Chairman’s Planning Guide

Project: Competitions Training

PLANNING

1. PRIMARY PURPOSE.  (WHAT IS THE ONE REASON YOU WANT TO SUCCESSFULLY RUN THIS 
PROJECT?)
	The primary purpose of this project is explain the various competitions that Jaycees can participate in at 
Region, State and National events.

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.)

	At a General Membership Meeting, the trainer will talk about the various competitions, how the judging is 
done, what Jaycee skills are needed, and which competitions require paperwork done prior to the competition.

	This project will assist in attaining the goal “To conduct at least 6 Jaycee Training projects” in the 
Leadership Development Pinnacle Area/CPG Category, under the Individual Development Area, as outlined in the 
1997-1998 Chapter Planning Guide for the West St. Louis County Jaycees.


Goals:
A. To have 20 members attend the project.
B. To have 5 members participate in competitions at the next State Meeting.
C. To run the project at no cost to the chapter.


3. WHAT ARE THE SPECIFIC MANPOWER ASSIGNMENTS?  (SHOW NAMES AND DUTIES.)

A. President:
	Name: Karin Seymour
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.


B. Programming Vice President:
	Name: Debbie Velten
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 Chairman:
	Name: Susan Allard

Duties:
	1. To complete the Chairman’s Planning Guide.
	2. To coordinate and promote the project.
	3. To obtain the training materials.
	4. To conduct the training.
	5. To assist interested members in registering for competitions.

D. Finance Sub-Chairman:
	Name: Wendy Cox

Duties:
	1. To handle all financial matters concerning this project, including handling any monetary income and 
payment of any bills.


E. Manpower - at least 20 members will be needed for 1 hour, to learn about the various Jaycee competitions.


4. WHAT SPECIFIC MATERIALS, SUPPLIES, AND RESOURCES WILL BE REQUIRED?

Items to be provided by the Chapter:
A. Chapter Plan
B. Chapter Newsletter
C. Chapter Roster
D. Past Chapter CPG
E. Chairman’s Planning Guide form and guidelines
F. Meeting Agendas and Minutes
G. Chapter General Membership Meetings
H. Chapter Board of Directors Meetings
I. Competition Requirements
J. Competition Sample Questions

Items to be provided by Chapter Members:
A. Item: Copies of Competition Information
Responsible Member: project chairman
Date Needed: day of project

Items to be provided by non-Jaycee resources:
A. Item: location for the project
Supplier: City of Ballwin
Address: 1 Ballwin Commons, Ballwin MO 63011
Contact Person: Linda Bruer
Responsible Member: Karin Seymour
Date Needed: day of project
Donation or Purchase: donation


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

Problem: People may be afraid to enter competitions.
Solution: The trainer need to encourage members to take on a new challenge.

Problem: People will want to know what to expect in order to prepare for competitions.
Solution:  Have sample questions available.  Ask members who have competed before to share their experiences.



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

Income: 

Appropriation from the Chapter
$
0.00




Donations (list):




copies
$
50.00

location
$
15.00





Total Income
$
65.00


Expense: 

 Return of Appropriation from the Chapter
$
0.00




Value of Donations (list):



copies
$
15.00

location
$
50.00




Return to Chapter (Profit)
$
0.00





Total Expense
$
65.00





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

Date      	Step to be taken

05/13/97	Approve as part of the Chapter Planning Guide.
05/13/97	Get approval from the Board of Directors.
05/13/97	Get approval from the Chapter.
12/04/97	Accept Chairmanship.
12/06/97	Complete the first nine questions of the CPG.
12/11/97	Get training materials.	
12/18/97	Promote the project at the membership meeting.
01/08/98	Anticipated date of project.
01/22/98	Final report to the chapter.
01/30/98	Complete the CPG.



IMPLEMENTATION AND EVALUATION

8. RECORD ANY REVISION OF THE ORIGINAL PLAN.

01/05/98:  Three members from the St. Peters Jaycees, including the “First Timers” Program Manager for the 
Missouri Jaycees, were planning to attend the meeting as a visitation.  When they heard we were 
conducting Competition Training, they all offered their services as prior competitors to give first-hand 
information on the experience of competing.

9. WHAT CHANGES OR RECOMMENDATIONS DO YOU HAVE FOR A FUTURE CHAIRMAN?

I would recommend that this project be run a few weeks before a Region or State meeting.  In this case, this meeting 
was one month before the Missouri Jaycees Winter Meeting.  The members were very excited about competing, and 
many of them registered for competitions at the Winter Meeting in February.


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 have 20 members attend the project.
 This goal was met.
B. To have 5 members participate in competitions at the next State Meeting.
 This goal was surpassed.  5 members participated in First Timers and 3 more participated in other 
competitions (Speak-Up, Write-Up and Jaycee Jeopardy).
C. To run the project at no cost to the chapter.
This goal was met.


Benefit to the Individual:
	The individual member benefits by learning about a program that will get them more active in the Jaycees.  
This helps them become a better Jaycee, and also to reap the benefits of being a Jaycee.  The individual also benefits 
by gaining self-confidence.  The various competitions are also designed to test and improve various skills such as 
speaking in public and writing effectively.

Benefit to the Chapter:
	The chapter benefits by having more members active and excited about being a Jaycee.   The members that 
compete also set a great example for other members of how being a Jaycee can help you improve your speaking &/or 
writing skills.

Benefit to the Community:
	The community benefits from having a Jaycee chapter with excited, active members.  An active Jaycee 
chapter can do more for the community, which is obviously of benefit to the community and its citizens.

West St. Louis County Jaycees - Chairman’s Planning Guide	Page 1