$7.

50

GUIDE

FOR

PREPARING

CHAIRMAN'S AND MEA

PLANNING

GUIDE(CPGs)

ENTRIES

Edited

by

Kim Newlin

October

1985

7th Edition

COCONUT

GROVE

JAYCEES

P.O.

Bo x 518 Grove, Florida 33133

Coconut

TABLE

OF CONTENTS

PAGE

Foreword Chapter Awards Chapter Major Emphasis Areas Chapter Major Emphasis Area Categories Major Emphasis Area Entry of the Year Dr. Jerry Bruce Memorial Award Judging Criteria for Major Emphasis Entries Florida Judging Criterial for Project of the Quarter Notebook Submissions Rules and Suggestions for the Major Emaphasis Area Award Entries Diagram of Suggested Major Emphasis Area Entry Awards Entry Form Major Emphas is Area Informat ion Form Suggested procedure for preparation of CPGs for inclusion in the Major Emphas is Area Entry Diagram of Suggested Chairman's Planning Guide Relationship of Planning Guide for Chapters(Giessenbier Entry) to the 10, CD, & MD Programming to the MEAs to the CPGs Cover Sheet Format for a CPG Project Notebook CPG Form Answers to Questions form the CPG Financial Statement Substantiating Material Financial Data News Clippings Correspondence Photographs Statistical Records Promotional Material Tips for Better Quality CPGs Keys to Winning Notebooks Sample Completed CPG Management Techniques Bibl iography

2 3 3 3 4 4 4 5 5 8 10 11 12 14 15 16 19 21 36 38 40 42 43 44 45 46 47 48 49 58 59

FOREWORD Dear Fellow Jaycees:

The purpose of this guide is to teach you how to write Chairman's Plannning Guide(CPG) Project Notebooks. These project notebooks can be used to enter in the appropriate MEA Awards Category and will be used to support your Program~ing and Giessenbier Entries. Since the CPG is one of the managment tools promoted by the U. S. Jaycees to develop us into better leaders in our communities, it is believed that this guide will more fully explain the proper use of the CPGin planning to run a successful project. It will also tell you what records to keep and how to document your successful project for submittal as an Major Emphasis Area(MEA) Entry for awards competition. However, one should note that the use of the CPG is an aide for the project chainnan to help hi~ plan, manage and run a successful project. This is the main purpose of the CPG. Why then should you as the project Chairman have to write-up your project if it was so successful? There are two main reasons: 1) to document the results so that if the project is run again next year, the next project Chairman will have the CPG as a guide to go by and 2) so the CPG notebooks can be used to support an MEA Entry which can be entered into state awards competition and be judged so that your Jaycee Chapter can obtain recognition for the work that you and they have done to make themselves and their communitities better places to live. If additional copies of this guide are needed, they can be purchased from the undersigned for $7.50 per copy. Yours in Jaycees,

Kim Newlin, Chief of Staff of The Great Coconut Grove Jaycees 755 Allendale Road Key Biscayne, Florida 33149 (305) 361-9362

Chapter A wards
What sets the Jaycees apart from other organizations is the development of the Individual member. The to recognize those chapter awards are designed chapters that get Involved In prOjects and programs that better the lives of the individual member The proper management of projects and programs by utiliZing all available resources to accomplish a predetermined objective aVOids many of the pitfalls of unsuccessful commrnees and the discouragement of members Proper management also enhances both the chance of success for the committee and the opportunIty of growth to the individuals involved because: 1. 2 3 The selection of projects and programs With the IndiVidual in mind. IS made

EX8mple: Chapters that plan to run several prOJects. such as three M-Nlghts. two membership incentive prOjects and a door-to-door membership recruitment campaign, would enter these Individual prOjects In the Major EmphaSIS Area category of recrUitment/activation/Orientation on the state level The chapter awards are Judged Within population diVisions so both large and small chapter~ have an opportunity to receive recognition The population diviSions are

D'Vision I DiVision II Division III Division IV Division DiviSion D,vision D,VISion DIVision V VI VII VII' IX

0-850 851-2.500 2,501-5.000 5,001-15,000 15,001 -30.000 30.001-75,000 75,001 -1 50.000 150.001 and over Instrtu1lonal Chapters

Committee members are provided with proper training In management skills Committees are allocated a share ot available resources and given assistance in securing additional resources from the community. These resources enhance the chances for committee success

As chapter leaders, it is your responsIbility to see that the COrTlmlttee achievements are submitted for recognition The members wh:, worked hard and the community which benefitted because of their efforts should not be denied the opportunity to receive recognition The '~Ies are Simple. The guidelines are few The fact is. yc.ur chapter is recognized through effective prOjects or programs - not how well you were able to put the entry together Many chapters find that chapter award entries not only serve as recognition for the chapter and community, but also as an excellent tool for recruitment and Orientation sessions. They also provide future commrttees an additional resource.

College, military and non-prison institutional chapters are to be judged With Population DIVISion IX Population will be determined by oNlcial U.S Census figures or other offiCial updated figures The entries must be postmarked no later than midnight. June 1, and shipped to the judging site Included should be a copy of the packing slip. the Major E:mphasls Area entries (an Award Entry Form must be Included with each entry) and the authorized signature or stami' on the entry form stating that the entry was a first or second place state winner.

Procedure for Entering: A packing slip, giving the address of the Annual Meeting CompeNlon, can be secured from your state awards chairman or your state office. The original packing slip must be postmarked by June 1 and mailed to National Awards Program, The U.S. Jaycees. P.O Box 7. Tulsa, Oklahoma 74121-0007.

Chapter Major Emphasis Area Awards

The US Jaycees will recognize those chapters that best utilize the chapter management system and the Chairman's Planning Guide in coordinating and conducting projects In the 14 Major EmphaSIS Areas (MEA) caregories. The projects in a Major Emphasis Area must be conducted to fulfill a need, With each project under one chairman. The MEA entry will consist of a combination of all prOjects run by a chapter Within a broad classifica-

Chapter Major Emphasis Area Categories

I. Individual A. Development Leadership Development: This MEA category includes all programs wrth the purpose being to build leadership skills The following U.S Jaycees programs go into this category Personal Dynamics, Leadership Dynamics. Communication Dynamics, Time Dynamics and Speak-Up. Family Ufe/Splrrtual Development All The US Jaycees Family Life programs are included in this

B.

tion The intent of the chapter Major EmphaSIS Area

award IS to recognize outstanding entries In each Major EmphaSIS Area conducted by a chapter.

category. Some are Prime r,me, Posrtlve Family Attitude Power. Allin the Family and Family Time. as well as any defined family program or project.

F RecrUitment/Orientation'! Activation These are Any project designed primarily to Increase or enhance spIritual aclivrtles by your members or all prOjects conducted Withthe pflmary purpose of people In the community also are Included here obtaining new members. oflenhng members and C Personal Skills This category Includes all prOJIncreasing partiCipation. retention or reactivation ects conducted with the primary purpose to for the organization. Prolects which deal With Increase or enhance the personal skills 01 Indimembership recrUitment. extenSions and acliva lion are Included vidual members ThiS category also Includes The US Jaycees programs. Persona: Financial PlanG Public Relalions These are all prOjects conducted ning, Stress Endurance and Job Search to promote the Image of your chapter and the JayII Communrty Development cee movement In your community Some examA Human Services These are all projects designed ples are projects which deal In community recogto promote or Improve the quality of Il1e.Any pronition, Distinguished Service Awards programs. parades, pageants, ongoing PR work and the Ject which the purpose IS to work directly wrth chapter photographer people would be included Projects which deal wrth youth and elderly assistance. mental health and mental retardation, health and safety and international involvement are included here B Community Improvement These are all projects which Improve resources or facilities: promotes conservation and enhances the environment in your communrty Any prOjectwhich the purpose is to work with properties and non-human resources or which deal with economic development, energy The MEA entries selected as the mG~ioutstanding and environment are Included entry' In each of the 14 areas Will be named the Major C Government Involvement These are al! projects Emphasis Area Entry of the Year In ItS respective of governmental nature deSigned to provide better category The recipient ISselected from the nine (9) fllst public services and promote prrde In Amerrca place winners In each category Th:s category also includes prOjects which deal Eligibility: Chapter entries selected and certified With criminal Justice as first or second place population diVISion winners In D Communrty Fundralsing These are all prOjects thell state are eligible for national recognition with its primary purpose to raise funds for a speCific program, Including health-related organizations, foundations or any other community charity III Management Development A Planning This category includes all facets of chapter planning. needs analySISand evaluations such as the chapter plan of action, the planning guide for chapters and events scheduled to faciliThe Dr Jerry Bruce Memoria! Award ISpresented tate the surveying, planning, monrtorrng and evalannually to the chapter haVing the best MEA entry In the uating the chapter's plan of action nation The winner ISselected tram the 14 MEA E;:try of B Training These are all training programs aimed at the Year winners the members, covering the Job descriptions and The award IS named in honor of Dr Jerry Bruce. responsibilities of officers and chairmen. who served as preSident of the Idaho Jaycees dUfing C Fiscal Management These include all projects 1961-62 and was killed In an automobile aCCidentnear conducted to manage the finanCial aspects of the Boise, Idaho, In 1962. Chapter Examples are projects which deal with Eligibility: Chapter entries selected and certified raising funds for operation of the chapter, ways as first or second place population diVISionwlnn:::>rs In and means; finanCial and budget reports relating their state are eligible for national recognition to the overall finances of the chapter Monthly budgets and annual audits are also Included D. Personnel Management ThiS category Includes all chapter activities. including meetings, campaigns elections, sports, On-To. VISitations,bidding or hosting meetings, socialS and awards. E Communication This category includes all communications used, chapter publications. special mailings and other communication tools used All The following are the basic criteria and percentages special events promotion to the membership, callused In selecting outstanding Major EmphaSIS Area Ing commit1ee structure and activities and the entries chapter newsletter are included

Major Emphasis Area Entry of the Year

Dr. Jerry Bruce Memorial Award

Judging Criteria for Major Emphasis Area Entries

A How well were the prolects managed? 30% 1 Does It appear the chairmen were given the proper training as It relates to their responsibilities? 2 How well did the commlt1ee plan for the achievement of ItS goals as they relate to the Chapter's obJectives? Was adequate concern put Into the finanCial management of the proJects? Old the commlt1ees management reflect a conSideration of the Individual talents of ItS members? Does
!!

Rules and Suggestions For the Major Emphasis Area Award Entries
The purpose
01 the Major EmphaSIS Area entries

3 4 5

appear that proper communications

were

IS to allow Jaycee chapters an opponunll/1c: put all prOjects designed to fulfill a need Into one MEt. entry. An entry must have a minimum ot tnree (3) CPGs to be entered for competition Ther. is no maximum number of CPGs that can be In cluded In one (1) MEA You may have conducted SIX (6) youth related projects to satisfy a need All SIX (6) project CPGs would be Included In one 2 (1) entry titled "Human Services Category" Each project In an entry must be ouliinee using the CPG With the completed CPG form as a cover page Chapter's objective must be inCluded onA.wards Entry Form for Major EmphaSiS Area entry and chapter programming portfoliOS MEA Information form must be Included as the cover sheet to your MEA entry. 5. 6. Only entnes that place first or second In state juaging are eligible for National Competition Entry must be certified In one of two ways a. By certification stamp (rubber stamp) on the entry form. b. By state president or state chairman's signature on the entry form. Local organizations must have dues pai"; In full through April 30 to be eligible Recognition is to be conferred on the basis of progress of projects between May 1 and April 30 (projects need not be completed to receive recognrtion, but project progress must be evaluated up to the date of submission) The official census at the beginning of the awards year (May 1) is the basIs for determining the chapter's population diviSion. Decisions of the NatIOnal Awards Commit1ee are final and irrevocable A specifiC project may be entered in only one of the 14 categories The chapter may enter MEA entries In all 14 categories if the entries placed first or second on the state level. 13. Any entry may be duplicated and the photocopy included in an individual development, management development or community development portfolio Duplication by photocopy machine IS acceptable. There is no maximum number of pages of substantiating matenal with each CPG All Major Emphasis Area entries must contain a minimum of three (3) CPGs

utilized such as committee meetings, comrT1lt1ee structures and public relations? B How successful were the proJects? 20% 1 Did the project accomplish their goal? 2. Old the committee chairman and members learn leadership prolects? 3 4 5 6 and management skills through the

Does It appear the Planning GUide for Chapters was used as an ongOing management tool? Does the substantiating rrlalerlal adequately document the commlttees action? Does:1 appear tne evaluations were taken serIously and used as learning experiences? Were the projects well managed? was trle Impact on chapter and! or community?

4.

C What
35% 1.

Do the projects reflect a sincere effort to fulfill specific needs? 2 Were the projects based on needs rather than ease 01 undertaking? 3 Do the projects appear to be of vital concern to the chapter and! or community? 4 Do the projects reflect a Sincere effort to get Involved in prOblem areas? o How well were resources used? 15% 1 2 Were possible non-Jaycee resources identified? How well did the chapter utilize the time, talent and other resources of non-Jaycees in the follOWing a. Problem or need determinations b Goal-setting c Commit1ee-plannlng 3. d. Project success Were the resources used in such a way as to Individuals? for Project Submissions

7. 8.

