Chairman's Planning Guide Project: M-Night Picnic PLANNING 1. PRIMARY PURPOSE. (WHAT IS THE ONE REASON YOU WANT TO SUCCESSFULLY RUN THIS PROJECT?) The primary purpose of this project is to hold an event to attract prospective members to our chapter. 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 project will be a picnic where we invite members to bring friends and invite prospective members from our prospective lists. We intend to provide a fun, relaxed atmosphere in which to play games and educate prospective members about the Jaycees, then invite them to join our chapter. This project will assist in attaining the goals "To recruit 78 new members this year" and "to finish each month at +3" in the Membership Recruitment Pinnacle Area/CPG Category, under the Membership Area, as outlined in the 1999 Chapter Planning Guide. Goals: A. To involve fifteen chapter members. B. To involve 10 prospective members. C. To sign 3 members. 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: No Membership VP 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. 4. 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: Chairman's Planning Guide from previous or similar project Responsible Member: 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: President Use: To contact chapter members about the project through personal phone calls, as well as additional phone calls to be made by Directors. 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: Membership Application Responsible Member: President Use: To gather information about new members. H. Item: Information about the Jaycees Responsible Member: President Use: To introduce prospective members to the Chapter. Items to be provided by Chapter Members: A. Item: Telephone Responsible Member: Directors Date Needed: August 1, 1999 B. Item: Prospectives Responsible Member: Members Date Needed: August 15, 1999 C. Item: Prizes Responsible Member: President Date Needed: August 15,1999 D. Item: Food Responsible Member: President Date Needed: August 15, 1999 Items to be provided by non-Jaycee resources: A. Item: Location - Queeny Park Address: Wideman Road, Ballwin, MO Responsible Member: President Date Needed: August 15, 1999 Donation or Purchase: Donation 5. DESCRIBE THE POTENTIAL PROBLEMS AND SOLUTIONS TO SUCCESSFULLY COMPLETE THIS PROJECT. Problem: No prospective members show up. Solution: Plan early and send invitations in plenty of time for people to plan to attend. Make follow-up phone calls a week before the event reminder of activity. Problem: Rain. Solution: Plan a rain date. 6. COMPLETE A PROPOSED BUDGET INDICATING ALL ANTICIPATED INCOME AND EXPENSE. (NOTE: INCOME SHOULD EQUAL EXPENSE.) Income: Appropriation from the Chapter $ 300.00 Donations (list): Meeting Location $ 25.00 Copies $ 10.00 Prizes $ 100.00 Other Income: $ 0.00 ------------ Total Income $ 435.00 Expense: Return of Appropriation from the Chapter $ 248.00 Value of Donations (list): Meeting Location $ 25.00 Copies $ 10.00 Other Expenses: Prizes $ 100.00 Food $ 52.00 Return to Chapter (Profit) $ 0.00 ------------ Total Expense $ 435.00 7. LIST THE SPECIFIC STEPS TO BRING THIS PROJECT TO A SUCCESSFUL COMPLETION SHOWING PLANNED DATES FOR EACH STEP. Date Step to be taken 03/18/99 Approved as part of the Chapter Planning Guide. 03/18/99 Approval from the Board of Directors. 03/18/99 Approval from the Chapter. 07/01/99 Complete the first seven questions of the CPG. 07/01/99 Announcement in Chapter newsletter. 07/01/99 Sign up sheet at chapter meeting. 07/05/99 Send invitations. 08/08/99 Reminder calls to members and prospectives about project 08/14/99 Shop for food. 08/15/99 Anticipated date of project. 08/17/99 Finsh last three questions of CPG. 08/19/99 Final report to the chapter. IMPLEMENTATION AND EVALUATION 8. RECORD ANY REVISION OF THE ORIGINAL PLAN. Date: 07/15/99 Revision: First 7 questions of CPG completed. Date: 08/01/99 Revision: Invitations sent out 9. LIST SOLUTIONS OR RECOMMENDATIONS FOR A FUTURE CHAIRPERSON. We have not been successful with having M-Nights as a stand alone activity, and this time was no exception. We need to have them in conjunction with another event. 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 fifteen chapter members. - This goal was not met as we had 6 members in attendance at the project. B. To involve 10 prospective members. - This goal was not met as we had 1 prospective member in attendance. C. To sign 3 members. - This goal was not met. Benefit to the Individual: This project helped members of our chapter feel comfortable with talking to prospective members about joining the chapter. Benefit to the Chapter: The Chapter will benefit if this prospective member joins and brings other people into the chapter since we will grow and have new ideas. Benefit to the Community: The Community will benefit from this project because we will be able to do more in the community if we have more members. West St. Louis County Jaycees - Chairman's Planning Guide Page 4