Chairman’s Planning Guide Project: Community Self-Improvement Series - Planning the Perfect Vacation 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 presentation to teach us how a travel agent can help us plan a great vacation. 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.) Most of us have always wanted to see the world, but didn’t know where to start. This presentation will provide the chance to see how to plan for your vacation, what to look for and what to watch out for, and how to enjoy the next trip to the fullest. Ms. Heidi Graser, Travel Agent at Brentwood Travel will be the presenter. This project will assist in attaining the goal “To conduct at least 10 projects” in the Member Development Pinnacle Area, under the Individual Development Area, as outlined in the 1996-1997 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 attend the project. C. To have 3 prospective Jaycees attend the project. 3. WHAT ARE THE SPECIFIC MANPOWER ASSIGNMENTS? (SHOW NAMES AND DUTIES.) A. President: Name: Karin Seymour 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: Stacey Rawls 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 within the chapter. 3. To coordinate with the presenter on the time and place of the presentation. 4. To arrange for any audio-visual or other equipment the presenter might need. 5. To write newsletter articles and press releases to promote the project. 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 one half hour to attend the presentation. 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. Chapter World Wide Web Page Items to be provided by non-Jaycee resources: A. Item: Presenter & presentation materials Supplier: Ms. Heidi Graser Address: 154G Forest Parkway, Valley Park, MO 63088 Responsible Member: project chairman Date Needed: day of project Donation or Purchase: donation B. Item: Meeting Location Supplier: City of Ballwin Address: 1 Ballwin Commons Circle, Ballwin MO 63021 Contact Person: Linda Bruer Responsible Member: Karin Seymour Date Needed: day of project Donation or Purchase: donation 5. DESCRIBE THE POTENTIAL PROBLEMS AND SOLUTIONS TO SUCCESSFULLY COMPLETE THIS PROJECT. Problem: People need to know about the presentation or we won’t have anyone attend. Solution: Publish information in the chapter newsletter, on the chapter World Wide Web page, and send out press releases to the local newspapers. 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): presenter’s time $ 150.00 presentation materials $ 45.00 project location $ 100.00 Total Income $ 295.00 Expense: Return of Appropriation from the chapter $ 0.00 Value of Donations (list): presenter’s time $ 150.00 presentation materials $ 45.00 project location $ 100.00 Return to Chapter (Profit) $ 0.00 Total Expense $ 295.00 7. LIST THE SPECIFIC STEPS TO BRING THIS PROJECT TO A SUCCESSFUL COMPLETION SHOWING PLANNED DATES FOR EACH STEP. Date Step to be taken 07/11/96 Approve as part of the Chapter Planning Guide. 01/29/97 Get approval from the Board of Directors. 01/29/97 Accept Chairmanship. 02/06/97 Get approval from the Chapter. 02/21/97 Complete the first nine questions of the CPG. 02/26/97 Contact presenter and confirm presentation date. 02/27/97 Write newsletter article. 02/27/97 Provide details to Webmaster for World Wide Web page. 02/27/97 Write and send out press releases. 03/19/97 Confirm with presenter. 03/20/97 Anticipated date of project. 03/21/97 Write thank-you note to presenter. 04/03/97 Final report to the chapter. 04/04/97 Complete the CPG. IMPLEMENTATION AND EVALUATION 8. RECORD ANY REVISION OF THE ORIGINAL PLAN. No revisions were necessary. 9. WHAT CHANGES OR RECOMMENDATIONS DO YOU HAVE FOR A FUTURE CHAIRMAN? I would send out more press-releases so the presentation would be publicized as much as possible. 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 attend the project. This goal was not met. There were 8 Jaycees in attendance. C. To have 3 prospective Jaycees attend the project. This goal was not met. There were no prospective Jaycees in attendance. Project Impact: This project involved 8 Jaycees and no non-Jaycees. Benefit to the Individual: The individual benefits by learning how to plan a great vacation. Everyone needs to get away from their day-to-day life every now and then. If the vacation doesn’t go smoothly, the person will come back just as stressed as when they left. This presentation will teach the individual how to avoid the pitfalls and have a successful vacation. Benefit to the Chapter: The chapter benefits by having its members learn a new information and also by hopefully having members take stress-free vacations and come back to the chapter well-rested and ready to get back to work on our projects. The chapter can also benefit if prospective members attend the presentation and decide to join the Jaycees. Benefit to the Community: The community benefits by having members support local travel agents. The community also benefits by having an improved Jaycee chapter. West St. Louis County Jaycees - Chairman’s Planning Guide Page 1