Chairman's Planning Guide Project: Storage Shed Clean Out PLANNING 1. PRIMARY PURPOSE. (WHAT IS THE ONE REASON YOU WANT TO SUCCESSFULLY RUN THIS PROJECT?) The primary purpose of this project is to clean out our storage shed so we can better manage our chapter by knowing what is in the shed and what items we need to acquire for upcoming projects so we're not spending money on items we already have. 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: Since most of our board is new to the chapter, and we have several new members chairing projects, we need to determine what we have stored in the shed, so we are not buying items we already have for upcoming projects. The project will involve cleaning out the shed, disposing of items that are no longer usable, and organizing the items we have so we can find them easily for our projects. This project will assist in attaining the goal "to clean out and organize the chapter storage shed" in the Chapter Management Pinnacle Area/CPG Category, under the Management Area, as outlined in the 1998-1999 Chapter Planning Guide for the West St. Louis County Jaycees. Goals: A. To involve 6 members in the project. B. To complete the project in one day.. 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: Stacey Rader (Management) C. Project Chairperson: Name: Mike Olenjack 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 - In addition to the above planning committee members, the successful completion of this project will require a total of 6 additional members from the chapter. 4. WHAT SPECIFIC MATERIALS, SUPPLIES, AND RESOURCES WILL BE REQUIRED? Items to be provided by the Chapter: A. Item: Chapter Plan Responsible Member: Stacey Rader Use: To set goals for the project that are consistent with the overall goals of the chapter. B. 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 Personally contact chapter members about the project. 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: Beth Cox Use: To provide information to the members about the project, as well as planning future strategy concerning the function. G. Item: Manpower Responsible Member: Mike Olenjack Use: To clean out and organize the storage shed and dispose of any items that are no longer usable. Items to be provided by Chapter Members: A. Item: Trucks to take the trash to the dump. Responsible Member: Mike Olenjack and Susan Allard Date Needed: September 19, 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: Peerless Park Landfill- to dump Supplier: Peerless Park Demolition Landfill Address: 400 Elam Ave., Peerless Park, MO 63088, (314) 225-7000 Contact Person: None Responsible Member: Mike Olenjack Date Needed: September 19, 1998 Donation or Purchase: Purchase 5. DESCRIBE THE POTENTIAL PROBLEMS AND SOLUTIONS TO SUCCESSFULLY COMPLETE THIS PROJECT. Problem: Not enough manpower. Solution: Advertise the project at general membership meetings, and make phone calls to recruit members to work. Problem: The event is rained out. Solution: Reschedule for the following Saturday. 6. COMPLETE A PROPOSED BUDGET INDICATING ALL ANTICIPATED INCOME AND EXPENSE. (NOTE: INCOME SHOULD EQUAL EXPENSE.) Income: Appropriation from the Chapter $ 100.00 Donations (list): Meeting Location $ 50.00 Other Income: $ 0.00 ------------- Total Income $ 150.00 Expense: Return of Appropriation from the Chapter $ 0.00 Value of Donations (list): Meeting Location $ 50.00 Other Expenses: Dump at landfill $ 100.00 Return to Chapter (Profit) $ 0.00 ------------- Total Expense $ 150.00 7. LIST THE SPECIFIC STEPS TO BRING THIS PROJECT TO A SUCCESSFUL COMPLETION SHOWING PLANNED DATES FOR EACH STEP. Date Step to be taken 05/07/98 Approved as part of the Chapter Planning Guide. 05/07/98 Approval from the Board of Directors. 05/07/98 Approval from the Chapter. 09/01/98 Agree to serve as chairperson. 09/01/98 Complete the first seven questions of the CPG. 09/03/98 Announce project at general membership meeting and have sign up sheet. 09/08/98 Contact dump to get times open and prices to dump. 09/08/98 Verify that we have at least 2 trucks to haul trash to the dump. 09/15/98 Make phone calls to members to recruit people to work 09/17/98 Final recruiting for workers at General Membership Meeting 09/19/98 Anticipated date of project. 09/19/98 Take trash to dump. 10/01/98 Final report to the chapter. 10/10/98 Complete the CPG. IMPLEMENTATION AND EVALUATION 8. RECORD ANY REVISION OF THE ORIGINAL PLAN. Date: 07/16/98 Revision: The completed Chapter plan was not approved by the general membership until this date Date: 09/19/98 Revision: When we got to the landfill, they were closed even though our watches showed they should be open for 5 more minutes. We ended up dumping trash at the dumpsters of members apartment complexes. Date: 10/10/98 Revision: The CPG was not completed until 10/18/98. 9. LIST SOLUTIONS OR RECOMMENDATIONS FOR A FUTURE CHAIRPERSON. This is a very easy project to chair. There is not a lot of set up or planning involved, except to make sure we have enough members to help out. I would recommend that we make this an ongoing effort. Whenever we have projects, go through the items in the shed and throw out anything that isn't usable. When we finish a project we can store the items properly and label them so the shed will remain organized.. 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 6 members in the project. This goal was met. We had 7 members at the shed helping clean. B. To complete the project in one day. This goal was met. Benefit to the Individual: The individual benefited from this project because they had the opportunity to learn organizational skills, and also to learn a lot about the history of the West St. Louis County Jaycees as we found several boxes of old records in the shed. Benefit to the Chapter: The chapter benefited from this project because we now know exactly what is in the shed and where it is located. We no longer need to purchase items we already own but cannot find. Also, by knowing what is in the shed, our projects will cost less money and will run more smoothly. Benefit to the Community: The community benefited because we will be able to make more donations since we are saving money on buying the items necessary to run our projects. West St. Louis County Jaycees - Chairman's Planning Guide Page 4