Projects for Progress

Projects for Progress

Junior Chamber International
Worldwide Federation of Young Leaders and EntrepreneursINDEX

1. THE COMMUNITY DEVELOPMENT CONCEPT.................................................................. 4

2. THE COMMUNITY DEVELOPMENT AREA OF OPPORTUNITY....................................... 5

3. WHO BENEFITS FROM A COMMUNITY DEVELOPMENT PROGRAM............................. 6

4. HOW TO ORGANIZE A COMMUNITY DEVELOPMENT PROJECT................................... 7

5. THE RECURRING PROJECT AND THE NEW PROJECT...................................................... 9

6. HOW TO GENERATE SUPPORT FOR YOUR PROJECT.................................................... 11

7. PROMOTING THE JUNIOR CHAMBER PROJECT............................................................. 12

8. DIRECT ACTION PROJECT VS. CATALYTIC ACTION PROJECT.................................... 13

9. THE ROLE OF FINANCE AND PUBLIC RELATIONS........................................................ 14

10. THE JCI PROJECT PLANING PROCESS............................................................................. 15

STEP I: SURVEY................................................................................................................... 15

STEP II: ANALYSIS.............................................................................................................. 19

STEP III: PLANNING............................................................................................................ 19

STEP IV: ACTION................................................................................................................. 21

STEP V: EVALUATION AND RECORDING........................................................................ 22

11. APPENDIXES........................................................................................................................ 24

Appendix I : Project Planning Form- Project Proposal................................................................ 24

Appendix II : Project Planning Form- Major Objectives.............................................................. 25

Appendix III : Project Planning Form- Budget............................................................................ 26

Appendix IV : Project Planning Form- Committee organizational chart........................................ 27

Appendix V : Project Planning Form- Committee Summary of Action......................................... 28

Appendix VI : Project Planning Form- Completed Project Report................................................ 29

Note: The use of he or his in this guide implies both genders.

Copyright © 2004 by Junior Chamber International. All rights reserved.
PROJECTS FOR PROGRESS
The JCI Community Development Guide
2004 Edition

INTRODUCTION

The 20th century finds mankind in a world of rapid change. There is a meeting of the sophisticated and the backward. People everywhere are demanding a better life and a greater share of the good things. This is the turbulence that we find today in the world community. It is widely known, however, that the power to advance lies in the hands of the people. All that is necessary to satisfy these human aspirations is leadership! Leadership is a quality that Junior Chamber members are best equipped to provide. So the call goes out to thousands of Junior Chamber chapters in more than 100 countries and territories to identify themselves firmly with the hopes and needs of their communities. To do so we must not think in terms of community service but in terms of Community Leadership.

Ever since the formation of the Junior Chamber movement in 1915 in St. Louis, Missouri, U.S.A., members have made leadership in the community one of their major objectives. Since then, local Junior Chambers have expressed their concern for the welfare of their fellow citizens by conducting hundreds of projects that have formed the basis of Junior Chamber activity throughout the world. This activity has developed into an all-compassing program we call Community Development. The highest form of community leadership is known as the “catalytic action” project, whereby the chapter coordinates a group of people and organizations to achieve a major community objective previously considered to be beyond its capability.

Projects for Progress will guide you and your chapter toward the realization of a community leadership role through the effective implementation of a balanced community program. This balance should be maintained between the more comprehensive catalytic action and the smaller, direct action projects. As well, there must be a balance between projects that care for people and those that care for the environment.

This manual is designed to assist you in becoming more effective in your role as a community leader. It includes guidelines for members working on community projects at local and national levels. It is developed particularly for national and local officers and project chairmen in charge of Community Development programs. This manual intends to provide members with the necessary tools to prove that grass-roots efforts can make a difference locally, nationally and internationally.

Projects for Progress is one of several publications prepared by the Junior Chamber International World Headquarters. It is our hope that you will find these guides valuable in your chapter’s efforts to conduct better community projects. We welcome your comments, criticisms, and suggestions so that we may continually improve our services to you. Let us know your chapter’s needs, and our professional staff will be happy to assist you. Please be specific in your requests so that we can provide you with pertinent suggestions, publications, and advice. We are here to help you in whatever way we can. Follow this manual and achieve the greatest satisfaction of all . . . making your community a better place for your family, your neighbors and yourself!

Secretary General
Junior Chamber International (JCI), Inc.
1. THE COMMUNITY DEVELOPMENT CONCEPT

The Community Development concept was conceived in 1957 and adopted as a major program of Junior Chamber International at the 1959 JCI World Congress in Rio de Janeiro, Brazil. Since that time, Community Development has been adopted by most National Organizations. At the 1970 JCI World Congress in Dublin, Ireland, Community Development became a permanent and continuing program of Junior Chamber International. Finally, it was incorporated into the Areas of Opportunity concept and into the Commission System as the Community Development Area of Opportunity.

Community Development is one of the tools used to advance the conditions and way of living of the people. The term has been used to describe a particular method of work or a set of techniques; a comprehensive process aimed at increasing human prosperity.

For members of Junior Chamber, Community Development is a program whereby they can combine efforts with their fellow citizens to identify community needs and address them through action projects.

No matter how large or small a chapter may be, it can conduct some kind of a Community Development program. This is true because the chapter determines the size of the community project based upon its own resources.

The Junior Chamber vision of Community Development emphasizes leadership as a stimulus for people to discover their full potential to contribute to the community.

