$2.

50

Guide

for Preparing (CPGs)

Chairman's

Planning

Guide

Project

Notebooks

by Kim Newlin

July 1976

PETERSBURG PETERSBURG,

JAYCEES VIRGINIA 23803

P. O. BOX 741

TABLE

OF CONTENTS PAGE 2
6

FOREWORD

4 8 7 Cover CPG Relevant Single Project ConceptNotebook Organization Judging Criteria for Notebook of Chapter and Project Submissions ChapterSheet Formats for Award Categories Planning
Entry

1.

VI. This guide follows this Table of Contents format for the preparation of a CPG for the remainder of this 9 guide VII. Keys to Winning VIII. Material books needed Notebooks by a CPG Chairman to prepare noteof

35
36

IX. Assignment of Responsibilities Programming Notebooks X. Sample Completed Planning

for Preparation of a CPG

37 38
39

section

XI. Bibliography

1

FOREWORD

Dear Fellow Jaycees: The purpose Planning Guide of thi s gui de is to teach you how to wri te Project Notebooks. single These project project awards Chairman's can be and be

(CPGs)

notebooks category

used to enter

in the appropriate your programming (1975-1976),

used to support

entries. I served as Project This Chairman for the

During the year Petersburg ed to train Jaycees

CPG Project

Notebook

Program.

guide was developnotebook entries. In won

our members

on how to wri te single of this gmide

project speak

The results the Virginia an award. Division

on the success Competition,

for themselves. project entries

State

15 out of 23 single 8 first place

Specifically,

there were

entries

in Population place entries Division second third

V (2 of which won sweepstakes Division V and 3 third

awards), place

4 second

in Population V.

entries Notebook

in Population entry placed

Our Individual

Development

Programming

in Population in Population Jaycee

Division Division

V and our Giessenbier V. Also,

notebook

entry

placed

our noteboo~were

entered

and won the project note-

creed award. won

On the national awards

level we had 3 single in Population entry won Division a first in the in

book entries vidual

first place Programming

V, our Indiplace award and in

Development Division

Notebook

Population Giessenbier Division number

V and went won on in a to

on to place first place U.S.

first

U.S.

our

notebook

place the for

award Petersburg

Population Jaycees as the

V,
two

and

went

chapter

the

1975-1976.

2

Since Jaycees

the CPG is one of the management us into better leaders

tools

pronPted

by the U.S. it is believ-

to develop

in our communities,

ed this guide will more and record-keeping

fully explain

the proper

use of the CPG in planning and how to document the

to run a project

successfully

res u1ts for use in award are needed,

competi ti on.

If addi ti ona 1 copies

of thi s gui de

they can be purchased

from the undersigned

for $2.50 per copy.

¥:..v ~
Kim New1in
1307 Canter bury Col oni al Heights

Lane
,VA

23834

(8041 526... ·4441

3

I.

ROCls (Relevant

Organization

Concept

of Chapter

and Project

Planning).

What

is an ROC? tool.

It is a chapter

management,

programming the needs

and leadermembers Plann-

ship training

It can aide in identifying One major portion

of chapter

and of the community. ing Guide (CPG).

of the ROC is the Chainman's Planning Guide

The purpose

of the Chairman's

is to aide part of the of how

the project CPG concept

Chairman

to run a successful Chairman

project.

The second

is for the project and write-up

to keep a detailed as a project

record

he ran the project Why should

the results have

notebook. was

the project

Chairman There

to write-up

how the project one reason

run if it was successful? each year your chapter

are two major successful

reasons, internal

is that prois

has run many to document year

and external

jects but have failed

the results

so that if the project Chairman

run again the following good guide to go by.

then the next project reason

will have a notebooks

The second

is so that single

project

can be entered chapter II.

into state credit

competition for the work

and be judged

so that

your Jaycee

can obtain

they have done.

Judging The sheet

Criteria

for Notebook

Submissions, because it tells what one how his notemust be in-

that follows will

isincluded

book submission cluded points

be scored

by the judges,

infonmation and how many be wise

in the write-up will be awarded ever

and how it must for each area.

be written Thus,

potential to read this to pro-

one would

sheet before ject

completing

the planning

section

of the CPG prior

initiation.

