Chairman's Planning Guide Project: Hot Shots Happy Hour PLANNING 1. PRIMARY PURPOSE. (WHAT IS THE ONE REASON YOU WANT TO SUCCESSFULLY RUN THIS PROJECT?) The primary purpose of this to provide a social event for our members. 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: To plan a happy hour social event at a local club to get our members together in a social environment. This project will assist in attaining the goal "to conduct one happy hour per month" in the Chapter Activities 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 15 members in this project. B. To recruit 1 new member at this project. C. To conduct this project 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: Susan Reynolds Duties: 1. To complete the Chairman's Planning Guide. 2. To assist with internal publicity at General Membership Meetings. 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 - this project does not require any manpower except for the members attending 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: Beth Cox 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: Susan Allard 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 contact members to let them know about the event. E. Item: Meeting Agendas from General Membership Meetings and Board Meetings Responsible Member: Debbie Velten 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: None. 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: Club to hold the event in. Supplier: Hot Shots Address: 14051 Manchester, Manchester, MO, (314) 230-8806 Contact Person: None Responsible Member: Susan Reynolds Date Needed: June 26, 1998 Donation or Purchase: Donation 5. DESCRIBE THE POTENTIAL PROBLEMS AND SOLUTIONS TO SUCCESSFULLY COMPLETE THIS PROJECT. Problem: No one shows up. Solution: Advertise the project at general membership meetings and in the newsletter to entice people to come. Problem: The bar is too crowded and there's no room to sit. Solution: Call the bar and ask them to reserve tables for us. 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: n $ 0.00 Return to Chapter (Profit) $ 0.00 ------------- Total Expense $ 230.00 7. LIST THE SPECIFIC STEPS TO BRING THIS PROJECT TO A SUCCESSFUL COMPLETION SHOWING PLANNED DATES FOR EACH STEP. Date Step to be taken 05/28/98 Approval from the Board of Directors. 06/04/98 Approval from the Chapter. 06/04/98 Agree to serve as chairperson. 06/04/98 Announce project at general membership meeting and have sign up sheet. 06/05/98 Complete the first seven questions of the CPG. 06/18/98 Call Hot Shots to reserve tables 06/18/98 Approval of Chapter Plan 06/23/98 Make phone calls to chapter members to remind them about the project. 06/26/98 Anticipated first day of event. 07/02/98 Final report to the chapter. 07/05/98 Complete the CPG. IMPLEMENTATION AND EVALUATION 8. RECORD ANY REVISION OF THE ORIGINAL PLAN. None 9. LIST SOLUTIONS OR RECOMMENDATIONS FOR A FUTURE CHAIRPERSON. This project is fairly easy to run. I would recommend looking for some new places and not having the event on the same night as other projects. There was a riverport concert on the same night and 6 members were scheduled to work. 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 15 members of the chapter in this project. This goal was not met, we only had 5 members involved. B. To recruit 1 new member. This goal was not met, although we had a prospective member in attendance, she has not joined. C. To run this project at no cost to the chapter. This goal was met. Benefit to the Individual: The individuals involved in this project benefited from enjoying a social event and meeting new friends. Benefit to the Chapter: The chapter benefited because the members get to know other members and are more likely to participate in other events because they feel more comfortable knowing the other people involved. Benefit to the Community: The community benefits from this project because we were able get more people involved in more projects, therefore we can do more for the community. West St. Louis County Jaycees - Chairman's Planning Guide Page 4