Chapter Plan / Blue Chip Submission


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Chapter Plan / Blue Chip / Architect /
Annual Report


The 2004 Alabama Jaycees Chapter Planning Program Manager
is Jennifer Davis from the Florence Jaycees.
Jennifer is the contact for Chapter Planning Guides (CPGs), Blue Chip/Green Chip Submissions,
Architect Submissions, Pinnacles, and Annual Report (Giessenbier) Submissions.



What is the Chapter Plan of Action (a.k.a. Chapter Plan)?
The chapter plan is a series of activities to help the officers and members determine the direction the chapter should take in the coming year. The chapter President oversees all aspects of the chapter plan.

The involvement of other chapter officers and members is vital to the success of the plan. The Vice Presidents, Treasurer, Secretary, Directors and other officers should take responsiblity for each phase of the plan, with the members' input. The plan should be presented to the entire membership for approval and then implemented and evaluated on a periodic basis.

The chapter plan should identify the needs of the members, needs of the community, chapter strengths and weaknesses, long and short term goals, anticipated problems and solution. It should also include a calendar of events.

Also check out the U.S.Jaycees website on Chapter Plan.

The components of the chapter plan are as follows: The member survey can be mailed to the membership; conducted by telephone; conducted by visiting members; or passed out at membership meetings.

A separate Community Needs Analysis (survey) should also be done. This survey should be designed to determine the community's needs. This can be done by mailing to local city officials, schools principals, other civic organizations, and business leaders; contacting city council members and mayor by telephone; or entering into the local newspaper with responses returned to the chapter's mailing address.

The planning session should be conducted with the officers and a few of the members. This should be done after the information has been gathered from the surveys. Make sure to discuss the strengths and weaknesses of the chapter and plan projects or events to enhance strengths and improve weaknesses.
Now, don't forget the Calendar of Events, Organizational Chart, Annual Budget, and Membership Plan.

Tada! You have completed your chapter plan. This is a LIVING, BREATHING document for the entire year.

Now you should complete questions 1-4 of the Chapter Plan summary provided to you in the state handbook. You will use this page in your First Blue Chip Submission and Architect Submission.


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What is Blue Chip?
Blue Chip is defined as "a consistently successful venture or enterprise. Something that is well-established in its worth and stability." Completing the Chapter Blue Chip Program will help to ensure that the chapter is consistently succesful, is well-managed, and is a stable organization.
The Chapter Blue Chip Program is a planning, evaluation, and reporting process utilizing members and community input. When properly used, the Blue Chip Program will help the chapter develop its members and impact the community.

The Blue Chip Program is divided into two entries - the First Blue Chip Submission and the Final Blue Chip Submission. Both of these have to be completed by certain deadlines and the program manager will inform you of these dates.
*In order to receive recognition for the Final Blue Chip Submission, the chapter must achieve growth - by one member if chapter is at average chapter size (ACS) - or by 15% if chapter is under ACS. Chapter must also provide proof of insurance and incorporation before the end of the year if it is not available for the First Submission.


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Also check out the U.S.Jaycees website on Blue Chip Program.


What is the Architect?
The Architect should serve your chapter and its members as a blueprint for the year. An Architect is the proper advanced planning and record-keeping tool that will ensure your chapter's success. The Architect is judged at the state conference and an Award is given out then. The Architect Award distinguishes excellense in planning.
The information for Architect is the same as that required for the First Blue Chip Submission.


So essentially, a chapter could complete the Blue Chip information, and then make a copy of it to use for competition in the Architect Award category.