This guide outlines specific programs under the Community Area of Opportunity. After reading the text and reviewing its project ideas, the members of any chapter should be able to provide the initiative, imagination and practical experience to transfer the principles of Junior Chamber into effective operation in their community.

Junior Chamber has often been referred as “an organization of opportunities,” possibly because the opportunities available within the organization are so numerous it would take a lifetime to experience them all. The vehicles that all chapters utilize to offer opportunities are based on the Areas of Opportunity: Individual, Community, International and Business.

2. THE COMMUNITY DEVELOPMENT AREA OF OPPORTUNITY

Projects are successfully developed and conducted in each of these Areas, and, as the members dedicate themselves to these projects, they acquire experience and encounter opportunities leading to their overall development.

This guide will focus entirely on the Community Area of Opportunity and indicate how members can best develop their leadership skills by involving themselves in community programs and projects.

As stipulated in Policy 18-1 of the JCI Policy Manual, the terms of reference for the Community Development Area of Opportunity are:

“To develop the sensitivity of the Individual Member to societal problems and the knowledge of community dynamics in solving those problems through actual experience.”

The main purpose of this Area is to provide members with a chance to work for and with the member’s community.

Through actual experience members become more aware of, and sensitive to, the needs and assets of their community. They are granted an opportunity to meet preeminent individuals in the community and to come in contact with the general public. Nonetheless, the most valuable aspect of this Area is undoubtedly the opportunity to make a concrete contribution to one’s environment and fellowman.

This Area offers innumerable possibilities for Junior Chamber members to be of great benefit to their community while simultaneously providing the ideal workshop for putting into practice the skills they have been acquiring in their individual development and management courses. Members participating in community projects survey the needs of their community and subsequently organize projects to satisfy these needs.

It is obviously the responsibility of every chapter to provide opportunities for its members under the Community Area while creating an equal balance in its programming between all five Areas of Opportunity. Since the beginning of the Junior Chamber movement, Community Development programs have been the cornerstone of activity. The first community program conducted worldwide was “Operation Warmth” in 1953, for which over 22,000 blankets were collected to assist the earthquake victims in the Ionian Islands near Greece.

In this age of rapid development, effective community management is more of a complex challenge than it ever was, and the need for trained and efficient community managers is more urgent than ever.

What separates Junior Chamber from other community service organizations are the numerous programs Junior Chamber offers under the Areas of Opportunity and the emphasis placed on community leadership and initiative as a means of providing a more specific contribution to the community. For every member Community Development and Leadership Development are complementary and go hand in hand.

3. WHO BENEFITS FROM A COMMUNITY DEVELOPMENT PROGRAM

The community benefits from an effective Junior Chamber Community Development program. Many of the Community Development projects have resulted in a better lifestyle for the citizens and, in many cases, these projects have meant the difference between life and death itself. Unfortunately, some members do not fully appreciate the wide scope of benefits that come not only to the community but to the members themselves. The benefits cover three groups:


Individual Benefits:

Chapter Benefits:

Community Benefits:

Involvement
In our rapidly changing society, all citizens are expected to become involved in the future of their community.

Involvement
In today’s society, organizations must play a part in the future of their community.

Involvement
Community leaders will have a strong ally in the battle to have more citizens become aware of community responsibilities.

Experience
The member uses such skills as organization, group and committee activity, planning, public relations, reporting, speech making and basic self-management. Also involved are delegation, motivation, supervision and meeting community leaders.

Experience
The chapter becomes a stronger unit because its members have gained in experience.

Experience
The citizens experience the enthusiasm and efficiency of the chapter and have the opportunity of seeing the young leaders of the future in action. The community will gain the experience of learning more about its potential from the Junior Chamber projects.

Learning
The individual will learn the skills above and more about his or her community.

Learning
The chapter will learn more about its community role and responsibilities.

Learning
Citizens will learn more about Junior Chamber, particularly in Catalytic Action projects.

Leadership
The individual member is accepted as a community leader.

Leadership
The chapter is recognized as a leadership organization.

Leadership
The community gains young leaders who will be responsible for guiding it in the future.

Membership
Individuals may very well join the chapter when they become involved in projects or see the publicity that is part of the project.

Membership
More people may join the chapter when they become involved in projects or see the publicity the project receives.


Membership
More citizens are given the opportunity to join a community development organization that will make them better persons.

Satisfaction
The individual has the feeling of pride and satisfaction at the conclusion of a good project.

Satisfaction
The chapter has the satisfaction that it continues to play a role in community betterment.

Satisfaction
The community is satisfied with the results and that its young citizens are preparing for future leadership.
4. HOW TO ORGANIZE A COMMUNITY DEVELOPMENT PROGRAM

The basic purpose of the Community Development program is to identify the needs of your community and then to conduct a series of projects that meet those needs. Before reviewing the actual program, it is important to realize a few key points:

1. To implement the actual Community Development program, it is important for the chapter to utilize its maximum manpower and skills.

2. Planning is the key to success. Although this expression may sound like a cliché, it is an accurate one. Planning takes many forms; it ranges from the initial idea to a detailed, written, step-by-step plan. Planning itself is an essential part of the chapter’s activity. It consists of assessing in the present what should be done in the future in order to fulfill the following purpose effectively:

“To give members the chance to become actively involved in constructive projects to improve their community and, simultaneously, to provide them with opportunities for personal development.”

