Chairman's Planning Guide Project: Ballwin Days Beer Booths 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 the chapter's general treasury by running by the beer concession at the annual Ballwin Days Festival. 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 consists of running two beer booths at the City of Ballwin's annual Ballwin Days Festival. We will be selling beer during the hours of the festival on Friday, Saturday and Sunday. This project will assist in attaining the goal "conduct at least six fundraising projects raising at least $20,000.00" in the Financial Management Pinnacle Area/CPG Category, under the Management Development Area, as outlined in the 1998 Chapter Planning Guide for the West St. Louis County Jaycees. Goals: A. To raise $4,500.00 for the chapter's general treasury. B. To involve at least 30 members in the planning and implementation of this project. C. To involve at least six (6) new members in the planning and implementation of this project. D. To sign at least (5) new members for this chapter. 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: Stacey Rader (Management) 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: Diane Kieliszewski 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. D. Co-Chairperson: Name: Brian Cox Duties: 1. Responsible for filling out forms and acquiring all liquor licenses. 2. To assist with the implementation of this project. 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 64 additional members from the chapter. H. T-shirt Sub-chairman: Name: Address: Home Phone: Work Phone: Duties: 1. To design and obtain T-shirts 2. To distribute T-shirts to workers at the project 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. Date Needed: 6/11/98 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. Date Needed: 6/18/98 C. Item: The WestCo News Responsible Member: Newsletter Editor Use: To provide internal PR about the project to members of the chapter. Date Needed: 7/1/98, 8/1/98, 9/1/98 D. Item: Membership Roster Responsible Member: Programming Vice President Use: To Personally contact chapter members about the project. Date Needed: 6/18/98 E. Item: Meeting Agendas from General Membership Meetings and Board Meetings Responsible Member: Chapter President Use: To assist with internal PR about the project. Date Needed: Prior to each meeting on the 1st & 3rd Thursday of each month. 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. Date Needed: 1st & 3rd Thursday of each month. G. Item: Membership Brochures Responsible Member: Susan Allard Use: To help recruit new members Date Needed: 8/28/98 H. Item: Buckets and cleaning materials Responsible Member: Diane Kieliszewski Use: To clean the booths before, during and after this project. Date Needed: 8/28/98 J. Item: Contract Renewal papers from Ballwin Days Committe. Responsible Member: Brian Cox Use: To set forth operating conditions and financial terms for this project. Date Needed: 6/30/98 K. Item: Money boxes and aprons Responsible Member: Diane Kieliszewski Use: To hold and organize money during the festival Date Needed: 8/2898 L.. Item: West St. Louis County Jaycees Signs Responsible Member: Diane Kieliszewski Use: To promote our organization and recruit new members. Date Needed: 8/28/98 Items to be provided by Chapter Members: A. Item: Lawn Chairs Responsible Member: Individual members will be responsible for their own. Date Needed: August 28, 29 and 30 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 B. Item: Booth Locations Supplier: Ballwin Days Committee Address: City of Ballwin, Vlasis Park Contact Person: Tim Vincent Responsible Member: Diane Kieliszewski Date Needed: August 28, 29, 30 Donation or Purchase: Donation C. Item: Deposit Bags, Deposit Slips, Money Wrappers, Change Supplier: Nations Banks Address: 15115 Manchester Rd. Contact Person: n/.a Responsible Member: Susan Archer Date Needed: August 28, 29, 30 Donation or Purchase: Purchase D. Item: Beer and Promotional Materials Supplier: St. Louis Beer Sales Address: 4233 N. Union Blvd., St. Louis, MO 63115 Contact: Al Grantham Responsible Member: Brian Cox Date Needed: August 28, 29, 30 Donation or Purchase: Purchase 5. DESCRIBE THE POTENTIAL PROBLEMS AND SOLUTIONS TO SUCCESSFULLY COMPLETE THIS PROJECT. Problem: Lack of member participation Solution: We will inform membership of upcoming project through announcement at general membership meetings and articles in the membership newsletter. Members will be recruited to assist by calling members to volunteer to work shifts at the festival Problem: Lack of appropriate change in the money box Solution: Monitor the money box at various times and keep a large supply of rolled coins. Locate alternative sources for additional change. Problem: Weather Solution: We will inform members to dress appropriately for weather conditions. 6. COMPLETE A PROPOSED BUDGET INDICATING ALL ANTICIPATED INCOME AND EXPENSE. (NOTE: INCOME SHOULD EQUAL EXPENSE.) Income: Appropriation from the Chapter $ 1,600.00 Donations (list): Meeting Location $ 50.00 Other Income: Sale of Beer $ 17,760.00 ------------ Total Income $ 19,410.00 Expense: Return of Appropriation from the Chapter $ 1,600.00 Value of Donations (list): Meeting Location $ 50.00 Other Expenses: St. Louis Beer Sales $ 4,973.20 Ballwin Days Committee $ 7,636.80 Ice for micro-brew beer $ 64.00 Licenses: Ballwin City $ 35.00 St. Louis County $ 27.00 State of Missouri $ 25.00 ------------- Total Licenses: $ 87.00 Return to Chapter (Profit) $ 4999.00 ------------ Total Expense $ 19,410.00 7. LIST THE SPECIFIC STEPS TO BRING THIS PROJECT TO A SUCCESSFUL COMPLETION SHOWING PLANNED DATES FOR EACH STEP. Date Step to be taken 06/05/98 Approved by Board of Directors 06/18/98 Agree to serve as chairperson. 