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Production Company Bylaws

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									    Prince Edward Island




Company Program
   2007 – 2008
   Guide for Advisors



                           Revised August 2007




                                            1
Guide for Advisors

                        Junior Achievement of Prince Edward Island


                                             Mailing Address:

                                               P.O. Box 21
                                             Charlottetown, PE
                                                 C1A 7K2


                                             Physical Address:

                                     305 Kent Street (Offices 406 – 408)
                                              Charlottetown, PE
                                                                      th
                                 Holland College “Montgomery Hall”, 4 Floor


                                     Phone: (902) 892-6066

                                     Fax:    (902) 892-1993

                                     Email: tjohnston@japei.org

                                     Website: www.japei.org


                            Office Hours: 8:30 a.m. to 4:30 p.m. Monday – Friday



Emergency Contact Numbers:


Program Manager:        Trish Johnston                            ***-**** (Home)
                                                                  ***-**** (Cell)

Director:               Margaret Wilton                           ***-**** (Home)
                                                                  ***-**** (Cell)

President:              Betty Ferguson                            ***-**** (Home)
                                                                  ***-**** (Cell)

Chairperson             Kim Griffin
of the Board:           Maritime Electric



JA Canada (Toronto Head Office)                                   1-800-265-0699




Junior Achievement of PEI                                                           2
Guide for Advisors

                                                                Table of Contents
Welcome! ..............................................................................................................................................................5

Company Program Advisor ...............................................................................................................................6
   Qualifications:.................................................................................................................................................................... 6
   Roles and Responsibilities: .............................................................................................................................................. 6

Overview: Eighteen-week Schedule .................................................................................................................7

Record Keeping ................................................................................................................................................ 13

Accident/Occurrence Report ......................................................................................................................... 13

Achiever Termination Checklist/ Exit Interview ........................................................................................ 13

The Communicator .......................................................................................................................................... 14

Weekly Summaries ........................................................................................................................................... 14

JA Points ............................................................................................................................................................ 15

Detailed: Eighteen-week Schedule ................................................................................................................. 16

   Week One ........................................................................................................................................................................16

   Week Two ........................................................................................................................................................................17
       Program Policies & Procedures .............................................................................................................................. 18
       Emergency Procedures ........................................................................................................................................... 21

   Week Three ......................................................................................................................................................................22
       Capital Requirements ............................................................................................................................................. 23
       Break-even Point & Sales Goals Form .................................................................................................................... 24
       Memo .................................................................................................................................................................... 25

   Company Names ............................................................................................................................................................25

   Fundraising vs. Sales ......................................................................................................................................................25

   Donation Requests .........................................................................................................................................................25

   JA Logo Usage ................................................................................................................................................................25

   Week Four .......................................................................................................................................................................26
       Banking Procedures ............................................................................................................................................... 27
       Application for Incorporation ................................................................................................................................ 28
       Management Team List .......................................................................................................................................... 29
       Membership List .................................................................................................................................................... 30

   Week Five.........................................................................................................................................................................31


Junior Achievement of PEI                                                                                                                                                      3
Guide for Advisors
     JA Bank Account Information................................................................................................................................ 32
     Example: Bank Transfer Form ............................................................................................................................... 33
     Parliamentary Procedures ....................................................................................................................................... 34
     Invoice One ........................................................................................................................................................... 36

  Week Six ...........................................................................................................................................................................37

  Week Seven ......................................................................................................................................................................38
     Business Mixer Information ................................................................................................................................... 39
     Business Mixer: Important Points for Consideration ............................................................................................... 40

  Week Eight ......................................................................................................................................................................41

  Week Nine .......................................................................................................................................................................42

  Week Ten .........................................................................................................................................................................43
     Invoice Two .......................................................................................................................................................... 44
     Local Awards and Scholarships ....................................................................................................................... 45

  Week Eleven ....................................................................................................................................................................46
     Revised Break-Even Point & Sales Goals Form ...................................................................................................... 47

  Week Twelve ...................................................................................................................................................................48

  Week Thirteen .................................................................................................................................................................49

  Week Fourteen ................................................................................................................................................................50
     Board Meeting Evaluation ...................................................................................................................................... 51

  Week Fifteen....................................................................................................................................................................55

  Week Sixteen ...................................................................................................................................................................56

  Week Seventeen ..............................................................................................................................................................57
     Shareholders’ Report .............................................................................................................................................. 58
     Memo .................................................................................................................................................................... 59

  Week Eighteen ................................................................................................................................................................60

Company Program Weekly Summary ........................................................................................................... 61




Junior Achievement of PEI                                                                                                                                                      4
Guide for Advisors

                                            Welcome!
Welcome to Junior Achievement. We are very pleased that you have chosen to become part of the
JA experience. Congratulations on taking the initiative to become involved in this exciting and
educational opportunity, and thank you for the contribution you are about to make.