4

CHAPTER

POP. DIVISION
JUDGING FORM SINGLE

PROGRAMMING AREA

PROJECT ENTRY

1.

HOW WELL WAS THE PROJECT MANAGED?

[30%]

a. Does it appear that the chair~an was given the proper training as it relates to his responsibilities? b. Was adequate concern put into the financial management of the project? c. Did the committee management reflect a consideration 0: the individual talents of its members? d. Were proper communications maintained (committee meetings, committee structures, public relations, etc.)?
[0

5

10

I"5 [20%]

20

25

30]

2.

HOW SUCCESSFUL WAS THE PROJECT?

a. Did the project accomplish its goals? b. Did the committee chairman and members learn leadership and management skills through the project? c. Was the chairman's Planning Guide properly used or does it appear that the plannin~ and implementation sections were completed after the proJect was concluded? d. Does it appear that the evaluation was taken seriously and used as a learning experience?

[0
3.

5

I"O

15

20]
. [35%]

WHAT IMPACT DID THE PROJECT HAVE ON THE CHAPTER/COMMUNITY?

a. Does the project appear to have been done to satisfy one of the chapter's major priority areas or goals? b. Were available community resources utilized fully? c. Did the project involve a large percentage of the membership? Were those individuals briefed on the overall objectives of the project?
[0

5

10

15

20

25

30

~5]

4.

HOW WELL WERE CHAPTER RESOURCES USED IN OBJECTIVE? [15%]

REACHING THE PROJECT

a. Were a few members overburdened with work while the majority made no contribution? b. Was the project too ambitious for the available chapter resources?

[0

5

10

IS]
TOTAL

SEE REVERSE FOR ANY COMMENTS

5

III.

DIAGRAM OF SUGGESTED

SINGLE PROJECT NOTEBOOK ENTRY

This sheet is included to show in composite how a project notebook entry should be put together. This guide also follows this same format in explaining to one how to prepare and put a single project notebook entry together after the listing of single project award categories.

Chapter NAME Chapter Mailing ADDRESS Your TOWN Project Catagory POPULATION DIVISION

I

d

: I

••

FRONT LABEL

• •
:T

:I
• r

• •

I

~

----

BACK COVER

r


I
I

• .... • •

.~

SUB TAB F.- PROMOTIONAL MATERIAL SUB TAB E.- STATISTICAL RECORDS

SUB TAB D.- PHOTOGRAPHS

• • • .• • • • • • •
....--

..-

• • • •

SUB TAB C.- CORRESPONDENCE

SUB TAB B.- NEWS CLIPPINGS

SUB TAB A.- FINANCIAL DATA TAB 6- SUBSTANTIATING MATERIAL

• •

~ • • •

• •• ~ • •

TAB 5- CHAPTER RESOURCES UTILIZED

-

~

TAB 4- MANAGEMENT TECHNIQUES

I

TAB 3- FINANCIAL STATEMENT

TAB 2- ANSWERS TO QUESTIONS FROM CHAIRMAN'S PLANNING GUIDE

---'

TAB 1- ENTRY FORM FRONT COVER

6

IV.

CHAPTER SINGLE PROJECT AWARD CATEGORIES
such as: sports, elections and 13. Membership Recruitment: Any single project run with the primary purpose of obtaining new members for your chapter. This should be a structured project under one chairman. A year-long project is substantiated as such, but a year-long series of various smokers, socials, membership booths, etc., would not be a single project. 14. Membership Orientation or Activation: Any single project aimed at orienting the members about the philosophy and beliefs of the Jaycees or designed to increase participation by the members. 15. Mental Health or Mental Retardation: Any single project designed to promote or provide a more meaningful or useful life for the mentally handicapped. 16. Publications: In ternal chapter publications published primarily for communications between fellow Jaycees. This may be your chapter newsletter, internally produced guides or manuals, etc. but only one of these projects may be entered .. 17. Public Relations: Any single project run by your chapter to promote the image of your chapter and the Jaycee movement to your community. Jaycee Week activities, DSA Banquets, O.Y.F., O.Y.E., O.Y.L.E.O., O.Y.R.L., parades, mayors prayer breakfasts may fall into this area. Remember, the judges are looking for your best single project. not your overall PR program. 18. Senior Citizens: Any single project designed primarily to provide a more meaningful, happier and useful life for the aged citizens in your community. 19. Spiritual Development: Any single project designed primarily to increase or enhance spiritual activities by your members or community. Special effort should be made to run projects with true impact on the spiritual lives of your members and community, inducing them to participate in the faith of their choice. Care should be taken not to give a PR project a spiritual name. (Family Life Development is not a spiritual development project). 20. Ways and Means: A single project purpose to raise funds for the chapter program. Chapters should select their successful single ways and means project with its primary or for a specific most unique and for entry.

