Chairman’s Planning Guide Project: Chapter Newsletter - The WestCo News PLANNING 1. PRIMARY PURPOSE. (WHAT IS THE ONE REASON YOU WANT TO SUCCESSFULLY RUN THIS PROJECT?) The primary purpose of this project is to produce a monthly chapter newsletter for all our 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.) The chapter newsletter provides information about upcoming projects and the results of past projects to all members and prospective members of the West St. Louis County Jaycees. It is a valuable communication tool between the Board of Directors and the chapter members. The President and Vice Presidents write monthly articles. Project chairmen are encouraged to write articles both before and after their project. Other articles cover new members, member birthdays, who's due and social events. The chapter calendar and roster are also included. The newsletter is mailed at the beginning of each month. This project will assist in attaining the goal “_____________________________________________________________________________ ______________________________________________________________________________ ______________________________” in the __________________________________ Pinnacle Area/CPG Category, under the __________________________________________ Area, as outlined in the 1998-1999 Chapter Planning Guide for the West St. Louis County Jaycees. Goals: A. To produce a newsletter each month. B. To mail the newsletter by the 5th of each month. C. To run the project without any expenses other than postage. D. To mail the newsletter to at least 25 prospective members each month. E. To provide copies of the newsletter at all public projects. 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: Stacey Rader (Management) 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 collect articles and assemble the newsletter each month. 5. To coordinate with the Distribution Sub-Chairperson to make sure the newsletter is mailed in a timely fashion. D. Distribution Sub-Chairperson: Name: Lori Vincent Duties: 1. To copy the newsletter. 2. To maintain the mailing list. 3. To affix postage and mail the newsletter. 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. G. Manpower – In addition to the above planning committee members, the successful completion of this project will require a total of 5-10 additional members from the chapter each month to write articles for the newsletter. 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: Membership Roster Responsible Member: Programming Vice President Use: To Personally contact chapter members about the project and to distribute the newsletter. D. Item: Meeting Agendas from General Membership Meetings and Board Meetings Responsible Member: Chapter President Use: To assist with internal PR about the project. E. 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. Items to be provided by Chapter Members: A. Item: Articles for the newsletter. Responsible Member: Board of Directors and Project Chairmen Date Needed: 2nd Thursday of each month. B. Item: Computer and Software Responsible Member: Newsletter Editor Date Needed: Last weekend of each month. 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: Chapter President Date Needed: 1st & 3rd Thursdays Donation or Purchase: Donation B. Item: Copy machine and copies. Supplier: DePaul Health Center Address: Bridgeton MO Contact Person: Lori Vincent Responsible Member: Distribution Sub-Chair Date Needed: Last week of each month. Donation or Purchase: Donation. C. Item: Postage Supplier: U.S. Post Office Responsible Member: Distribution Sub-Chair Date Needed: Last week of each month. Donation or Purchase: Purchase. 5. DESCRIBE THE POTENTIAL PROBLEMS AND SOLUTIONS TO SUCCESSFULLY COMPLETE THIS PROJECT. Problem: Articles need to be turned in on time so the newsletter can go out at the beginning of each month. Solution: Publicize the submission deadline as the second meeting of each month (2nd Thursday) and put it on the meeting agenda for each meeting to remind everyone. Also accept articles via e-mail so they can be sent a little later and no re-typing is needed. Problem: The newsletter can get very long and is expensive to copy. Solution: Get copying donation. Problem: Need addresses of members and prospective members. Solution: Coordinate with chapter President and Membership VP. 6. COMPLETE A PROPOSED BUDGET INDICATING ALL ANTICIPATED INCOME AND EXPENSE. (NOTE: INCOME SHOULD EQUAL EXPENSE.) Income: Appropriation from the Chapter $ 320.00 Donations (list): Meeting Location $ 50.00 Copying $ 560.00 computer and software $ 500.00 Other Income: $ 0.00 ------------ Total Income $ 1430.00 Expense: Return of Appropriation from the Chapter $ 0.00 Value of Donations (list): Meeting Location $ 50.00 copying (8 pages, 125 copies, 8 issues) $ 560.00 computer and software $ 500.00 $ Other Expenses: Postage (8 issues, 125 copies each) $ 320.00 Return to Chapter (Profit) $ 0.00 ------------ Total Expense $ 1430.00 7. LIST THE SPECIFIC STEPS TO BRING THIS PROJECT TO A SUCCESSFUL COMPLETION SHOWING PLANNED DATES FOR EACH STEP. Date Step to be taken 04/16/98 Approved as part of the Chapter Planning Guide. 04/16/98 Approval from the Board of Directors. 04/16/98 Approval from the Chapter. 04/16/98 Agree to serve as chairperson. 04/20/98 Complete the first seven questions of the CPG. 04/16/98 May submission deadline. 05/01/98 Produce May issue. 05/21/98 June submission deadline. 06/01/98 Produce June issue. 06/18/98 July submission deadline. 07/01/98 Produce July issue. 07/16/98 August submission deadline. 08/01/98 Produce August issue. 08/20/98 September submission deadline. 09/01/98 Produce September issue. 09/17/98 October submission deadline. 10/01/98 Produce October issue. 10/15/98 November submission deadline. 11/01/98 Produce November issue. 11/19/98 December submission deadline. 12/01/98 Produce December issue. 12/17/98 Final report to the chapter. 12/21/98 Complete the CPG. IMPLEMENTATION AND EVALUATION 8. RECORD ANY REVISION OF THE ORIGINAL PLAN. Date: 09/01/98 Revision: A few VP's were late with their articles, so the newsletter was late getting out. The editor told the VP's that if their article was not received on time, the newsletter would go out anyway without it. The editor also sent out reminders before the deadline. 9. LIST SOLUTIONS OR RECOMMENDATIONS FOR A FUTURE CHAIRPERSON. The newsletter can be one of the best communication tools a chapter can have. There will always be people who can't come to meetings and this is the way they find out about projects. I would recommend that this project be continued. 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 produce a newsletter each month. This goal was met. We produced 8 issues for this abbreviated Jaycee year. B. To mail the newsletter by the 5th of each month. This goal was met. C. To run the project without any expenses other than postage. This goal was met. D. To mail the newsletter to at least 25 prospective members each month. This goal was met. E. To provide copies of the newsletter at all public projects. This goal was met. Benefit to the Individual: The individual benefits by having a reminder and reference to all chapter projects. Benefit to the Chapter: The chapter benefits by keeping its members informed about upcoming events, and by giving reports on the success of previous projects. Hopefully this translates to better attendance at projects, which results in more successful projects. Benefit to the Community: The community benefits because the Jaycee chapter is well informed and will have a better turnout for projects that directly benefit the community. West St. Louis County Jaycees - Chairman’s Planning Guide Page 1