10. 1 1. 12.

benefit the participating Florida of the Judging Quarter

Critera Notebook

The sheet that because it tells submission will judges, what luded in the be written. to read the completing the judging.

follows is included one how his notebook be scored by the 14. 15.

information must be incwrite-up and how it must Thus, one would be wise judging sheet before ever

submission
Awards

ePG prior to project for Project of the Quarter

Substantiating material should be placed on

81//'

11" white paper (white paper permits photOCOPYing of the outstanding proJects)

FLORIDA JAYCEES PROJECT OF THE QUARTER JUDGES We WDuld like to make the following RECOMMENDATION recommendations SI!! ET _ _

ll.order to better present your ~rojL

Ques. 1) Only one prlmarv purpose ------State-p;1mary p~rpoBe more clearly and simply 2)----ae IJUre to mention, in order:

Chapter

survey

------Chapter plan Portfolio (10, CD. MD) Maj or Emp ha sis Ar ea Priority Goal under that priority

3) 4)

Mak.e proj eel goals more spec if ic and measurable (numbers/deadlines) Suggest between three and five 20a1 s Show supervising chapter office~(s), chairman, cOlmDittee member& Shaw address and phone of all those mentioned above
Show estimated manpower requ ired to run proj ect Better identification of materials and supplies, and quanities needed Better identification of person/committee res~onsible

SJ ____

Better
------List

irtent ificat ion of potent tal

potential

sources

donation/purchase

6)----Comnunity

resources

should include:

Better icentification of physical items ------Better identification of intangible items Address/phone for contact in! _____ Donation/purchase potential 7) Show possible problems and alternatives in the seven manaaenent techniques: PI ann inE Tra inin8Communicat ions Fina:>cial Mgt _ Peraonnel Management Public Relations Rec./Orient./Activ. 8) Show projection of project approval bv board/chapter ----------Use broader timetable, rather than specific days ------Clearer presentation of steps to be taken 9)------lmproved plannin. budget ------Income must equal expense 10) Show board/chapter apcroval date. for CPG plans or final report

!-Iore detail
-----More

needed as to events

detail needed as to

results

ll)------Better presentat.ion of revisions and changes 12)------List each income and expense item 1n chronological order l3)------Better presentation of the roles of non-Jaycees ----List address/phone of resources used 14) Remember what capsule means (2-4 lines) Show in capsule evaluation if primary purpose was achieved (aee question 1) ------Evaluate goal by ~oal (as stated in question 3) ----Make the rewlts to the goals specific and meawrable (numerical/deadline) Include haw you used the seven management techniquDs (see ques. 7) on your projert 15) More complete description of problems and how they were handled 16)------Hore complete explanation of recommended changes for next year

----AlWys
17)------List

recommend at least
any financial

one change for next time' 5 chairraan

encountered, if any

problems

----State

if proj ect wa8 a f iDancial success or failure

------Compare budget with actual financial statement and explain differences l8)------Show benefits to chairman or committee ------Show how your Javcee chapter benefitted by conducting this project Show how your c~unity benefitted (if applicable) SUBSTANTIATING MATERIAL baCKuC material _ _ could be stren@thened in the following areas: _

Your project's Financial Data New. Clippings PROJECT EVAL~ATION

Correapondence
Statiatical Data

_
_

Photographs _ PrOOlOt innal Mater 1al

Outstanding project and preaentatlnn -----Good project And ~repentatlOQ Good project and presentation, but others deemed more worthy Best entry in category, but could use 1mprovcme~t _____ Good projcct, but could improve prcsentatlo~. Ker. Nadeau days at (904) 245-2444 of your project. if you need help on Call Awarda State Chairman improvi~g the presentation

CHAPTER CHA IRMAN. JUDGES INITIALS

PROJ ECT NAME POP. 01V IS10N _ POQ AREA

_ _

FLORIDAJAYCEES SWEEPSTAKES JUDGING FOI\M

11'1 order to accurately compare similar projects done by different-size chapters, following questions were designed in order to help sehct the best single project in each of the fourteen Major Emphasis Areas.

JUDGE 1
tht...

JUDGE 2

JUDGE 3 E-E7celle:1t
G-Cood f'o Fa 1r

don.

PROJECT MANAGEMENT PROJECT SUCCESS PROJECT IMP ACT PROJECT FORM CHAPTERNAME PROJECT NAlIE .M. ."'. E JUDGES' rN'nALS

PROJlCT MANAGEMENT _ _ 1. Were the results of the C.P.G. Planning Section on this the success of the project? (CPG Ques. 1-11, 14, 16) Does the Chairman's Planning (#4, 7, 10, 14, 16) Was adequate concern Guide reflect the financial proj ect sufficient to ensure CHAIRMAN training? (7,9,14,17) project?

2. 3. 4.

chs.irman!committee/chapter management of this for project? this

sbawn for

16. The host chapter of the Annual Meeting is responsible for all entries it receives Entries may be picked up after the awards program of the Annual Meeting by the incoming state preSident or hiS authorized representative 17. White (8'12" x 11") paper should be used for all material in the entry This will permit photocopying 18. It is suggested that only one Side of a page be used 19. Cardboard or extra heavy paper should not be used 20 A label with the following information IS required on the FRONT COVER Chapter Name Chapter Mailing Address Your Town; Zip Code U.S. Jaycees Major Emphasis Area Category U.S. Jaycees Population Division State 21. Entries over six inches thick should be split into two or more volumes Each volume should be labeled as shown above and also Include markings such as book 1 of 3 books, book 2 of 3 books, book 3 of 3 books. Chapter can enter only one (1) MEA entry per MEA category. Any questions relating to judging procedures should be addressed to the National Awards Consultant or the National Awards Director, The U.S. Jaycees, PO. Box 7, Tulsa. OklahOma 741210007

Were the tecmiques for managing personnel adequate (i4, 7, 10, 11, 14) (i.e. manpower, awards, ete.)

condueting

5.

Does appear that ?roper communications were used, such as committee meetings. aeeting announcements, newsletters, agendas, etc.? (7, 14, Bubst. mat.)

it

6. 7. 8.

Were the techniques (7,14, sub. mat.)

for

publie

relations

adeq'~te

for eonducting techniques used? (5,

this (7,10,

project? 14, sub. mat..'

Were any recruitment/orientation/or Does th~s

aetivetion

proj ect make good use of non-Jaycee

resourc~s?

6, 13)

'-I

PROJECT SUCCES S 1. 2. Did project achieve goals set and primary purpose for this rlocumented? (I, 3. 14. sub. mat.) Did the following a. b. e. 3. 4. benefit from this proj ect: - and, 18) if not, are 'he main reasons

(14,

The proj ect chairman/committee The Jaycee Chapter and its members The community (if applicable) mater~al seriously support the projeet activities? experience? (14, 18)

Does the substantiating Was the evaluation taken

and used as a learning

PROJECT IMPACT 1. 2. 3. Does this project reflect a realistic effort to fulfill a need? (I, 2, 3, 14) through to fulfill the

la this project of vital concern to the ehapter/comm<mit:' chapter's priorites for the year? Cl,2,3,14) Do the reaults of the project tbe needs? (1,2,3.14) Will this project. or its COIDunity? ClO,14,18) reflect the concern

aa nefined

22. 23.

of the membership

4.

benefits,

have a lasting

effect

on the members/chapter/

PROJECT FOR.'1 Am>PRESENTATION 1. 2. Were all Overall CPGquestions presentation answered material of project. in correct entered
form/foI"!Dat?

10 the substantiating

and tabbed

corrpctly?

DIAGRAM

OF

SUGGESTED

MAJOR

EMPHASIS

AREA

ENTRY

FRONT LABEL *Note: Chapter Name Chapter Mailing Address Your Town; Zip Code U.S. Jaycees Major Emphasis Area Category U.S. Jaycees Polulation State Div. Continue to repeate tabs in this format for as many sub-MEA priorities as there are for this MEA Entry.

Back Cover . etc.* CPG 2

1
Tab 5 - Priority 3 or C ePGs (Includes all CPGs for Priority 3)

i ~ V-:!;2;l2-2 Front Label CPG 1

ePG 1 4 CPG 2 - Priority 2 or B CPGs 'fab (Includes all CPGs for Priority

2)

Tab 3 - Priority 1 or A ePGs (Includes all CPGs for Priority ~) 2 - Maj or Emphasis Area Information fonl Tab 1 - Entry Form

Pront Cover

MAJOR

EMPHASIS

AREA

ENTRY

ON

(Name of

MEA)

1985 - 1986

COCONUT P.O. COCONUT

GROVE BO X 518 GROVE,

JAYCEES

FLORIDA

3:'133

The United States Jaycees

AWARDS ENTRY FORM

(For Major Emphasis Area Entries And Chapter Programming Portfolio Entries)

Chapter Name Mailing Address City State Zip

_ _ _

(Check One) 1. 2. 3. . 5. 6. Major Emphasis Area Entry Individual Development Programming Entry Community Development Programming Entry Management Development Programming Entry Overa/! Programming Entry (must include books 2. 3 and 4) Milestone Award Entry (must include books 2. 3 and 4) (For MEA entry only)

MEA Category

-=---:-:--::-:-~-~~------------.-Membership _ Membership _ Certified by State Chairman _ (Based on official U.S. Census figures. or other official updated figures) Other Chapter Serving Community:

Beginning May 1, 19 _ Ending April 30. 19__ Population Division _ Community Population _ Type of Community (Check One) Urban Suburban
Rural

_ _ _

Institutional Other

Certification stamp or signature of state chairman, indicating first or second place state winner.

10

The United States Jaycees

MAJOR EMPHASIS AREA INFORMATION FORM

Chapter Name State

Vice President Home Phone

Major

Emphasis

Area

Business

Phone

P-res ident 'SName

Vice ~resident's

Mailing

Address

This form along with your answers in the front of each MEA Entry. 1. 2. 3. 4. 5. 6. 7. Identify areas to be addressed

to the following

questions

must

be placed

by this MEA. why.

State which

priority

this MEA was set and explain goals

State the specific

identifiable

for this MEA. the goals.

State the programs/projects Monitor and evaluate included

to achieve

progress

on this MEA.

List of CPGs Evaluate

for this MEA.

annual

Progress

DRAFT

11

Suggested procedure for preparation of CPGs for inclusion in the Major Emphasis A rea entry.
(PLEASE NOTE THE CORRECTED CPG IN THE APPENDIX QUESTIONS 13 AND 14 ASK FOR ADDITIONAL CLARIFICATiON ON RESOURCES AND MANAGEMENT TECHNIQUES USED BE SURE TO ADDRESS THESE TOPICS IN YOUR AWARDS ENTRY) The material and information used In managing and conducting good prOjects will serve as the baSIS on which recognition will be given Those committees that utillzea the Chairman's Planning GUide and the other management techniques (planning, training, finanCial management. personnel management, communication, recrUitment! orientation! activation and pUblic relations) In conducting prOjects while also maintaining records of tnelr actiVIties need not duplicate their eHor1S by preparing new materials for award entries Tne suggested as follows phYSical arrangement of the CPG IS

FinanCial Management How was the money managed? Ways & Means - gives $!manhour Personnel Management What commi!tee structure

return

was used?

How and what Old they do? How was membership motlvatec te panlClpate? What was done to Involve them? How was the membership Communications What communlcaliOn Chapter Minutes news!et1er used?

medias were used?

SpeCial mailing Calling committees Enrollment and Gro'Nth

What recruiting techniques were used while conducting the project? What activities were arranged in conjunction With the prOject to facilitate recrUitment? Wha' was the recruiting goal in relation to the proJect goals? PubliC Relatlo'is What publiC relations metr-,ods were used? Community resources Chapter resources

Tab 1 The CPG form Tab 2 Pages answering the questions on the Chairman's Planning Guide It is recommended that the questions on the Chairman's Planning Guide be listed before the answer The primary purpose of the project/program will Ide'ltlty In which MEA category the CPG will be included. Ii tne primary purpose was to raise money for a charitable organization, the CPG would be Included in the Community Fundraislng MEA If the primary purpose was to raise money for administration of the chapter, the CPG would be Included in the Fiscal Management
MEA.

The follOWing are suggested

tOPICS Of now well

available resources were used. how eXisting resources could have been put to Det1er use and hOw addltlona' resources could have questions 5, 6 and 13 been beneflCiaf WI a'1swerlng

Tne following are some suggested topics to be adaressed In preparing the answers to questions 7 and 14 Planning How was a committee structure used in planning the proJect? How did you relate to chapter goals when planning the proJect? How was the CPG used? Training How was a committee structure used in planning the proJect? How did you relate to chapter goals when planning the proJect? How was the Chairman's Planning Guide used? Were new Jaycees used and trained? Were committee meetings held? How many? How were repo15 handled? What training did the chairman receive?

N~n-Jaycee PartiCipants How were tney Involved? How dlo they benefit from involvement?

Jaycee PartiCipants How were they used? HO\'.i many were used? How dla they benefli from involvement? Material What was used? How was J1 usee? What was obtained from outSide the Chapte'?