What is required for the Blue Chip and Architect submissions?
If you have gone through the Chapter Plan section, you have probably completed almost all of these requirements.
The requirements for the Blue Chip and Architect Submissions are the same and are as follows:
  • Chapter Blue Chip/Architect/Annual Report/Pinnacles Form - this form is provided in the state handbook and provides a place to check which entry you are submitting.
  • Tab 1: Membership Survey: Include one copy of the survey (given to your chapter's membership)and the methods and materials used to obtain the results. You should also compile and include the results of the survey.
  • Tab 2: Community Needs Analysis: Include a copy of the Community Needs Analysis along with the compiled results. Minutes from any meetings with community leaders, copies of letters, and any other methods or materials used to obtain your results may be included.
  • Tab 3: Planning Session: Include agendas, sign-in sheets, and/or minutes from your local planning sessions.
  • Tab 4: Calendar of Events: Outline month-by-month the projects, programs, and events outlined as chapter activities in the Chapter Plan. Smaller chapters can sometimes go as far as to outline definite target dates, where larger chapters may only be able to pinpoint the month. Either way is acceptable.
  • Tab 5: Organizational Chart and Officer Roster: Create an organizational chart that adequately displays the structure of leadership and the chain of command of the chapter. Also include an Officer Roster including name, address, phone numbers (home, work, pager, etc.)and email.
  • Tab 6: Annual Budget: The Annual Budget should display proposed incomes and expenses. Beginning year profit should be shown as income, and year-end profit should be shown as expense under "return to chapter."
  • Tab 7: Membership Plan: Complete and include the U.S. Junior Chamber of Commerce Membership Plan Form. This is a month-by-month outline showing anticipated renewals, new member adds, and projected membership growth. Completely fill in the Planned Membership Section from January to December.
  • Tab 8: Chapter Plan: Complete the Chapter Plan summary.
    • For the First Blue Chip Submission and Architect, include questions 1-4 of your Chapter Plan of Action.
    • For the Final Blue Chip Submission, complete and include questions 1-6 of your Chapter Plan of Action. The Chapter Plan summary does not have to be included in the final submission.
  • Tab 9: Legal: Include a copy of your chapter's Constitution and Bylaws, proof of insurance, and incorporation.
  • Any supportive and/or pertinent information for any Tab is acceptable.

So we have discussed the Chapter Plan, Blue Chip Submissions (First and Final), and the Architect Submission. Now let's talk about the Annual Report (Giessenbier).

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What is the Annual Report?
Throughout the year, the chapter officers should evaluate and review the chapter plan. This is very important in order to determine whether goals are being met and if they need to be changed. One final evaluation of the chapter plan should occur at the end of the year. In this evaluation there should be a summary of each area and its performance as a whole. Then a copy of the revised chapter plan with evaluations at least for mid-year and year-end and revised strengths and weaknesses. **This report is judged at the end of the year with other chapters' reports.
    Include in the Annual Report:
  • Entry Form
  • Tab 1: Letter from the President: A summary and evaluation from the President of how well each area did for the year.
  • Tab 2: Financial Information: A year-end financial statement answering the questions "was the chapter financially successful?"
  • Tabs 3-16: Completed Chapter Plan (by pinnacle area): A completed copy of the chapter plan with periodic evaluations and any goal revisions. Including:
    • Report of activities by goals: A final report of activities and year-end result of goals. This could cover areas such as the number of people the chapter impacted in the community. This would also need a statement defining the process for determining this number.
    • Overall Analysis of Problems: Any problems that occurred and solutions developed to overcome the problems should be included.
    • Revised Strengths and Weaknesses: At the beginning of the year, projects were developed to maintain strengths and improve weaknesses. This will show what happened during the year.
    • Review: A review of what would be done differently if the year were to be repeated.
    • Recommendations: A list of recommendations for future planning.
    • Degree of Success:A listing of precentages in relation to the goals to show the degree of success for projects.
  • Treat this report like you were giving it to your corporate stockholders.
  • Also, don't forget to use copies of backup information to substantiate your claims in your annual report.
How do you submit Areas of Opportunity entries?
Well, you probably just finished typing up all the information for the Annual Report and you've already got the Area of Opportunity entries! It is up to your chapter to decide the format in which to send the Area entries - one book for each Area or copies of Annual Report with Area highlighted.

So, best of luck to you with all this process! It will enhance your chapter performance by doing these submissions because you will be organized and prepared for anything! Thanks!


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