Chairman's Planning Guide Project: Taste of Ballwin 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 recruit members for the West St. Louis County Jaycees. 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 festival sponsored by the City of Ballwin where local restaurants bring booths with their food for residents to sample. The City of Ballwin asks the Jaycees to serve soda, which we do as a PR project. The city also allows us to set up a separate booth with membership information so we can talk to people about joining the Jaycees. This project will assist in attaining the goal "Recruit 63 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 for the West St. Louis County Jaycees. Goals: A. To involve ten chapter members. B. To recruit two new members. C. To involve one prospective member. D. To run this project at no cost to the chapter. E. To obtain the names and addresses of three new prospective 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 assist the chairperson 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 Chairperson: Name: Tim Vincent 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. 4. To obtain membership materials to display at the project. 5. To coordinate with the City of Ballwin about project location. 6. To talk to prospective members on the day of the project. 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 two 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: 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: Programming Vice President Use: To Personally contact chapter members about the project. 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. H. Item: Cooler Responsible Member: Chairperson Use: Giveaway item, as well as to hold entries I. Item: Giveaway entry forms Responsible Member: Membership Vice President Use: To use for cooler giveaway, as well as prospective list Items to be provided by Chapter Members: A. Item: Telephone Responsible Member: Local Directors Date Needed: June 6, 1998 B. Item: Bodies Responsible Member: Local Directors, Chairperson Date Needed: June 8, 1998 Items to be provided by non-Jaycee resources: A. Item: Location - Vlasis Park Supplier: City of Ballwin Address: 1 Ballwin Commons Drive, Ballwin MO 63011, (314) 227-8950 Contact Person: Tom McCarthy Responsible Member: Membership Vice President Date Needed: June 8, 1998 Donation or Purchase: Donation B. Item: Table and Chairs Supplier: City of Ballwin Address: 1 Ballwin Commons Drive, Ballwin MO 63011, (314) 227-8950 Contact Person: Tom McCarthy Responsible Member: Membership Vice President Date Needed: June 8, 1998 5. DESCRIBE THE POTENTIAL PROBLEMS AND SOLUTIONS TO SUCCESSFULLY COMPLETE THIS PROJECT. Problem: Not enough people to help with recruitment Solution: Ask Members to be aware and to point prospectives to the membership table Problem: Not enough information to hand out to prospective members Solution: Print extra copies of the newsletter and membership application. Also have state yearbooks and national materials available. Problem: Bad Weather Solution: Move project to rain-out date of June 15, 1998. 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 Copying of materials $ 15.00 Project Location $ 100.00 Other Income: $ 0.00 ------------ Total Income $ 165.00 Expense: Return of Appropriation from the Chapter $ 0.00 Value of Donations (list): Meeting Location $ 50.00 Copying of materials $ 15.00 Project Location $ 100.00 Other Expenses: $ Return to Chapter (Profit) $ 0.00 ------------ Total Expense $ 165.00 7. LIST THE SPECIFIC STEPS TO BRING THIS PROJECT TO A SUCCESSFUL COMPLETION SHOWING PLANNED DATES FOR EACH STEP. Date Step to be taken 05/01/98 Approved as part of the Chapter Planning Guide. 05/13/98 Approval from the Board of Directors. 05/15/98 Membership Meeting. 05/15/98 Approval from the Chapter. 05/20/98 Agree to serve as chairperson. 06/01/98 Complete the first seven questions of the CPG. 06/04/98 Membership Meeting 06/05/98 Reminder phone calls to membership (that did not attend 6/04 meeting) 06/06/98 Have all recruitment / giveaway materials available for project. 06/08/98 Anticipated date of project. 06/09/98 Follow-up postcards to prospective members. 06/13/98 Complete CPG. 06/19/98 Final report to the chapter. IMPLEMENTATION AND EVALUATION 8. RECORD ANY REVISION OF THE ORIGINAL PLAN. Date: 06/09/98 Revision: Decided to hold over contestants for cooler giveaway and membership giveaway to Ellisville 4th of July, as we did not have a lot of participants. Date: 06/04/98 Revision: Decided to giveaway one membership to the West County Jaycees. 9. LIST SOLUTIONS OR RECOMMENDATIONS FOR A FUTURE CHAIRPERSON. Get aggressive!! Get our butts out of the chair and make people fill out forms. 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 ten chapter members. 11 members helped at the event. 110% of goal met. B. To recruit two new members. One member was recruited. 50% of goal was met. C. To involve one prospective member. No prospective members came to help. 0% of goal was met. D. To run this project at no cost to the chapter. Since the chapter decided to giveaway one membership, this goal was not met. E. To obtain the names and addresses of three new prospective members. We obtained information on 5 new prospects. 166% of goal was met. Benefit to the Individual: The individual benefits since they get an opportunity to help the City out with a worthwhile event and work and socialize with other members Benefit to the Chapter: We get the opportunity to sign new members, meet more people in a public atmosphere, and we get to continue our use of the meeting rooms at The Pointe for free! Benefit to the Community: The community gets an opportunity to see one of the many projects that we do for the city, to see how we work together as a group, and to see how much fun we have. West St. Louis County Jaycees - Chairman's Planning Guide Page 1