Presenting your CPG to the Board

What to expect when you come to present your CPG to a board meeting:

In General

Coordinate with your Director about when your initial and final CPGs should be presented to the board.

Please submit a draft copy of your CPG (initial or final) to your Director no later than the Friday before the Tuesday board meeting. If you need help preparing your CPG, PLEASE talk with the Director for the project. They are there to help you. That's their job. If you are not getting enough help, then go to the VP for the project, again, it's their job to help you.

Ok, your CPG is ready, and the Director and VP have had a chance to look at it over the weekend (since you gave them a copy by Friday).

Now, come to the Jaycee Office the night of the board meeting, or let your Director/VP know that you cannot make it, and they can present your CPG for you.

Please note: we are no longer doing CPGs in first-come first-served fashion at 6:30. In short, the way we are doing it now is this... each Area (Community Service, Ways & Means, etc gives an area-report during the board meeting. Time slots for each area-report are assigned when VPs get their agendas to the Secretary. The agenda is sent out on Monday, and then the VPs know when their time-slot is. VP's will then pass along the time to Directors and Chairpeople. Chairpeople need only to show up 5-10 minutes before that time-slot. The disadvantage perhaps is that you don't know exactly when your slot is until the day before. The BIG advantage is that now you should never get stuck waiting behind 15 other CPG presentations. So you should be in and out within say 20 minutes.

Initial CPG

How many copies to bring: At a minimum, please bring one copy of your initial CPG. (copy A)

Please ask your Director/VP if they want a copy, but these are optional depending on the Director/VP. (copies B,C)

Bring any other copies you want for you, but we are trying to cut down on paper waste.

Please give Copy A to whomever is working the opaque projector. It will be projected so everyone in the board room can see it (and so we all don't need paper copies which would be a huge use of paper).

From your CPG, please go over items:

#1 Purpose

#2 Goals

#6 Your proposed budget

You should not get any questions (yet). After you have explained these items, someone (usually the VP associated with the project) will make a motion to "accept this CPG as written". Someone else will "second" this motion. Then the floor will be opened up for "discussion". This is when you will get questions. (be aware sometimes we forget to wait until the "discussion" to ask)

It is likely people will suggest some ideas to try with the project. It is also possible people will suggest some changes or corrections to the CPG. Usually these are kind of "small print" type of issues... ie. its not that anything is "wrong" or "bad", but the state level asks that certain things appear in a certain way or a certain order, so we're just passing that information along. Hopefully any small points like this though were caught when the Director or VP had a chance to look at the CPG ahead of time.

After people have asked questions, then there will be a vote on the motion to accept the CPG.

Congrats, your CPG is accepted. Thanks for coming and thanks for chairing the project.

Please get the copy (A) back from the projector and give it to the Secretary (Dana Rodriguez). We will file that copy away for our records until we get the Final CPG.

Final CPG

How many copies to bring: At a minimum, please bring one copy of your Final CPG. (copy A)

Please ask your Director/VP if they want a copy, but these are optional depending on the Director/VP. (copies B,C)

Bring any other copies you want for you, but we are trying to cut down on paper waste.

Please also bring a copy on floppy disk so that we can start building our electronic library of CPGs.

From your CPG, please go over items:

#10 Goals and Results

#9 Suggestions for future

Your final budget

You should not get any questions (yet). After you have covered these items, someone (usually the VP associated with the project) will make a motion to "accept this CPG as written". Someone else will "second" this motion. Then the floor will be opened up for "discussion". This is when you will get questions. (be aware sometimes we forget to wait until the "discussion" to ask)

It is likely people will ask more questions about how the project went. It is also possible people will suggest some changes or corrections to the CPG. Usually these are kind of "small print" type of issues... ie. its not that anything is "wrong" or "bad", but the state level asks that certain things appear in a certain way or a certain order, so we're just passing that information along. Hopefully any small points like this though were caught when the Director or VP had a chance to look at the CPG ahead of time.

After people have asked questions, then there will be a vote on the motion to accept the CPG.

Congrats, your CPG is accepted. Thanks for coming and thanks for chairing the project.

Please get the copy (A) back from the projector and give it to the Secretary (Dana Rodriguez). We will file that copy for our records.

Please keep a copy for yourself, and all of your supporting materials (sign-up/sign-in sheets, pictures, publicity, etc) for when you assemble your CPG book at the end of the trimester (see your Director for more details on this).