CHAIRMAN’S Planning Guide (CPG)
Chapter Name: Lansdale Jaycees / Chapter #: 370025 / State Name: PA / State #: 37Project Name: / M-night Bowling Social
CPG Category: / Membership Development / Supervising Officer: / Heather Schoening
Chairperson: / Tracy Smith
Address: / City, State, Zip:
Home Phone: / Work Phone:
Cell Phone: / Fax Number:
Email Address:
PROPER USE OF GUIDE: Good advanced planning and record keeping will assure success. Use this guide in planning and conducting the project by answering each of the following questions.
PLANNING
- The primary purpose (What is the one reason to successfully run this project?)
Purpose: To provide a social for prospective members to come out and learn about the Jaycees.
- Give a brief description of the proposed project and background information. Follow this with a listing of the specific and measurable goals to be accomplished by this project. (Example: involved 25 Jaycees; give specific numbers and/or percentages.) Description of the proposed project:
Hold a bowling social at Town & Country Lanes and invite prospective members to bowl, socialize and learn more about what the Jaycees have to offer.
Goal #1: Recruit at least two (2) new members.
Goal #2: To have at least 20% of the membership participate.
Goal #3: Have information available on upcoming events for distribution.
Goal #4: To have at least 5 prospective members attend.
- What are the specific manpower assignments? (Show names and duties)
Supervising Officer/Title: Heather Schoening
Phone number/email addy
Chairperson: Tracy Smith Phone number/email addy
Committee Member: Michelle Ward/Man power
Phone number/email addy
- What specific materials, supplies and resources will be required?
Purchased Materials and/or supplies:
ItemsSource Estimated Value
Cost of bowling Town & Country Lanes$70.00
Cost of pizzaGuisseppi’s Pizza$20.00
- Describe the potential problems and their solutions to successfully complete this project.
Potential Problem:Lack of membership participating in social.
Solution:Make phone calls and send e-mail reminders to the membership.
Potential Problem:Lack of prospective members participating.
Solution:Make calls to all prospective members and invite them to attend.
Potential Problem:No bowling lanes available for the date and time that we need.
Solution:Call at least one (1) week in advance to reserve enough lanes.
- Complete a Proposed Budget indicating all anticipated income and expenses.
Appropriation from chapter: $90.00
Expenses:
Item #1: Bowling and shoe rental Amount: $70.00
Item #2: Pizza Amount: $20.00
Total Expenses: $90.00
Total Income:$0.00
Net Profit: $0.00
- List the specific steps to bringing this project to a successful completion. Show planned dates for each step.
Date2/1/04Step #1:Complete first seven (7) questions of CPG.
Date2/11/04Step #2:Notify all members of the date and time of the social.
Date2/18/04Step #3:Contact prospective members.
Date2/22/04Step #4:Call bowling alley and reserve lanes.
Date2/26/04Step #5:Send reminder e-mail out to all members.
Date2/29/04Step #6:M-night social.
Date3/5/04Step #7:Make follow up calls to prospective members.
Date3/12/04Step #8:Finalize CPG.
- Record any revision of the original plan: There were no revisions to original plan.
- What changes or recommendations do you have for future chairpersons of this project? (Take this opportunity to discuss any problems and their respective solutions. This is your chance to give some value advice or pointers to the next chairperson of the project.
Problem:Lack of prospective members attending.
Solution:Make calls earlier to try and avoid people already having plans.
Problem:League night at the bowling alley created problems with reserving lanes.
Solution:Call the bowling alley sooner to try and reserve lanes around league nights or try other area bowling alleys.
Problem:People didn’t know what we as a group were there representing.
Solution:Have posters and more information available for people to look at and read or take with them. Make sure all members on the Board of Directors are wearing their name badges.
10. Give specific and measurable results for each goal established. Describe the impact of this project on the chapter, individual members, and the community.
Primary Purpose: To provide a social for prospective members to come out and learn about the Jaycees.
Result: A bowling social and pizza party was held for prospective members to come out and learn more about the Jaycees as an organization, receive information about upcoming events and see what it’s like to participate in a social event. ‘
Goal #1:Recruit at least two (2) new members.
Result:Goal was not met; information was given to prospective members, but at this time, they have still not joined.
Goal #2:To have at least 20% of the membership participate.
Result:Goal was met; seven (7) members attended.
Goal #3:Have information available on upcoming events for distribution.
Result:Goal met; calendar of upcoming meetings, projects, and socials available.
Goal #4:To have at least five (5) prospective members attend the social.
Result:20% of goal met; one (1) prospective member attended the social.
Describe the impact that this project had on the:
Individual:The individual was able to meet several members of our Chapter and see how much fun we have at social events. They were able to see some of what we have planned for the remainder of the year and were able to ask questions about the Jaycees.
Chapter:The Chapter was able to introduce this organization to the prospective member and tell them what we’re all about.
Community:Other members of the community who were bowling that day were able to see how much fun we have together as a Chapter.
Final Financial Statement
Expenses:
Item #1: BowlingAmount: $61.75
Item #2: Pizza Amount: $36.57
Item #3: Shoes Amount: $13.00
Total Expenses: $111.32