supplies to and from stand / $.75 $ .75
Cooler for drinks (1) / $10.00 $ 10.00
Water bottles (36) / $5.00 $ 5.00
No Smoking Signs/No Discharging fireworks / $25.00 $ 25.00

Total Income………………………………..…………$9864.85 $7139.85

Expense

Chapter donated items:

Jaycee Banner / $100.00 $100.00
Membership Roster / $ .10 $ .10
Padlocks (3) / $ 5.00 $ 5.00
Stools/chairs / $15.00
Garbage can/liners (1/10) / $10.00
/ $ 15.00 $ 15.00
$ 10.00 $ 10.00

Extension Cord $ 20.00 $ 20.00

Membership Brochures $ 10.00 $ 10.00

Non-chapter donated items:

Misc. Expenses:

Tape $ 10.00$ 10.00

Copies $ 7.00$ 7.00

Baskets $ 12.00$ 0.00

Credit card machine $175.00$175.00

Nails $ 12.00$ 0.00

Appropriation from Chapter$ 216.00$192.00

Fireworks expense………………………… $6900.00 $4447.00

Profit for General Fund………………………………… $2500.00$2252.00

Total Expense…………………………………………$9864.85$7139.85

Fremont Jaycees: Fireworks Stand1