Chairman’s Planning Guide Project: New Member Orientation Classes PLANNING 1. PRIMARY PURPOSE. (WHAT IS THE ONE REASON YOU WANT TO SUCCESSFULLY RUN THIS PROJECT?) The primary purpose of this project is to introduce new and prospective members to the history and concept of the United States Junior Chamber of Commerce and the West St. Louis County Jaycees. 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.) Three separate classes will be held at a local meeting room, with each class covering a separate topic. The topics will be Jaycees and Chapter History, Jaycee Jargon, and Chairman Training. The classes should last one hour or less. This project will assist in attaining the goal “To conduct one new member orientation each quarter” in the Member Services Pinnacle Area/CPG Category, under the Individual Development Area, as outlined in the 1997- 1998 Chapter Planning Guide for the West St. Louis County Jaycees. Goals: A. To conduct the project at no cost to the chapter. B. To have at least five new members or prospective members at each class. C. To have at least one prospective member join the chapter after the classes. 3. WHAT ARE THE SPECIFIC MANPOWER ASSIGNMENTS? (SHOW NAMES AND DUTIES.) A. President: Name: Karin Seymour 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. B. Programming Vice President: Name: Debbie Velten uties: 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: Lori Vincent Duties: 1. To complete the Chairman’s Planning Guide. 2. To coordinate and promote the project. 3. To obtain the project location. 4. To obtain the “instructor” for each class/topic. 5. To invite new members and prospective members to attend the classes. D. Finance Sub-Chairperson: Name: Wendy Cox Duties: 1. To handle all financial matters concerning this project, including handling any monetary income and payment of any bills. E. Manpower - at least 2 members will be needed for 3, 1 hour classes to lead the class and talk with new and prospective members. 4. WHAT SPECIFIC MATERIALS, SUPPLIES, AND RESOURCES WILL BE REQUIRED? Items to be provided by the Chapter: A. Chapter Plan B. Chapter Newsletter C. Chapter Roster D. Past Chapter CPG E. Chairman’s Planning Guide form and guidelines F. Meeting Agendas and Minutes G. Chapter General Membership Meetings H. Chapter Board of Directors Meetings Items to be provided by Chapter Members: A. Item: Training Materials / Member Handbook Responsible Member: Debbie Velten Date Needed: date of first class B. Item: Instructor Responsible Member: project chairman Date Needed: date of each class Items to be provided by non-Jaycee resources: A. Item: Meeting Location Supplier: St. Louis County Library, Daniel Boone Branch Address: 300 Clarkson Rd., Ellisville MO 63011 (227-9630) Contact Person: meeting room reservations Responsible Member: project chairman Date Needed: for each class Donation or Purchase: donation 5. DESCRIBE THE POTENTIAL PROBLEMS AND SOLUTIONS TO SUCCESSFULLY COMPLETE THIS PROJECT. Problem: The idea of going to a “class” may sound boring. Solution: Emphasize that each class will be less than one hour. Problem: We don’t have any standard training materials. Solution: We can put together a member handbook with important information. We also have enough Jaycee knowledge in the chapter to discuss any topic. Problem: We need to make sure the new members know about the sessions and are encouraged to come. Solution: The address and phone number of each new member needs to be shared with the orientation project chairman. Also, any materials that are sent to new members by the chapter should mention the classes. Personal follow up by someone is essential. 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): training materials $ 50.00 location $ 50.00 Total Income $ 100.00 Expense: Return of Appropriation from the Chapter $ 0.00 Value of Donations (list): training materials $ 50.00 location $ 50.00 Return to Chapter (Profit) $ 0.00 Total Expense $ 100.00 7. LIST THE SPECIFIC STEPS TO BRING THIS PROJECT TO A SUCCESSFUL COMPLETION SHOWING PLANNED DATES FOR EACH STEP. Date Step to be taken 05/13/97 Approve as part of the Chapter Planning Guide. 05/13/97 Get approval from the Board of Directors. 05/13/97 Get approval from the Chapter. 10/02/97 Agree to serve as chairperson. 10/15/97 Complete the first seven questions of the CPG. 10/16/97 Write first newsletter article. 10/20/97 Locate instructor for first class. 11/04/97 Call new and prospective members to remind them about the class. 11/11/97 First New Member Orientation Class. 11/20/97 Write second newsletter article. 11/24/97 Locate instructor for second class. 12/02/97 Call new and prospective members to remind them about the class. 12/09/97 Second New Member Orientation Class. 12/18/97 Write third newsletter article. 12/22/97 Locate instructor for third class. 12/30/97 Call new and prospective members to remind them about the class. 01/06/98 Third New Member Orientation Class. 01/08/98 Final report to the chapter. 01/18/98 Complete the CPG. IMPLEMENTATION AND EVALUATION 8. RECORD ANY REVISION OF THE ORIGINAL PLAN. Date: 11/11/97 Revision: We didn’t have any new members at the class because no one contacted them. Date: 12/09/97 Revision: We didn’t have any new members at the class because no one contacted them. Date: 01/06/98 Revision: We didn’t have any new members at the class because no one contacted them. 9. LIST SOLUTIONS OR RECOMMENDATIONS FOR A FUTURE CHAIRPERSON. Obviously the key to the success of this project is contacting the new and prospective members and making sure they are going to the classes! Communication between the Membership Vice President and the project chairman is crucial. Someone should take the responsibility to contact all new members and invite them to attend the sessions. Articles in the newsletter will not be enough. New people need to be personally encouraged to attend these classes. I think these classes could be very beneficial to new members. 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 conduct the project at no cost to the chapter. This goal was met. B. To have at least five new members or prospective members at each class. This goal was not met. C. To have at least one prospective member join the chapter after the classes. This goal was not met. Benefit to the Individual: The individual new member benefits by learning more about the Jaycees from the beginning when they join the chapter. This helps them feel a part of the chapter and not like an outsider. There are many new terms and many acronyms that can confuse and discourage a new member, but these classes help them to get the terms down so they aren’t lost at meetings and projects. Benefit to the Chapter: The chapter benefits by having new members that are ready to participate right away. This project will hopefully activate a new member and get them excited about being a part of the chapter. Benefit to the Community: The Community benefits by having additional Jaycee members that are committed to helping the community through Jaycee projects. Additional Jaycee members mean that community projects will have better results. West St. Louis County Jaycees - Chairman’s Planning Guide Page 1