By implementing those projects that are best suited to your members and that best fulfill the needs of your community, you will retain your members’ interest, provide possibilities for personal development, and render valuable leadership to your community.

3. The chapter should establish a Community Development/Involvement Commission having the following priorities:

a. The commitment toward understanding the concept of community development and the Direct Action and Catalytic Action project methods; studying this and other publications on the subject.

b. The motivation to determine the needs of the community and why a particular program is necessary to meet those needs.

This is the area of interest that distinguishes Junior Chamber from many other organizations and grants the members the opportunity for constructive action. The types of community projects conducted will vary from chapter to chapter according to their needs. However, in all cases, the conception of a project begins by finding out what your community really needs.

c. The capacity to understand how a project can be implemented by Junior Chamber members.

d. The need for balance in the program between Direct Action and Catalytic Action projects, as well as a balance between community physical care and people care projects.

e. The investigation into how the members will benefit from participating in the program.

f. The establishment of specific and identifiable goals for the projects to be conducted under the Community Development Area. Goal setting is an extremely important function of any planning process. A goal establishes what you want to achieve in relation to each program and defines the standard of measurement.

4. Once the Community Development/Involvement Commission has determined the needs of the community, it is necessary to establish priorities to determine which projects should be conducted by the chapter during the year. This establishment of priorities is made through study and planning, leading to the selection of the best programs and projects to achieve the goals set by the chapter.

A need in the community may require more than one project before it is fulfilled; however, these projects could be interrelated, with one leading to the next or supplementing the other.

5. The result of the work done by the Community Development/Involvement Commission it to be submitted to the chapter’s Board of Directors for approval and selection of the priority projects.

6. When the chapter has accepted the project proposed, it should allocate the responsibility of the program to a program chairman, who will be supervised by the Community Development Vice President or the Community Development/Involvement Commission Director.

7. The image and effectiveness of the entire chapter, as well as that of its individual members, are reflected in the performance and results of each and every project. The first element is to identify problems in the community, set specific and identifiable goals for each program, and inform members what is going to happen each month of the year. Another element is guiding the project chairmen in the basic steps of organizing each of the projects.

8. Projects may be different in nature as a fund-raising campaign to help disabled children to selecting The Outstanding Young Persons (TOYP) in the community; yet certain principles apply to all of them. The five easy steps of the JCI Project Planning Process should be implemented.



5. THE RECURRING PROJECT AND THE NEW PROJECT

There are two basic types of projects, recurring and new. The recurring project should already be in the chapter’s plan of action and the yearly program and, if applicable, in the budget. New projects are not in the chapter’s plan and are probably not considered in the budget.

1. RECURRING PROJECT

If the project is recurring, the Community Development Vice President should inform the committee chairman if any money has been allocated in the year’s budget and if any requirements have been predetermined by the year’s plan of action. If a final report or an awards scrapbook was prepared for the project the previous year, a copy should be made available to the Project Committee. Close attention should be paid to any recommendations offered for subsequent years.

Even though the project is in the chapter’s plan of action, it is necessary to take a fresh look and see if a real need still exists for the project to be reinstated. If there is no need, the Community Development Vice President should be informed immediately.

After determining the project’s importance, reviewing the prior year’s materials, and meeting with last year’s chairman and committee members, the Project Committee Chairman should appoint his committee. This will enable the entire committee to be part of the detailed planning process, thereby greatly enhancing its commitment to the project.

2. NEW PROJECT

The appointed chairman of a new project should gather all the basic information available. If another organization is to be involved in the project, contact the appropriate representative to clarify its needs and desires as well as determine what resources it can supply. If the project is part of a program promoted by the National Organization, ask the National Vice President for information, materials and guidelines.

The basic information obtained from various sources should assist the chairman in determining the following:

a. Purpose of the project

b. Specific goals to be accomplished

c. Number of members needed

One of the most common reasons why projects are not approved by the chapter Board is a lack of funds. The role of sponsors is becoming increasingly important in the implementation of projects. This role can range from the provision of assistance in developing a survey to the sponsorship of a promotional campaign to implement the project

If the chapter is short of funds, it is necessary to find an alternative prior to carrying out the project. Begin by asking yourself the following questions:

a. Have you considered soliciting sponsorship from local businesses or organizations, giving in return some type of recognition or publicity?

b. Have you exhausted all opportunities for obtaining the donation of materials and services, the free use of vehicles, copy machines, and meeting places?

c. Could you combine your project with a new fund raiser?

d. Are there members in your chapter who could directly help reduce costs, such as a printer on printing costs?

e. Have you checked with civic or state authorities to see if government funds are available?

Beside all these considerations, it is important to think about the publicity and recruitment value of a project. If the project could get the chapter’s name in the news media and acquire new members as a result, it would be an incentive for the chapter to take on the project. This would also motivate the members to participate in the project.
6. HOW TO GENERATE SUPPORT FOR YOUR PROJECT

There are various groups whose support you will need to carry out a successful project. Firstly, you must get the support of your chapter members to avoid having to do all the work by yourself. As it is a community project, various community groups must support you as well. These groups include the news media, community leaders, community organizations, sympathetic individuals and the public in general.

It is easier to interest the community in a specific project than it is to gain their support for an overall community program. Therefore, each chapter community project will require a different method of gaining support from different groups. It is also important to decide what type of support you need: do you need manpower, publicity, finance or endorsement? Each group will be able to give you a different type of support.