Jaycee Resources State National Other Chapters NO TE: Many prOjects may not have material In each

area. Only trJat matenal which

Included

IS

valuable should be

12

Tab 3 Committee's finanCial statement

SHOOTING EDUCATION PROGRAM

Jordan Jaycees May 20,

Substantiating material need no: ~e tabbed or placed preCisely In the above order, however, for ease of Judging It IS recommended that the materia: be kept In groups according to the following areas FinanCial Data News Clippings Correspondence PhotographS Statistical Records Promotional Matenal
520('

INCOME ':"~r":"f",a";
l'1arCIo'ot-!'f'

Budg~1 I'orr
t.5~0{
C'1 ..

Actual

Following physical

is

a diagram of

of

the

suggested

S:>CfJ

ii!f>~

10"
10C)

arrangement

the

CPG.

SD0r!~"".a"~ [;,;:-'
JO'ca'1 p,I,':.

1fl>iI,.... TOI.I

'00 5;,00
Bud~1
S?t;..4

EXPENSES
\: I 149'9: SnOOT1n9 [duc.al'of"', 1"'.~1" Ha')cOJIS !C'. t'1('rn~r:~(tr. student!=-

Aclual

The diagram after the above is included to illustrate the relationship of the CPGs to the MEAs to the PrograIT~ing books to the overall Giessenbier Entry.

~
50')

.-,

r flOC I,)' ~()(.it' COMpp11110n Ot,.( ~H.J~('II,p~ A 5;:.u",~,,-. . a~~

t::

'6
6
27 61

16
7'\:

Tolil

5'~

Tab 4 Substantiating material should be submitted on 8'/~" x "" white paper (white paper permits photocOPYing)and be grouped Into the following areas FinanCial Data Tab Accounting records of where the money came from and how It was spent Include copies of bills paid News Clippings Tab Newspaper articles (should Include dateline). radio SCripts,teleVIsion SCripts, local chapter publication articles, and so on Correspondence Tab Copies of letters sen1.letters received, copies of form letters (include any form letter mailing Irsts) Photographs Tab Both black & white and color photos shOWing activities or accomplisnments Posed pictures of a group of people are normally meaningless, Pictures may be labeled as to why they are Included Statistical Records Tab Community survey Withthe summary of resu~s, polrce records, chapter surveys, diagrams, charts and so on Promotional Material Tab Mailings. flyers and so
on

NOTE Many projects may not have material in each area Only that material which IS valuable should be Included Tabs are not needed If there is no material. No chapter will be disqualified if their presentation is not typed or is sloppy: however. it must be understood that the neatness of the presentation will reflect the pride or lack of pride a chapter has In its accomplishments, and could be the deciding factor In selecting the winner between two equal projects 13

DIAGRAM i -'

OF

SUGGESTED

CHAIRMAN'S
f----.J -

PLANNING

GUIDE(CPG)

I.
I

FRONT C TAB 4-SUBSTA!\'

I,

---' ~ J

J
I

TAB 1T AE Sl!---- SUB TAB A - I SUB TAB I SUB 1

----

--' _J- [
il ~ ~

1-,

I >-'

~'i _1j?

TAB

3-

FJ~AN[IAL

STATI:'MEN

BACK COVER

SUB TAB F - PROMOTIONAL MA TERJAL UB TAB E - 5T A TlSTI( RECORDS TAB D - PHOTOGRAPHS AL

B C - CORRESPONDENCE

- NEWS CLlPPI~GS

~ANCIAL

DATA

ATING MATERlAL

HAJRMAN'S

o
This sheet is included to show in composite how a CPG project notebook should to be put together. This guide also follows this same format in explaining to on hOlv to prepare and put a CPG project notebook together.

14

RELATIONSHIP OF PLANNING GUIDE FOR CHAPTERS(GIESSE~~IER TO THE MEAs TO ENTRY) TO THE ID, CD, & MD PROGRfu~ING ruEC~s

PLANNING

GUIDE

FOR CHAPTERS
OR

GIESSENBIER

ENTRY

1
nDIVIDUAL DEVELOPMENT PROJRA;-I!'lING
E:\T RY

COMHUNITY DEVELOP1'IE:'IT PROG RANM J:liG ENTRY

MANAGE;-IE1\i DEVELOP;-IE:'-.i P ROG R. . . 1.;-L'lI 0ir, E):TRY

CQ~1HUNITY

DEVELOP~ID'T

1'IEAs 3 MEA

Priori Human

ty 1

MEA

Priori!ty Community

2 1'IEA

priorI

Priori tl- 4 1'1'), Community Fundraising

Governmental Involvement

Services Improvement

MEA ICPG I 2

Sub

Priori

y 2 or B ePGs

Priority

11

or A ePGs

15

16

COVER CHAIRMAN'S PLANNING

SHEET GUIDE

FORMAT NOTEBOOK ON THE

Insert

Name of the Project

Date In the section below, include a picture to dipect the theme of the project. or log

"1

COCONUT P. O.

GROVE BOX 518 GROVE,

JAYCEES

COCONUT

FLORIDA

33149

This guide follows this Table of a CPG project notebook for

of Contents format for the preparation the remainder of this guide.

TABLE

OF

CONTENTS

TOPIC CPG FORfvi TO QUESTIONS FROM CHAIRMAN'S PLANNING GUIDE

TAB

1
2

ANSWERES FINANCIAL

STATEMENT MATERIAL DATA

3
4 A B
C

SUBSTANTIATING FINANCIAL NEWS

CLIPPINGS

CORRESPONDENCE PHOTOGRAPHS STATISTICAL PROMOTIONAL RECORDS MATERIAL

D
E

17

18

The United States Jaycees

CHAIRMAN'S PLANNING GUIDE

Chapter Name Chairman's Chairman's Name Mailing Address horne Phone

State Project Name Major Emphasis Area Category Supervising Chapter Officer

Business Phone

PROPER USE OF GUIDE: Good advanced planning and record-keeping will mean the difference between success and failure Use this guide in planning and conducting your project by completely answering each Question as concisely and specifically as you can on a separate sheet of paper. PLANNING: 1. Primary purpose (what is HIe primary reason you want to successfully run this project?). 2. How does this project relate to the goals of your chapter? 3. What are the specific g( als to be accomplished by this project? (Use specific numbers, etc.). 4. What are the specific manpower assignments? (Show names and duties). 5. What materials and supplies will be needed? 6. What community resources will be used? 7. What problems do you antiCipate needing to overcome to successfully complete this project? Outline alternative methods to overcome each problem and management techniques to be used. 8. List the specific steps to be taken to bring this project to a successful completion. Show approximate date for each step. 9. Complete the proposed budget showing all anticipated income and expense. IMPLEMENTATION: 10. Record the specific steps as .taken and the results of each. 11. Record any revisions or changes in plans as they become necessary. 12. Record income and expenses as they occur and their sources. 13. Record roles of non-Jaycees and other resources used. EVALUATION: 14. Give a capsule evaluation of the project in relationship to your plans and goals. Include management techniques used. 15. Describe any problems not anticipated and how they were handled. 16. What changes would you make if you were to run this project again? 17. Explain any financial problems encountered. Was the project a financial success or failure? Be specific, show profit or loss. 18. What benefits could members of the Jaycees derive from conducting this project in the future?

Date approved by board/by chapter

Date final report approved

19

The United States Jaycees ~

BUDGET SHEET

ACTUAL

PROPOSED PROPOSED

I I
, I

INCOME:

I I

20

21

PLANNING

1.

Primary Pur ose (What is the ou want to successfull run this project? A brief and concise statement of why you want to successfully run this project. What identified need or problem led to proposing this project? The primary purpose of this project is to

2.

How does this project relate to the goals of your chapter? Describe briefly the relationship of this project to the goals and objectives of your chapter. Explain how this project will contribute to the overall success of the chapter; e.g., relate to the priority identified by your surveys and the MEA in your Planning Guide for Chapters & your overall Chapter's Objective. In our chapter survey conducted last Spring, was identified as a prior-ity of our membership to solve thTs problem or need. This is identified as priority under the MEA of the Chapters. Development section of-OUr Planning -G-u-id-e--f-o-r

3.

What are the s ecific

roject?

Use specific numbers, etc Never use more than goals. he first objective should always relate to the primary purpost of the project. See #1 I What specific measurable goals are established for the project? What are the results you are working towards? These must track and be answered in question 14(quantify your goals where possible). a. To conduct b. c. d. e. the involving ----people on

_____ .Idatel To involve Coconut Grove Jaycees in the conduct of this project and deve10p-rheir leadership skills. To activate of our new members. To provide leadership training for committee chairman and members. To recruit new members. ---

f. To generate-ravorab1e publicity for the Coconut Grove Jaycees from local radio, television, and newspaper media about the project. g. To run the project for dollars. h. To donate dollars to Iname of charityl i. To obtain community businesses to participate on this project. j. To involve--- Coconut Grove citizens as participants on this project. k. To raise --for ICD or MOl 1. To have ~aycee-s-t-a~k-e--a-nd--c-o-m-p~l-ete the Course. 110\ m. To have an attendance of persons on t-h-e-d-a-y--o-f--the event. n. To obtain a Mayoral proclamation for project. ICD or MDI o. To obtain Parade of Chapter (P.O.~C-.~)-p-o-i-nt-s.

---

22

4.

What are the specific manpower assignments? (Show names and duties). Who is the chapter officer that has the overall supervisory responsibility for this project? Who is the project chairman? Give the names, addresses, and telephone numbers and a brief description of job responsibilities for each key sub-committee chairman. Also, 1 ist the number of people needed to work on various aspects of the project and when they will be needed. This planning step will clarify for each individual his responsiblity anrl the important role he has for the overall project success(Use of an organizational chart might might be appropriate in some cases). Chairmanships Supervising Officer: Title Address Brief description of duties

Responsible for guidance of the project chairman.

Home

& Work Tel#s

/
Responsible for overall success of the project.

Project Chairman: Address Telephones Manpower Chairman: Address Telephones Public Relations Chairman: Address Telephones Photographer: Address Telephones Finance Chairman: Address Telephones Fundraising Address Chairman:

/
Responsible for adequately staffing project.

/
To handle all print and electronic media coverage for the project, including press releases.

/
Responsible for taking of the project. pictures

/
To control penses the income and exfor the project.

/
To obtain funds and/or sponsors for the event.

Telephones Donations Chairman: Address Telephones

/
To solicit donations local merchants. from

/
23

4.(con't) Chairmanships Facil ity Cha-irman: Address Telephones Equipment/Materials Chairman: Address Telephones Training Chairman: Address Telephones Brief description of duties facil ity

To setup and secure for the project.

/
To procure equipment/materials needed to conduct the project within budjet allocated.

To supervise instruction

and conduct needed to successthe project.

/
Chairmanships that might be used

fully

conduct

Other

types

of

Sec ret a ry:

Responsible records.

for

maintaining

project

Program:

To make the day Chairman:

arrangements for of the event. for obtaining

the

program

Guest

Speaker

Responsible Speaker. To setup the refreshments, To the handle

the

Guest

Meeting

Chairman:

agenda, meeting and equipment. mailouts needed

facility,

Mailing

Chairman:

all

to

conduct

project. necessary food supplies for

Food

Cha-irman:

To procure the event. Chairman: To To provide handle

Transportation Legal: Clean-up

transportation all legal issues

for for

the the

event. project. at

Chairman:

Responsible the end of To provide

for clean-up the project. security for for the for

of

the

area

Security Concessions

Chairman: Chairman: Chairman:

the

event. stand(s).

Responsible Responsible

concession

Proclamation

obtaining

proclamation.

24

4. (con 't) add other chairmanships needed not covered to conduct above this project is people broken

The total manpower down as follows:

5.

What materials and supplies will be needed? List all of the materials that will be required to successfully conduct this project. It is further recommended that names of those responsible for securing the materials be noted. You may also wish to include the date by which the materials must be available and the possible source. Responsible Chapter Member Pu rchase/ Donation

Material/Supply

Date Needed

Proposed

Source

6.

What community resources will be used? A vast number of resources exist in every community. These resources could be classified into: money, materials, facilities, and the time and t'llent of non-Jaycees. Consider other groups and organizations. Note the names, addresses, and phone numbers of other parties to be involved. Point of Contact Pu rpose of Resource

Name of Resource

Address/Phone

Date Neeed

7.

What problems do you anticipate needing to overcome to successfully complete this project? Outline alternative methods to overcome each

Note: problem use only only - and mana1ement techniques to and/or write your These are suggestIons he ones that apply be used. own Something will go wrong! "Murphay's Law" Expect it! Plan for "it as best as you can! This step in the planning process is extremely important. Take the time necessary to explore the possible pitfalls or dangers you may encounter ahead of time. This is essentially negative brainstorming in order to understand ahead of time, as much as possible, what things might prevent the successful completion of this project. Some problems that may arise are: a) Governmental red tape, b) Lack of interest or support, c) Lack of funds, d) Lack of ability, time or manpower to do the job, and e) Employer's objections that the project will interfere with your job. You will find the following porcedure useful in the problem-solving process:

25

Clearly define each problem. The key questions are "why" and "what" may causing the problem? b. Gather and analysze the data and facts. c. Think up all the possible solutions. d. Select the three or four best ideas. e. Giveindepth attention to each, trying to improve each by adrling, combining, or modifying each. f. If possible, pretest the tenative solutions. g. Adopt the final solutions. Now list them below like these examples or like was stated earlier, write your own! A. Planning Problem: Solution: Poor Management To utilize the 5 basic Jaycee management techniques; Planning, Training, Communications, Personnel Mgmt. and Financial Mgmt. Poor weather Postpone the project

a.

