INDIAN JUNIOR CHAMBER(A Global Youth Organisation providing Leadership Development opportunities)

(ZONE XI)

. OPPORTUNITYto lead YOU

on the path of

SUCCESSC.D.M.T.

2002

A CHAPTER DEVELOPMENT ANDMANAGEMENT TRAINING MANUAL

FORLOM

BYJc SADASHIV SHIRSATl. zo_n_e_c_ou_n_Ci_lIo_r R_e_9_io_n_c ,.J1

DID is a word ofACHIEVEMENTWON~T is a word ofRETREAT

MIGHT is a word of BEREAVEMENTCAN~T is a word ofREGRET

OUGHT is a word ofDUTYTRY is a word of EACH HOUR

WILL is a word ofBEAUTYCAN is' a word of POWER

NOWis a word of

ACTION

The JUNIOR CHAMBERmovement is based on the concept of developing

the whole man i.e. YOU

have been through school and collage, have had the benefit of a formaleducation, today you are set either to launch yourself or have already launchedyourself, in your own fields, are an acknowledged expert, perhaps an authoritywith fact! This you

Put to good use. To translate your plans, ambition, aspirations. You have to dealwith human beings and no two human beings are alike; each is an individual asdistinct as one finger from other on one's hand. So to

Yourself your need to develop your ability to get along, first with yourself andthen with others, to get what you want, to go where you want to reach. This youcannot do all alone or all by

You are prepared to give a bit of your effort, thiscan give not through your contribution in time or money but your and desire torecognised your plus and minus points so get this advantage give a bit ofyourself MR. YOU

I REGION (A) ZONE COUNCILLOR'S RECOGNITION PROGRAMME - 02 ~

GROWTH AND DEVELOPMENT (GD)1. LOM registering growth over average membership of 2001 or 2nd

half whichever is higher.a) at least 25% growthb) at least 50% growthc) at 100 % growth.2. LOM with 75 or more members.3. LOM extending new Chaptersa) For each extention4. Member who introduces 10 new paid member in 2002.

CC&PT1

TC&P

MANAGEMENT (M)1. LOM that sends all 9 MRF by 10th of following month.2. LOM that sends Kamal Patra nomination at Zone level.3. 3 members who have attended maximum number of

Installations (subject to a minimum of 15 installations).5. LOM hosting ZONE IIJC Events.6. Registration for NATCON by 15/09/02

(upto 20 jcs/jr.jcs/jctts.)7. Registration for ZONCON by 15/09/02

(upto 15 jcs/jr.jcs/jctts.)8. Participation at LOM Presidential Academy.9. LOM that takes part in all the zone event10. Lom registration with highest delegation for zone events

C&PC&PT

C&PTC&P

RESOURCES (R)1. LOM that nominates fully paid HGF's

a) Minimum 5HGF's or 3JFPb) Minimum 2 JFM

2. LOM that nominates a Senator3. LOM contribution for Zone Publications minimum Rs.1000/-4. LOM contribution for Zone Directory Minimum Rs. 500/-5. LOM contribution for Jaycee Bhavan Minimum Rs. 5000/-

CC&PTTC&PCT

TRAINING (TJ1. LOM organising minimum 5 10 Courses for non Jaycees.2. LOM organising 10 Courses for members

a) Minimum 5courses.b) 10 or more courses including one full day course.

3. LOM organising Training Programme for CorporateSector by Jaycee Trainers.a) Two training programmes - Report by Trainerswith attendance sheet.b) Five or more programmes - Report by Trainerswith attendance sheet.

4. LOM conducting" LEADERSHIP 2002"a) On at least 2 days/min. 15hours (7 days)before 15th Aug. 2002.

b) 5 events in 5 different schools.

CC&P

CC&P

Trainer conducting 10 or more ID courseswith at least one full day programme.Participation in BITS/Leadership Camp.Names selected for SpeechcraftiNalandaNEDA/ ABLE/ZTWS/NTTIS

PUBLIC RELA TiONS CPR)1. LOM that nominates OYP at Zone level.2. LOM conducting projects on all 7 days of Jaycee week.3. LOM whose 15 or more projects are covered by press.4. LOM bulletin - upto 4 issues.

PROGRAMMES (P)1. LOM conducting minimum 2 business/profession

oriented training programmes.2. Workshop for members under Business Opportunity.3. LOM conducting minimum 15 projects

on CD & internationalism.4. LOM entering into Twinning Programme with other NOM.5. LOM that starts new Junior Jaycees & Jayceerette Wing.6. LOM conducting CHILD CARE WEEK.

