Chairman’s Planning Guide

Project: Family Picnic

PLANNING

1. PRIMARY PURPOSE.  (WHAT IS THE ONE REASON YOU WANT TO 
SUCCESSFULLY RUN THIS PROJECT?)
	The primary purpose of this project is to provide a fun event for 
members and their families.

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.)

The chapter will meet at a local park to socialize and barbecue.  The park has a 
playground and parents can let their children play and still keep an eye on 
them.  The park also has other facilities for games and recreation.  Everyone 
brings something to share and the chapter provides hot dogs and soda.

	This project will assist in attaining the goal “to conduct at least 4 projects 
in the area of Family Life” in the Member Development Pinnacle Area, under the 
Individual Development Area, as outlined in the 1995-1996 Chapter Planning 
Guide for the West St. Louis County Jaycees.  This Pinnacle Area corresponds to 
the CPG Category of Member Development.

Goals:

A. To run the project at no cost to the chapter.

B. To have 10 Jaycees participate.

C. To have 10 Jaycee kids participate.


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

A. President:
	Name: Debbie Vonk

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: Eric Vonk

Duties:
1. To assist the chairman 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: Tim Vincent

Duties:
1. To complete the Chairman’s Planning Guide.
2. To coordinate and promote the project.
3. To reserve the location for the project.
4. Mail a flyer to all members and prospective members.
5. Write a newsletter article.


D. Finance Sub-Chairman:
	Name: Wendy Graser

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


E. Manpower - at least 10 members will be needed for 2-3 hours, for general 
socializing and picnicking.



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. Charcoal and Lighter fluid
J. Barbecue Utensils
K. Paper good (plates, cups, utensils)

Items to be provided by Chapter Members:
A. Item: Food & Beverages
Responsible Member: each member will bring their own
Date Needed: 4-27-96
B. Item: Games
Responsible Member: each member can bring any games they want
Date Needed: 4-27-96
C. Item: Cameras
Responsible Member: Debbie Vonk
Date Needed: 4-27-96

Items to be provided by non-Jaycee resources:
A. Item: Location for the project
Supplier: City of Ballwin
Address: 300 City Hall Dr., Ballwin, MO 63011
Contact Person: Linda Bruer
Responsible Member: Debbie Vonk
Date Needed: 4-27-96
Donation or Purchase: purchase

B. Item: copies of the flyer for each member
Supplier: DePaul Health Center
Address: 12303 DePaul Dr., Bridgeton MO 63044
Contact Person: Lori Vincent
Responsible Member: Lori Vincent
Date Needed: 4-15-96
Donation or Purchase: donation



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

Problem: Members may not know where New Ballwin Park is.
Solution: Provide a map on the flyer that will be mailed to each member.

Problem: Bad weather.
Solution: Choose a “rain date” for the project if the weather is bad on the 
scheduled day.



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

Income: 
	Appropriation from the chapter			$ 0
	Donations (list):	
				copies				$ 10
				food, beverages			$ 50
				Park Rental fee			$ 10

				Total Income			$ 70
Expense: 
	Return of Appropriation from the chapter		$ 0
	Value of Donations (list):				
				copies				$ 10
				food, beverages			$ 50
				Park rental fee			$ 10
	Return to Chapter (Profit)				$ 0

				Total Expense			$ 70



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

Date      	Step to be taken

03/28/96	Approve as part of the Chapter Planning Guide.

03/28/96	Get approval from the Board of Directors.

03/29/96	Accept Chairmanship.

04/01/96	Copy flyer & mail to each member.

04/02/96	Reserve the park for the project.

04/04/96	Get approval from the Chapter.

04/10/96	Complete the first nine questions of the CPG.

04/27/96	Anticipated date of project.

04/28/96	Complete the CPG.

05/02/96	Final report to the chapter.


IMPLEMENTATION AND EVALUATION

8. RECORD ANY REVISION OF THE ORIGINAL PLAN.

Date: 03/28/96
Revision: We thought the park rental was free to Ballwin residents.  The actual 
fee is $10 for residents and $30 for non-residents.  One of the members that 
lives in Ballwin reserved the park, but didn’t ask for reimbursement.



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

I would recommend providing more activities for the families.  Most people 
wanted to have some kind of organized games, instead of having to think of 
activities to entertain their children.



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 run the project at no cost to the chapter.
	This goal was met.

B. To have 10 Jaycees participate.
	This goal was met.

C. To have 10 Jaycee kids participate.
	This goal was not met.  Only 4 kids participated.


Project Impact:
	This project involved 10 Jaycees, which is 17% of our chapter, and 3 non-
Jaycees.


Benefit to the Individual:
	The individual benefits by having a fun activity that the whole family can 
participate in.  This provides quality time for the family.  Even individuals that 
do not have children can enjoy a relaxing evening in the park.  Individuals can 
also benefit by playing games and participating in physical activity.



Benefit to the Chapter:
	The chapter benefits when its members can participate in a project 
without feeling guilty about spending time away from their children and family.  
Members that don’t normally come to projects might attend this one, and they 
will hear about other projects that the chapter has planned.  They may decide 
to attend other activities.


Benefit to the Community:
	The community benefits by having people using the park.  Members who 
live outside the Ballwin area attend and see the park and the community.  They 
may decide to re-locate to the City of Ballwin.


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