Chairman's Planning Guide

Project:  Picnic in the Park
PLANNING

1. PRIMARY PURPOSE (WHAT IS THE ONE REASON YOU WANT TO 
SUCCESSFULLY RUN THIS PROJECT)?
	The Primary Purpose of this project is to provide a fun event for members and their 
families.

2. GIVE A BRIEF DESCRIPTION OF THE PROPOSED PROJECT AND BACKGROUND 
INFORMATION.  FOLLOW THIS WITH A LISTING OF THE SPECIFIC AND 
MEASURABLE GOALS TO BE ACCOMPLISHED BY THIS PROJECT.

	The chapter meets at a local park to socialize and barbecue.  The park has a large 
playground right next to the pavilion, so that parents can let their children play and still 
keep an eye on them.  The park also has tennis, volleyball, horseshoes, and open areas for 
other sports or games.  Everyone brings something to cook and a dish to share with the 
group.
	
	This project helps to attain the goal "To conduct at least 4 projects in the area of 
Family Life”  in the Member Development Pinnacle Area, under the Individual 
Development Area, as outlined in the 1995-1996 West St. Louis County Chapter Planning 
Guide (Pinnacle Area A, Priority #3, Goal A).  This Pinnacle Area corresponds to the CPG 
category of Member Development.

	The need for this project was demonstrated by the fact that so many members 
attend this project and bring their children every year.  Several members have commented 
on how much their family enjoys this project.

Goals:
		A.  To run the project at no cost to the chapter.
	B. To have 10 Jaycees participate.
	C.  To have 10 Jaycee kids participate

3. WHAT ARE THE SPECIFIC MANPOWER ASSIGNMENTS?
A. President 

Name: Debbie Vonk

	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: Eric Vonk

	Duties:
1. To assist chairmen 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 Chairman 

Name:  Doug Rawls

	Duties:
		1. Complete the CPG.

		2.  Promote the project.

		3. Reserve the location.

		4. Mail a flyer to all members.

		5. Write newsletter articles.

E. Finance Sub-Chairman 

Name: Wendy Graser

	Duties:
1. To handle all financial matters concerning this project, including handling 
monetary income, and payment of bills if any.


F. Manpower - At least 10 members will be needed for 2-3 hours for general socializing 
and picnicking.

4. WHAT SPECIFIC MATERIALS, SUPPLIES AND RESOURCES WILL BE 
REQUIRED?

Items supplied by the Chapter:
   A. Chapter Plan  
   B. Chapter Newsletter 
   C. Chapter Roster
   D. Past Chapter CPG
   E. Charcoal and Lighter Fluid
   F. Barbecue utensils
   G. Paper goods (plates, cups, utensils)


Items supplied by the members:

   A. Item: Food and Beverages
 	   Responsible Member: each member will bring their own
	   date needed:  6-15-95

   B. Item: Games
 	   Responsible Member: each member can bring any games they want
	   date needed:  6-15-95

   C Item: Cameras
 	   Responsible Member: Debbie Vonk
	   date needed:  6-15-95
	 	 

Non-Jaycee Materials:

   A. Item: Picnic Pavilion & Playground (location of the project)
 	   Supplier: City of Ballwin, Vlasis Park
	   Address:  300 City Hall Dr., Ballwin, MO 63011
	   Contact Person: Linda Bruer
	   Responsible Member: Brian Cox
	   date needed: 6-15-95
	   Purchase or donation: donation

B. Item: copies of flyer for each member
 	   Supplier: DePaul Health Center
	   Address:  12303 DePaul Drive, Bridgeton, MO 63044
	   Contact Person: Lori Vincent
	   Responsible Member: Lori Vincent
	   date needed: 6-15-95
	   Purchase or donation: donation
	
	
5. DESCRIBE THE POTENTIAL PROBLEMS AND SOLUTIONS TO  SUCCESSFULLY 
COMPLETE THIS PROJECT.

Problem: Members may not know where Vlasis Park is. 
Solution: Provide a map on the flyer that will be mailed to each member.