I. Chapter Activities recognition.

2. Criminal Justice: Any single project designed to educate about or prevent crime, to promote better correctional facilities and to promote for better ex-offender programs. 3. Economic Development: Any single project which improves resources, manpower, facilities, etc. for business and industrial development. 4. Energy Conservation: Any single project that promotes t he conservation of natural energy sources or the development of new or improved sources of power. 5. Environment: Any single project designed to educate the citizens and enhance the environment in your community. This could include a project to prevent pollution of land, water, air; resource and wildlife conservation; provide facilities for better use of public property; or provide an opportunity for environmental education through learning processes or through involvement. 6. Government Involvement: Any single project designed to provide better public services or government within your community or to work at solving problems of a political or governmental nature. 7. Health or Safety: Any single project designed to promote improvement in community health or safety. 8. Human Relations: Any single project to promote and imp rove understanding between neighborhoods and citizens of your community with varied ethnic, social, economic, racial or religious backgrounds. 9. Inner City: Any single project designed to alleviate the human needs of those living in the impoverished neighborhoods of your community. Especially those living in the older sections. 10. Interclub Relations: Any single project promoting an activity between the Jaycees of your chapter with Jaycees from other chapters such as an extension, visitations, bidding or hosting state meetings or other activities between chapters. II. International Involvement: Any single project to provide assistance, understanding, communications, etc., between your chapter or community and people outside of the United States. Remember that you will be judged also on the impact of the project on your chapter and/or community. 12. Individual Development: Any single project run for the primary purpose of increasing the personal capabilities of the individual member, or enhancing their family relations. Chapters are encouraged to devise unique programs for meeting the specific needs of their memDers.

21. Wive's Recognition: Any single project primarily run to recognize the assistance and sacrifices of your wives. Original and unique projects that will help to make your wives active Jaycee Supporters, should be submitted. A chapter social, while it is definitely of value to your chapter, may not be the best recognition you can give them. (Family Life Development is not a wive's recognition project.) 22. Youth Assistance: Any single project implemented to meet a specific youth problem or designed to fill a particular need of the communities' youth.

23. Alcohol
7

and Drug Abuse.

V. COVER SHEET FORMAT.

Chaiman's

Planning Insert

Guide name

Project

Notebook

on the

(

of the project.

)

FY 1977

In this section include a picture or logo dipecting the theme of the project.

Petersburg Jaycees P.O. Box 741 Petersburg, Va. 23803

8

VI.

This guide follows this Table of Contents format for the preparation of a CPG project notebook for the remainder of this guide. TABLE OF CONTENTS

TOPIC ENTRY FORM ANSWERS TO QUESTIONS STATEMENT TECHNIQUES UTILIZED FROM CHAIRMAN'S PLANNING GUIDE

TAB

1
2

FINANCIAL MANAGEMENT CHAPTER

3 4
5 6
A

RESOURCES

SUBSTANTIATING FINANCIAL

MATERIAL

DATA

NEWS CLIPPINGS CORRESPONDENCE PHOTOGRAPHS STATISTICAL PROMOTIONAL RECORDS MATERIAL

B

C
D

E

F

9

TAB 1

AwanIs~
C~ERNAME MAIUNGADDRESS CITY

Form for Single Projects and ChaPter~ ·
JAYCEES

PETERSBURG

P. O. Box 741
STATE

Peters burg

Virginia

ZIP

23803

STATEMENT OF YOUR CHAPTER'S OBJECrIVE:

The objective of the Petersburg Jaycees is to be the most outstanding Jaycee Chapter in Virginia .. We recognize that this can only be accomplished by offering individual development programs that meet the members' needs and help develop the individual, becoming involved in community programs that satisfy important needs in the community as well as chapter desires, and getting more young men in Petersburg and in other communities involved in the Jaycees.