Junior Achievement is a unique learning environment for all involved. For the teenage achievers,
there is the opportunity to acquire basic business knowledge and work experience, and to develop
interpersonal skills. In accepting the challenge and responsibility of operating their own business, the
achievers will discover the rewards of teamwork, commitment, and individual initiative. They will
find out that individual and collective efforts are recognized and rewarded.

For the business community, Junior Achievement provides a vehicle through which the work ethic,
free enterprise, and basic business understanding can be promoted. By investing in Junior
Achievement, the business community recognizes and supports JA’s practical demonstration of the
role of free enterprise in Canadian society.

As an advisor you have the overall responsibility for your weekly meetings and the achievers who
attend. You will have the opportunity to create, develop and use several different management styles
as the year progresses. The availability of experimenting with many approaches to motive exists for
you. As you help others to strive to do their best, you will experience a sense of your own growth
and accomplishment.

Advisors, unlike achievers, have little control on the profitability of their JA Companies.

Junior Achievement is designed as a low-risk, learn-by-doing experience. Failures, poor judgment
and mistakes are part of the learning that will occur. Advisors are present to recognize alternate
routes and solutions and to provide advice. If the achievers choose a route leading to failure,
advisors should allow them to follow that course of action, but should always strive to ensure that
learning occurs. Advisor performance is measured not by the JA company’s financial success, but by
the educational opportunities provided and the learning that has occurred.

We hope that the rewards of developing a close relationship with your achievers and fellow advisors
will be supplemented by a greater understanding of yourself.

Junior Achievement is a real challenge. It reflects the truth of the old saying: “You get out of it what
you put into it”. We're sure that you'll enjoy the experience.


                            Mission Statement of Junior Achievement:

   To inspire and educate young Canadians to experience free enterprise, understand business and
                    economics and develop entrepreneurial and leadership skills




Junior Achievement of PEI                                                                          5
Guide for Advisors

                            Company Program Advisor
Qualifications:

   Experience and interest in management, finance, marketing, production, or human resources
   Enthusiasm and commitment to the Company Program
   Good communication and interpersonal skills
   Excellent organizational skills
   Basic knowledge of the values, freedoms, and responsibilities within the Business System
   High level of comfort working, interacting and motivating high school students
   Ability to work as team player
   Ability to give positive yet constructive feedback
   Ability to treat students as equals
   Ability to be flexible

Roles and Responsibilities:

   Attend advisor orientation session(s) and attend 80 to 100 per cent of company meetings
   Act as a primary contact when Advisors can not make it to meetings, ensuring that at least two
    Advisors are present each week
   Attend management training; ensure that the company’s executive team attends officer training;
    assist in retraining executives when needed
   Evaluate performance and provide constructive feedback to all achievers in the company
   Ensure that students are receiving a positive experience by following the program guidelines set
    out by JA of PEI in the program manual, and this advisor guide
   Work as an integral part of the advisor team; participate and assist with aspects of the company
    as determined by the advisor team
   Ensure that all achievers in the company are aware of notices that are announced in the weekly
    Communicator
   Ensure that all achievers are aware of scholarship and award opportunities
   Act as the company’s liaison with the JA office and ensure that all paperwork is completed and
    forwarded to the JA office

Communication, communication, communication!
I need to stress the importance of communication between the advisor teams. It is very important
that teams are well-prepared, and consistently plan each meeting and their approach as a team.
Emails should be regular, and all advisors should know what’s going on, what the company must
do/submit on a given week, what their strategy is, who can or can’t make it, etc.

