Chairman's Planning Guide Project: Planning Session PLANNING 1. PRIMARY PURPOSE. (WHAT IS THE ONE REASON YOU WANT TO SUCCESSFULLY RUN THIS PROJECT?) The primary purpose of this project is to formulate our Chapter Plan, Chapter Budget and Calendar of Events for the 8 month year. 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: We want to plan a weekend away for the Board to develop our Chapter Plan, Chapter Budget and Calendar of Events for the 8 month year. We want to get away from the everyday interruptions so we can concentrate on completing these items. Additionally, since the majority of our Board members are relatively new to the Jaycees, and most have been in this chapter less than one year, we feel this is an ideal time to get to know each other and do a great deal of team building. This project will assist in attaining the goal "to develop an 8 month plan for our chapter by the end of June " in the Chapter Management Pinnacle Area/CPG Category, under the Management Development Area, as outlined in the 1998-1999 Chapter Planning Guide for the West St. Louis County Jaycees. Goals: A. To involve 75% of our Executive Board members and at least 1 other member from our chapter in the project. B. To develop a Chapter Plan for the 8 month year. C. To develop a Chapter Budget for the 8 month year. D. To develop a Calendar of Events for the 8 month year. 3. WHAT ARE THE SPECIFIC MANPOWER ASSIGNMENTS? (SHOW NAMES AND DUTIES.) A. Incoming 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. Incoming Programming Vice President: Name: Stacey Rader (Management) C. Project Chairperson: Name: Wendy Cox 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. 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 - this project does not require any manpower except for the members attending the project. 4. WHAT SPECIFIC MATERIALS, SUPPLIES, AND RESOURCES WILL BE REQUIRED? Items to be provided by the Chapter: A. Item: Chapter Plan and Budget from previous year. 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: Stacey Rader 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 determine membership goals and identify potential chairmen for upcoming projects. E. Item: Meeting Agendas from General Membership Meetings and Board Meetings Responsible Member: Beth Cox Use: To assist with internal PR about the project. F. Item: Meetings Responsible Member: Karin Seymour Use: To provide information to the members about the project, as well as planning future strategy concerning the function. G. Item: Notebooks, paper, pens, and a desk calendar. Responsible Member: Beth Cox Use: To be able to plan and organize information for the chapter for the next year. Items to be provided by Chapter Members: A. Item: Large sheets of paper, tape and markers to be used for brainstrorming and planning. Responsible Member: Wendy Cox Date Needed: May 1, 1998 B. Item: Food. Responsible Member: Wendy Cox (attendees will chip in to pay for this) Date Needed: May 1, 1998 B. Item: Snacks, games and beverages. Responsible Member: All who attend. Date Needed: May 1, 1998 C. Item: Lei's and goody bags. Responsible Member: Beth Cox Date Needed: May 1, 1998 E. Item: Pots, pans and cooking utensils. Responsible Member: Wendy Cox Date Needed: May 1, 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: Cabin for the Planning Session. Supplier: Meramec State Park Address: Sullivan, MO, (800) 334-6946 Contact Person: Reservations Department Responsible Member: Suzanne Archer Date Needed: May 1, 1998 Donation or Purchase: Purchase 5. DESCRIBE THE POTENTIAL PROBLEMS AND SOLUTIONS TO SUCCESSFULLY COMPLETE THIS PROJECT. Problem: People cannot attend due to schedule conflicts. Solution: Advertise the project at general membership meetings, and enough in advance that people can plan to attend. Problem: The cabins will not accommodate the number of people we have in attendance. Solution: Visit the park before the event to view the accomodations. 6. COMPLETE A PROPOSED BUDGET INDICATING ALL ANTICIPATED INCOME AND EXPENSE. (NOTE: INCOME SHOULD EQUAL EXPENSE.) Income: Appropriation from the Chapter $ 180.00 Donations (list): Meeting Location $ 50.00 Other Income: $ 0.00 ------------- Total Income $ 230.00 Expense: Return of Appropriation from the Chapter $ 60.00 Value of Donations (list): Meeting Location $ 50.00 Other Expenses: Cost of Cabin $ 120.00 Return to Chapter (Profit) $ 0.00 ------------- Total Expense $ 230.00 7. LIST THE SPECIFIC STEPS TO BRING THIS PROJECT TO A SUCCESSFUL COMPLETION SHOWING PLANNED DATES FOR EACH STEP. Date Step to be taken 04/02/98 Approval from the Board of Directors. 04/02/98 Approval from the Chapter. 04/02/98 Agree to serve as chairperson. 04/02/98 Announce project at general membership meeting and have sign up sheet. 04/03/98 Make phone calls to board members to make sure everyone can attend. 04/04/98 Visit local campgrounds to see facilities and reserve cabin. 04/11/98 Complete the first seven questions of the CPG. 04/16/98 Announce project at meeting and hand out fliers. 04/16/98 Submit article for Newsletter. 04/29/98 Shop for Supplies and goody bags. 05/01/98 Shop for food. 05/01/98 Anticipated first day of event. 05/07/98 Final report to the chapter. 05/14/98 Complete the CPG. IMPLEMENTATION AND EVALUATION 8. RECORD ANY REVISION OF THE ORIGINAL PLAN. Date: 04/16/98 Revision: It was determined on this date that some of the vice presidents could not attend. Since it was felt that all vice presidents should be there, the date was changed to June 5 - 7, the next open weekend. Date: 4/16/98 Revision: The change was announced at the membership meeting and a newsletter article submitted. Date: 04/17/98 Revision: Meramec State Park was not able to accommodate us on the new weekend, so we moved the event to River View Ranch in Bourbon, MO. Date: 06/03/98 Revision: Since the project was postponed for a month, we did not shop for supplies and goody bags until this time. Date: 6/5/98 Revision: Since the project was postponed for a month, we did not shop for food until this date. Date: 6/5/98 - 6/7/98 Revision: Anticipated date of project. Date: 6/18/98 Revision: Final report to the Chapter. Date: 6/26/98 Revision: Complete the CPG. 9. LIST SOLUTIONS OR RECOMMENDATIONS FOR A FUTURE CHAIRPERSON. This project was a valuable tool for our new board. I recommend that it be continued for future boards. Additionally, I would recommend that the board do some fund raisers in order to fund the weekend in the future. We also planned the next planning session for the November 6-8 for the 12 month year. This insures that people will be available on that weekend, and the plan can be completed before the new year starts. As a board, we got to know each other very well and laid the groundwork for strong friendships and good working relationships. I believe this is one event that will help us have a successful year. 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 75% of the Executive Board and at least 1 other member of the chapter in the project.This goal was met. We had 77% of our executive board members plus 1 other member in attendance. B. To develop the Chapter Plan for the 8 month year. This goal was met. C. To develop the Chapter Budget for the 8 month year. This goal was not met. The budget was not completed, but we did set up a meeting date to complete the budget. D. To develop a Calendar of Events. This goal was met. Benefit to the Individual: The individuals involved in this project benefited by learning important management, planning, team building and conflict resolution skills. Benefit to the Chapter: The chapter benefited from this project because we were able to develop some direction for the upcoming year. Benefit to the Community: The community benefits from this project because we were able to make some plans regarding community service and fundraising. West St. Louis County Jaycees - Chairman's Planning Guide Page 5