(chedt one)
SinJle Project Entry Individual Development Programming Entry Community Action Programming Entry Gieslenbier Memoria] Award Entry SinJle Project Category (for Single Project entry only) Chairman's Name (for SinJle Project Entry Only) Chairman's Address City State _ _ . _

Bepnning March I, I

ill

(for Single Project Entry only) Membership_8~1 Membership _ _

Ending March I. J2...l.6 Population Division Community

_~V Population 46,000
Urban Suburban Rural Institutional Other

_
(Based on official U.s. Census fiawes. or other oft'iciII updated ftpreI)

Type of Community:

x

Other Chapten

servin, community:

RSVP No. 05-122

Certification

stamp or signature of State Chairman. indicatinl fint or second pl8ce state winner.

10

Cha-

CUide
Chairman's Name Business Phone

5 Planning
Project Home Phone Name Chapter Officer

Supervising

Chairman's

Mailing Address

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 NCh question as concisely and specifically as you can on a separate sheet of paper.

PLANNING:
1. 2. 3. 4. 5. 6. 7. Primary purpose (what is the primary reason you want to successfully run this project?). How does this project relate to the goals of your chapter? What are the specific goals to be accomplished by this project? (Use specific numbers, etc.) What are the specific manpower assignments? (Show names and duties). What materials and supplies will be needed? What community resources will be used? What problems do you anticipate needing to overcome to successfully complete this project? Outline alternative methods to overcome each problem. List the specific steps to be taken to bring this project to a successful completion. Show approximate date for each step. Complete the proposed budget showing all anticipated income and expense.

a.
9.

IMPLEMENTATION:
10. 11. 12. 13. Record Record Record Record the specific steps as taken and the results of each. any revisions or changes in plans as they become necessary. income and expenses as they occur. roles of non-Jaycees.

EVALUATION:
14. 15. 16. 17. Give a capsule evaluation of the project in relationship to your plans and goals. Describe any problems not anticipated and how they were handled. What changes would you make if you were to run this project again? 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? by board/by chapter

Date approved

Date final report approved

NOTE:For

detailed

explanation

of each question

see your Officers & .Directors

Guide.

11

PROPOSED BUDGET

PROPOSED PROPOSED INCOME: Other sources of income (list):

TOTAL

OTAL

12

.......

TAB 2
FROM CHAIRMAN'S PLANNING GUIDE

ANSWERS

TO QUESTIONS

13

P LAN

N I N G

1.

reason you want to successfull statement of why you want What identified need or problem led

2. How does the re ~ro~ect relate this the ~oals to t~our chapter? objectives this to of Describe briefly atlonship of proJect e goals and of the chapter. Explain how this project will contribute to the overall success of the chapter; e.g., relate to priority identified by surveys in CHAPTER PLANNING Guide & your CHAPTERls OBJECTIVE. 3. What are the s ecific oals to be accom lished b this s ecific numbers, etc. What specific measurea le goa for the project? What are the results you are working towards? must track and be answered in question 14 (quantify goals where

These possible).

4.

What are the specific manpower assignments? (Show names and duties}. Who is the chapter officer that has 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, list 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 responsibility and the important role he has for the overall project success. (Use an organizational chart). What materials and supplies will be used? 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 sources. DATE MATERIAL OR SUPPLY

5.

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 talent of non-Jaycees. Consider other groups and organizations.

14

7.