Company members sometimes raise concerns that they haven’t been receiving required and
important information from their advisors. In some cases, not the right information. Please ensure
that your advisor team is adequately prepared for each meeting. If you are at all unsure of some
information for the group, please contact me for clarification. Make sure to review this stapled



Junior Achievement of PEI                                                                        6
Guide for Advisors
advisor guide a few weeks in advance so you are aware of what the company needs to accomplish;
organize/prepare forms as necessary.
                       Overview: Eighteen-week Schedule

        Week 1                 Start-up Week 1                     October 8
        Week 2                 Start-up Week 2                     October 15
        Week 3                 Start-up Week 3                     October 22
        Week 4                 Start-up Week 4                     October 29

                 Officer Training                   Saturday, November 2 (TBD)

        Week 5                 Weekly Agenda                       November 5
        Week 6                 Weekly Agenda                       November 12
        Week 7                 Weekly Agenda                       November 19
        Week 8                 Weekly Agenda                       December 26

                 Business Mixer                     Monday, December 10 (TBD)

        Week 9                 Weekly Agenda                       December 10
        Week 10                       Weekly Agenda                     December 17

                 Christmas Break                      December ?? – January ??

        Week 11                       Weekly Agenda                        January 7
        Week 12                       Weekly Agenda                        January 14
        Week 13                       Weekly Agenda                        January 21

                 Make up Week (exams)               January 28 (TBD)

        Week 14                       Open House/ Board Meeting            February 4
        Week 15                       Weekly Agenda                        February 11
        Week 16                       Liquidation Begins                   February 18
        Week 17                       Liquidation                          February 25
        Week 18                       Final Shareholders Meeting           March 3

                 JAAC in Newfoundland                       February

                 March Break                        TBD

                 Awards Judging Days                        TBD

                 2007 Awards & Recognition Gala             TBD




Junior Achievement of PEI                                                                   7
Guide for Advisors

Program                                                                 Due Tonight
Week One

Get acquainted meeting                                                  Weekly summary

       Introduction of program and advisors (Page 27)    15 minutes
       Ice Breaker – optional (Page 29)                  15 minutes
       Take attendance – do weekly

Planning the Business
     Generate product ideas (Pages 36 & 37)              30 minutes
     Select three – four products                        15 minutes
     Conducting Market Research (Pages 39 & 40)          30 minutes



Week Two

Planning the Business (continued from last week)                        Weekly summary

       Review market Research                            15 minutes
       Additional Product ideas                          15 minutes
       Re-select three or four products                  15 minutes
        And Assign teams to make prototypes and costs
       Discuss Policies and Procedures                   15 minutes
       Setting Company Goals (Pages 31 & 32)             15 minutes
       Examining Values and Ethics (Page 34)             30 minutes
       Establishing Team Values (Page 35)                15 minutes



Week Three

Building the Organization

       Select the best product or service (Pages 41 & 42) 20 minutes   Weekly summary
       Choose Company name (Page 43)                      15 minutes   Company name for approval
       Determine breakeven (use Excel spreadsheets)       15 minutes   Product description for approval
       Determine capital requirements (Page 45)           15 minutes   Break-even point/sales goals form
       Set share price and distribute shares (Page 44)    10 minutes
       Prepare a mission statement (Page 52)              15 minutes
       Write/approve company bylaws (Page 53) 30 minutes




Junior Achievement of PEI                                                                          8
Guide for Advisors
Program                                                              Due Tonight

Week Four

Building the Organization

       Collect share money                           10 minutes   Weekly summary
       Outline the mgmt responsibilities (Page 47)   20 minutes   Membership list
       Other jobs (Page 49)                          10 minutes   Application of incorporation
       Duties of the management team (Page 50)20 minutes    Management team list
       Elections (Page 51)                           30 minutes
       Discuss Production process                    10 minutes
       Set up bank account


                Officer Training                       Saturday, November 2 (TBD)

Week Five

       Management team meeting                         30 minutes   Weekly summary
           These Meetings Must Be Held Weekly
       Types of meetings and conduct (Pages 59 – 61)                Bank transfer form
       Develop the business plan (Pages 55 – 57)                    JA bank account information
       Production begins (Page 65)
       Issued first invoice (payment due by Week Nine)
       Mandatory wages and salaries start tonight



Week Six

       Management team meeting                                      Weekly summary
       Production continues
       Marketing and sales (Pages 63 – 64)
       Continue working on business plan



Week Seven

       Management team meeting                                      Weekly summary
       Progress and goals                                           Business mixer booth plan
       Continue working on business plan                            Business plan draft
       Production and sales
       Sales training (optional)
       Preparations for business mixer