CONTRIBUTIONS1. For each SML.2. For each HGF3. For each Senator.

EXTRAORDINARY PROJECTS {EJZone Councillor will recognise one outstanding project in any area,if any, which has had an extraordinary impact (other than Zone /National Events and those not considered in any of the above categories.)

C&PCC

CCC&PT

C&PC&PCC&P

NOTE:a) For GD-i & GD-2 for 2002 membership, 2nd half membership of 2002 will be

considered.b) Please Note that bidding form will be given later.c) The Zone Councillor decision is final and binding.

ANNUAL PROJECT PLANNER

INDIVIDUAL COMMUNITY DEVELOPMENTLOM v.P. DEVELOPMENT yp INTERNA- NATIONALyp BUSINESS ZONEEVENTS

VPTIONALISM EVENTS INTERNATIONAL

ID EA YA CD PR VP EVENTSMembership Ext. R&R W&M

JAN

LOM PresidentsFEB 10th Fees 10th MRF Academy

(XIlXV, XlX)

MAR 10th MRF

APR 10th MRF SummerFestival

MAY 10th MRF SITTS forJqJr.1cJ1ct

Nonh & Sault· ABELJUN 10th MRF Regional VEDAConferences

LeadershipNAlANDA2000 Jr.1c.l1ct.

JUL 10th MRF (National Conference zrwsProgramme) AOSLeadership World Health

AUG 10th Fees 10th MRF2000 Day Speechcraft

(NationalPro2ramme) 15th PR Day

SEP 10th MRF Jaycee Week Mr. Chairman

OCT LOM 10th MRF 13thFounders Day NTITS

Election

Zoncon WorldNOV 10th MRF Congress

DEC 10th MRF NATCON

______ JUNIOR CHAMBERANNUAL BUDGET 2001

UCZONEXI

INCOME Amount EXPENDITURE Amount

Opening Balance Membership Fees to IJC

Outstanding I half

II half

Membership Fees I half

II half InstallationPrinting, Stationery & Printing

Donation National ProgramsSponsorship (Zone/National EvenC Lorn ActivitieslMeetingsOther ways & Mean Project PicnicSouvenir I.D. Courses

Donation Coupons C.D. ProjectsP.R. Projects

Child Care WeekZonelNational EventsMiscellaneous ExpensesExcess over Expenditure (if any)

TOTAL TOTAL

YOUR RESPONSIBILITIES TO YOURLOM

BOARDMEMBERS

COMMISSIONCOMMUNITY

NOWJCI

YOURSELF

LOM MEMBERSOrganising, planning, reviewingDebate, decideSupport majorityInform members

BOARDSupport PresidentBe preparedRaise problemsSpeak your mindSupport decisions

COMMISSIONMeet regularlyDecide projects.Obtain approvalProvide leadershipKeep informed

YOURSELFCommitmentResponsibility

No longer volunteerSatrsfaction to be gained

TrainProvide opportunities

EncourageRepresent

COMMUNITYEnsure good image

ServeRecruit

NOMandJaSupport

ParticipateAssistDues

Communicate

PHILOSOPHY. ...~.

Only once in a lifetime does an individual become a chapter President. It is both an honourand a responsibility. You have been elected by your fellow chapter members. Waste n~t asingle moment to learn about your office and its various requirements. Leadership is alreadya quality you posses in part. The other part you must acquire through a combination ofexperience and learning.

It may be an easy task to be a good chapter President, but you can make sure that it becomesa rewarding experience if you know the philosophy of your new position.

1. You are a leader, public relations figure, and chief spokesman of the chapter.2. You are the liason officer between your chapter and your national organisation; Junior

Chamber International; as well as with other organisations and clubs.

RESPONSIBILITIESHere is a list of some responsibilities associated with the office of Chapter President. Notefrom the list the versatile nature of your office.1. Establish and maintain a sound chapter maqagement program.

2. Organise a regular review of the chapter annual program of activities.3. Control and supervise the affairs of the chapter.

4. Organise and conduct a CDMT Course for all your officer at the beginning of youryear.

5. Motivate your chapter, Board of Directors and the general membership to performtheir duties and responsibilities.

7. Assist your chapter officers to carry out their assigned tasks.

8. Establish a good working atmosphere and your chapter officers.9. Ensure that your chapter participates in Zone and National events.10. Chair Board and General meetings.11. Make sure the chapter program stimulates a steady overall growth.

12. Where necessary, complete unfinished assignments from previous years.13. Prepare a forward plan for your successor(s).14. Ensure that all your members are registered at national and international levels and

their duties are paid.

