Chairman's Planning Guide Project: First Quarter Dinner Meeting PLANNING 1. PRIMARY PURPOSE. (WHAT IS THE ONE REASON YOU WANT TO SUCCESSFULLY RUN THIS PROJECT?) The primary purpose of this project is to hold a quarterly dinner meeting to celebrate our successes and give out awards. 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 is a fun and popular project. It has been a tradition in our chapter to hold a dinner meeting each quarter to celebrate what we've accomplished and to motivate our chapter for the upcoming quarter.. This project will assist in attaining the goal "to have a recognition dinner each time period" in the Member Services Pinnacle Area/CPG Category, under the Membership Development Area, as outlined in the 1998-1999 Chapter Planning Guide for the West St. Louis County Jaycees. Goals: A. To involve 20 members in the project. B. To recruit 1 new member. C. To run the program at no cost to the 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: Susan Allard (Membership) C. Project Chairperson: Name: Wendy Cox 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. 4. To find a location for the 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 14 additional members from the chapter to meet our goal of 20 people involved in 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: Susan Allard 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: Stacey Rader 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: Debbie Velten Use: To provide internal PR about the project to members of the chapter. D. Item: Membership Roster Responsible Member: Susan Allard Use: To Personally contact chapter members about the project. E. Item: Meeting Agendas from General Membership Meetings and Board Meetings Responsible Member: Beth Cox Use: To assist with internal PR about the project. F. Item: Meetings Responsible Member: Beth Cox Use: To provide information to the members about the project, as well as planning future strategy concerning the function. G. Item: Manpower Responsible Member: Wendy Cox Use: To make phone calls to other members to encourage attendance. Items to be provided by Chapter Members: A. Item: Awards Responsible Member: Beth Cox Date Needed: August 20, 1998 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: Beth Cox Date Needed: 1st & 3rd Thursdays Donation or Purchase: Donation B. Item: Restaurant for Dinner Supplier: Big Bear Grill Address: 16524 Manchester Rd., Wildwood, MO 63038, (314) 405-1100 Contact Person: Jeff Responsible Member: Wendy Cox Date Needed: August 20, 1998 Donation or Purchase: Donation 5. DESCRIBE THE POTENTIAL PROBLEMS AND SOLUTIONS TO SUCCESSFULLY COMPLETE THIS PROJECT. Problem: Members do not show up for the event.. Solution: Advertise the project at general membership meetings, and make phone calls to determine membership interest. Problem: People not knowing about the event. Solution: Use the newsletter and calling trees to get the word out to all members. Start early so members can plan to attend. 6. COMPLETE A PROPOSED BUDGET INDICATING ALL ANTICIPATED INCOME AND EXPENSE. (NOTE: INCOME SHOULD EQUAL EXPENSE.) Income: Appropriation from the Chapter $ 30.00 Donations (list): Meeting Location $ 50.00 Other Income: $ 0.00 ------------- Total Income $ 80.00 Expense: Return of Appropriation from the Chapter $ 0.00 Value of Donations (list): Meeting Location $ 50.00 Other Expenses: Paper and Frames for Awards $ 30.00 Return to Chapter (Profit) $ 0.00 ------------- Total Expense $ 80.00 7. LIST THE SPECIFIC STEPS TO BRING THIS PROJECT TO A SUCCESSFUL COMPLETION SHOWING PLANNED DATES FOR EACH STEP. Date Step to be taken 05/07/98 Approved as part of the Chapter Planning Guide. 05/07/98 Approval from the Board of Directors. 05/07/98 Approval from the Chapter. 08/01/98 Agree to serve as chairperson. 08/05/98 Contact restaurant about reservations and space. 08/05/98 Complete the first seven questions of the CPG. 08/06/98 Announce project at general membership meeting and have sign up sheet. 08/07-08/18 Make phone calls to members. 08/20/98 Anticipated date of project. 09/03/98 Final Report to Chapter. 09/04/98 Complete the CPG. IMPLEMENTATION AND EVALUATION 8. RECORD ANY REVISION OF THE ORIGINAL PLAN. There were no revisions to the plan. 9. LIST SOLUTIONS OR RECOMMENDATIONS FOR A FUTURE CHAIRPERSON. This program was very well attended. The only recommendation would be to find a restaurant with a separate room for our group. We were a little crowded and ended up at multiple tables. This made the awards part a little tricky. 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 involve 20 members in the project. This goal was met. We had 26 members at this project. B. To recruit 1 new member. This goal was met. C. To run the program at no cost to the chapter. This goal was met. Benefit to the Individual: The individual benefited from this project through a relaxed atmosphere to reflect on our successes and thank those that helped. It also helps them learn that there are times to formally recognize everyone for their hard work. Benefit to the Chapter: The chapter benefited from this project because of the increased sense of accomplishment and camaraderie between the members, making us a stronger team. Benefit to the Community: The community benefited because we are happy with our success and have seen the value of what we do, therefore we are motivated to do more in the community. West St. Louis County Jaycees - Chairman's Planning Guide Page 4