Junior Achievement of PEI                                                                         9
Guide for Advisors
Program                                                            Due Tonight

Week Eight

       Management team meeting                                    Weekly summary
       Production and sales                                       One sample product
       Continue working on business pan
       Discuss marketing process
       Preparations for business mixer


        Business Mixer                          Monday, December 10 (TBD)


Week Nine

       Management team meeting                                    Weekly summary
       Production and sales continue                              Pay first JA invoice
       Continue working on Business Plan                          Company records for audit
       Submit records for audit



Week Ten

       Management team meeting                                    Weekly summary
       Production and sales                                       Business plan
       Explain awards program
       Issued second Invoice (payment due by Week Fourteen)
       Complete business plan


Week Eleven

       Management team meeting                                    Weekly summary
       Production and sales                                       Revised sales & break-even goals
       Product pricing and break-even point reviewed
       Review marketing techniques and goals




Junior Achievement of PEI                                                                      10
Guide for Advisors
Program                                                               Due Tonight

Week Twelve

       Management team meeting                                         Weekly summary
       Production and sales
       Page 60 -- Discuss first board meeting
       Begin planning for open house (Recommended)
       Discuss plans for JA Month Award
       Send out invitations for open house to be held week 14 (recommended)


Week Thirteen

       Management team meeting                                       Weekly summary
       Production and sales
       Board meeting agenda
       Prepare reports for board meeting (Recommended)
       Finalize plans for open house (Recommended)



Week Fourteen

       Management team meeting                                       Weekly summary
       Open house                                                    Pay second JA invoice
       Board meeting                                                 Board meeting evaluation
       Production and sales



Week Fifteen

       Management team meeting                                       Weekly summary
       Last production night
       Push sales to ensure no inventory
       Review selling techniques
       Shareholders report committee appointed




Junior Achievement of PEI                                                                        11
Guide for Advisors

Program                                                                   Due Tonight

Week Sixteen

       Management team meeting                                            Weekly summary
       Last night for sales                                               Award nomination forms
       Motion to liquidate (Page 72)
       Liquidation process discussed (Pages 69 & 70)
       Overview of awards book
       Ensure computer system and reports are up to date for final reports
       Warn that quizzes will be next week (TBD)
       Begin shareholders’ report (Page 73 –75)
       Begin to complete final reports
       Send out invitations for final board meeting
       Close books for outside audit, making final closing entries


Week Seventeen

       Management team meeting                                           Weekly summary
       Quizzes (TBD)                                                     Quizzes
       Review and Distribute Award Applications                          Shareholders’ report draft
       Continue working on shareholders’ report
       Finalize plans for final board meeting



Week Eighteen

       Final board meeting (Page 77 & 78)                                Weekly summary
       Send out shareholders’ report                                     All company books and records
       Review year (Page 76 – 80)                                        Copies of shareholders’ report
       Evaluations                                                       Evaluations
       Do award nomination/recommendation forms                          Award Applications forms (TBD)
                                                                          Profits tax


PLEASE NOTE: If your company is scheduled to meet on any school holiday, including in-service days, or if your
school is closed due to snow storms, arrangements must be made to make up that meeting, either have the missed
meeting one other evening in that week or have two meetings in another week. It is the responsibility of the
management team to keep track of which week they are in. Communicators and notices will be sent out weekly, as per
the schedule above. Should you fall behind, please work according to the week your particular company is at. Never
skip a week!

                                  Have a successful and enjoyable year!




Junior Achievement of PEI                                                                              12
Guide for Advisors

                                     Record Keeping
Record Systems: Each JA Company is supplied with a computerized record system (Excel
spreadsheets). These spreadsheets and other related materials are supplied by the JA Office. Any
additional manuals or forms required are also available through the JA office. Books and records
must be maintained on a weekly basis.



                            Accident/Occurrence Report
It does not matter how minor the incident, each accident that occurs while engaging in JA activities
MUST be recorded (for insurance purposes). An advisor must complete an Accident Report form
(Page A03 in the program guide) and forward it to the JA office as soon as possible. Please phone
the JA office if you are unsure of this procedure.