Problem:  Bad weather.
Solution: Choose a “rain date” for the project if the weather is bad on the scheduled day.


6. COMPLETE A PROPOSED BUDGET INDICATING ALL ANTICIPATED INCOME 
AND EXPENSE.
(NOTE: Income should equal expenses.)

Income:										Proposed
Appropriation from Chapter					   		$      0.00

Donation of items: food, beverages, location, copies				$  100.00

								TOTAL:		$  100.00


Expenses:										Proposed
Return of Appropriation from Chapter         					$      0.00

Cost of Donated Items								$  100.00

Return to Chapter (profit)							$      0.00

								TOTAL:		$  100.00


7.  LIST THE SPECIFIC STEPS TO BRING THIS PROJECT TO A SUCCESSFUL 
COMPLETION SHOWING PLANNED DATES FOR EACH STEP.

05/29/95	Approve as part of Chapter's Planning Guide.

05/29/95	Get approval from Board of Directors.

06/01/95	Accept Chairmanship.

06/01/95	Get approval from the Chapter.

06/05/95	Call City of Ballwin and reserve the Pavilion.

06/06/95	Design flyer, make copies.

06/07/95	Mail copies of flyer to all members.

06/10/95	Complete first nine questions of the CPG.

06/15/95	Anticipated date of project.

07/06/95	Final report to chapter.

07/17/95	Complete CPG.




IMPLEMENTATION AND EVALUATION

8. RECORD ANY REVISION OF THE ORIGINAL PLAN.

Revision A, Date: 06/05/95
The pavilion we usually meet at is closed for renovation.  We were able to reserve the 
larger pavilion, but we need to make sure all the members are aware that we are meeting 
at the “other” pavilion.


9. WHAT CHANGES OR RECOMMENDATIONS DO YOU HAVE FOR A FUTURE 
CHAIRMAN?

Recommendations:  I would recommend providing more activities for families.  Most 
people came, ate dinner, and left.  We expected people to bring their own games, but that 
didn’t happen.  I think people would have stayed longer if we had provided some kind of 
activity.  Or maybe the message wasn’t communicated well enough.


10. GIVE SPECIFIC AND MEASURABLE RESULTS FOR EACH GOAL ESTABLISHED.  
DESCRIBE THE IMPACT OF THIS PROJECT ON THE CHAPTER, INDIVIDUAL 
MEMBERS AND THE COMMUNITY.

Goals:
		A.  To run the project at no cost to the chapter.
			This goal was met.
	B. To have 10 Jaycees participate.
This goal was met.  There were 12 members of West County and 4 guests 
from the Crestwood/Sunset Hills Jaycees.
	C.  To have 10 Jaycee kids participate.
This goal was not met, as most of the members who attended do not have 
kids.  5-6 kids did attend

Benefit to the Individual: 
The individual benefits by having a fun activity that the whole family can participate in.  
This provides quality time for the family.  Even individuals that do not have children can 
enjoy a relaxing evening in the park.  Individuals can also benefit by playing games and 
participating in physical activity.

Benefit to the Chapter:  
The chapter benefits when its members can participate in a project without feeling guilty 
about spending time away from their children and family.  Members that don’t normally 
come to projects might attend this one, and they will hear about other projects that the 
chapter has planned.  They may decide to attend other activities.  Several of the chapter’s 
projects take place in the park, so members will also know where to go for those projects, 
if they had never been to the park before.

Benefit to the Community:  
The community benefits by having people using the park.  Members who live outside the 
Ballwin area attend and see the park and the community.  They may decide to re-locate to 
the City of Ballwin.

Evaluation of project:
	Our Primary Purpose was achieved when we held the picnic in the park on June 
15th.  Everyone had a good time.  The kids loved playing on the playground.


Impact of Project:  This project involved 12 Jaycees, which is 15% of our chapter, 4 Jaycees 
from another chapter, and 5 non-Jaycees.

West St. Louis County Jaycees - Chairman's Planning Guide     Page 1