Chairman's Planning Guide Project: New Member Orientation 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 a New Member Orientation program for new members of our chapter once a quarter, at the French Quarter, 14766 Manchester Road, Ballwin, MO 63022, at 7:30pm on Tueday, July 7, 1998. 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: This project will help new members increase their awareness of the history of the Jaycees in general and our chapter in particular. It is done in the format of a historical lesson, followed by a question and answer session. This project will assist in attaining the goal "To conduct one new member orientation each quarter" in the Membership Services Pinnacle Area/CPG Category, under the Membership Area, as outlined in the 1998 Chapter Planning Guide. Goals: A. To involve five chapter members. B. To involve three new chapter members. C. To involve one prospective member. D. To run this project at no cost to the chapter. 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) Duties: 1) To make sure that chapter directors make phone calls to new and current members to ensure knowledge of this orientation. 2) To make sure the Chairman's Planning Guide is completed for the project. 3) To handle any required training of members. 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: 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: Membership Vice 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: Membership VP Use: To gather information about new members. Items to be provided by Chapter Members: A. Item: Telephone Responsible Member: Directors Date Needed: July 8, 1998 B. Item: Bodies Responsible Member: Directors Date Needed: July 15, 1998 Items to be provided by non-Jaycee resources: A. Item: Meeting Location - French Quarter Address: 14766 Manchester Road, Ballwin, MO 63022 Work Phone: (314) 391-8293 Contact Person: "Bones" Responsible Member: Membership Vice President Date Needed: July 15, 1998 Donation or Purchase: Donation 5. DESCRIBE THE POTENTIAL PROBLEMS AND SOLUTIONS TO SUCCESSFULLY COMPLETE THIS PROJECT. Problem: No new members show up to orientation. Solution: Make follow-up phone calls on day of orientation as reminder of activity Problem: New members may be bored by traditional orientation topics. Solution: Keep topics short and take breaks. Give written information where possible. Give them opportunities to ask questions. 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): Meeting Location $ 25.00 Newsletter copies $ 5.00 Other Income: $ 0.00 ------------ Total Income $ 30.00 Expense: Return of Appropriation from the Chapter $ 0.00 Value of Donations (list): Meeting Location $ 25.00 Newsletter copies $ 5.00 Other Expenses: $ 0.00 Return to Chapter (Profit) $ 0.00 ------------ Total Expense $ 30.00 7. LIST THE SPECIFIC STEPS TO BRING THIS PROJECT TO A SUCCESSFUL COMPLETION SHOWING PLANNED DATES FOR EACH STEP. Date Step to be taken 06/05/98 Approved as part of the Chapter Planning Guide. 06/05/98 Approval from the Board of Directors. 06/18/98 Chapter Meeting. 06/18/98 Approval from the Chapter. 06/20/98 Complete the first seven questions of the CPG. 07/01/98 Announcement in Chapter newsletter. 07/02/98 Chapter Meeting. 07/03/98 Have Directors make phone calls to new and current members. 07/07/98 Reminder calls to new members about project 07/07/98 Anticipated date of project. 07/15/98 Finsh last three questions of CPG. 07/16/98 Final report to the chapter. IMPLEMENTATION AND EVALUATION 8. RECORD ANY REVISION OF THE ORIGINAL PLAN. Date: 07/06/98 Revision: Changed date of orientation to Wednesday, July 15, 1998 at 7:30pm due to unavailability of location. 9. LIST SOLUTIONS OR RECOMMENDATIONS FOR A FUTURE CHAIRPERSON. Hold this project on Tuesdays, as Wednesday is a day that most people have many other social/sporting commitments. 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 five chapter members. Three chapter members came to project. 60% of goal attained. B. To involve three new chapter members. One new chapter member attended. 33% of goal attained. C. To involve one prospective member. One prospective member showed up. 100% of goal attained. D. To run this project at no cost to the chapter. This project cost nothing to the chapter. 100% of goal attained. Benefit to the Individual: Although new member is a Jaycee "brat," he learned more of what the Jaycees are all about. He now knows what to expect of us, and what are main goals individually and to our community are all about. Benefit to the Chapter: The Chapter will benefit as this new member has already offered to co-chair two new projects - we must have done this one really good!!! Benefit to the Community: The Community will benefit from this project because the new member has a new understanding of our organization, and since he is chairing projects, they will get another point of view of the Jaycees' dedication to it. West St. Louis County Jaycees - Chairman's Planning Guide Page 4