06/30/98 Turn in Vendors Agreement with Ballwin Days Committee 07/16/98 Approved as part of the Chapter Planning Guide. 07/16/98 Approval from the Chapter. 07/19/98 Complete the first seven questions of the CPG. 07/27/98 Set up call committee to schedule workers 07/30/98 Obtain all necessary liquor licenses 07/30/98 Submit article to Debbie Velten for newsletter 08/06/98 Promote Project at general membership meeting 08/20/98 Promote Project at general membership meeting 08/21/98 Obtain a complete list of volunteers to work during project 08/24/98 Evaluate manpower 08/26/98 Call members to remind them of their commitment to the project 08/28 - 8/30/98 Dates of project. 09/14/98 Submit article to Debbie Velten on success of project 09/14/98 Receive and pay all bills 09/14/98 Send thank-you notes to members who volunteered during the project. 09/17/98 Present final report to chapter (with all bills received and paid) 09/30/98 Turn in completed CPG IMPLEMENTATION AND EVALUATION 8. RECORD ANY REVISION OF THE ORIGINAL PLAN. Date: 9/20/98 Revision: Rescheduled date to send thank-you notes to members who volunteered during the project. Original date was 9/14/98. Rescheduled date is 9/24/98. Date: 9/17/98 Revision: Rescheduled date to present final report to chapter (with all bills received and paid). Rescheduled presentation to 10/1/98. 9. LIST SOLUTIONS OR RECOMMENDATIONS FOR A FUTURE CHAIRPERSON. 1) Have a clipboard at each station which members can check their schedule and check off their names when they arrive. This will also help people know which booth needs help and when new members will arrive. 2) Counting money during the day (at least once) on Saturday was a big help at the end of the night. Best to count $1s and $5s in $50 increments. 3) Obtain cups for the staff to use during the project. If staff uses a Ballwin Days Cup, the chapter pays $.50 for each cup used by the chapter. Possibly a couple dozen cups could be purchased to provide to staff members to use during this project. 4) $1,000 in quarters is recommended to begin the project on Friday if the beer prices remain constant for 1999. $500 in $1s and $400 $5s and $10s should work better than $300 in $1s and $300 in $5s and $10s for 1998. Recommend at $1,000 more in quarters for Saturday unless quarters are retained from Friday night. Recommend buying quarters from the tip jars for Saturday and Sunday whenever possible. 5) Separate zip-lock bags for each booth (chits and tip jar) is helpful for deposit drops. This allows these booths to be counted separately. 6) I would recommend a co-chair at each location to make sure members get what they need. 7) Corona was a big seller. I would recommend Corona again. Assign an individual to purchase limes for the Corona. 8) Call prospective members. Many may want to participate in this project. Alert the membership chair if any prospective members will be attending. 9) Count chits nightly. Place this number with the deposit totals for each booth nightly. 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 $4,500.00 for the chapter's general treasury. This goal was met as we made $4,999.00 in profit to our chapter. B. To involve at least 30 members in the planning and implementation of this project. This goal was met as we had 38 members participate in the project throughout the weekend. This included four prospective members. We also had a number of former jaycees and the state executive board members participate in this project. C. To involve at least six (6) new members in the planning and implementation of this project. This goal was met as we had 12 new members working during this project. D. To sign at least (5) new members for this chapter. This goal was met as we signed 16 new members. We hope to involve these new members in many future projects. Benefit to the Individual: As a new member with the Jaycees, this project was very informative. It showed how the St. Louis West County Chapter pulls together as a team. I know have the ability to tap a keg within five minutes. This skill should be useful in future Jaycee projects. All members were extremely generous with their time. Many members stayed beyond their scheduled times to assist other members during the project. The dedications by the membership directly resulted in the success of this project. I am grateful for their support would feel very comfortable chairing this project again next year. Benefit to the Chapter: In addition to the money we generated for the chapter, our chapter was able to achieve public awareness of our organization through Jaycee signs at each booth and an appearance at the St. Louis MDA Telethon for our tips for MDA. This project was able to re-involve inactive members, involve new members and recruit new members. Beyond the work involved in this project, members and prospective members were able to build relationships with chapter members. This will help members maintain the commitment to the chapter and keep them involved in future projects as well as make a great first impression with prospective members. Benefit to the Community: Our commitment to this project helped the city of Ballwin provide a great city festival and provided the city with funds to cover festival expenses. In addition to the support we supplied to the city of Ballwin, we collected tips for MDA. We donated $1,000 to MDA as a direct result of this project.