The chapter members must be convinced that the project fulfills a community need, is a feasible exercise, and will be appropriate for Junior Chamber to carry out. Members must be enthused, and, to gain their support, you must plan your presentation well.

The news media can be a good friend. Involve news personnel from the very beginning and keep them informed with concise, factual information. Treat them courteously and, where possible, invite their advice as to how your project can be publicized to the best advantage.

Community leaders will take a natural interest in good community projects. Be very diplomatic and be sure to recognize their contribution to the success of the project. Such leaders—if suitably impressed by your sincerity, presentation, organization and the objectives of the project—will be strong allies in your program.

Other organizations might be very glad to add their support. Your best source are the groups most closely identified with a certain project. Sometimes such groups may have wanted to implement that very project or one of a similar nature but were handicapped by a lack of organization, manpower or opportunity.

The general public has to deal with exposure to advertising and publicity for many things. Somehow, your message must reach the various segments that make up the general public (i.e., children, teenagers, senior citizens, professional people, farmers, etc.). Therefore, it is necessary to plan your project so that its message goes out to all the groups whose support you seek.

A word of caution: plan to combat those forces that will work against your cause. This opposition can be passive (like public apathy) or it can be active, as when traditions oppose the changes that are suggested by your project. You also have the opposition of misunderstanding, bad publicity, ignorance and even poverty.

The secret of a successful campaign to gain support is understanding. If all groups understand the benefits of the project, why the project needs their support, and what they must do to help it succeed, you will get all the support you need . . . and maybe more.

7. PROMOTING THE JUNIOR CHAMBER PROJECT

The most effective method for Junior Chamber to use in establishing a good public image is to implement a successful, well publicized community program or project. The purpose of public relations is to let your community and members know what you stand for, what projects your chapter is conducting, what you have achieved, and what you are trying to achieve. Thus, when you approach business leaders or your community for support, your reputation has preceded you, and they know what sort of an organization Junior Chamber really is. Ostensibly, it helps the recruitment program of a chapter if the people in your community know that you are an organization worth joining.

Public relations is a integral part of a chapter’s planning and action. It must not be confused with publicity, which is simply a method of informing. Good public relations requires that information be given, but of primary importance is what you accomplish and how you accomplish it. Well-planned and well-executed projects that are of real value to the members and the community are necessary to obtain the best public relations.

Here are some suggestions that could be useful in promoting the public image of your Junior Chamber:

1. KNOW YOUR MEDIA. Make a list of all the media organizations in your community, or at least those that you think may be of interest to you.
a. Newspapers are a valuable medium for continual coverage. A feature story could probably be developed from press releases submitted to the editor along with photos. Be sure to supply the media with resource materials about the organization, especially about successful projects.
b. Radio and television provide the largest audiences. Since Junior Chamber is a nonprofit organization, public service announcements available at no cost will probably be the most accessible avenue.

2. KNOW YOUR MEDIA PEOPLE. Meet them personally and show that you are interested in helping them. Ask them how they would like to hear from you—by advance notice, phone or mail.

3. PREPARE ROUTINE FACT SHEETS. These will present your major projects in a concise, easily assimilated way. Fact sheets cannot be used by the press as such but will arouse the interest of news people and serve as a reference. Samples of JCI Fact Sheets are available from JCI’s Website.

4. PLAN YOUR PUBLIC RELATIONS EVENT. A chapter’s public relations event in connection with a community project should be planned to earn support from the public. The press and other media cover the news. The problem is to determine what is news from the journalist’s point of view. The journalist considers whether a story is new, warmed up, or cold and whether the subject matter is relevant today. Convincing proof of relevance will establish the quality of your project. If you do a good job, chances are the story will appear in the next edition of the local newspaper or in the next broadcast of radio or television news.

Once again, the importance of publicity cannot be overstated. It can be virtually guaranteed if generated by a well-organized, dynamic community project of consequence to the general public. Bear this in mind when contacting you local newspaper, radio or TV station with an announcement, article or news release.
8. DIRECT ACTION PROJECT VS. CATALITIC ACTION PROJECT

There are two main types of projects. A Direct Action project is carried out by the chapter with little or no direct outside assistance. In the Catalytic Action project, the chapter initiates a project and seeks the support of various agencies, organizations and individuals. The chapter coordinates the project, and, under Junior Chamber leadership, a large-scale project is carried out.

Following are some brief comparisons between these two project types to help chapter leaders plan a sufficient number of both projects into a balanced Chapter Community Development program.

DIRECT ACTION PROJECTS
CATALYTIC ACTION PROJECTS


Traffic safety. Your chapter decides to visit all the schools in your community over a period of six months. During each visit your members lay out a safety circuit that has been prepared with help from the police department. At each school, members instruct the children and award prizes for best results.

Traffic safety. Because of the number of traffic accidents, your chapter calls on the business community, community groups and schools to take part in a safety awareness campaign that will include advertising, awards, competitions, parades, etc., all coordinated by the chapter on behalf of the community.

Campaign against narcotics. Your chapter organizes a fund-raising project for a year. The money is given to the health department to pay a visiting specialist to visit your community and local schools and draft an education and awareness program for the community.

Campaign against narcotics. A drug problem has developed in the community. Your chapter involves local authorities, community groups, youth clubs and schools in a fund-raising project for a drug rehabilitation center at the hospital and to fund an awareness and educational program.

Scholarships. There is no university near your town. Your chapter allocates a sum of money each year to send a student to the nearest university. The project include fund raising, student selection, and an awards function.