What problems do you anticipate needing to overcome to successfully complete this project? Outline alternative methods to overcome each problem. This step in the planning process is extremely important. Take the time necessary to explore the possible pitfalls or dangers you may encounter. 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. You should find the following procedure useful in the problem-solving process. a. Clearly define each problem. The key questions "what" is causing the problem? Gather Think Select and analyze the data and facts. solutions. are "why" and

b. c. d. e.

up all the possible

the three or four best ideas. trying to improve each by adding,

Give indepth attention to each, combining, or modifying each. If possible, pretest

f. g. 8.

the tentative

solutions.

Adopt the final solutions.

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 well 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 begin? Each of your sub-committee chairmen should go into detail and specifics in scheduling their portions of the project. Don't wait until "D-Day" to discover you're off schedule. (For schedule use a bar Chart or

DATE
9.

BRIEF

DESCRIPTION

OF ACTIONS

TO BE TAKEN

Com~lete the budget anticihated Estlmate your proposed from all showing all How muc income sources. will income and expenses. 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 ways you can save money. Ask yourself "could this be done cheaper?" (Use back of CPG.) (Repeat here or refer to back of CPG).

15

IMP

L E MEN

TAT

ION

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. 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. DATE BRIEF DESCRIPTION OF ACTIONS TAKEN

11.

Record any revisions or changes in plans as they become necessary. It is not realistic to expect that a perfedt plan has been designed. However, good preplanning should eliminate unforeseen 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. (This question should relate back to question 7 in the Planning Section). Record income requires that are incurred, chapter from DATE and expenses as they occur. Good financial management you know where you are at all times. As expenses or costs make a record of them. This will prevent you and the being surprised by a bill long after the project is completed. DESCRIPTION INCOME EXPENSE

12.

13.

Record role of non-Jaycees. Many people or groups within your community may wish to assist you in a project. It is a good idea to record the names of those who assisted you. Remember to express your appreciation to these people.

16

E V A L U A T ION

14.

Give a capsule evaluation of the project in relationship to your plans and goals. Describe your 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? Describe briefly, but honestly, what you personally gained from this project and what was gained by your committee members. (Be sure to include evidence of goal attainment in substantiating materials section). 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. (This question should relate to question 7 of the Planning Section and question 11 of the Implementation Section of the CPG). ou make if ou were to run this ro"ect a ain? Step jectlve eva uatlon of how t e proJect mlg t ave been improved. Through this careful evaluation, the committee chairman and 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. Explain any financial problems encountered. Was the project a financial success or failure? Be specific, show profit or loss. If either the anticipated income or expenses varied greatly from the budget, explain why. Were the factors controllable? Explain how financial problems experienced during the course of the project were handled. What benefits could members of the Jaycees derive from conducting this project in the future? As a Ipeop1e-oriented" organization striving to make Jayceeism a meaningful experience for each member~ it is important that you analyze this project in relationship to your fellow Jaycee members. Could this project be turned over to some other organization with Jaycee members assisting them and yet provide growth opportunities for interested Jaycees?

15.

16.

17.

18.

17

TAB 3

FINANCIAL

STATEMENT

18

FINANCIAL STATEMENT
NAME'OF PROJECT

PETERSBURG JAYCEES
DATE

ACTUAL ACTUAL
INCOME:

-

BUDGET BUDGET

0••••IOUIC8I
.
,

of income (lilt): '

.

-

Summary:

Income-Expenses = Net Income

19

TAB 3

Financial

Statement

Name of Project Chapter Name Date

Income

Budget

Actual

TOTAL

Expenses

Budget

Actual

TOTAL

20

e. g. for a project

FINANCIAL STATEMENT-

that required no funds.

Name of Project
Petersburg Jaycees 1975-1976

-9.....

.-

INCOME

Actual 00 ....Q...

