Chairman's Planning Guide Project: Game Night M-Night PLANNING 1. PRIMARY PURPOSE. (WHAT IS THE ONE REASON YOU WANT TO SUCCESSFULLY RUN THIS PROJECT?) The primary purpose of this event is to provide a social event for the purpose of recruiting new 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 game night that we can invite prospective members to in order to get them to join our chapter. This project will assist in attaining the goal "recruit 63 new members by year end, and to finish each month at a +3" in the Membership Recruitment 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 5 new members at this project. 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) 1. 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: Wendy Cox Duties: 1. To complete the Chairman's Planning Guide. 2. To assist with internal publicity at General Membership Meetings. 3. To recruit members to serve on the planning committee. 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 involve a total of 10 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: 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. G. Item: Prospective Member List Responsible Member: Susan Allard Use: To contact prospective members and let them know about the project. H. Item: Attendance Prizes Responsible Member: Beth Cox Use: Attendance prizes. Items to be provided by Chapter Members: Item: Posterboard, markers, tape Respnsible Member: Wendy Cox Date Needed: July 10, 1998 Item: Snacks and games. Responsible Members: All members attending the function. Date Needed: July 10, 1998 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: Clubhouse to hold the event in. Supplier: Kennsington West Apartments Address: 220 Sweet Creek Dr., Manchester, MO 63011 (314) 227-2717 Contact Person: Lisa Responsible Member: Susan Allard Date Needed: July 10, 1998 Donation or Purchase: Donation C. Item: Beer, soda, plates, napkins, utensils. Supplier: Shop 'n Save Address: 15446 Manchester, Ballwin, MO 63011 (314) 227-0830 Contact Person: None Responsible Member: Wendy Cox Date Needed: July 10, 1998 Donation or Purchase: Purchase 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: No one brings games to play or there is no food. Solution: Have each person sign up for what games and food they want to bring, then call them a few days before the event to confirm that they are attending and what they are bringing. 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 $ 50.00 Club House $ 150.00 Food $ 100.00 Other Income: $ 0.00 ------------- Total Income $ 600.00 Expense: Return of Appropriation from the Chapter $ 260.00 Value of Donations (list): Meeting Location $ 50.00 Club House $ 150.00 Food $ 100.00 Other Expenses: Beer & soda, plates napkins & utensils $ 40.00 Return to Chapter (Profit) $ 0.00 ------------- Total Expense $ 600.00 7. LIST THE SPECIFIC STEPS TO BRING THIS PROJECT TO A SUCCESSFUL COMPLETION SHOWING PLANNED DATES FOR EACH STEP. Date Step to be taken 06/07/98 Approval from the Board of Directors. 06/18/98 Approval from the Chapter. 06/18/98 Agree to serve as chairperson. 06/18/98 Call Kensington West to reserve clubhouse. 06/18/98 Approval of Chapter Plan 06/18/98 Announce project at general membership meeting and have sign up sheet. 06/20/98 Complete the first seven questions of the CPG. 07/02/98 Sign up sheet at meeting. 07/07/98 Make phone calls to chapter members to remind them about the project. 07/10/98 Purchase beer & soda, plates, napkins and plastic utensils. 07/10/98 Anticipated date of event. 07/16/98 Final report to the chapter. 07/18/98 Complete the CPG. IMPLEMENTATION AND EVALUATION 8. RECORD ANY REVISION OF THE ORIGINAL PLAN. Date: 07/16/98 Revision: Chapter plan approved at General membership meeting. 9. LIST SOLUTIONS OR RECOMMENDATIONS FOR A FUTURE CHAIRPERSON. We had attendance prizes left over from the previous m-night, but this is something that would need to be purchased or donated in the future. Also, generally, apartments require a resident to reserve the club house, so future projects like this may have to be held in a different place and they will usually charge for the rental. 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 and exceeded as we had 17 members involved. B. To recruit 5 new members at this project. This goal was not met. We had sent post cards and made follow up calls to the people on our referral list, and encouraged members to bring a guest. We expected to have 6 prospective members attend, but none showed up. 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 5