Chairman's Planning Guide

Project:  Alderman Meetings

PLANNING

1.	PRIMARY PURPOSE.  (WHAT IS THE ONE REASON YOU WANT TO SUCCESSFULLY RUN THIS PROJECT?)
The primary purpose of this project is to promote our member's participation at local city alderman/council meetings..


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.)

Description:  This project has been held in the past with limited success.  The board of directors has been trying for several years to get our membership involved in the local government process.  This project could result in having our members more in tune with the democratic process, and get the name of the West St. Louis County Jaycees out in the communities we service.

This project will assist in attaining the goal "attend 3 different alderman meetings in the communities we serve" in the Government Involvement Pinnacle Area/CPG Category, under the Individual Development Area, as outlined in the 1998-1999 Chapter Planning Guide for the West St. Louis County Jaycees.

Goals:

A.	To get at least 10 members to attend at least 1 alderman meeting in their community.

B.	To promote the West St. Louis County Jaycees in the cities we service.


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:	Craig Musser (Individual)

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:	Craig Musser (Individual)

Duties:
1.	To complete the Chairman's Planning Guide.
2.	To assist with internal publicity at General Membership Meetings.
3.	To obtain agendas from various cities.
4. To provide membership with meeting times and locations.  

D.	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.

E.	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 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 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: 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: 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.

Items to be provided by Chapter Members:  
None

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:	Agendas
Supplier:	Local City Halls 
Address:	Various
Contact Person: City Clerk
Responsible Member: Project Chairperson
Date Needed: Prior to each membership meeting
Donation or Purchase: Donation.



5.	DESCRIBE THE POTENTIAL PROBLEMS AND SOLUTIONS TO SUCCESSFULLY COMPLETE THIS PROJECT.

Problem:	Not enough interest in attending meetings.
Solution:	Encourage members to get involved and let their voice be heard in their local governments.  

Problem:	Members do not live in service area.
Solution:	Provide meeting times of other cities or identify how to find out when and where meetings take place.

6.	COMPLETE A PROPOSED BUDGET INDICATING ALL ANTICIPATED INCOME AND EXPENSE. (NOTE: INCOME SHOULD EQUAL EXPENSE.)

Income: 

Appropriation from the Chapter
$





Donations (list):
Meeting Location
$
50.00


$



$



$

Other Income:





$



$



$




------------

Total Income
$
50.00

Expense: 

Return of Appropriation from the Chapter
$
0.00




Value of Donations (list):  Meeting Location
$
50.00


$



$



$

Other Expenses:





$



$



$





Return to Chapter (Profit)
$
0.00



------------

Total Expense
$
50.00


7.	LIST THE SPECIFIC STEPS TO BRING THIS PROJECT TO A SUCCESSFUL COMPLETION SHOWING PLANNED DATES FOR EACH STEP.

Date		Step to be taken

07/15/98	Approved as part of the Chapter Planning Guide.
06/06/98	Approval from the Board of Directors.
07/15/98	Approval from the Chapter.
05/30/98	Agree to serve as chairperson.
06/13/98	Complete the first seven questions of the CPG.
06/14/98	Contact local city halls to obtain agendas and determine meeting times and locations.
06/17/98	Contact county courthouse for information on other cities in the metro area.
06/18/98	Submit newsletter article.
06/18/98	Announce project at membership meeting.
07/02/98	Announce project at membership meeting.
Ongoing	Anticipated date of project.
Ongoing	Final report to the chapter.
07/18/98	Complete the CPG.

IMPLEMENTATION AND EVALUATION

8.	RECORD ANY REVISION OF THE ORIGINAL PLAN.

No changes made to project.


9.	LIST SOLUTIONS OR RECOMMENDATIONS FOR A FUTURE CHAIRPERSON.

Contact the city clerks in the communities we service to see about the possibilities of having a board member speak at our meetings.  Try to get 1 person who lives in each city in our service area to take the lead for that city.  Then have them announce upcoming discussion topics for those cities.  


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. Only 1 member identified that they had attended an alderman meeting.  This goal was not met.

B. Due to lack of participation in this project, the West County Jaycees were not promoted in the cities we service.  This goal was not met.

Benefit to the Individual:
Members who attend city alderman meetings will become more aware of the democratic process.

Benefit to the Chapter:
Members who attend city alderman meetings are more likely to be active in the Jaycee meetings, resulting in a better meeting.  

Benefit to the Community:
The community will benefit from having more residents involved in the government process and will be more aware of what the residents do or don't want in their communities.

West St. Louis County Jaycees - Chairman's Planning Guide		Page 6