-

Budg,et

0

21

TAB 4

MANAGEMENT
A one-page chairmen. description

TECHNIQUES
technique used

of management

by the committee

22

MANAGEMENT

TECHNIQUES

Planning - Good advanced planning is the basis for a successful project. Our chapter emphasizes the use of the Chairman's Planning Guide (CPG) as the key to project success. For example, we are required to use the CPG and the previous project notebook in planning and conducting our projects. First we must answer each of the nine questions under the planning section 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 has forced me to think ahead so that I will not have to take haphazard actions which are usually the case when the project has not been properly planned. TRAINING - One thing this project has done for me as project chairman, was to train me in the use of the CPG and how to conduct a project. One of the first things that was done when I accepted chairmanship of this project was that the supervising chapter officer sat down with me and taught me and the role I was to play in order to carry out this project successfully. There were four fundamental management techniques that were covered: 1) planning, 2) communications, 3) personnel management and 4) financial management. Without this training, running this project would have been a frustrating experience but with this training and experience gained by conducting this project has allowed me to perform my duties on my regular job in a more effective and efficient manner. COMMUNICATIONS - As project chairman, I quickly learned that communication .is one of the major keys in delegating work to be done. Communication is more than simply telephoning a person on your project and telling him something or sending him a note, to communicate to him effectively, you must have two events occur. First you as project chairman must transmit your message and the person on your project must receive the message and understand it for the communication to be effective. As project chairman, you soon learn that there are four basic ways to communicate to the people working on your project: 1) written, 2) oral, 3) visual and 4) indirect. As a project chairman, I quickly learned that I must keep my project members informed if the project is to be accomplished in a timely and successful manner because information that comes too late will result in lack of or non-accomplishment of that task. PERSONNEL MANAGEMENT - As project chairman, you quickly learn that personal management is another one of the keys to project success, yet the hardest to achieve. All of the planning and organization cannot accomplish the project without 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 and produce. "Jaycees are people:" and must be treated as such. Thus the real key to getting the project done is to

23

motivate your team by 1) making the members feel important and wanted, 2) making them see the importance of their role on the project, 3) explaining the benefits they will get from participating on this project, 4) make sure they know what they are to do and what you expect of them, 5) make sure you and they agree on a reasonable standard of performance, 6) teach them the neccessary skills needed to perform their tasks on the project and 7) show them appreciation for their efforts is the most important key. 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 will not treat every member alike but must work with each project member on an individaul personto-person basis. FINANCIAL MANAGEMENT - This aspect of management is important and must not be overlooked. By use of the CPG and answering each of the nine questions before the project is begun, one-is forced to prepare a budget when you answer question 9. Thus, by preparing the budget for the project, you quickly learn what expenses you will incur and if additional revenue must be raised to complete the project. Thus you and your committee chairmen know how much they have to spend and/or raise so they won't end up spending more than your income.

24

TAB 5

CHAPTER

RESOURCES

UTILIZED

A one-page summary of: How well available resources were used, how existing resources could have been put to better use, and how additional resources could have been beneficial. e.g. Labor, Materials, money.

25

TAB 6

SUBSTANTIATING
(Other appropriate tabs can be added

MATERIAL

if these

are not appropriate.) Only that

NOTE: Many projects may not have material in each area. material which is valuable should be included.

26

A

FINANCIAL

DATA
the money came from (see treasurer of

Financial data: accounting records of where and how it was spent. Copies of bills paid. your chapter)

27

SUBSTANTIATING MATERIAL FOR THIS PROJECT. UNDER THIS SUB-HEADING, IS EITHER NOT APPLICABLE OR NOT RELEVANT.

(Use this under

tabs with

no substantiating

material)

28 .,

B

NEWS

CLIPPINGS

News Clipptngs: Newspaper articles (should include dateline} radio scripts, television scripts, local chapter publication articles, etc. (see scrapbopk, spark)

29

C

CORRESPONDENCE

Correspondence: Copies of letters sent, letters of fonm letter with list of to whom sent.

received,

copy

30

D

PHOTOGRAPHS
Photographs: Both or accomplishments. mally meaningless. cluded. (scrapbook

black and white and colored showing activities
Posed pictures of a group of people are norPictures may be labeled as to why they are inchairman, photographer)

31

E STATISTICAL
Statistical records: Community police records, chapter suveys,

RECORDS

survey with summary of results, diagrams, charts, etc.

32

F

PROMOTIONAL
Promotional material:

MATERIAL

Mailing, flyers, etc.