Problem: Solution: Problem: Solution: B. Training Problem: Solution: Problem: Solution: C. Communications Problem: Solution:

to a raindate

Failure to use CPG Use CPG as a Management

Tool

Failure to train committee chairman. Have officers hold quarterly CPG training Lack of knowledge to run project. Have supervising officer train chairman

seminar.

& committee.

Poor committe

communications to improve communications

Use agendas and minutes among committee members

Problem: Solution:

Memership Awareness 1) Publicize in monthly newsletter 2) Announce at monthly meetings 3) Telephone Communications Nights

D.

Personnel

Management Involvement in Project Have Manpower chairman ship "involved.

Problem: Solution:

responsible

for getting

member-

Problem: Solution: Problem: Solution:

Lack of committee coordination. Hold (weekly, bi-weekly, monthly)

committee

meetings.

Lack of interest or support Inspire others to want to participate

26

Problem: Solution:

Lack

of

ability,

time

or

manpower

to

do

the

job ask

Obtain additional manpower, supervising chapter officer

delegate and/or for assistance

E.

Financial

Management Budgeting Refer to conservat Lack Obtain Poor Set of

Problem: Solution:

previous i vely. funds

project

results

and

budget

Problem: Solution: Problem: Solution: F.

from

chapter

or

raise

more

funds

financial up

management chairman to control expenditures

a financial

Recruitment/Orientation/Activation Problem: Solution: Problem: Solution: Failure Promote Too Have few to recruit members of members for all projects.

recruitment members

participating chairman call new members to members it or Degree of

manpwoer

participate might help Jaycee G. Public Relations Lack of

on project. Remind achieve Spring Board

requirement.

Problem: Solution:

media

exposure officer train chairman

Have supervising and committee. Lack of contact

Problem: Solution:

with

local

media relationships with

Personally develop working local media personnel. Lack Make of up knowledge of project

Problem: Solution:

fliers/posters.

8.

List the specific steps to be taken to bring this project to a successful completion. Show approximate date for each step. Develop a schedule or plan of action. Only with a schedule can you tell for sure whether things are going will or badly. As committee chairman, you need to know the major activities. When do they need to be completed? If they are going to be accomplished on schedule, when must they beg"in? Each of your sub-committee chairmen should go into detail and specifics in schedul ing their portions of the project. your're off schedule(For be to use a bar chart). Don't wait a repatative until "D-Day" to discover schedule, one solution might

27

8.(con't) DATE BRIEF DESCRIPTION OF STEPS TO BE TAKEN 1st nine questions of CPG.

Organizational Present

meeting

to write

CPG to Board

for approval.

Present CPG to General Membership for approval. IEnter additional steps below I Hold first committee meeting to initiate project.

Committee Present

meeting

to complete

CPG. Membership.

final

report

to General

9.

Com lete the

ro osed bud et showin

all antici

ated

income

and

expenses. Give enough detail to show how one arrived at for proposed budget I Estimate your income from all sources. How much will be needed from the chapter treasury? Will money be needed to pay certain expenses before funds will be realized from outside sources? Itemize the costs expected with the project. How much money will be expended and on what items? Analyze various way you can save money. Ask yourself "Could this be done cheaper?" (Preferably repeat here or use back of CPG and note here for the judge to refer to back of CPG for details of the proposed budget.) IWARNING! INCOME: Appropriation from chapter - Income

& Expenses must equal I

PROPOSED

BUDGET

TOTAL EXPENSES:

TOTAL

28

IMPLEMENTATION

10.

Record the specific steps as taken and the results of each. With preplanning finished, it becomes time to act. As the various aspects of the project are started, record briefly the action taken and when it occurred. As the project progresses, you will find it helpful to be able to refer to prior action. Be brief and concise, showing important items, such as: times, people involved, decisions arrived at, and commitments made to list a few. DATE BRIEF DESCRIPTION OF STEPS TAKEN List names of committee members met at of the CPG. CPG presented CPG presented to Board and wrote 1st nine questions

and approved. Membership and approved.

to General

29

10. (co nit)

DATE BRIEF DESCRIPTION OF STEPS TAKEN

Committee Final

met and completed to General

CPG. approved.

report

Membership

11.

Record any revisions or changes in plans as they become necessary. t is not realistic to expect that a perfect plan has been designed. However, good preplanning should eleminate unforseen major problems which would require the need for major revisions. Make a record of any changes, large or small, that are made as the project is conducted. It is likely an alternative method for anticipated problems may have to be used. Record the use of the alternative method that was used and why. Note: This question should relate back to question 7 in the Planning Section. Date Revision Reason

12.

Record income and expenses as they occur and their sources. ood financial managment requires that you know where you are at all times. As income and expenses are incurred, make a record of them. This will prevent you and your chapter from being surprised by a bill long after the project is completed. DATE (Not e : DESCRIPTION OF ITEM INCOME Project can never be in deficit!) Appropriation from club $ EXPENSE BALANCE

Return

to club

30

13.

Record role of non-Jaycees and other resources used. Many people or groups within your community may wish to assist in a project. It is a good idea to record the names of those who assisted you. Remember to express you appreciation to these people by sending them a Thank You Letter. Date Non-Jaycee Resource Address/Phone
#IS

Role Played

EVALUATION

14.

Give a ca sule evaluation of the roject in relationshi to our plans and goals. Include management techniques used. Write short introduction paragraph to explain how great this project was! Did it achieve the primary purpose? (Capsule evaluation)1 Describe you thoughts, opinions, and evaluation of the overall project. Be specific enough to tell how the conducting of the project was carried out in relationship to the plans that were made. To what degree did you achieve the primary purpose of the project: Were the goals attained? Descrive briefly, but honestly what you personally gained from this project and waht was gained by your committee members.(Note: Be sure to include evidenced of goal attainment under the Substantiating Materials Section.) a. Goal: To conduct the peopl e on The _____ project involving __ date

(3a)

============

I.

(14a)

Result:

project Idatel involving

was conducted people.

on

(3b)

b.

Goal:

To involve Coconut Grove Jaycees in the conduct of this project and develop their leadership skills. Coconut Grove Jaycees were involved in the successful conduct of this project and developed their leadership skills which exceeded the goal by percent.

(14b)

Result:

which

Goa 1 To activate leadershipmembers. our new d. c. Result : training for on this new percent. (3c) Goal::To provideofmembers were activatedcommittee project exceeded the goal hy

31

14.(con't) (14d) Result: Leadership training was provided chairman and members. To recruit new members. which exceeded to committee

(3e ) (l4e)

e.

Goa 1 : Result:

new members were recruited our goal by percent. To generate favorable publicity Grove Jaycees from local radio, newspaper media about the

(3f)

f.

Goal:

for the Coconut television, and project.

( 14f)

Result:

Favorable publicity was generated for the Coconut Grove Jaycees on radio stations, television stations, and in local newspapers. To run the project The project budget. To donate for for dollars. dollars under

(3g ) (14g)

g.

Goa 1 : Result:

was conducted

(3h )

Goa 1 :

dollars
1-'

to

I name
(14h ) Result:

of c-h-a t-y---C-O-i -r

dollars were donated to ~In-a-m-e--of charity or chapter I To obtain th is project. community businesses to participate on

(3i)

i.

Goa 1 :

(14i)

Result:

community businesses were obtained to participate on the project which exceeded our goal by percent. To involve Coconut on this project. Grove citizens as participants

(3j)

j.

Goal:

(14j)

Result:

Coconut Grove Citizens participants on this project goal by percent. To raise for

were involved as which exceeded our

(3k) (14k)

k.

Goal: Result:

ICD

or

MOl

dollars were raised for Name of CD or MO projectl Jaycees take and complete Course. 1101 the

(31)

1.

Goa 1 :

To have

(141)

Result:

Jaycees took the _ project and successfully completed ou r goa 1 by percent.

it.

Iname of the 101 This exceeded

32

14.{con't) (3m) m. Goa 1 : To have an attendance on the event. of persons on the day

(14m)

Result:

persons attended the day of the event. This exceeded by percent. To obtain a Mayoral ICD or MOl A Mayoral project. To obtain proclamation

project the our wildest expectations

(3n)

n.

Goal:

for

project.

(14n)

Result:

praoclamation

was obtained

for the

(30)

o.

Goa 1 : Result:

Parade

of Chapter

(P.O.C.)

points.

(140)

Parade of Chapter (P.O.C) were obtained fo: the conduct of this project from the Florida Jaycees.

The following Jaycee management techniques were used to successfully run this project. Under planning, the prope: use of the CPG was learned; under training, the project chairman and committee were trained in their duties and responsibilities; under communications, the project was effectively promoted by use of fliers, telephone calls, and our chapter newsletter; personnel management let the project chairman work effectively with, and inspire his committee to make this project a success; and financial management let us run this project within budget; recruitment/orientation/activation allowed us to not only obtain new members but to activate our current members; and public relations taught us all the importance of how important the media can be to the success of our project. (Note: What does one do if a goal was not met? Suggestion, put in a revised goal and the date and then compare the result to both.) 15. Describe any problems not anticipated and how they were handled. Describe the major problems experienced and how you arrived at the final solution. In the case of problems that could not be overcome, outline why and what impact these problems had on your overall success. (Note: This question should relate back to question 7 of the Planning Section and question 11 of the Implementation Section of the CPG.) Date Actual problem encountered How solved

16.

What changes would you make if you were to run this project again? Should the project be run again? If the Chapter runs the project next year, what should be done differently to ensure greater project success? Step back and make an objective evaluation of how the project might have been improved. Through this careful evaluation you and your committee members will gain insight into planning and leadership. Make recommendations to those project chairmen who may be running similar projects. Allow them to learn from your experience.

33

16.(con't) Recommended change Reason

17. Explain any financial problems encountered. Was the project a financial success or failure? Be specific - show profit or loss. Financially, was your project a success or failure? If either the anticlapted Income or expenses varied greatly from the budget, explain why. Were the factors controllable or uncontrollable? Did you receive some unanticipated income? Or, did you understimate your income? Were there some contributions received that were anticipated originally anticipated cost items? Were the anticipated expenses overstated or were certain items found not necessary for the completion of the project? Explain how financial problems experienced during the course of the project were handled.

18.

What benefits could members of the Jaycees derive from conducting this project in the future? It is important that you analyze this project in relationship to your fellow Jaycee members. Since their individual growth is of primary concern to us, how will they grow by participating in this project if it's run again next year? What will they learn? What skill will they develop? What benefits did your Jaycee Chapter get from running this project? What benefits did your community receive from the conduct of this project? The personal growth I as project chairman and my committee gained by running this project were managerial skills (Management Development), all grew personally from the experiences and learned to deal effectively with people (Individual Development) and both directly and indirectly provided a service to the Coconut Grove community and humanity in general (Community Development). The committee is now trained in CPG1s to run future projects.

The benefits to the Coconut project were: a.

Grove

Jaycees

from

running

this

to provide our Jaycees individual experiences for personal growth in the planning and management of a local project. This enables the Jaycee to develop a strong sense of self-confidence in his management skills through involvement In a worthwhile project.

34

18.(con't) b. citizens of the Coconut Grove community will realize that, because the Coconut Grove Jaycees as an organization is peopleoriented, it can be counted on to achieve beneficial thangs for them since Jaycees are in the PEOPLE business - not the project business. To accomplish successfully the goal of a project you must work effectively with and through people. People will help you plan the project. People provide the only way to implement the project. And people are needed to evaluate the success or failure of the project. that the Jaycee chapter itself will experience growth as a result of the favorable publicity its projects receive. Ths growth comes in the form of more members, more active members and more retained members. It will also provide leadership growth for our members. (Note: The following applies to CD projects only.) The Coconut Grove Community benefited because

c.

(Following are some sample words to help you write the above) Iwe provided successful community development programming to the Coconut Grove community our primary beneficary so that our community will experience improve standards of living and increase vitality, enriched quality of life, and correction of community problems. I

35

FINANCIAL NAME COCONUT OF

STATEMENT PROJECT JAYCEES

GROVE
DATE

ACTUAL
INCOME:

PROPOSED PROPOSED

Other sources of income (list):

TOTAL

TOTAL

NOTE:

Many projects may not have materials that are relevant

material should

(s) in each be included.

area.

Only

those

38

THE

FOllOWING

MATERIALS AND THIS HIS

WERE

USED

BY TO

THE

PROJECT

CHAIRMAN RUN

COMMITTEE

SUCCESSFUllY

PROJECT

Financial

Data:

Accounting records of where the money came from and how it was spent. Copies of bills paid. (See the Treasurer of your Chapter). NOTE: Do not include originals of receipts, only copies.

