Chairman's Planning Guide Project: Taste of Ballwin PLANNING 1. PRIMARY PURPOSE. (WHAT IS THE ONE REASON YOU WANT TO SUCCESSFULLY RUN THIS PROJECT?) The primary purpose of this project is to gain exposure in our surrounding communities. 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: Taste of Ballwin is a city festival where local restaraunts are invited to promote their businesses and provide samples of their food for the local residents. The West St. Louis County Jaycees provide manpower to the City of Ballwin to run the soda booths, in exchange for space to have our general membership meetings. It is also a way for us to provide the surrounding communities with an idea of what the Jaycees are all about. This project will assist in attaining the goal "participate in 2 community projects for the primary purpose of community exposure" in the Public Relations 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 recruit 1 new member. 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: 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: 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 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 pour soda and promote the Jaycees to members of the community. Items to be provided by Chapter Members: A. Item: Truck to take cans to recycling center. Responsible Member: Mike & Dawn Olenjack Date Needed: June 7, 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: Soda, ice, coolers, cups, money box Supplier: City of Ballwin Address: 1 Ballwin Commons Drive, Ballwin MO 63011, (314) 227-8950 Contact Person: Tom McCarthy Responsible Member: Mike Olenjack Date Needed: June 7, 1998 Donation or Purchase: Donation 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: The city of Ballwin has a rain date scheduled. 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): Meeting Location $ 50.00 Other Income: $ 0.00 ------------- Total Income $ 50.00 Expense: Return of Appropriation from the Chapter $ 0.00 Value of Donations (list): Meeting Location $ 50.00 Other Expenses: $ 0.00 Return to Chapter (Profit) $ 0.00 ------------- Total Expense $ 50.00 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. 05/07/98 Agree to serve as chairperson. 05/30/98 Complete the first seven questions of the CPG. 05/21/98 Announce project at general membership meeting and have sign up sheet. 06/01/98 Make phone calls to members to recruit people to work 06/07/98 Anticipated date of project. 06/07/98 Get trash bags for recycling cans. 06/08/98 Take cans to recycling center. 06/18/98 Final report to the chapter. 06/18/98 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: 06/12/98 Revision: We were not able to take the cans to be recycled until this date due to problems with the truck. 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 staff the soda booths. The City of Ballwin makes all the arrangements and does all the advertising. All we have to do is get people to show up to work and recycle our aluminum cans. It might be helpful to do some training beforehand to get our members more comfortable with talking to the community about the Jaycees. 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 8 members, a region officer and a guest from another chapter at this project. B. To recruit 1 new member. This goal was not met. Benefit to the Individual: The individual benefited from this project because they had the opportunity to get involved with the community. It also provided the chance to fellowship with other members of our chapter. Benefit to the Chapter: The chapter benefited from this project because it is a great public relations project. We were able to let some people know more about the Jaycees, and it also allowed us to continue to use a meeting room at the Pointe at Ballwin Commons at no charge. Benefit to the Community: The community benefited by seeing the Jaycees in action and learning about what we do in the community. West St. Louis County Jaycees - Chairman's Planning Guide Page 4