Scholarships. Many good students cannot afford to attend the distant university. Your chapter involves a number of youth groups, interested individuals and the government for a project called “Higher Education Award” for financing deserving students.

Home owners seminars. In a small community, your chapter organizes a series of seminars on mortgages, finance, credit improvement, insurance, etc. The public attends the fully sponsored seminars organized by the chapter and featuring specialist speakers. With expert assistance, the chapter produces notes on each seminar.

Home owners seminars. Your chapter knows that there is a definite need for home owner education. It contacts a number of organizations in the field and coordinates a seminar series that is presented by each organization (i.e., builders, insurance companies, banks, etc.) that provides speakers, notes and special offers during the series.

9. THE ROLE OF FINANCE AND PUBLIC RELATIONS

A. FINANCE

One cause of failure in a community project— or any project—is inadequate financial planning. Here are a few pointers to consider in this area when planning any project:

1. At the very earliest planning stage, appoint a treasurer and have him or her thoroughly investigate the financial needs of the project.

2. The treasurer should determine how much money and materials are required and how this money and materials can be secured and collected.

3. The treasurer should prepare a comprehensive budget and review it regularly.

4. The treasurer should establish and maintain proper financial records and keep a strict control of the cash flow.

5. Money raised in the community must go back into the community.

6. Remember to budget for the administrative costs of the project.

7. There must be a contingency allocation in the budget. This is money built into the budget to allow for unforeseen circumstances.

8. Resolve to be firm with finance! However, do not stifle the project by making money the major consideration.








B. PUBLIC RELATIONS

All chapters have the choice of three public images: no image at all, a bad image, or a good image. The most effective method of establishing a good public image is to implement a successful community project. Here are a few pointers to consider in this area when planning any project:

1. One committee member must be responsible for the public relations program.

2. Do not go public until your project has been thoroughly researched and planned.

3. Tell the public who you are, what the project is about, what your chapter is doing with it, why your chapter is undertaking the project, how your chapter will implement the project, how the public can help, when it will start, where most of the action will take place, how long it will last, and the alternatives if the original plans are changed. Now you have told the public everything.

4. Select your “target public,” i.e., business community for sponsorship, young people and other organizations for manpower, government agencies for support, and news media for publicity.

5. Repeatedly proclaim your message to the public; once it not enough.

6. Use the widest range of media, i.e., radio, television, posters, T-shirts, etc.

7. When it is all over, tell the public what happened and how they helped the chapter aid their community. People like to know what happened.

8. A special word of advice—spend a little time with public relations professionals at the start of the project. It is well worth the time and investment.

10. THE JCI PROJECT PLANNING PROCESS

The best method of implementing a successful community project is to follow the five steps of the JCI Project Planning Process.

STEP 1: SURVEY

How can a chapter discover the actual needs or problems in a community? Your chapter members certainly do not want to spend time on community projects that have not been researched, have been deemed unnecessary, or are irrelevant to your community. A comprehensive community survey is the best way to discover the needs of the community. Be sure to involve as many members as possible in conducting the survey. After the survey, your chapter analyzes these findings and establishes its community program.

It is very important that, whenever possible, your chapter involves professionals in the field of community surveys (e.g., public relations or marketing consultants) so that you avoid conducting an inadequate survey that would result in an inadequate Community Development program.

A. PREPARING THE SURVEY

1. Your Community Survey Committee must have some idea of the nature and scope of the survey, as they are then in a better position to discuss survey goals with consultants experienced in social research.

2. Visit a public relations or marketing consultant to discuss your survey. Professors in marketing and sociology at your nearest university may also be helpful. Also, students taking such a course may very well offer to participate in the survey.

3. While some members are preparing the survey document, others should be arranging sponsorship for the printing of the documents. Some members should be gathering sufficient manpower to carry out the survey and creating the appropriate publicity so that the public and those polled will understand the purpose of the survey.

4. Establish a survey timetable. This will depend upon the type of survey you select. Various survey types are discussed in Step I of the JCI Project Planning Process.

5. Person-to-person interviews are not always easy. It will be necessary to organize one or more training sessions for prospective interviewers.

6. We have mentioned publicity already, but it is worth repeating. It is more important in large communities than in small ones to make citizens aware that a comprehensive survey is being undertaken by the Junior Chamber chapter. Carefully planned media coverage of the survey—as well as the use of posters, displays and other types of promotion—will result in a more positive public response to the survey.

7. The best technique for implementing your specific chapter survey is the one that can be best handled by the resources of the chapter. This means you must carefully consider your manpower, the size of the community served by your chapter, financial resources, support from community leaders, and the professional expertise available in this field. Tailoring your survey according to your resources would be our best advice to you.

8. You may have to choose between a comprehensive survey and a selective survey. The comprehensive survey covers a wide range of topics, while the selective survey may concentrate on only one or more specific areas. In larger communities the comprehensive survey will not be a difficult task, yet a selective survey might be made of the community’s economy, tourism, or health program, for example.

9. There are many classifications that you might consider when preparing your community survey. We have suggested these categories:
Appearance Economy Education Government
Health Housing Organizations Population Recreation Religion Social Welfare

10. The type of questions you ask the citizens in the community is important. Some questions are defined in detail on the next page with recommendations. You would do well to read that section carefully.