40

Note:

Use this under tabs with

no substantiating

material.

SUBSTANTIATING SUB-HEADING~

MATERIAL IS EITHER

FOR NOT

THIS

PROJECT~ OR

UNDER NOT

THIS

APPLICABLE

RELEVAN"

41

News

Clippings:

Newspaper articles(should include dateline and name of the paper), radio scripts, television scripts, local chapter publication articles, etc.

42

Correspondence:

Copies of letters sent, letters received, a form letter and a list of to whom sent. chronological sequence.

copy of Put in

43

Photographs:

Pictures can be used to to show activities and accomplishments. Keep in mind that they can be used to substantiate your achievements in question 14, so keep this in mind when making pictures of the project. Pictures should be labeled as to why they are included. (Potential Sources: Chapter photographer or scrapbook chairman)

44

Statistical

Records:

Agendas, Minutes, Sign-up sheets, Community or Chapter Surveys, Charts, Diagrams, Notes, Copy of membership applications or Add/Change sheet if an M-Night Project, etc. are some examples.

45

Promotional

Material:

Mailings, Flyers, Booklets, Posters, or anything that was used to successfully conduct this project.

TIPS

FOR BETTER

QUALITY

CPGS

1.

Newsc1ippings: a. Copies of local Chapter Newsletter. b. Copies of State Newsletter. c. Local Newspaper articles related to project Make photos of project as it is being run.

including

dateline.

2. 3. 4. 5.

Use old CPG and materials. Copies of Treasuer's reports and project receipts.

Logistics: a. Typing, arrange for early. b. Copying, try to utilize machines Use hard cover notebooks. for mounting

of chapter

members

free.

6. 7. 8. 9.

Use rubber cement Make entry

substianting

materials. and e1eminate staples.

as neet and professional

as possible

Include all tabs, include Financial Label pictures

even if there is no substaintiating materials, e.g., Statement, even if no income or expenses were incurred. as appropriate. for the entry. Use only one

10. 11.

and other materials should

White(8 1/2 x 11) paper side of the page.

be used

12.

Include only materials which are valuable. Note: However, experience has show that generally thicker notebooks judge higher than thinner ones.

47

KEYS TO WINNING 1.

NOTEBOOKS

Kind of Project: New, noval, high qual ity project that was run to to solve at true problem or need of your chapter or community. Style of Writing: The CPG should be written in a style that Is gramatically correct(e.g., a flameboyant style exhibiting our Jaycee Philosophy, in a positive manner, no matter how bad or poorly run the project really was, write as if it were a very successful project explaing as appropriate). It should be typed with no errors. as outlined in the U.S. Jaycees Awards Manual.

2.

3. 4. 5. 6.

It shoud be in proper Brochure-man-ship.

format

Get involved, participate in state activites, judge notebooks quarterly, year-end and national, submit articles on your chapter activities to your state newsletter and Future for publication considration. Let others know just how well your chapter is doing. This will psyche others in the state and nation to believe you are really doing the job! Word will get around, then at notebook judging you will have a copetative edge! Goals - Be sure to show definitive goals and be sure that documentation In the Substianting Materials Section tracks the results you achieved towards achieving your results as stated in question 14 of the CPG. Try to use quantitiative numbers where possible, e.g., Stress that 10 Jaycess participated not just that 10 showed up to help. One must keep accurate records, supporting documentation, and write the CPG on the project they have done if they are expected to see their Jaycee Chapter do well at judging. One should review the judging criteria to see types of things to include in the MEA/CPG project notebooks and just how they be written.

7.

8.

9.

should

10.

Board of Directors must do something to insure CPG project notebooks are turned in(e.g., to qualify of Degrees of Jaycees, not engough just to run the project, one must turn in the draft CPG project notebook to Supervising Chapter Officer to qual ify). Be sure to state in 14 how the project chairman and committee members individual abilities grew through the successful conduct of this project(Still a Primary Interst of the U.S. Jaycees - We are still the World's Largest Leadership Training Organization!) Use of Committees. Emphasis the use of the proper management techniques.

11.

12. 13.

48

CHAIRM"\""~

PLAr\'\I

!';(. GLIDE OlYKPI(

P~OJEl1

1'.OH!100L

(Y.

IHI

KIL.L.E)! HIGH Un:

DAY STRTD1-AnWI'

19 1gu

COCONl'T P. O.

GROVE

JAYCEES

BOX 518 GRO\'I. F1..ORI DA 33133

COCONl'T

CHAIRMAN'S PLANNING GUIDE

(0(0~~'T

GRO'E

JAYCEE

FLORIDA

-~

C , "".rne p Cna" . . n H6
C . rm.n '-I .

sea Mi11er High Stride-.ThOn

P1ptlClfrr11a1114

life

0IJ'!11P'ic Doly

h . l~th 1r.6 hl\g

Av('
AGdf'"

'hdmi.

Fl

J]12S

COlllllUnlly ""Of E,"~ Chris

Fundr.i5.lng AI'M Category

Bul''''''" PI'IOI'I4I
"'OPtR be"-n an._.og

p.~tJ. ~~'):;

Home Phone

325-8810

kiperv "", et.aptef 0'''(: .

I:,OrQe

uu:
~

MCh

OF QUtOL GoocIldvainoed p6IJnnlnq WId ~ fNen dI~ tt\4gU1de," ~ng ~ c:onducIIn8)Q.1' prqKt by ~ and tal/In Q...-IIOI'I c:oncaeety.nd ~ you C8n 01" ~ .,.. gf ~

U.

~"Q: , PnttWIry pu~

(.m.I eM p"rnlry

tWMOn you _nt

10 ~

run

~I

; =1=:.:cT:\J='IoIo~tby~~(u.~~.IItC). WtwIII.,.. me apKH'Ic;:~ ~1 (Show,..... and ~I

5 tI

1 at
9 10

WhtIi "... nd ~ will bit ~ will be ~ 'WhI1 comml,ll'Wt)' ~ 'WhI! ptObIemI o you .1I1Ia~. d ~ OutknI-.m&O\tIe~Io~""'prcD6srnand~~lObe~

10 ~ to.

10 ~y

com,...,..
Show and ~

prqecf?
1IPPfOoI-

"'- IpIICffIc 10De"" """taoa.'OfIlld'lIlllp

Comp6MI the ~ Record rtlllOIOhC ~
tIuOgIM

10bnng hi ~
showing" ~

auoc:-'uI ~
If'IC:II:IrM

DI~NT.notrt 11 R.coC."y~Of~'".,..trwy~~
11 13 _ . and rwuItI
01

.-:h

Rec.Ofo oncoma and .~ they oa:ur and . , ~ RIw;ortIr"""olnot>- .. ~andocr-~~ IFICIudII~

rvAlUAnoH: 14 Go ~uIa_lulllOf101thaptCl!leCl'"~ployourplaf'llend~ men! IeChnoQuas uloid

:: ='=P'.::"'younof:.~'::: :-run'7.~ '*;1 IIrwnaaI

11 ,. E.qM,n any probIImI ~ IPIOfK IhcM prall1 Of Wt\eI couto .. altha ~ Join WIll IN ptOfKt' ~ dIInW!rom c:onIkC1nQ" Jan 8 19B' o..liPP"O'4db,~~

Of...--1
prqact WI

e. ,,*"1

9. 19B

0.. ..... ~----'

April

26,

191.1.

49

I.

Pr;"4r Pur O\t' run tnl!. ro .et

IoIhU i\ tflt' .

rlt."r

I"

f'4SOI'l 01.1 nt to \uC(f'ufull flW)l'If'1 suppo .t tht' to npl"irUjI OlylOl()l(

Publ1( 1I t Inns (n,i!"!l\o)n"

(i.

"~lIn 1~~ AII.nd,1f'

I

II.d. 3t>1-446'

To fI,ndh .\1 print .nd .I.ctronlc _dh c.O r.9. for the P:"'OjKt. . 1n'lud1n9 prUS ,...l.u.s.

Tnt' priNry purpo\~ of thh prOject Is to r.i\l" U.!.. Atl'll.tles Tr-,lnin1i1Progr,. to help "-rl(.'s Ath.lt't . 2. Howdot'S this prOJ r.latt' et to th. qa,h

MI 1. fl 361-9362

])149

tl ncf' Cn.t . n

of you" ,n.ptt'r? fundr.i,

(1'Irh 8,11 To control tn. Incc- '"d P.O. Iku 141211,1 pf'n,., for tl'l. p"OJe<l. Cor,l G'bles. FL 13114 66-6-120~ I b6SS04t1 To obt.ln fundS ."d/o" spon"ol"\ for the f'Vf'l'It.

In 01.1"cfl,ptf'r surwt'y condu'll!'d I~st Spln9. r~,sln9 1IIO!'Il!'y to b~ne'tl lhf' U.S. OlyMpic Tr.lning (t'nll!'l". ",n Idl!"Httif'd IS a Thl\ p"ioritJ of 01.1-ilfIIb4!'rS/llp sOll' lhls pl"Ohlplt!0.""MW. to is idf'l'Itlfl.n n priority 1 lI!'Idl'l"t'll!' C~!'I!ty lundra;sIng M(A of tl'lt' C~n!ty Ouelo~nt \I'ctiol'l of our PI'l'Inlng GulcH' fa" (n.pU"S.

ing Ch.I . n: P.t.r OuintH 1_888 S.IoI. 11 In. M1I.1. fL 13\93

182-3113 I aS6-bSOO

C.r~X\J/

J. !!Inll ,"e tl'1t' sPKifle

Qo,h to bf' .cC04I\Dlhh.d by thu SDecif H: nUlllb.rs. .tc.) .

prOI.ct?

,rd' C I .. n:

(,.ren M111.1" 4481 S.II'. IS Tel"l". (01".1 G.bhlo. H

442-819S

12S-6911

To s.eur ",.rea '''0'' lou1 _l"d'l.nU ,nd ~. ~ds C.r~n1 ,~I".n9P_ntS. To lo.tuP .nd secu~f' cO \II' . to" tl'l," II!'"'OJtct.

To (lon.te SO.62~ doll.rs to tllf' U.S. OIII11J1ICSr.inlnQ C.nt.rs. T b. To conduct ttl. "IIIf'r Hign Lite Oly..pi' O.y St~1d.-.-T"'on 1 vohing SOOpeoplf' 00\ Marcil Z6tn. c. To 9f!nt'I"Ue ,.~o!".bl. publleltl to . tnt Coconut G~OVf' .yc.f'S fro,," J 10e.1 r.dio. t.levision rod n lop,p." wdu .Dout tn. "' I 111"1" Hign lite Ol1MpIc D.y Stl"ld.-.-ThO" .nd fo . Mh I's up1rlng OIY"'P1, .tfltoht~1O. d. To pl"ovide h.d.:",\hlp tr.lning to . 7 c-=--'ttt. ch.l".,n .nel _~r\. e. To invol"e 100 Coconut G:-ove J.yt In thf' cOlldu,t of this p!"'OJf',t .nd dtw.lop tl'l.;" IUder\l'Ilp loil11s. to .ctivate 10 or our 1'1_ -o1!'''S nd to I".crult 5 "I!'W ~:-s. 4. 1O,,,t a t tfl p.dfIC Nnpow.r .uiQnMIPnts? (51"100II s .no dutl s). n A.sponsIDI. 'or guid.nc. or th. proj.ct Ch.t,...,n.

Cou"'" (1'I.In;

60b BI"~n.n 3039 Coluu Coconut G"'Ov,".Fl 8~-3286 / 858-3266 L.on,"d T1n",,1" 1190 ~in9 St.
993~7721

Equlp_nt/M,terl.1s Cn.inun:

"11.'. H

To procul'""t eq.~nt/ t,,"i.!s ! !'\HOed to eQrlOutt thf' P~OJf'(~ _1tnln budj.t .llout.CI.

SUPt'''vising Ott;Cf'~: Chris I:OI"9f' (QIItOI. e. ~.p. D IOUI S.IoI. 107 St.
MJt",t. Fl 214-1))) 33176 I S79-6100

Th. toUI npower "",d.d to conduct thh pt"Oj.ct Is 100 peopl. D. ttn a dQllfnIS foll"",\: 1 p"oJ.ct c ".,n. 1 c~HtH I ch.1~n. 40 _t> . s fo!" tf'l"hh. 10 ..-bel"\ for COU:"'\e.I ...,.. ro" ,,"pow.~, 10 ~r ror tl'l rd\ C.I"~y, 20 ~f'''s b.r for public r.1U10f1S. 3 ~r\ for fuFldr.hinCJ f\d 8 ...atHtrs fo . the rtrw.nchl C~ittH.

Cook ~.Ides 142011:.101.S Av \ . "'Ii''''. Fl 331ZS nS.8810 I 219-942 I ".npow.r (1'1.1 naan" Mii. b)'rnp 7Z65 S... ~2 '\wf'.
S.

Rpon1Oibh fo- ow.r.!1 SuCC s of the prOJ",t. .

