Chairman's Planning Guide Project: Trimester Evaluations 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 evaluations of our chapter plan each time period. 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 is designed to keep the board on track in running our chapter. By constantly evaluating our plan of action, where we are, and what has changed within the chapter, we are able to provide more effective leadership for the chapter. The idea of formalizing this process was developed at the end of the 8 month year when we were writing pinnacle books, and it was decided they would be easier if we had a formal trimester evaluation plan. This project will assist in attaining the goal "to conduct chapter plan evaluations each time period" in the Chapter Management Pinnacle Area/CPG Category, under the Management Development Area, as outlined in the 1999 Chapter Planning Guide for the West St. Louis County Jaycees. Goals: A. To have a formal evaluation after each time period. B. To work on pinnacle books throughout the year so they are not a burden at year end. 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: Dan Baumann (Management) C. Project Chairperson: Name: Dan Baumann 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 the 4 Vice Presidents in order to be successful. 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: Dan Baumann 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. Items to be provided by Chapter Members: A. Item: Evaluation Format on Disk Responsible Member: Beth Cox Date Needed: April 30, 1999 B. Item: Meeting location for evaluations Responsible Member: Craig Musser Date Needed: 5/3/99, 9/13/99, 12/13/99 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 5. DESCRIBE THE POTENTIAL PROBLEMS AND SOLUTIONS TO SUCCESSFULLY COMPLETE THIS PROJECT. Problem: VP's not available for evaluations. Solution: Plan dates in advance and remind VP's early enough so they don't make other plans. Problem: Not having a VP in a position Solution: President will be responsible for those evaluations. 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): Meeting Location $ 50.00 Other Income: $ 0.00 ------------- Total Income $ 50.00 Expense: Return of Appropriation from the Chapter $ 0.00 Value of Donations (list): Meeting Location $ 50.00 Other Expenses: $ 0.00 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 03/04/99 Approved as part of the Chapter Planning Guide. 03/04/99 Approval from the Board of Directors. 03/30/99 Complete the first seven questions of the CPG. 04/15/99 Have formatted disks to VP's 05/03/99 First Evaluation Meeting 09/13/99 Second Evaluation Meeting 12/13/99 Third Evaluation Meeting 12/31/99 Complete the CPG IMPLEMENTATION AND EVALUATION 8. RECORD ANY REVISION OF THE ORIGINAL PLAN. 06/01/99 The disks were not ready prior to this date. 12/31/99 The third evaluation meeting was not held as the VP's could not find a time when they were all available. They each completed the third evaluation on their own. 9. LIST SOLUTIONS OR RECOMMENDATIONS FOR A FUTURE CHAIRPERSON. This project worked very well in terms of getting the evaluations completed and making year end paperwork easier. I would recommend the President collecting the disks each time period and making a master copy of each in case a VP resigns and we lose their previous evaluations. 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 a formal evaluation after each time period. - This goal was met - the plan was evaluated each time period. B. To work on pinnacle books throughout the year so they are not a burden at year end. 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 VP's benefitted from this project because they were able to improve their planning and leadership skills. They learned how to plan, evaluate, revise and utilize the chapter plan. Benefit to the Chapter: The chapter benefited from this project because the board was able to react to changes and be more effective, providing what chapter members wanted/needed at different times throughout the year. Benefit to the Community: The community benefited because the chapter was better organized and able to do more in the community. West St. Louis County Jaycees - Chairman's Planning Guide Page 5