B. WHAT SHOULD THE SURVEY COVER?

1. Environmental improvement
2. Health and social welfare conditions
3. Adequacy of community resources
4. Past community problems (how they were handled and why they succeeded or failed)
5. Extent of cooperation, indifference or opposition from the public, local government or other sources
6. Community relations
7. Recreation and sports opportunities
8. Crime prevention and law enforcement
9. The progress being made in the community.

C. WHICH TYPE OF SURVEY IS THE MOST SUITABLE?

1. Public survey. Go out on the streets and ask questions of a cross section of the community.

2. Leader survey. Visit a cross section of community leaders and ask their opinions.

3. Representative survey. Carefully select a representative cross section of the public and mail a questionnaire or make personal visits to them.

4. Panel discussion survey. Organize a public meeting featuring a panel of qualified individuals speaking on the issues under consideration.

5. Other. Local professionals in this field will suggest other survey methods to you (public relations and marketing consultants, lecturers in marketing at universities or technical institutes, etc.).

D. WHAT IS THE SURVEY PROCEDURE?

1. Determine the area of interest (physical appearance of the community, people projects, historical, general, etc.)

2. Visit professionals in the field of social research.

3. Study available records from past surveys and other sources.

4. Send out a chapter observation team to look and listen in the community. (Find out about road conditions, water pollution, smoke nuisance, lack of playgrounds, inadequate youth facilities, badly maintained historical sites, etc.)

5. Select the type of survey that will best serve the purposes of your chapter Community Development program.

6. Carry out the survey.

E. PLAN OF ACTION FOR COMMUNITY SURVEYS

Always enlist the support of professionals when preparing the survey. Contact nearby chapters and non-Junior Chamber groups for assistance when conducting the survey unless your chapter members can handle it without outside help. Make preparations for receiving the survey results.

1. Develop a community survey. Include questions about community problems and needs; leave space for name, phone number, and age.

2. Secure media coverage before the event. Ask local newspapers, radio and television stations to run articles announcing the survey.

3. Determine the “target public” to be surveyed. Target several residential areas to visit (it is not necessary to go to every house in the community; perhaps survey one household per block), high pedestrian traffic areas, and a favorite grocery or department store.

4. After the event. Make sure that you send thank-you letters to businesses, government and the media for their support and offer them the opportunity to join your chapter’s efforts in conducting the Community Development project.

F. TYPES OF QUESTIONS

All your planning can be undone by your selection of questions. We have compiled some recommendations and types of questions for you to consider.

1. True or false; yes or no.
The quality of life in this community has improved in the past five years.  Yes No

2. Multiple choice.
What the community needs to do most urgently for its youth is:
 Build a park.
 Open a youth center.
 Establish a number of youth clubs.
 Construct a community swimming pool.

3. Factual.
How many different religions are represented in this community?
_______________________________________________________________________________

4. Opinion.
What do you think is wrong with our community?
_______________________________________________________________________________

5. Priority listing
By numbering the following items from 1 through 5 (with 1 being the highest priority), give your opinion on the order of priority to be followed by local authorities to lessen crime in our community:
 Organize an educational program in schools.
 Increase the size of the police force.
 Institute a number of incentives to citizens for criminal apprehension.
 Introduce more severe penalties for certain crimes.
 Plan for community crime awareness campaign.

There are other types of questions that you can incorporate into your survey. This list will indicate to you how important it is to prepare your questions for your community survey.

G. QUESTIONS TO AVOID

1. Leading questions, like “Do you think our town needs better streets?” Nearly every community in the world needs better streets. This can only be answered by yes and does not help you to determine specifically the type of attention the streets and perhaps the whole transport system requires.

2. Questions the public cannot answer, like “Should the new community water storage tank contain 800,000, 900,000 or 1,000,000 gallons of water?” Such a question will elicit an uninformed answer or no answer at all. At the same time, the person being questioned will doubt the contribution he or she can make to such a questionnaire.

3. Questions that require too many answers, like “Should there be more emphasis placed on tourism, and, if so, where should the emphasis be placed, and how much public money should be spent?” You lose the person answering your questionnaire very quickly with multiple questions.

These examples confirm that your preparation of the survey questionnaire is of the utmost importance.
STEP 2: ANALISYS

The survey has been completed and all the relevant information has been collected from the questionnaires and interviews. Now it is time to analyze the results.

You have before you a variety of data—answers to questions, reports, letters, and documents— that must be interpreted to answer your major question, “What are the real needs of our community?”

The material should be organized logically and studied so that the list of community needs can be placed in an order of priority. Your chapter must produce a Survey Report presenting the results of the Community Survey as quickly as possible to maintain the momentum of community and member interest as well as their enthusiasm.

Present the pertinent results of the survey to the community via the news media or a prominent community organization.

Even though you must take immediate action to resolve the problems revealed during the survey, the very act of implementing the survey, making the analysis, and reporting the results has been a positive community contribution.

A small chapter might find that it has enough worthwhile community projects to deal with for the next few years! The next step is to make a priority list of the projects that most urgently need the attention of your chapter and appoint a project chairman for them. You are now ready to move on to the next step.
STEP 3: PLANNING

Now is the time for planning. The survey has been completed and analyzed, your chapter has selected a number of projects and placed them on a priority list, and project chairmen have been appointed to lead each Project Committee. Now each project requires a Plan of Action.

Before establishing the plan, remember that your chapter is not the only organization in the community capable of handling projects. So, communicate with other groups, local government agencies, and nearby chapters to avoid duplication, unnecessary rivalry, or misunderstanding.