K.lt.rul/Supply Reg. Sh.ttS CrI,I"S T4blt' PA syst..-s (ours te"i.ls """"0' T-\hiru
&

Apon\ibl. (",phr ~e" F.b. 1 M.rch 26 "4I'"cn 26 ""I"cl'l 26 Feb 28 "al"tf'l Zt, QuiCk Pl"int [1$, R.nt.l [ny A.nul

PurCh" ' DonatIon P",l"cnl\. Af'nt.1 Rent. I Donlt ion Pul"Cl'lue Don,t 10"

l.

(c...
(,.~n

T."n."
M.-ol" ~

Mi'llli.

Rp\ponsiblp fol" .d.qu.t.ly st.ff ing prOJf',t.

Mill.r

C~.~,"
C~.~~ C~.~e~

lIIi i Tl"oph,

Fl

3314)

"i1hr

.ilh~

666.1l~3

/ 8~ij-630}

O.. I"\onnp1 M.n.g .nt V.dou\ IPf'lone ,St.D". v'1"10us M.ry V",rlous (ont4(t V.rlous G. Seller Addr."St.84yinorp"h.1 210 O.y St. "trl ! T. S. 212 Stev.ns 518 8riCk"l1. Mi Z\D) Owens It 0' IInource M!11er T"OPhy 8. Qulo R.nu1 [HY Mill",1 P~!nt Civic (j oups Coconut Fl I'!I 1, Growe. Fl lOCl1 lJusin.u Point of PurpO\f' 0111: ou:"'cp Prlntln9 Dht.
fof'1!l'

Problt'''': Solution; ~ Feb. 1 F~.8"".r.S PI"ObI..-: SolutIon: PrObl.,.; Solution: Probl Solution;

In"oh nt;n ProJl!'ct H.ve M.npooo,r cn.;".,n :-uponsibl. ~rlip i"vol "N. lICk of c~itt cool"'din.tion. Hold . ly c~itte. _ting\. L.ci Of inter.st o~ upport Inlop1 ...otn.r~ to _4ht to p'l"ticip'l'

fol" 9t'ttinej .......0 .

entry

Sponsol"

Feb.

IS

llCi 0' Iobilit,. t;_ 0:'" Nnp~1" to do the Job Obt.in tddition.1 Nnpower. d.I.9.t" .nd/o" .U supervising e ter officer for nsist."c. p

Ff'b. 28

Probl : S01ution: Probl : Solution: Probl : Solution:

Budej.t ing R.'er to p!'uious conur.4th.I,.

pl"oject ".~ulu

.nd bu<lg.t

,.

~nllt PI"O ",,1'1

I~;~D:~ d~/:t
n.q.,.nt

;n~~~f~~ t.e n Que!. to

.~~:~~:i t~Oo~~~~~f~~~~ I;~ :;:~7

U"to. F.

lICk of fundS OM.!n fro. ch.ptel" or .. iu POOl"fhllRC;.1 "",~nt ~t up II f11'1.ncilo1 ct.tl~n

.or.

fund'

C. ..

A. C~njc.tlons TI".lnlng PI.nnlng Solut Ion: Solution: Solution; Salut ion: PrObl_: Pl"obl."," Probl_ Pr-ob1_: Pl"obl_: PI"Obl_: Pl"obll!"lll:

to contr-ol . p~ditu".s

POOl" ".n.~nt To utili,. tl'l. S but, J"c.e n'9_nt tKhn!QUPS; P14nnln9. Tr.ln1ng. Co-Jnlcltlons. P.rsonnel "~. rod FII'I.nchl MIjIIIC. Poor wtolltn.r Po~tpone tft. proj.ct F.llurto to USf CPG Use CPG M.n.g.-nt to r,l"d.t. Tool

RKl"uh_nt/Orl.nt.tion/Actlution Probl : Solution: Prob1 : Solut ion: f.1Iur-. PN*>t. to rKl"\lit I"tervtt..,..t
~1"1

of ..m.,....

for

.11 P!"OJKtlo.

Too fe- -..bers p.ttie1p.ting Hu "pweel" c ,...,'" c.11 ....o.~\ to 1 p.rttctp.h on project. I_ind .-bt'r it .tgttt p ICni . Spl"ing Bo.rd 01" D.g~. Of I JI.1CH rl'Qul r~"t.

G. F.'lur.totr.I"c~ltt.eeh.I""n. H.v. oftlctor\ rlold qU'l"t.r1)' (PG tr.lnlnQ l~i of knowl.dgP to /"ioln pl"oJPct. Hhe ~up.l"vhlng offle.r t ..ln ,n.lr..en
&

Publ ic Ii.eI.ttons pl"obl : Solution: Protd : Solution: Probl ; So1utlo": LtCi of _dit uposur. Kav. slolper"itn9 oftic.1" t .. Crl.l ..n ;n .nclC~itl". lICk of COf'ItICt _tth 10Cl\ -oi. P.rloon.1'1 11.109 .0I"k11'19rt'14tionsnips 1oc.1 .-di. pto,....on,..1. llCi 0' knQool'h 0' proJKt 19f' ",.k. up flte~/po\t.r~. .ith

~ ln.r. c~lttt"ll'.

POOl"t~jtt. c-.."I(.t Ions Us ~ndU .nO Inutts to I~:",ov. coo-Jn1Cltion .-or'Ig C~1ttH . 1"10 ~~shlp ""'.rt'nf'U 1) Publlciu In ~thly " slett.r 2) Announe t IIOnthly tll'1l1s 3) T.lepnonr Cc-..nlc,t Ion!. "19ht!.

50

9. 8. List thp sp~ciflc \tpps to bt>tola~n to brinq thi, prOJPct to d S'Ucrnsrul c~htlon. Sho. appro.lmoltt' dolt~ for ch \tlPp. DATEto !If DO/ilfH} _ BHILI OE~(RIPTlO" Of STEPSTO BE IAH." .llIn.
J

(O/IIPI~tt' thE' P~OPOU'dbudq~t Sho.inQ all lP.pl'nsI'S.

InticipltiP'd

inco.{' .n4

PROPOS[O BWGE1 ApP"oJ'~jlt Ion' "I'" cholpt"" 1If'I}lstr.tion-!lOO I'ntrlnt\ ill! ~OOsponsorShips. ilOU 1,000 pr09r uln , $1 Pro",r " "d~l' .t i, Inil food Slh\ 8Hr Sail's T-SPlirt SIll's (~. h eh)
lPEfirlSS:

Or9,nlutlonll

."tlnl} to .r-1t. 1st nlnp ~uP\[lon\

0' CPG.

'.000

1,000 I.oon 1.000

~O,O(lO

Jan.

l!:l

Present (P(j to Gen~~011 "~rshtp Hold first c~itte~ _~ting

for .pp"o~,I. to Inltiat~ prOJI'Ct.

1,~OO !J.WO

J<!O.17 Join. 11Feb. 19 Join. 11 J4n. 24

TOTAL S6~:~~ (t"".

S~O.6l~

Conduct .l'l'aly

t'lings

with ctl.i- n det~,...lne Intry forlll

Meet .lth 10c.I bustn~\\es; dlstr-1butlon

P:"o idp M.tf'rlah .. (hll~.n wUh p.. pnt dat~. af')' 10Cltlons dlsphylng entry fOMM nd rain datf' (fo IJllPrlntlng 1nfo,...tlon) Pro..de "at~1"1I1s Chll"",n .lth f'.. l lPnt ",.tHI.!!. i~!"inti"g .1\4 r.qul"iP'd qua"tltlf'S of flye:"s for

Jan. 28 J.'1. 31

Co.plete St~lde-I-Thon Fact Sheet; send to th~ U.S. J'1C~S Strldf'-a-Tnon 01rf'cto .; dhtdbutl' cople\ to C~lttH cn.lnwn 0lHrlbut~ entry for-.s/flye1"s to al1 locations

Oon.tion to U.S. OIYJIIPiC Tr.injng PrInting of flyers Po\ta~ rds a Phonl' OftiCI' Supplies RefnUh_nts for cOlllpetiton liability Insur.ncIPPr u'"s i At"'l~tic [quip_nt Rentals Ad..r'tising Pe,...lt FHS (y.nt Progr.~ (1200) Signs/Posters T-shiru
food

ll~
'0 '0

290 300

100 100 '00

1,000
100 110 100 l,SOO '00

Feb. 1 FeD. 19
fpD. 19-

Funds to club house building

fund TOTAL :~ ~~

Entry fonrt\ 1l1ble It 10cII bu\1nf'Uf"\ ""='nltor 01111h.lnwn c Ohtrlbutf' T-Shirts, Course Chll"un ICt Ivlt I.s b.nners, partlc1p.nt null(lf'iS to 10. lIf!(.ord the specific DATE J.n.) J.n.S to .pproprl.tf' people J.n. 6 8 st~s

IMPLE"[HTA.TIOJrl n t.k~ and the rtsult\ of uch.

Ma~ch 20 FeD. 28

BRiEf DESCRIPTION STEPSTAUN or CDOItV.1de\ .. olunteered IS Chlirun for the Strjd~~a-Tnon.

~.rcn 26 MarCh 28 April 18

STRID[-A.-THON Send I~tter\ of .ppreciatlon

Coot Valdes tf'lephoned potf'ntill C~ittH ~rs .bout .orking on the Strlde.~T~n .nd in ..ted thf'_ to phnl ning eting .t hts houu on Jan. 6 at 1:30 pII. Held phnning eting Ind cOlllphte-d thf" Phnning Section (first nine que\tions) of the Ch.l ns PI.nning Gu1d~. Pr"Sf'nted the C0lllp1.tiP'dphnning seetio" to 8001rd of Din.'ctoM for appro ..1 to conduct thf" prOJKt including prtlposed budg~t .nd lnitia1 .ppropriation fr~ tnf' duD.

C~hte the Evlluatlon Fo...,..and \end to thl' U.S. Jaycef'S St-Ide-I-Thon Director with tn~ Ad.. erthlng! P!"QIIIOtlon Publicity RIPCord C~ltt"' II'IHtlng to c~htf' CPG.

Jan.

"p"ll

18

Jan.9 Jan.

Pr~\ented tnf' p1"oJect to cnapter lllell'()p"ship Ind rpcl'i .. ed Ipp:"o a1. 11 "t'ld flr\1 c~lttf'e ~tlng .M t"alnt'd sub-chalr/lll"n In t"'eir duties, c~lttH ",slg,.."ts re .. Nt"d .nd I flnaHzed; detailed phn of action fof" prOll()tlon .n4 rl"(jlstratlon proct"dure\ ffn.llud.

o"n

8RIEF DESCRIPTION sTEPS TAHr. or Dhcusst"d sponsors,

Feb. 23 H~ld foul"th cOIIIfIHtee llleeting. rds, .nd event. Feb. 28 1d fifth M.:". 2 c~lttee . etln9.

Jan. 18- Contacted schoo1\ to seeurf' c~lt_nt of facilities; Jan. 24 f'qulpw!nt .nd unpowe:" support; new\ IIIIPdllcontactl'd to solicit support ."d to ,...1 prOlllOtlon.' stratei)'; insuranct' agent contlcted to df'te"'!ne I! Ibility co .. erlgf'; se'l"ch In!tlltH for .nnounce:" and sports celebrity; poster\ .nd buttonS ol"del"f'd. Ja". 24 Sf'lected course fOr the e.. ent .nd sHe.

Reported on progl"f'U of p"'oJect to thf' 80.rd of Dlrecto"s of the Coconut Groye J.ycees. StlrtH ftnl1 tRdll blitz of .vent. personnel.

".r.
Klr. "'ar.

14 Conf1nwd c~lt_nts IS Conduct.a shth c~lttH

_Ith .11 volunteer t1ng.

Jan. 2~ Held seco"d cr.-Ittee etlng .nd .g"ee<liP'd 0" schedules. Re..ewed progress de sinCe first C~jttH l ~tln9. J.n. 21 Beg.n illl!dh CollllPl1gn. Set up a bank account.

Mar. 16 (onuctiP'd "'.yor Steve Chrt lbout proehl.lng of )-20 IS StrldeIThon WHt. CPG. C~lttu . t .nd c~1ete<l ""I". 11 Stont out flna1 nws ,..l,..ses. M.1". 19 M.yor Steve ehr. Pf"OCh!"d Str1de-.-T"on up rtg1strltlon forws f~ schools, eel,
""I". lO

the ."'~

Jan. 28 First new\ rf'lease loin dlstdbuted to MI 1 "'r.1d n!"fSp.pf'r; PSAs dhtrlbuted to radio stat101'1s; d.te lollS scheduled for th. T.Y. ta1k shott. Keot.Hh school prlnclpah .bout doing prOlllOtion 1n schools; I.e. Ittendtng ",seIlbHes, putttng up posters and dhtd~ buttng fl,e!"'s. J.n. Jln. Jan. 2g OistrlDuted )() busl"esses; to "hools; 11yers .nd ter,., aroond Mh.1 10c.1 dhtl"lbuted reglstratlon/p.rent rele",e ordered aw.rds .nd cen1flc.lte\. fONils

WHk; p1Ckf'd site of et; eet;

Ftnal c~1tut' . ettng 5 he'd at .ctual ched.a out .11 hcl11tt.s ud ",'~nt.