15. Check that all activity is consistent with the purposes and goals of your chapter. theNational Organisation, and Junior Chamber International.

16. Check efforts and results; redirect activity if necessary.17. Be fully involved in the day - to - day affairs of the chapter.

18. Maintain a full set of records of your Term of Office.19. Comply with the various requirements set down by your National Organisation.20. Prepare a report to the general membership at the end of your term.

DUTIES & RESPONSIBILITIESSECRETARY / JOINT SECRETARY / VP / TREASURER / DIRECTOR

SecretaryI. Arrange General Body, Governing Body, Executive and Election Meeting.2. Prepare the Agenda and Minutes for Meetings.3. Keeps a decision book and follows up policies and decisions for CGB.4. Records attendance at every Meeting.5. Reports regularly to CGB.

a. Percentage of attendance at meetings (CGB & G.B.)b. Secretarial problems and suggestions.

6. Maintains minutes and membership register.7. Supervises typographical, duplications and circulations.8. Maintains membership register of Active, Associate. Honorary members.

Joint Secretary1. Shares a few of the responsibilities of Secretary at mutual understanding or at the direction of

the CGB.2. Acts as the Secretary whenever the Secretary is absent.

Vice President1. Chairs meeting in the absence of the President.2. Reports regularly to the CGB.

a. Action taken on assignmentsb. Future plan of actionc. Financial Commitmentsd. Problem, if any

3. Prepares budget for the area.4. Conducts regular area meetings.5. Sends letter copies to the President.6. Supervises projects and guides the project directors.

Treasurer1. Keep and maintains financial records.2. Responsible for collection of dues.3. Disburse money on the direction of CGB.4. Vouch for each expenses.5. Report regularly to CGB.

a. Income and Expenditure for the monthb. Trial Balance for the monthc. Excess drawing and dues if any

6. Prepares administrative budget for next year for the approval of Annual General Meeting.

Directors1. Are associated with anyone of the Area and serve as Commission Chairman.2. Link members and the CGB.3. Project Directors for some major projects.of. Work as a team.

THE MEMBER CAREER PLAN

PRIOR TO THE MEETING• Is the purpose of the meeting defined?• Is the agenda planned and written?• Have minutes of previous meetings been prepared and'mailed to the members?• Do the officers understand on what they are expected to report?• Has notice of the meeting, with time and location, been given to the membership?• Has the guest speaker been contacted and confirmed the following issues?• The subject to be covered?• The time limit of the speech?• Who will meet the guest speaker upon his arrival? -• Is the information for the introduction of the speaker ready?• Have meals been arranged, including menu, cost, minimum guarantees, serving time etc,?• Have arrangements been made of audio-visual equipment and microphone?• Is there a backup for the guest speaker?• Has meeting room been booked, room layout sent, including table arrangement, etc?• Have gifts for the speaker been arranged?• Have recognition plaques (or certificates) been arranged for and engraved?• Is the news media needed at the meeting and have they been invited?• Is there a need for name tags or name plates and have they been ordered?• Are the flags ready?• Are the gravel, podium, head table, banned etc., ready and placed?• Is decoration needed?

• Will the meeting start on time?• Are officers prepared for their reports?• Is the guest speaker ready for his speech?• Are the gifts, plaques and certificates ready and handy?• Are the agenda and other necessary supporting documents with you?• Can you make eye contact with all members attending the meeting?• Did you cover all items on the agenda?• Did every member have the opportunity to speak and give his opinion?• Were all decisions made in a democratic way?• Did you announce the date, place, time and major attractions of the next meeting?• Can you finish the meeting on time?

• Have thank - you letters been sent?• Was the media informed about relevant issues discussed and approved?• Have minutes been prepares?• Have all commitments and assignments been confirmed and followed?• Is there any action needed as result of a decision made during the meetini?• Has the summary of the decisions been mailed to all members?• Have all payments been made?

DATE

TIME

VENUE

a1. Call to order

02. Jaycee Creed

03. Welcome

04. Establishment of quorum

as. Adoption of Agenda

06. Minutes of the Previous Meeting

07. Matters Arising Out of the Minutes

08. Officer's Reports VP LOM

VPID

VPCD

VP BUSINESS

VPINT.

SECRETARY

TREASURER

09. Approval of new applications

10. IJC/JCI NEWS

11. Other subject

a)

b)

c)

d)

e)

12. Coming events

13. IPP's remarks

14. ~~ ~~~~~~~C\\~,I015. Vote of thanks

16. Adjournment

HOW TO CONDUCT CGB

Conduct minimum one CGB every month

Preferably a dinner hosted in rotation

Let Secretary send CGB Notice & Agenda along with a copy of previous

minutes to all CGB members 7 days in advance, Both Notice Agenda &

Minutes should have been signed by Secretary.