The Project Committee

A well-organized team for implementing each project is the foundation for success. An effective way of ensuring this is to assign appropriate projects to a particular committee under the control of a chairman. It is the committee chairman’s responsibility to select committee members. He or she should look for a balanced group combining enthusiasm, specialized skills and experience, and each member should have a specific responsibility.

The Public and the Community Development/Involvement Commission

Often the public is not aware of many of the problems. Chapters have learned that all it requires is a well presented and enthusiastic proposal to stir people into action. Only your chapter can select the best method of gaining public support in your community (see page 8).

The Community Development/Involvement Commission is chaired by a Director appointed by the Board of Directors and is responsible for the supervision of all projects conducted under the Commission. The Director reports to the Community Development Vice President on the progress of the projects under his or her supervision. This Director appoints project chairmen and gives them the Terms of Reference (their list of duties and responsibilities).

What to Do First

The first meeting of the committee should be for project planning. The chairman should guide committee members to think the project through step-by-step. It is the chairman’s goal to enthuse the committee about the task, help them visualize the job ahead, and anticipate the problems they will encounter. Before starting on the Plan of Action, two important issues must be decided by the committee:

1. Purpose of the project. Answer the questions, “Why are we going to conduct this project?” and “What do we want to achieve by this project?” The answers will give you the material to develop the Mission Statement of the Purpose of the Project.

2. Direct Action or Catalytic Action project? Refer to page 10 to understand the differences between a Direct Action and a Catalytic Action project, and discuss with the committee which one will be the most appropriate to address the needs of the community.

THE PLAN OF ACTION

With all the factors mentioned in mind, your Project Committee is ready to draw up a Plan of Action. Take into account the financial and membership resources of your chapter. The Plan of Action must include the following:

1. The Mission or Purpose of the Project. Establish the reason why your committee is conducting the project. The Mission or Purpose must identify the project’s aims in one sentence that can easily be understood by everybody involved in the project.

2. The Major Responsibilities of Key Activity Areas. Divide the project activities into different Key Activity Areas, such as Finances, Promotion, Records, Administration, etc.

3. The Objectives in Each Area. Establish the major Objectives in each Key Activity Area. The Objectives must be achievable and easily understood by the members of the committee.

4. Strategies to Accomplish Each Objective; the Person Responsible for It, and the Deadline. Under each Objective determine who should be responsible for the task, and when it should be completed.

5. Action Steps in Each Strategy. Each Strategy must be broken down into small Action Steps. Every action that must be taken by a committee member in order to complete a Strategy must be written down so everybody knows exactly what they are to do and what is expected of them and others.

After the Plan of Action is completed, the following information will be needed:

a. A chronological order of events or actions
b. A time schedule
c. A budget outline
d. An incentive or recognition scheme
e. An outline of the chapter’s commitments in the project
f. Terms of Reference (outline of duties) for each committee member
g. List of outside organizations, resources, and people involved in the project.

The Plan of Action is then submitted to the chapter’s Community Development Vice President for approval by the Board of Directors. The approval by the Board of Directors or the General Membership Meeting will establish the chapter’s commitment to the project and will allow your team to get ready for Step IV: Action.
STEP 4: ACTION

Warning – Junior Chamber members are often so eager to get started on project activity that they have hurried through the first three steps of the Community Project Planning Process or have skipped them altogether, commencing their project with Step IV. In many instances these projects have not achieved their set goals or have only been of minimal value to the community and the chapter. So, before moving to this stage, be sure you have prepared properly by covering the first three steps.

Your chapter has organized its programs, and your committee has planned one project within that program. In the Action phase, the project gets underway, and all participants are busy carrying out their share of the responsibilities. Each project chairman is encouraged to follow the basic steps of project planning. The Action phase involves important skills such as delegation, supervision, communications, personnel management, public speaking and a variety of other skills.

Here are some brief points to consider in the Action phase of the project:

1. Be sure that all participants understand the main and subsidiary objectives of the project.
2. Share the workload and responsibilities among all participants.
3. Prepare brief Terms of Reference (list of duties) for all participants.
4. Keep everyone in the chapter informed at all times on project progress.
5. Emphasize incentives; the main incentive being “individual development through effective community involvement.”
6. Keep accurate records in one central system so that progress can be tabulated regularly, thus avoiding a last-minute rush of paperwork at the end of the project.
7. Consider entering the project in your regional, national or international awards program.
8. At all times plan the project on formats that are easy to maintain and complete.

Sacrifices have to be made at this time in the project. Members give up free time and may have to forego leisure interests until the project is over. Keep this in mind when allocating your responsibilities, and be sure that efficiency is maintained at all times. This will not only minimize the sacrifices that must be made but also serves to side-step any risk of project failure at this critical phase that can occur despite excellent preparations beforehand. After the exercise will come the final step in the process—Evaluation.

STEP 5: EVALUATION AND RECORDING

Can you remember where it all began? If you have followed the first four steps, Evaluation will be a natural concluding step for your project. Your chapter does not end its responsibility with the project until the evaluation of the exercise has been done. The members, the public, and perhaps even community leaders or certain groups will want to know the outcome of the project.

The project may have been an outstanding success, but still not have satisfied the need. It may even have uncovered a whole list of needs that will need action by some group. That group may very well be your chapter again.

If it failed, it is important for the learning process of Junior Chamber to find out why it failed and how remedies can be applied either now or when a similar project is tried again.