""r.
"'1"'.

23 Checked on st.tus of l"~htr.t1Ofts with sChooh, p1Ck.a up c~1eted reglstr.t1on fo,...

24 Chalnwn and Chapter Pr9sldent, Ra,IC!.1ttl appe.-ed on Ch.nne1 6 T.V. Tan. ~; dosed out pre-re;lstratlorr. lS Put out dlrect1on.l signs .nd rker-s. FIII.a .Ueho1<ler-s for all stops, Reconft,..d all npower, 9U~st, ~h ."d C~1ttH lubeftattwen. !"t1ngs 11' tn phce, no., pr.y!

31 PrintiP'd JaycH Infonwtlon on all terla1 for registr.tlon. Seeured C.OUI"SIP APprov.1 fl"~ .pproprlate .~ncy. M.t .lth 10c.1 T.Y. SpOrU director to s01!cH I" \pechl pr.~.t pr<*Otlon.l COftragf'. support

""r.

Feb. I Fl'b. 2

Mar. 26 C".ekeel to ue thlt d1rectlon.1 cOllPI.ted eyent p~.r.t10ns. TMs h the day 1 h sur 11 pled9.
(refer

IWld thdd Co..lttH IIMt !ng. Re..~ l prngr.n de \Ince I",t c~ttte. ilWf'ttng; 1nlthtf'd ph""lng for: np~r n~s, fact11tl" Ind equtp.ent, concessions, op.nlng and clos1ng c.r..onles. f1rst aid statton, eet. St .rted pOr"llOtlo" and regtstr.tlon prociP'dures through SChools Ind dhtrtbuted ffn.l I"f'glstl"atlon forws to schooh, .genc1es and corpor .t. sponsors. ArrangH for yor to prochl. Stdde-.-Thon Day-. progress

If It',

not togethf'r

cards are S19ft1'd. to TI_d ce~ny. A9t'ndl -)

F~b. 3

Acut.1 .vent

Conducted a.lrdS

FeD. ~

FeD. 10 C.lled .11 sub4chalr . n .nd I"f'y1!"fed their ACcording to "hf'du1es. Feb. 1~ SPnt out second n~s re IelSe.

"'.r.
Mar.l9

28 Re(urnl'd III terlals

borrowt'd .nd ,-.ntiP'd.

"ailed th.nk you notn to.n par-tlctpanu .lth re.Inder of de.d1Inf" .nd location to t\lrn 1n.11 mnfes. Ad.. lsf'd tn" that '"" .ant c~ckS only.

51

IU. con't. OAT[ BRiEf O[SCRIPTIO~Of ACTIOS TAKE~ I]. Wf'Cnrd~ol of nonJ.yceeS .nd otl'l.. resources uS.d. TY.I'II I.~u';;. ","po..~ p.n~s p.~t R,,"ne~'ul1ity JIIsur,ncf' R.dloIC' PUblICity :~~~1:~:~~~n ))1)4 ))139 A.c:IdreU/PI'IOne's , 666-8031 111 1. FL ..iO\ls PI.uPt. 16 tlrl(tt' V,rious MHer.1d I I

'-Pr. 10 lHt IIIjnutf> foIl0.-up sent out to all pd~1;clp<!nU .1'1.. to I., did Mt return pIPdgf> . Apr. 11 H~ld fin.' co..lttef' ~ptin9 to compl! 1. nt 1 tion .M [ Iutt Ion uct Ions 0' th. CPC>. Apr. I" lIt'portl!'d on (OII!PI tfld (PG to g.n.r,1 ",,,,,," .~\hjl' 1II tln~ . u. of th . Locono.ll!>ro J.yc , (Pc.; 'I,pr""

1111'.'. G.bl.s,5t.66S-)148 Ft.. S.W. l.uderd.I 1II1,lIIi.fl 6 FL H Co10 1 H ''''rloos lO86 Gi.. I!:!. 8':1 1.9')

V."'o"s f.b 10

loc.1 St.U

HhOOls f ..

dS.le, [quip. R.ntai~ nsorships tls'ng ult'sPSO} /8eE'rSales 'lirt S.I.\ trutonslI.g'str.tJOI'I (.00) am to Policy .tlsln9 rts lningCentE':" PtJ"'chul!' alll registrAtion llltf.e . tl, /Poste gf> "'Slslng cl"t) UE"su") ge Adve.. unceSoI1f'S ce *' ty n

DS(R!PT QAT[ 0 4,500 ,930 10'" OF7,'>101')1.000 , 19.':.60 0 1.000 S 1.100 6.790 '.OH5 3.585 19.')70 [.(p l4.010 BALANCE 18.ITEIII 10.S10 111.160 6-'60 Printing 4.30'> 4.pproprt.tlon :?1,':.70 7,390 6,430 4.18') 6,850 4,320 8,510 9,'>70 ')10 Prog:"alllPrinting7.280due 12.51US 4.780 7,'6'> -'Pr.1S Don,ltlon tn US Oly~ic Apr, 2~ 8ulh:!tng FuM

'r~ ~

3,SOO 9:?,200 3,000 ',000 1,120 1,000 2,SOO 6,000110 ],000180

;00 2;0 350 600 100 180 10 1,000 tll,l'J90 l,~OO 150 120 10 24,070

"

'1.riou Feb 7

loc.1

Runn.:"s
210) St. M..)' St. P"'nt Ine;;

QuId Pr1nt

COCOIIUt Gro.e, H 331))

F.b

I':.

ill.
p.:"ticipUl!'d [vent In

14.

Glye. c. sule ,ll,1ation of tl'l. :"0 ect in l"f"\ationShl II an\ In ooa s. flC 0.1e Nnlgf'Wnt tec n (jUt'S USe<!. The p",oJ.ct .nticip.tl!(i Go.l: Result: b. Go.I: R.sult: .n super f,nt.H ic and .1$ ~re successful tnar'l f'veit .OI./ld be, The pri r)' P'lrpoSe.AS tcniev.d. To don.tt' 50.62~ d01hrs T.. ining C~flters. to th. U.S. OI),,,-I(S

87.690 tlollars We!'"edOfl.ted to tl'l. U.S, OIY"~)1(\ 90.1. Tr.ining CeMe"s, 1, .. "c~!:!ing
0<.1'"

To conduct tl'le St"Ide-.-Tl'lon SOOpeopl. on "a"ch 26.

prOjeCt In.ol.ing

Tl'lt' Stridt'-.-Tl'lon p"'oJect (Onduct.d on fIt.rCII 26 inyolYing gll peoplt' .nd 40,000 specttt()~s.

c.

Goo! , I

To Qene-UE' f o.. ble PUbllCit, fo" tl'l Coconut G.. ove JoIyc"s fro", 10c.1 r.tlI0. tE'levlS Ion. oInl1 "_SP'PI!''' _di bO<.Jt nI!' "i Iler Hrql'l lih O'y~i(\ t npl .jng 01)'lIIpjc O,y St"'lde-.-Thon.nd for Mi tll.l.t

i,

~.~
St.rt pllllnn1"9 for e nt 6 w.:ll'ltI'IS in .dy,nc. tietter .nticip.te to run event p. ..:tte prOJ.ct O clubs, schooh, in Id"nCe 11. Ell; 'olin In
SuCCeSS 01'

Too ch .0". to "c0fllP1"" . in 3.S nths ltck of progr .-s/T-Shi .. ts of p.ticiTo r.i", nu~r p.nts I the " enu. coll.cted

lIesult:

f.vor.bl. pob1icity , generuf"d for the Coconut Groy. J.yc on radio ,tat10ns, t.I ision H.tions, and in local nNsp.pers. To provid. IUder nlp training ch.i ..11.nd M1ItIen. Ludersl'lrp
ch.i

t.r1.ls

nud.d

r.ooll: Rf'sult: Goal:

fo~ 7 c~lttee to 1 co_itte.

.itl'l lOCAl 'Vnning collegu I PA ) .onths

tr.inin9.as
MenCer .

pro.ided

.. n Ind

Result:

To in.ol . 100 (OCOl'lutGroyf' J.yc ' in thf' conduct of this pl'oJect .nd G 10p tl'lP.r lude .. sllip s_ills, to acti.ate 10 new ~rs .nd r.CNit ~ n,.. ...mel's. 161 COConyt G!"o.e J.)'cf"es re ill.ol.eod tn tn. syCCeUfu1 conduct ot this pl'oJ.ct .nd due10pf'd tl'l.ir 1f'.dership st!l1s .nICh ~II;Ceoedlf'(! go.1 the by 67 p.rCent, 10 n..., ~rs ~re .cth.ted, .nd~n ~rsr.cruit.cl.

fin.nci.1 robl s el'Kount~rf'(l. Was the ro f'<t a fin.nc,.1 II ur"'t S ec H - S ow . 1t or OU. 0 a put It unt)', t t' pro ect .n ." Oye.. ng 1"ln(h' succ.ss Tr.ining SillCf' re Ible to donlte 181,690 to th. U.S. O\,~ic C.nter In Color.do. The 0"1)' fin."ciAl pr"Ob1ee.n tnat .e could hhe _d. ~re -.on.)' h.d _ bought -.or. T-shirts I~ progr .-s to u1l, if )'00 can cll1 this. hll.",i.1 pl'obl fro. conductinQ thIS

18.

Wh.t benefits cou1d ...-b.r of tne JayCHS derin project 1ft t!'l. futu,-.7

TI'I. prOject c.n bf" su_d YP b)' u)'ing tholt .11 c~itt . (1'1'1"'!llPn.nd tl'l.lI' ~rs trul)' le.rNtI how to utl11:e n.~nt prinCiples

.er. u'M to successfully TI'I. following Jayc n.g nt t.chniqu., run tl'lls proJKt. \)Ider p1&nning. tl'l. prop.r us. of tl'le CPG.011 Iur~; und.r tr.inlng. tl'l. projf"<:t cl'l.i . n .nd c~itt ""'e tr.ined in tl'l.l,. duties .nd responsiblliti.s; und.. c~nic.tions, tl'l. prOject .n eff.cti".I)' pro.otf'od by YSe of 'l1.r" t.l.pl'lon. cal1" .nd our ch.pt.r n sl.tt.r; personnel nag nt h,t tht' proJf'C"t ch.ir n .0 .. ffecthe1, .ith, .nd in,pire his co..ht~ to u tl'li, prOJect. su"ess; and tin.nclal n.~nt 1.t us I"un tl'lis PI'OJKt .Ithifl bl.idgt't; ... Cru1t_flt/ort.llhtion/acthuion .Ilowed uS to not only Ol:lhin /1ftI ..,.rs but to ACtivue 00.11' curr.nt ~ers; .nd public r.lltlons t.augM uS .11 the 1"'0"'t.nc. of "OWI~ol"t."t th. -.:Ii. un be to th. success of our pl"oJf'ct.

Th. person.1 growth 1 as proJKt cl'l.i,......11 .nd _ co-Heee g.,nM (~n.g~nt ~ . Iopby "'Ufll'lin9this project _f"'f ..,.,rhl 'kills _nt), all gl'N p.rsonlll, f . t"lt '1tpI'I'if"flclts.nd I ..,.ed to d.,1 .ffKtiy.l, .1\h ~Ie (1IIdiy!Gr.I.l DrrIt.el~tl .nd both dir.ctl, nd indlr.ct Iy pro.ided u,..lc. to the Co(.Ollut Oro c __ "ity .1Id hunH)' in geMra1 (C~nltl Dn.'l)s-f'nt). The C~ittH is n(lllltr.ln.d !II CPG', to ""n tutu ...proJKt\. The befl~fits to the Coconut project r.:

'ro".

JlYc~s

'r~

Nnllillg tni\

to pro .id. our J.ycns Indl.ldu.1 u~ri.nc.s for p..on.1 growtn ' in the p1&nn1ng .nd n.g nt of local projKt. To help thelll 1 1'1'1 or;anlutlonal .nd pl"'OblN sohing ,kills. To tuch our ~n he. to dell with the publtc, thvS eflh.ncin9 tn.ir CQIIIIIIunIClt1 . skOh. Thts en.ble, OI./r J.ycee to Oete1op strong Stille of se1t-c.onfta.nCe in hts n.g nt skl11s th"'ou9" tnvoh~t III I wort.hwttih pl"'OJeCt. b. 1":"'11"9 to work .lth 10u1 .Ject.d ofticiah.

~
T-shirts M.r. 27 fiipeded prQ9r4lll$ to ~pll

t;ow solvlf'(!

.,r.