During the day conduct the meeting strictly following parliamentary

procedures.

Call to Order

Jaycee Creed

Welcome

USE THESE VERY WORDS AND PROCEDURE:

"The CGB Meeting is called to order".

"I now request Jc. to recite the Jaycee Creed".

"I request Jc. the host of this day towelcome the members".

"I request the Secretary to establish the quorum" (50% ofCGB members physically present constitute quorum). Ifquorum is present the Secretary says "The quorum isestablished".

The Agenda is already with you.Is there anything to add under any other subject (as themember comes out with various subjects to be discussedunder any other subject Secretary notes it down in theagenda along with their names). Finally say "with thefollowing additions under any other subject, the Agenda isbefore you for adoption">

(Secretary notes down the mover & Seconder). Now say"moved by Jc. seconded by Jc. theAgenda is adopted unanimously if there are noobjections".

Minutesof thePreviousMeeting

'The copy of the minutes has already been sent to you,please go though the same again, as Secretary readsand make corrections as it occurs to you withoutinterrupting"(After the Secretary completes say) "Theminutes are before you for corrections if any" (make thecorrections mentioned with approval of all) Then say:

"Now the minutes are before you for adoption" (Secretarynotes down the mover & seconder) Now say "Moved byJc. and seconded by Jc. theminutes of the previous meeting are adopted

unanimously if there are no objections". Now sign theminutes.

Matters arising outthe minutes

"Action sheets have been sent to all the concerned andI have received reply from "

(Tell the names of those who have replied, read theactions they have taken and appreciate them). Now say"Please let me know if you need to know more withregard to the action to be taken". (Clarify the members ifthey have doubts or queries).

Request every executive officer to present their report, itis a must. Even if they are absent they should send it tothe CGB. Every executive should make atleast 5 copiesso that all can go through while he reads. The patternsof reporting by each officer is given under "Duties andResponsibilities" if any officer has not submitted thisreport, strictly minute it.

Thus conduct the meeting till end.The Secretary should prepare the minutes within 3 days preferably, the verynext day.Verify the rough copy of the minutes sent by Secretary & approve for typing.Based on the minutes send action sheets to all concerned from whom actionis required.

PARTICIPATION:

A. The Role of the Chairman:

1. Responsibilities:

a. Start on timeb. Make introductions and introductory remarksc. Keep to schedule (time)d. Keep meeting movinge. Eliminate gaps (have fill-in)f. Start discussionsg. Prevent embarrassment and avoid disturbances.

2. Know his order of reference.

3. Get feeling of meeting.

4. Assign work, check report, get participation

5. Prevent monopolies and intimidation of free expression.

6. Encourage participation.

7. Know the principles of Parliamentary Procedures.

B. The Role of the Individual Participant:

1. Before meeting, discuss with Chairman items not understood, inclusionson agenda, background to reports, apologies, etc.

2. Prepare thoroughly items you must present to the meeting.3. Lengthy reports or proposals should be written and distributed in advance

to other members.4. Brief yourself up to date on all matters which may come before the

meeting to help eliminate questions, etc. get your facts, reject supposition.5. During Meeting, let your viewpoint be known on important matters -

especially if you can clarify an item.6. Lobby and caucus before meeting.

VOTINGS:

(a) By voices (b) By show of hands (c)

2. Chairman and Secretary must know:

a) Who may voteb) How many votes each hasc) What majority requiredd) Use of Chairman's vote

MOTIONS:

1. All business should be introduced with a motion.2. Motions should be clear without ambiguity.3. A seconder must be obtained.4. The Chairman states the question on the motion5. The motion is then open for debate.

1. Mover and seconder usually speaks to the motion at the time when they riseto move or second or immediately after the Chairman has stated the question.

2. Members debate the motion.3. The Chair puts the question.4. The Chair announces the result.

1. A motion can be amended before the motion is put. .2. An amendment must be germane, e.g. add the words or delete the words.3. It takes precedence over the main motion.4. Discussion must be to the amendment, not the main motion.5. The amendment is resolved and attainment reverts back to the main motion.

Facility to speak about basic like point of privilege, Point of Order, Point ofInformation and Point of Parliament enquiry.

INDIAN JUNIOR CHAMBER

_______ JUNIOR CHAMBER

C T 0 _

JAYCEE CREED invoked by _