33

THE FOLLOWING MATERIALS WERE USED BY THE PROJECT CHAIRMAN AND HIS RUN THIS COMMITTEE TO

SUCCESSFULLY

PROJECT

34

VII.

KEYS TO WINNING

NOTEBOOKS.

1.

Type of Project: New, noval, high quality project that did the job intended in local community (also helps to have other civil groups involved--team effort to better the community). Notebook written in good style/gramatically correct (e.g., a flameboyant style exhibiting the Jaycee philosophy, positive attitude, (No matter how bad or poorly run the project was, write as if it were a very successful project). Typed/no Proper errors. as outlined in awards manual.

2.

3. 4. 5. 6.

format

Brochure-man-ship. Right politics - participate project notebooks. in state activities, judging of CPG

7.

Psyche others in state to believe you are doing job--word around--then when judged, you will have an advantage.

will

get

8.

Goals - definitive goals must be shown, documentation must track and be included as part of the substantiating material. (e.g., Stress that 10 Jaycees participated not only 10 showed up to help). One must keep accurate records, supporting documentation, and write draft CPG on project they have done if they expect to see do well in

9.

Jaycee Chapter
10.

judging.

their

One should review judging criteria to see types of things in CPG project notebooks and how they should be written.

to include

11.

Board of Directors must do something to insure CPG project notebooks a re turned in (e.g., to qua 1ify for Spar k or Spo ke, not enough to run project, one must also turn in draft CPG project notebook to CPG project notebook chairman to qualify). Show how the project developed interest of U.S. Jaycees). Use of committees. Emphasis of the use of proper management techniques. the individual's ability (primary

12.

13. 14.

35

VllI.

1. 2. 3. 4. 5. 6. 7. 8. 9.

Fi 11 er for notebooKs 4 copies of local chapter newspaper

O&D Guides VA Jaycees Future

- 2 copfes guides - 2 copies

- 2 copies or State Publication - 2 copies District,Regional, and National.

New Dominion

State Handouts Focus Newpaper

at Meetings

- State,

articles

with

date related run HQ

to project

lO~. Photos 11. '12. 13. ]4. 15. 16.

of project

as it is being

RSPV Materials

from U.S. Jaycees

Old CPG Materials Treasurer's Reports covers depicting project

Logos for notebook Chapter President's

Handbook

Logistics: a. b. Typing - avrange for early - Jaycetts machines of chapter members free.

Zeroxing for CPGs

- try to utilize

17. 18.

Budget Copies

of chapter

handbook

- 2

36

IX.

Responsibi.l i.ties. for Preparation

of Prograntning notebooks

Eactt Di.rector is to see tl1at CP~ project his jurisdiction a team effort officer book. rewrite no later tnan reading chapter notebooKs

notecooks

are turned

in under This is and

1a days after project completion.
this guide I would expect eacn

and after

Director

of this Jaycee Also, prior as project

to be ac1e to write-up are turned

a CPG project should them.

note:edit and

in to you, you

to chairman to these

of CPG project projects

notebooksreceiving

You are

the ones closest This must

and in the best position to get the credit

to do this.

is a team effort do his part.

and if we expect

we are due, each on the cake so

My duty is to try to put the final get the credit you are due. to be responsible

icing

as to help you'll I am going gether

to ask the President

for putting Entry

to-

the draft of the overall VP to be responsible Entry, and External , $0.50.)

ProgramTling Notecook fndividua1

CGiessenbi.er), Programming Awards

Internal Notebook Manual,

for the

Development

VP to be responsible

for the Community

RSVP 05-121

37

x.

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38

. .x L • . BIBL fOGRAPH.)' .

1. 2. 3.

Offi cers and Di:rectors Gutde Chapter Awards Presidents Manual Management

1 g]6..,77 ~andDooR

39

THE JAYCEE CREED
We believe: ThaI faith in God gives human life; meaning and purpose the to

That th. brotherhood of mon transcends sovereignty of nations;

That economic justice con best be won by free men through fre. enterprise; That government of men; That earth's sonallty; should be of laws rather than

great treasure to humanity

lies in human. p.ris th. best work

And that s.rvlc. of life.

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