.nd

COuldn'd; to sho,.t on IUdti_

c1tiafls of the Coconut Grove c~nit)' .ill "u1iu thlt, is p.oplebe<au\(' the Coconut Gro Jayc s AS '1'1org.n;ution orient.d, it un bf" COI.Inte-d GI'Ito AChieu bfici.l tl'l.niS for the- since J')'CHS lI'e In th. PEOPLE busin - not the p"oj.ct busin To .ccc-01ish successful I)' th. 1)0.1 of pNlJPCt )'01.1 U .ol"k t'f,.ctiy.l)' .Ith .Nf U,roYqI\ peoplt'. People .il1 h.lp 10U phn th. PrtlJ.ct. PPOple pI"O.ld. tht' only 111'1 illlpl..ent to tl'l. pl"oJt'ct. "fld pPOpl... ".edf'd to Iu.tt tl'lt' success or hilu~ of the projKt,

52

d.

that thE' J.yCE'f' ch.pter" its('lf wIll t"Jpf'''jf>f1(P g"owtr, .5 "t'sult of tht' fawor.ble pUblicity It !"'E'CE'ivf'd on this P!"'OJt'C\. This g!"'OoOth (OOReS in the forlll of IIIOrl!' lIIt"JII()ers. !!lOre <lct Ive '"E"ItH~"S lIf1d rIIO!"'(> ~r$. It will 111$0 provide IUde"$hip g"owth tor our rt'tllint'd _lIbers. Myelop Dfficer$ /I h'il'or<lblf' .nd Mill.i r"f'htion$hip with .nd Ollde Gower,..nt civic for Dadt' County Offici.15. lil. Enforc~nt

f.

to iM'et ~ople public $~.tin9

frOlll other u.perience

org.nil.tion$ ,)nd p"ovide$ tetu.l our MPIIOe'r$ wno Nt. p!"'esent.tion$.

9.

p"ovide IIn uce11ent opportunit.Y to tr.in ou" lIIt'I'IIber$ in Pub1 ic R.I.tion$ on how to d 1 .ith lou1 ""'$ ~1I. Thi$ project is highly 'il'isibl M provide ''1 eJcf'llent opportunity for PR for tht' Coconut Gro'il'e JI.YcHes. Tnf' Coconut Gro'il''' (c-.tnity benefitPd .nd all Alllt'ric.n,> bpCllu\ f' pro'il'ided successful c~nity deWf'lop-nt p,.ogr ing to thf' (oconut Gro'il'e'\ upirin9 young Olyillp1c Athelet.s our pri ,..y bf'nf'fjclf"y $0 th.t our c~lf1ity .ill eJp.riencp ""It It _.n\ to b. -Born in thp U.S.A.-

FINANCIAl. TATDlINT S

Center und

TOTAL

''''''''' ----

MILLlRHIGI!LIP'! STUDEA-'t\IOH- April 26 ACTUAL 9,220 TOTAL $1, 444 000 )10 1,000 92,200 180 1,000 Phone 11>7 ',000 $ 6,000 120 \M 1,000 .00 "0 2,SOO 600 SO,OOO ." ',000 $117,920 100 1.SOO 24,070 I,"'" "'" S3,000 87.690 '00 '90 12, '20 UO,62S"'CWOSfD PoAtse ',000 ,,""'0 """",",D ,.., Office SuppUe. R..JbU.t1on. - SOO.-nu.nt $10 $67,~00 IlX'f .... SU

------"" .'" ~

COa>NU'T

GROVE

JAYCEES

1,000

53

THE

~OLlO IN6
CHAIRMAN

MAT(RIAlS A.ND THIS HIS

wE~[

uSED

bY TO

Tt-I[

P~OJECT
SUCCESSFUllY

COMMITTEE

RUN

PROJ(T

II

1III1

54

RHlASI

IIAlI

IlIIlIedl.Jlf'

(TOIto'~) IN "M1l1C"T To STATEWIDE HIh be

RESIVEp."TS OLYMPIC Oh'mplC b)'

TO PARTICIPATl FUND RAISING StT1dc-a

JaycC"t's

E\'INT Thon"

LtfC" Conducted

V,1)'

fJoTlda

tCltr,5tatC")~, throughout lIIonC")' CE'ntE'rs. PH "'E'11 for FlorIda thC" ThE' "Ill

Thousands . ~l", of "no,,"n IS T 100 bt'ln~ otht'r the as

of JOg UnitC"d thC"

aC"n, ,1nd

,,"o C"n ~nd run on NaTch

chddrt'fI 2b to ralst'

bC"nC"fit ('Hnt,

Sutt's "MillC"T

DIYJllpic High H throughout LlfC"

Tr,1lnln~ DIYIIIPlC as statt'.

StrJdf'aThon" as In aIm,

ht'ld

in

~l

(location), thC"

co_unitu~s

The ~nd

(townJ H

C"vent

IS by

bC"lne (n~ae of aJI

hosted of .edu agC"s

by

the

(Joeal

chaptC"r) RadiO. arC" to

Jay(ees )!IaHC"J's,

presC"nted .nd Tunnt'rs All

prese"nter) and abilitiC"s ask each e\'ent Colorado sponsors kilo.eter il

Jo~t:C"rs partiCIpatE',

invited pledgt' (.b1 support and la"C"

to a

participants of Nont')' (ro.

will (or tht' in

pTt'dt'tt'rmlnC"d tht'~ U.S, complC"tt'. Ohmi'ic

';lInount

1II11t') tht' P}aCld.

ProcC"C"ds Tnlinlng

I ht'lp Springs

Centers

"IIIIC" .rC" Heh t said 15 to

dt'llghtt'd contribute President .0rC"

to

bC" part to of than thC" thC"

of

thn.

,,"orth,,"hlle of our

fund DJy.pic JaycC"es. C"vent o(

raiSIng hopC"fuls," "Our thIS

C"ffort

111 (namC"). raise

truning Iloc~1 other

ch.aptt'r) single

goal kind."

aoney

any

S,\"1PII,

CO/l,(,RATlIJ.AT10/1,S

lETTH

TO TOr

FUf.iD RAISERS

Ilc.r lh(' lIonC'r"t">I(, ~1._"'1 _

(n.IIIC"

of

fund

T.ISC"T).

Th(' In;.IIO( of JC',.:,.) ,;:h.Jpto J J,H'cees aTC" dellghtcd th t YOU 1>.111 be proclalnjJn~ ~1"nh ':0. 1983, "Olrlllpic f).I\'" In (Clt~/tOl>.n) III con"un!,;tJon I>.lth thl' "'JlJer tjl~h L)(I: Oh'mplc [la~'~Thon. )';>UI In\oln'mt"nt "111 In!>plTe hundreJ:. of potentul p.aTtlclpant!o throu~holll I~J to t,1\"(' furt In thl:> t'XClt InJ,: C"\'ent. kv '~I I\)o~ (or".I[,1 ,11 I~-J to )Olnlll)' :11 (It\\'(\U
11._11.

The Inul(, of local chartt'r) Ja)'cet's H plC"asl:d to ~nnour:ce th,ot rou were tht' (flTst, second or third) plaet' fund f.JlSCI In tht, )-hller Hiah Lift' O)YIllPJC VOIr Stnde-.Thon on ~Iarch ~b. As such, you are beJni awardC"d with a (descriPtion of pri:e) donated by (n !' of huslneB). _t' offC"r contnbution the bC"st Sincerel)'

you

at th\' PT<~c1amatlon lIIIe I>.i11 C"n..-oura~('

SIJ,'nlnJ,: on .t'dl.;J co\'t'r

OUT !>inCC"TC" congratulations. Your outstandin~ -ill ht'lp to pTo\'idC" OUT OIr.plc hopefuh with tralnlnt pOSSible. ,

In ;iJJITIOIJ, "'C' hop(' IOU ~!.,r~h !r. ;.1 IStr/d('-.Ilhon n,:1{ Ion .1T rh(' ~tTltk'a'lhon
!~J.

",III lOin us anJ ~t;IJ':' loe.Hlon} A",ards (creaonl

oth('r dlRnltarlc" to Tcad thc proc)a whIch b('Rlns 3t

on (nalJl!' ) C~on /A"'aTds ' (n.a.C" of local

1\,

.Ift'

hor::>rC'J

th,lt

~-ou

ha~'('

.Jt.:recd

to

c("let-r.ltc ~hon (~~

"OIYIII!"ic n;~: : d~ ~~"

11,1\'" can

ChaIT Jaycee-

n cl\aptt'T)

JaycC"C"s

~.:' t ~ r :.~~ : ~~;I{' 1 ~:,' I ~~~: r~ h~r.~ (' ~: T:~;~:~ II,"'. ('I~mrl"lr,nnlnc CC"nters. Sln.-\-rtll,

/)(\ut
[('h"mOn, (\a"'(

n;,m\' 1
IA";lrd~
(of

Chal

rman
J

Ine } chaf'trr

Jaycees

55

SUBSTANTIATING SUB-H[ADIMG. IS

MATERIAL EITHER

F~

THIS

PROJECT.

Ut-mER

ThIS tf~.

NOT APPL.ICA.BLE

OR HOT REuv

COMMITTEE
MILl.D HICH

ROSTER
o...y STtIDt-A-TWQJi
V f _

un

OlnalC

-I

.~

c-_

I I

-I --.
U

.~----- _n __
m

p-.

.~

i ..

--

c- __

--

56

Co Co

<

< 2

~ :1 ~ ~

<

~I
%

_1_1~I.I~I~I~'ml~I~1

SH]

Dl A THO~

FACT

SHEET

[\'l~T ;
LJATl;

LOCA II Or-. ;

THH:
CO","OOCTlD En;

The- Flond. J~)-'~f's. In coopf'rijtl0r: (""lilt' of loc.11 chaPlrr) J.yCf'f'S To TaUI' .onl'1 for thf' brnr(lt U.S. Oly.pic Trunlne erntl'rs

. nt.

PUkPOSl;

of tl':e

lLlGIBJLlTY:

fORMAT:

ACTION

RESOURCE GUIDE

seopl. :

~ \2W/TH COOPERATION IN THE US. JAYCEES

57

RVE SUGGESTED MANAGEMENT TECHNIQUES

by Kim Newlin There are five fundamental management techniques one should apply along with use of the Jaycees' Chairman's Planning GUide (CPG) to ensure project success. These are: (1) planning. (2) training. (3) communications, (4) personnel management and (5) financial management. Each management technique will be discussed in turn. Planning--Good advanced planning is the basis for a successful project. Every chapter should emphasize the use of the Chairman's Planning Guide (CPG) as the key to project success. For example, every new project chairman should be required to use the C PG and the previous project notebook in planning and conducting his project. First. one must answer each of the nine questions under the planning sect'ion of the CPG prior to beginning the project. By doing this. one can plan the events and activities to happen on purpose. rather than by accident. In summary. this management technique should force one to think ahead so that he will not have to take haphazard actions, which is usualIy the case when the project has not been properly planned. Training--One thing any Jaycee project should do for you as project chairman is to train you in the use of the CPG and how to conduct a project. One of the first things that should be done when you accept the chairmanship of a project is that the supervising chapter officer should sit down with you and teach you the role to play in order to carry out the project successfully. There were four fUi;idamenta! management techniques that were covered: (I) planning, (2) communications, (3) personnel management and (4) financial management. Without this training, running the project would have been a frustrating experience; but with thi, training and experience gained by conducting this project, you will be able to perform your duties on your regular job in a more effective and efficient manner. Communicadons--As project chairman. you will quickly learn that communication is one of the major keys in delegating work to be done. Communication is more than simply telephoning or sending a note of instructions to a person on your project. To communicate to him effectively, two events must occur. First, you. as project chairman. must transmit your message. The person on your project must then receive the message and understand it for the communication to be effective. As project chairman. you should learn that there are four basic ways to communicate to the people working on your project: (I) written. (2) oral, (3) visual and (4) indirect. You must keep your project members informed in order for the project to be accomplished in a timely and successful manner, since information that comes too late will result in non-accomplishment of that task. Personnel Management-Personnel management is another one of the keys to project success. and is probably the hardest to achieve. AIl of the planning and organization canDot accomplish the project withou(human resources. Since Jaycees are a civic group of volunteers. one cannot use fear to motivate them; rather one must use attitude (inspire them through your leadership ability) and incentives to get them to work aDd produce. "Jaycees are people" and must be treated as such. Thus, the real key to getting tbe project done is to motivate your team by (1) making the members feel important and wanted. (2) making them see the importance of (heir role on the project. (3) explaining the benefits they will get from participating 00 thit project, (4) make sure they know what they are to do and what you expect of them, (5) make sure you all agree 00

a reasonable standard of performance. (6) teach them the necessary skills needed to perform their tasks on the project, and (7) show them appreciation for their effortS. These are some important personnel management techniques to use to activate your project members. You soon learn. as project chairman and personnel manager, that you wiIl not treat every member 00 aD individual. person-to-person basis. Financial ManagemeotThis aspect of management is important and must not be ov'erlooked. By use of the CPG and answering each of the nine questions before the project is begun, one is forced to prepare a budget. Thus. by preparing the budget for the project, you realize what expenses you wiIl incur and whether additional revenue must be raised to complete the project. Thus. you and ~our committee chairmen know how much will have to be speD! and/or raised so that they will not end up spending more thaD the income.

58

BIBLIOGRAPHY 1. 2. 3. 4. Officers Chapter Awards and Direcors Presidents Guide(RSVP 5001-0). 5004-0).

Managment

Handbook(RSVP

Manual (RSVP 5017-0). Chairman's Wrokbook(RSVP 5044-0).

Committee

~o JO~
is

finished
until

the

PAPERWORK

59