WEST ST. LOUIS COUNTY JAYCEES FISHING DERBY CHAIRMAN'S PLANNING GUIDE 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, safe, family-oriented outing for the children of the West County area. 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: The Ballwin Day's Fishing Derby is a project that lasts approximately 3 1/2 hours and involves children from the ages 0 to 15. They fish for approximately 2 hours and can win for the smallest fish, biggest fish and most fish caught in their age bracket. Children bring their own equipment and bait. This project will assist in attaining the goal "to continue projects for/with the City of Ballwin" under the Community Development Area, as outlined in the 2002 Chapter Planning Guide for the West St. Louis County Jaycees. Goals: A. To involve 3 Jaycees to work the Ballwin Day's Fishing Derby. B. To have at least 65 children participate in the fishing derby. C. To have a cost of no more than $50 to the chapter. 2. WHAT ARE THE SPECIFIC MANPOWER ASSIGNMENTS? (SHOW NAMES AND DUTIES.) A. President: Name: Matt Schaefer 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: Jennifer Voyles (Community) 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: Jeff Risley 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. D. Sub-Chairperson Name: Jennifer Risley Duties: 1. To assist with the Chairperson in doing the first 7 questions of the CPG. 2. To assist the Chairperson with other duties as needed. E. Finance Sub-Chairperson: Name: Len DeMoor 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. Manpower: In addition to the above planning committee members, the successful completion of this project will require a total of two (2) additional members from the chapter. Scott Risley Prospective Member- friend of Jeff Risley's 4. WHAT SPECIFIC MATERIALS, SUPPLIES, AND RESOURCES WILL BE REQUIRED? Items to be provided by the Chapter: A. Item: Chapter Plan Responsible Member: Chapter President Use: To set goals for the project that are consistent with the overall goals of the chapter. Date Needed: 4/22/02 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. Date Needed: 5/22/02 C. Item: Communication to Members Responsible Member: Chapter President Use: To provide internal PR about the project to members of the chapter. Date Needed: First of each month. D. Item: Membership Roster Responsible Member: President Use: To Personally contact chapter members about the project. Date Needed: 5/22/02 E. Item: Meeting Agendas from General Membership Meetings and Board Meetings Responsible Member: Chapter President Use: To assist with internal PR about the project. Date Needed: Prior to meetings on the 1st Thursday of each month 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. Date Needed: 1st Thursday of each month Items to be provided by Chapter Members: A. Item: Index cards, safety pins, markers, posters, measuring tape and masking tape. Responsible Member: Jeff Risley (project chairperson) Date Needed: 6/20/02 B. Item: Registration forms and certificates Responsible Member: Jeff Risley Date Needed: 6/20/02 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 Thursdays Donation or Purchase: Donation B. Item: Table and bullhorn. Supplier: City of Ballwin Address: 1 Ballwin Commons Drive, Ballwin MO 63011, (314) 227-8950 Contact Person: Linda Bruer Responsible Member: Jeff Risley Date Needed: June 20, 2002 Donation or Purchase: Donation C. Item: Medals Supplier: City of Ballwin Address: 1 Ballwin Commons Drive, Ballwin MO 63011, (314) 227-8950 Contact Person: Linda Bruer Responsible Member: Jeff Risley Date Needed: June 20, 2002 Donation or Purchase: Purchase 5. DESCRIBE THE POTENTIAL PROBLEMS AND SOLUTIONS TO SUCCESSFULLY COMPLETE THIS PROJECT. Problem: Not enough Jaycees show up to work project. Solution: Article in newsletter and sign up sheets at general membership meetings. Problem: It rains. Solution: Schedule a rain date with City of Ballwin. 6. COMPLETE A PROPOSED BUDGET INDICATING ALL ANTICIPATED INCOME AND EXPENSE. (NOTE: INCOME SHOULD EQUAL EXPENSE.) Income: Appropriation from the Chapter $ 50.00 Donations (list): Meeting Location $ 50.00 Table $ 25.00 Bullhorn $ 25.00 ------------ Total Income $ 150.00 Expense: Return of Appropriation from the Chapter $ 50.00 Value of Donations (list): Meeting Location $ 50.00 Table $ 25.00 Bullhorn $ 25.00 Return to Chapter (Profit) $ 0.00 ------------ Total Expense $ 150.00 7. LIST THE SPECIFIC STEPS TO BRING THIS PROJECT TO A SUCCESSFUL COMPLETION SHOWING PLANNED DATES FOR EACH STEP. Date Step to be taken 02/07/02 Approved as part of the Chapter Planning Guide. 01/31/02 Approval from the Board of Directors. 04/30/02 Agree to serve as chairperson. 04/30/02 Complete the first seven questions of the CPG. 04/25/02 Write article for newsletter. 06/01/02 Contact City of Ballwin about arrangements. 05/02/02 Make announcement at general membership meeting. 06/15/02 Work on number tags. 06/20/02 Go over last minute details for project. 06/22/02 Anticipated date of project. 07/01/02 Give final report to the chapter. 08/17/02 Complete CPG. IMPLEMENTATION AND EVALUATION 8. RECORD ANY REVISION OF THE ORIGINAL PLAN. There were no revisions to the original plan. 9. LIST SOLUTIONS OR RECOMMENDATIONS FOR A FUTURE CHAIRPERSON. We had all of the numbers from 1-100 made out with safety pins already and each card to note number and length of fish made out as well. We were pleasantly surprised when we had 85 children show up, but we were prepared and that made things a lot easier. 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 3 Jaycees to work the Ballwin Day's Fishing Derby. This goal was met as we had 3 members and one prospective member help. B. To have at least 65 children participate in the fishing derby. This goal was not met as we had 50 children participate. C. To have a cost of no more than $50 to the chapter. This goal was met, we were able to keep the total under $50. Benefit to the Individual: The benefit to the individual is to see the reaction of the children in the derby as they caught the fish and threw them back into the pond after bringing up their catch to be measured and counted. The feeling is of self-pride and motivates one to try and make this event "the event" for the kids who participated. Benefit to the Chapter: The Fishing Derby allows the chapter to put the Jaycee name in front of the community in a fun and positive manner. This may encourage parents, most of whom are Jaycee age, to inquire about, and consider joining the Jaycees, thus increasing our membership. Benefit to the Community: The Fishing Derby provides a safe, low cost event at the Ballwin Days Celebration, in which families can participate. This encourages families to come out to the fair, thus producing greater profits for the fair which are then put back into the community in the form of additional events throughout the year and improvements to city properties. In addition, it allows us the opportunity to increase our membership, which allows the Jaycees to run more and/or larger projects.