There may need to be a follow-up due to a problem revealed during the project. For example, a chapter learned that a local children’s home had little or no sports equipment. So, a fund-raising project was organized, and brand new equipment was purchased (Direct Action project). However, it was then learned that there were few outings for the children, they had no savings accounts, and few had received new clothes for a long time. The chapter decided to coordinate a project that involved a number of interested groups, and it formed The Children’s Home Citizens Welfare Committee, which provided many of the items needed by the Home (Catalytic Action project).

It sounds like the perfect success story; however, it does not show the accomplishment of the main project — acquisition of sports equipment — in the Evaluation of the main project. The Evaluation is often overlooked, because participants feel that the completion of the project is sufficient. After each project, ask these questions:

· Was the project a success? If so, why was it? Is further action required to fulfill the need?

· If it wasn’t a success, why not?

In addition to the evaluation of one project, it is important for the Community Development/Involvement Commission Director to have a periodic evaluation of the whole chapter Community Development program. Community growth, changes of local leaders, changes in attitudes or the influence of successful projects by other groups may require alterations in the chapter’s Community Development program.

Prepare a Project Record that will contain an outline of the project, news clippings, photographs, a Final Report on the project, minutes of committee meetings, charts, and other relevant items. This record will be placed in your chapter’s library or will form the basis of an awards entry before it is placed in the chapter’s library.

A good chapter Community Development program usually spans a number of chapter administrations, so an Annual Report should be prepared by the Community Development Vice President to allow the new administration to continue an effective community program. At the end of the project, the chairman, the committee, and all participants can take pride in their achievement and feel satisfied that the experience has developed them as individuals. Such is the true test of a first-class community project.













APPENDIXES


Project Proposal
1
JCI Project Planning Form




This form helps in the advance planning of the project. It can be used to record the goals and objectives of the project chairman and his committee prior to undertaking the project itself. Its functional value is that the form can be used for submitting the project to the Board of Directors for approval. After approval, the form will also serve as a reference and guide as the project progresses.
Project proposed:

Purpose of the project:




Estimated number of committee members and their functions:



Potential benefits to the chapter:





Potential benefits to the community:





General comments concerning the proposed project:





Possible difficulties or obstacles to overcome:




Approved by the chapter Board of Directors on:

Chapter President’s signature:


Major Objectives
2
JCI Project Planning Form



This form provides the means for recording the project's major objectives and anticipated results.
Project proposed:

Estimated project commencement date:

Estimated project completion date:

List the project's major objectives and anticipated results
MAJOR OBJECTIVES
ANTICIPATED RESULTS



























Publicity and promotion plan:





Special materials required:





BUDGET
Income:
Expenditures:

Budget
3
JCI Project Planning Form




Record the project’s budgeted and actual expenditures on this form. The “Proposed Budget” column is used for planning. The “Actual Budget” column reflects the real expenditures. Under income, the item “Appropriation from the chapter” is the amount budgeted by the chapter. Income and expenses should balance unless this is designated as a fund-raising project or the chapter desires to finance the project. Income that exceeds expenses should be shown under “Expenditures” as “return to chapter.”
INCOME
PROPOSED BUDGET
ACTUAL BUDGET
Appropriation from chapter









































TOTAL INCOME


EXPENDITURE
PROPOSED BUDGET
ACTUAL BUDGET







































Return to chapter


TOTAL EXPENDITURES


SURPLUS
OR
DEFICIT





Organizational Chart
4
JCI Project Planning Form



This chart illustrates the basic committee organization of the project. It represents the actual structure and includes titles and names from the chapter president down. This organizational chart should be prepared at the first Project Committee meeting.












































Summary of Action
5
JCI Project Planning Form



List the most important activities and functions during the planning and operation of the project. Give approximate time period (number of days or weeks) required by these activities.
DATE
ACTION TAKEN
WHO?
























































Project Report
6
JCI Project Planning Form



This form can be used to present a summary of the final report. It can be a component of the project file for future reference and be the basis when filing entry forms for national and international awards.
Name of the project:

Brief description of the project:



Chapter:
Mailing address:

E-mail:
Website:
National organization:
SUMMARY DESCRIPTION
OBJECTIVE
ACTION TAKEN
RESULTS ACHIEVED





















Recommendations:







Date project begun:
Date project completed:
Number of members on the committee:
Number of other volunteers:
Total income projected:
Total income actual:
Total expenditures projected:
Total expenditures actual:
Project chairman:
Chapter president:
AWARD ENTRY
c Regional
c National
c Area Conference
c World Congress
REPORT SENT TO:
c National Organization
c Junior Chamber International



Junior Chamber International
15645 Olive Boulevard, Chesterfield, MO 63017, U.S.A.
Tel.: +1 (636) 449 3100 – Fax: +1 (636) 449 3107
E-Mail: jci@jci.cc – Website: www.jci.cc

2005
JCI Mission:

“To contribute to the advancement of the global community by providing the opportunity for young people to develop the leadership skills, social responsibility, entrepreneurship and fellowship necessary to create positive change.”

JCI Declaration of Principles:

"We believe:
· That faith in God gives meaning and purpose to human life;
· That the brotherhood of man transcends the sovereignty of nations;
· That economic justice can best be won by free men through free enterprise;
· That government should be of laws rather than of men;
· That earth's great treasure lies in human personality;
· And that service to humanity is the best work of life."