Chairman’s Planning Guide

Project: Local Officers Training School Attendance

PLANNING

1. PRIMARY PURPOSE.  (WHAT IS THE ONE REASON YOU WANT TO SUCCESSFULLY 
RUN THIS PROJECT?)
	The primary purpose of this project is to encourage our Board of Directors to attend the 
Training offered by the Missouri Jaycees for chapter officers.


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: At the beginning of the Jaycee year, the Missouri Jaycees offer a training 
session in Jefferson City for all incoming chapter officers.  Presidents, Vice Presidents, 
Treasurers, and other Region and State officers have separate training sessions at one location.  
There is also group training for membership activities.  Each chapter is encouraged to bring as 
many of their Board members as possible.

	This project will assist in attaining the goal “To raise funds for or participate in at least 4 
State Programs” in the State and National Junior Chamber Involvement Pinnacle Area/CPG 
Category, under the Community Development Area, as outlined in the 1998 Chapter Planning 
Guide for the West St. Louis County Jaycees.


Goals:

A. To have 75% of the Board members participate in LOTS.

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

C. To assist Region Five to win the Wacky Olympics.

D. To pick up the chapter’s copy of The Book, and the Missouri Jaycees policies and by-laws.


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: Heidi Graser (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: Debbie Velten

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.
4. To encourage Board members to attend LOTS.
5. To coordinate travel plans with the chapter travel agent.


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 – In addition to the above planning committee members, the successful 
completion of this project will require a total of 5 additional members from the chapter.


4. WHAT SPECIFIC MATERIALS, SUPPLIES, AND RESOURCES WILL BE REQUIRED?

Items to be provided by the Chapter:
A. Item: Chapter Plan
Responsible Member: Programming Vice President
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: 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.
C. Item: The WestCo News
Responsible Member: Newsletter Editor
Use: To provide internal PR about the project to members of the chapter.
D. Item: Membership Roster
Responsible Member: Programming Vice President
Use: To Personally contact chapter members about the project.
E. Item: Meeting Agendas from General Membership Meetings and Board Meetings
Responsible Member: Chapter President
Use: To assist with internal PR about the project.
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.
G. Item: “Buster” - Chapter Mascot
Responsible Member: Chapter President
Use: To motivate and boost morale of our members.


Items to be provided by Chapter Members:
A. Item: Transportation
Responsible Member: several members
Date Needed: day of project
B. Item: writing materials
Responsible Member: individual members
Date Needed: day of project
C. Item: West St. Louis County attire
Responsible Member: individual members
Date Needed: day of project
D. Item: LOTS Registration
Responsible Member: Chapter President
Date Needed: two weeks prior to project


Items to be provided by non-Jaycee resources:
A. Item: Project Location
Supplier: Missouri Jaycees
Address: State Service Center
Contact Person: Joe Jerkins
Responsible Member: Chapter President
Date Needed: day of project
Donation or Purchase: donation

B. Item: Lodging in Jefferson City
Supplier: Ramada Inn
Address: Jefferson City, Missouri
Contact Person: owner
Responsible Member: Heidi Graser, chapter travel agent
Date Needed: two weeks prior to project
Donation or Purchase: purchase


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

Problem: No one wants to go or has other plans and can’t attend.
Solution: Advance notice.  Encouragement by chapter president to make this a priority.

Problem: Hotel rooms expensive or not available.
Solution: Our “chapter travel agent”, Heidi Graser, has connections in the hotel industry.

Problem: Members may think the cost is too high.
Solution: Find discounts for lodging, register early to get lower price, double up on hotel rooms.

Problem: Some members cannot attend for the entire weekend.
Solution: Encourage members to attend just for Saturday.


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):
Project Location
$
50.00

Transportation
$
50.00

Writing Materials
$
10.00


$

Other Income:




LOTS Registration from members
$
90.00



------------

Total Income
$
110.00

Expense: 

Return of Appropriation from the Chapter
$
0.00




Value of Donations (list):  Project Location
$
50.00

Transportation
$
50.00

Writing Materials
$
10.00


$

Other Expenses:




LOTS Registration to MO Jaycees
$
90.00


$



$





Return to Chapter (Profit)
$
0.00



------------

Total Expense
$
110.00



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

Date      	Step to be taken

05/01/98	Agree to serve as chairperson.
05/02/98	Complete the first seven questions of the CPG.
06/07/98	Approval from the Board of Directors.
06/07/98	Approval from the Chapter.
07/16/98	Approved as part of the Chapter Planning Guide.
05/10/98	Make hotel reservations.
05/12/98	Turn in registrations to the Missouri Jaycees.
05/21/98	Promote at the General Membership Meeting.
05/22/98	Make travel arrangements with members who are attending.
05/30/98	Anticipated date of project.
06/04/98	Final report to the chapter.
07/17/98	Complete the CPG.



IMPLEMENTATION AND EVALUATION

8. RECORD ANY REVISION OF THE ORIGINAL PLAN.

Date: 05/30/98
Revision: Two Board members could not attend for the whole weekend.  They came up on 
Saturday morning and left on Saturday afternoon.


9. LIST SOLUTIONS OR RECOMMENDATIONS FOR A FUTURE CHAIRPERSON.

The Local Officers Training School is a wonderful opportunity for incoming board members to 
learn more about their office and how to run a Jaycee chapter.  The Missouri JCI Senate provides 
the trainers and also provides lunch.  The entire Board should be encouraged to attend, even if 
they have been on the board before.  The training for Chapter Presidents is especially good.


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 have 75% of the Board members participate in LOTS. – This goal was met.  

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

C. To assist Region Five to win the Wacky Olympics. – This goal was not met.  Despite our 
assistance, Region Five was not victorious in the Wacky Olympics.

D. To pick up the chapter’s copy of The Book, and the Missouri Jaycees policies and by-laws. – 
This goal was met.

Benefit to the Individual:
The individual benefits by learning more about their particular office and how to run a Jaycee 
chapter.  The individual also benefits by meeting people from around the state as well as the new 
State officers.

Benefit to the Chapter:
The chapter benefits from having an educated and motivated Board of Directors.  This will allow 
the chapter to run more efficiently and run better projects.

Benefit to the Community:
The Community benefits when there is an active and well-run Jaycee chapter in the area.  So 
many of the Jaycee projects benefit the community that things can only get better when the 
Jaycee chapter is motivated.


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