Chairman’s Planning Guide Project: Chapter Internet Web Site PLANNING 1. PRIMARY PURPOSE. (WHAT IS THE ONE REASON YOU WANT TO SUCCESSFULLY RUN THIS PROJECT?) The primary purpose of this project is to maintain an Internet presence for the 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.) This project will maintain the home page for the chapter on the world wide web. The page will have information like meeting times and locations, board members with e-mail addresses where available, calendar of events, and links to the national and international Junior Chamber web sites. Our home page will be listed with the USJCC web site and also with other search indexes like Yahoo!, Web Crawler and AltaVista. We want people who are looking for information about St. Louis area non-profit groups to find our web site. Our address will be http://www.westcojcs.org. This project will assist in attaining the goal “Participate in two community projects for primary purpose of community exposure” in the Public Relations Pinnacle Area/CPG Category, under the Management Development Area, as outlined in the 1998 Chapter Planning Guide for the West St. Louis County Jaycees. Goals: A. To update the calendar page monthly so the site will always have current information. B. To update the newsletter page monthly. C. To sign at least 5 new members who found us through the web site. 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) 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: Debbie Velten Duties: 1. To complete the Chairman’s Planning Guide. 2. To assist with internal publicity at General Membership Meetings. 3. To create and maintain the web site. 4. To gather information from the chapter that can be posted to the web site. 5. To keep up with web technology and find new ways to improve the site. 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 will not require manpower other than the committee members listed above. 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. The newsletter will be posted to the Internet. 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. G. Item: Calendar of Events Responsible Member: Secretary Use: Post information to the web site. H. Item: Project Information Responsible Member: Other Project Chairmen Use: Post information to the web site. Items to be provided by Chapter Members: A. Item: Computer hardware and software. Responsible Member: Project Chair Date Needed: throughout project. Use: Maintain web pages and transfer to the Internet. B. Item: HTML Programming Responsible Member: Project Chair Date Needed: throughout project Use: Update and create web pages. 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: Chapter President Date Needed: 1st & 3rd Thursdays Donation or Purchase: Donation B. Item: Web Site Hosting Account Supplier: Internet Communications Address: www.icom.com Contact Person: sales@icom.com Responsible Member: Project Chair Date Needed: 1 May 98 Donation or Purchase: Purchase C. Item: Internet Domain Name Supplier: Network Solutions Address: http://rs.internic.net/ Contact Person: question@internic.net Responsible Member: Project Chair Date Needed: 1 May 98 Donation or Purchase: Purchase 5. DESCRIBE THE POTENTIAL PROBLEMS AND SOLUTIONS TO SUCCESSFULLY COMPLETE THIS PROJECT. Problem: The technical knowledge needed to create web pages is very new, and not many people know much about it. Solution: The page can start out very simple and improve as the chairman has time to learn new technical solutions. Problem: In order to have our own domain name, we will need to get an Internet account for the chapter and pay for domain name registration. Solution: The chairman will do a cost/benefit analysis and present to the chapter for approval. If approved, the chairman will apply for an account. Problem: Some web pages never get updated (“cobweb pages”) and people stop visiting because there is never anything new there. Solution: The chairman will update at least the calendar page monthly so that people will have something to come back for. Problem: There needs to be an e-mail address on the web page and someone needs to check that e-mail address regularly. Solution: The chairman will provide the e-mail address and check it at least twice a week. Incoming messages will be forwarded to other board members if needed. 6. COMPLETE A PROPOSED BUDGET INDICATING ALL ANTICIPATED INCOME AND EXPENSE. (NOTE: INCOME SHOULD EQUAL EXPENSE.) Income: Appropriation from the Chapter $ 200.00 Donations (list): Meeting Location $ 50.00 HTML Programming $ 320.00 Computer Hardware & Software $ 500.00 Other Income: ------------ Total Income $ 1070.00 Expense: Return of Appropriation from the Chapter $ 0.00 Value of Donations (list): Meeting Location $ 50.00 HTML Programming $ 320.00 Computer Hardware & Software $ 500.00 Other Expenses: Web Site Hosting Account (1 year) $ 125.00 Domain Name Registration $ 75.00 Return to Chapter (Profit) $ 0.00 ------------ Total Expense $ 1070.00 7. LIST THE SPECIFIC STEPS TO BRING THIS PROJECT TO A SUCCESSFUL COMPLETION SHOWING PLANNED DATES FOR EACH STEP. Date Step to be taken 04/16/98 Approved as part of the Chapter Planning Guide. 04/16/98 Approval from the Board of Directors. 04/16/98 Approval from the Chapter. 04/16/98 Agree to serve as chairperson. 04/17/98 Apply for web hosting account and domain name. 04/30/98 Complete the first seven questions of the CPG. 05/01/98 Move existing web pages to new domain name account. 05/05/98 Update May Information. 06/01/98 Update June Information. 07/01/98 Update July Information. 08/01/98 Update August Information. 09/01/98 Update September Information. 10/01/98 Update October Information. 11/01/98 Update November Information. 12/01/98 Update December Information. 12/17/98 Final report to the chapter. 12/20/98 Complete the CPG. IMPLEMENTATION AND EVALUATION 8. RECORD ANY REVISION OF THE ORIGINAL PLAN. Date: 05/28/98 Revision: Added a guestbook so people who come to our web pages can leave messages and comments. Date: 06/01/98 Revision: Added web pages about the Missouri Jaycees Summer Meeting we hosted. Date: 08/01/98 Revision: Added information pages about the cruise we are sponsoring for the Missouri Jaycees. Date: 09/01/98 Revision: Added links to the Missouri Jaycees and USJCC web pages from the front page of our website. Date: 12/01/98 Revision: Added information pages about our Santa Visits project, including a response form so people can request a visit from Santa online. 9. LIST SOLUTIONS OR RECOMMENDATIONS FOR A FUTURE CHAIRPERSON. This project was an unqualified success. Our web pages have been mentioned by people all over the country. The following recommendations should be considered for chapter web pages: 1. Make sure information is updated at least monthly! If you never update the page, people will look once, maybe twice, but never come back. 2. Look at other chapters’ web pages for ideas. 3. Make sure someone is checking the e-mail often and responding to requests. You don’t want a potential member to ask for information and not get an answer. 4. If the chapter can afford it, a domain name is a great idea because it makes your address easier to remember and makes the site more professional. Also the password can be shared if it’s not on someone’s personal account. This ensures that the chapter doesn’t get stuck if the one person that knows the password is not updating the page. Some of the ideas we want to try in the next year: 1. Add a CPG library so we can share projects with other chapters and our own members. 2. Update the member profiles. 3. Re-design the front page to keep things looking fresh. 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 update the calendar page monthly so the site will always have current information. This goal was met. B. To update the newsletter page monthly. This goal was met. C. To sign at least 5 new members who found us through the web site. This goal was not met. We have gained at least 3 members who found out about our chapter via the web. Benefit to the Individual: The chairman benefits by learning a new technology. For someone in the computer field, this is valuable experience that can be applied to their work place. Individual members benefit by having access to up-to-date chapter information at any time. Benefit to the Chapter: The chapter benefits because the web page gives us world-wide visibility. It’s like a virtual storefront to the world. Our members can get up-to-date information as well as quicker communication. The web page allows us to share information and ideas with Jaycees around the world. The chapter can also benefit when people find our web page and are interested enough to come check us out and possibly become a member. Benefit to the Community: By linking our site to those of our service area cities, we give them visibility to Jaycees moving to the area. People might decide to move into one of our cities after finding us on the web and linking to our service area. West St. Louis County Jaycees - Chairman’s Planning Guide Page 1