WEST ST. LOUIS COUNTY JAYCEES WELCOME JCI HAPPY HOUR 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 was to interact with the JCI staff and learn about their international experiences (both Jaycee and non-Jaycee related experiences). 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.) This project will be hosted at a local restaurant to provide a social atmosphere in which US Jaycee members can interact and learn from the different members of the JCI staff. Appetizers and beer will be paid for by the chapter. This project will assist in attaining the goal of running at least one international project per trimester. Goals: A. To learn more about the cultures of the nations that our local JCI staff are from, and have visited, and learn what the Jaycees are like in their home countries. B. To recruit 2 new members. C. To involve at least 30 Jaycees in this project. 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: Travis Mayer C. Project Chairperson: Name: Len DeMoor Duties: 1. To complete the Chairman's Planning Guide. 3. To assist with internal publicity at General Membership Meeting. D. 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. 3. WHAT SPECIFIC MATERIALS, SUPPLIES, AND RESOURCES WILL BE REQUIRED? Items to be provided by the Chapter: A. Item: Chapter Plan Responsible Member: President Use: To set goals for the project that are consistent with the overall goals of the chapter. B. Item: Meetings Responsible Member: Matt Schaefer Use: To provide information to the members about the project, as well as planning future strategy concerning the function. C. Item: Membership Roster Responsible Member: Matt Schaefer Use: To personally contact members about event. D. Item: Plastic container of some kind Responsible Member: Len DeMoor Use: To collect contributions from members and guests in attendance to offset the chapter's costs 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: Matt Schaefer Date Needed: 1st Thursdays Donation or Purchase: Donation B. Item: Refreshments, event location Supplier: O'Charley's Restaurant Address: 17276 Chesterfield Airport Rd., Chesterfield MO 63017 Responsible Member: Len DeMoor Date Needed: May 30, 2002 Donation or purchase: Purchase 5. DESCRIBE THE POTENTIAL PROBLEMS AND SOLUTIONS TO SUCCESSFULLY COMPLETE THIS PROJECT. Problem: Not everyone from the JCI staff will be able to make it, their schedules are not always predictable - if they can't make it we can't learn about their cultures and experiences! Solution: Call the JCI Office earlier in the week and confirm who will be able to be in attendance the night of the event. Problem: We can't have the event on the date we want. Solution: Work with another establishment to try and get the date we want. If that's still an issue, we may just have to live with whatever date they give us. Either that or we could host the event at The Pointe. 6. COMPLETE A PROPOSED BUDGET INDICATING ALL ANTICIPATED INCOME AND EXPENSE. (NOTE: INCOME SHOULD EQUAL EXPENSE.) Income: Appropriation from the Chapter $200.00 Donations (list): Contributions at the door from members and guests $100.00 ------------- Total Income $300.00 Expense: Return of Appropriation from the Chapter $200.00 Value of Donations (list): Contributions at the door from members and guests $100.00 Return to Chapter (Profit) $0.00 ------------- Total Expense $300.00 7. LIST THE SPECIFIC STEPS TO BRING THIS PROJECT TO A SUCCESSFUL COMPLETION SHOWING PLANNED DATES FOR EACH STEP. Date Step to be taken 01/31/02 Approval from the Board of Directors. 02/07/02 Approved as part of the Chapter Planning Guide. 04/28/02 Agree to serve as chairperson. 04/28/02 Complete the first seven questions of the CPG. 05/02/02 Announce project at general membership meeting and have sign up sheet. 05/06/02 Contact local restaurant and inquire about reserving space for large group Inquire about prices of food, beverages. 05/13/02 Confirm with local establishment what our costs will be, our time frame, etc. 05/13/02 Begin publicizing event more heavily to the chapter, and to other chapters who may want to learn more about the international Jaycee experience 06/06/02 Announce project at general membership meeting. 06/07/02 Anticipated date of project. 07/11/02 Final Report to Chapter. 08/18/02 Complete the CPG. IMPLEMENTATION AND EVALUATION 8. RECORD ANY REVISION OF THE ORIGINAL PLAN. 05/06/02 - Due to the travel schedule of the staff members of JCI, the last weekend of May was considered the last time for several months that several staff members would be in St. Louis. Therefore the date had to be moved up a couple weeks. We then planned on using Friday May 31 as our event date. Unfortunately that date was also unavailable as the chosen establishment - O'Charley's in Chesterfield - did not allow large groups on Friday nights. Neither did anywhere else close by, so we stuck with O'Charley's and settled on Thursday, May 30 as our event date. 05/20/02 - The invitee list was expanded to include not just other chapters but state officers (not that state officers aren't invited to everything anyway!) and senators as well. The JCI folks had a lots international experience and had lots of stories to tell - the more of us there to learn from them the better! 9. LIST SOLUTIONS OR RECOMMENDATIONS FOR A FUTURE CHAIRPERSON. People like to learn about other cultures, especially in a social setting. But like any other project you got to get the word out. There were a ton of folks that showed up because it sounded like a good opportunity, but the key was to publicize it. We sent out flyers over email to pretty much everybody in the state, and we did it multiple times. Also, using Ed Hart as a resource to contact senators was a good move, he's knows everybody. The contributions jar was valuable as we received over $200 in contributions from members and guests present. 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 learn more about the cultures of the nations that our local JCI staff are from, and have visited, and learn what the Jaycees are like in their home countries. This goal was attained, as JCI staff from Brazil were present to share their experiences, as well as 2 American JCI staff, who, though they were from our own culture, had stories to share about their Jaycee experiences abroad. B. To recruit 2 new members. This goal was not attained, as we had only had 1 new member join C. To involve at least 30 Jaycees in this project. This goal was attained, as there were approximately 25 currently active Jaycees, 15 Senators, and 2 prospective members present. Benefit to the Individual: The individuals in the project benefited by not only learning about international Jaycee experiences, what types of projects they run in other countries, etc., but also about international cultures in general, Jaycee related or not. Benefit to the Chapter: The chapter benefited because it ended up being a very well attended event by not only our own members, but members of other chapters, etc. It was a new project, but since it was so successful, it is one that we may be able to keep in the plan for future years. Benefit to the Community: As we interacted with the JCI members, we were able to discover new ideas for helping our communities that we may never have thought of.