Chairman's Planning Guide

Project: Manchester Homecoming Membership Booth
PLANNING
1. PRIMARY PURPOSE.  (WHAT IS THE ONE REASON YOU WANT TO SUCCESSFULLY RUN THIS PROJECT?)
The primary purpose of this project is to run a membership booth at Manchester Homecoming in order to recruit new members for our chapter.

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 us let the community know about our chapter and what we do in the community and allow us to recruit new members.  We always have unused booth space at this festival since we have to rent a booth to sell glow necklaces, and we only use the booth at night.  This will be a good use of the booth we are already paying for.

This project will assist in attaining the goal "To recruit 50 new members by year end. in the Membership Recruitment 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 recruit 3 new members.

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
uties:
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 and Information
Responsible Member: Membership VP
Use: To gather information about new members.
H. Item:  Booth at Festival
 Responsible Member:  Heidi Graser
 Use:  To set up materials.

Items to be provided by Chapter Members:
None 

Items to be provided by non-Jaycee resources:
A. Item: Meeting Location - Pointe at Ballwin Commons
Address: 1 Ballwin Commons Drive
Contact Person: Tom McCarthy
Responsible Member: President
Date Needed: 1st and 3rd Thursdays of each month.
Donation or Purchase: Donation

5. DESCRIBE THE POTENTIAL PROBLEMS AND SOLUTIONS TO SUCCESSFULLY COMPLETE THIS PROJECT.
Problem: No one shows up to work.
Solution: Advertise early and make follow-up phone calls to members.

Problem: No one is recruited.
Solution: Make sure to have a good mix of  people to talk to as many prospective members as possible and raffle off a free membership to entice people to visit our booth.

6. COMPLETE A PROPOSED BUDGET INDICATING ALL ANTICIPATED INCOME AND EXPENSE. (NOTE: INCOME SHOULD EQUAL EXPENSE.)
Income: 
Appropriation from the Chapter
$
150.00




Donations (list):
Meeting Location
$
50.00








Other Income:

$
0.00



------------

Total Income
$
200.00

Expense: 

Return of Appropriation from the Chapter
$
0.00




Value of Donations (list):  Meeting Location
$
50.00




Other Expenses:
Booth fee
$
150.00




Return to Chapter (Profit)
$
0.00



------------

Total Expense
$
200.00



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	Approval from the Chapter.
08/06/98	Accept Chairmanship.
08/06/98	Announcement and sign up sheet at general membership meeting.
08/20/98	Announcement and sign up sheet at general membership meeting.
08/20 - 09/05	Have Directors make phone calls to new and current members.
08/21/98	Complete first 7 questions of the CPG.
09/03/98	Announcement and sign up sheet at general membership meeting.
09/08/98	Reminder calls to volunteers about project
09/11 - 09/12	Anticipated date of project.
09/17/98	Finsh last three questions of CPG.
09/17/98	Final report to the chapter.
IMPLEMENTATION AND EVALUATION

8. RECORD ANY REVISION OF THE ORIGINAL PLAN.
No revisions to the plan.

9. LIST SOLUTIONS OR RECOMMENDATIONS FOR A FUTURE CHAIRPERSON.
Hold some recruitment training prior to the project and have some other type of enticement to get people to the booth.  

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.  This goal was achieved as we had 12 members attend the project.
B. To involve three new chapter members.  This goal was met.
C. To recruit 3 new members. This goal was not met, but we have expanded our prospective list and continue to work it.

Benefit to the Individual:
Several members of our chapter learned to talk to the public about the Jaycees and got some recruitment training.
Benefit to the Chapter:
The chapter benefits by any recruitment efforts as we build our prospective list.

Benefit to the Community:
The Community benefits any time we have the chance to publicize what we do in the community because they have a chance to become involved with our chapter and this allows us to do more in the community.
West St. Louis County Jaycees - Chairman's Planning Guide		Page 4