            Achiever Termination Checklist/ Exit Interview
When an achiever leaves the program voluntarily, the Vice President of Human Resources must
conduct an Exit Interview (found in the HR file folder). This will determine the reason for leaving
and allow the company to fix any problems that may result in the loss of other members. It is very
important for these interviews to take place. In some instances, the achiever in the position of VP
Human Resources may be uncomfortable conducting this interview alone, therefore, an advisor
should offer to be present.

If a company member is terminated from the Company Program, the Vice President of Human
Resources must complete the Achiever Termination Checklist.

In both of these cases the achievers who have left the program should be dropped from your
company’s Membership List. By dropping them, they will not lower your company's average
attendance figures. Phone the JA office if you have any questions.




Junior Achievement of PEI                                                                       13
Guide for Advisors

                                   The Communicator
The Communicator, a weekly newsletter produced by the JA office, is used to provide each company
with information relevant to the current week’s meeting. It will be emailed weekly to all students and
advisors (please make sure the students print very clearly when providing their email address – wrong
emails is an issue every year!).

It is impossible for a JA staff member to visit you every week, therefore, the newsletter is designed to
keep all companies up-to-date on JA activities. The Communicator also provides information to
your company about all the other JA companies in PEI.

The Communicator is intended for everyone - not just the executive. It should be read out
each evening by the president during the company meeting. To ensure that all company members are
kept informed, even if they miss a week, we suggest you keep all newsletters in one place, ex. a
binder, that is accessible to everyone. To monitor who has read The Communicator, place the
“Communicator Weekly Checklist for Achievers” at the front of the binder. All achievers’ names
should be listed and as they read The Communicator they will check off their name for that week.


                                    Weekly Summaries
    1. A weekly summary is required to be completed by each company for every regularly
       scheduled night of the program. This form is found on page 61 of this guide; an electronic
       version of this form is available, just contact the JA office and one will be emailed to you

    2. The summary is the main communication vehicle between the Company and the JA office
       and the only written record of events that the JA office receives.

    3. Accurate reporting is a MUST - the figures recorded are used for accounting purposes and
       for statistical returns to JACAN, along with sharing information with all companies.

    4. A copy of the weekly summary should be saved each week for the company records.

    5. Basically if you require information, have questions, and want to see your JA Company details
       kept up to date you must complete this form. No information on JA Companies will be
       updated for The Communicator unless it appears on the Weekly Summary. This is one of
       the forms you must submit to be included in the “Paper Chase” section of The
       Communicator.




Junior Achievement of PEI                                                                         14
  Guide for Advisor Team Leaders
                                          JA Points
  To help the JA office monitor and evaluate each company as it progresses through the
  program, a JA points system has been established. Throughout the year, each JA company
  has the opportunity to earn points for completing certain tasks (see below for a list of points
  available).

  There are 100 points available. At the end of the program, your total point score will be
  used as a part of the evaluation in determining the winner of the Company of the Year
  Award. Your total points score will be worth 25% of the Company of the Year marks.

  The other factors in evaluating for this award are:

  Company attendance – 10%
  The interview – 50%
  JA Staff observations – 15%

                               Item                                                 Points
Weekly summaries in to JA by 4pm they day after your meeting                       9 points
                                                                               (½ point per week)
Each week all submissions due to the JA office are received by 4pm, the            7 points
day after your meeting                                                         (½ point per week)
All executive members, plus at least one advisor, attends Officer                  7 points
Training (one point/person)
Completion & Submission of the Bank Account transfer/authorization                   5 points
form
Participation in the business mixer                                                  5 points
Business Plan draft submitted by due date                                            6 points
Business Plan completed and submitted by due date                                   10 points
Shareholders’ Report draft submitted by due date                                     6 points
Shareholders’ Report completed and submitted by due date                            10 points
Development of Company website                                                      10 points
Shareholders’ Report and distribution statement                                     10 points
Reaching Breakeven Point                                                            10 points
Audit successfully completed                                                         5 points

  Total Points Available = 100




  Junior Achievement of PEI                                                                15
Guide for Advisor Team Leaders
                   Detailed: Eighteen-week Schedule

                                      Week One
Due in Tonight:

       Weekly summary

        Note: These weekly summaries are due at the JA office by 4pm the day after your meeting

Program Tasks:
Get acquainted meeting:

       Read and discuss The Communicator!
       Introduction of program and advisors (Page 27)                        15 minutes
       Introduction of students
       Discuss the purpose of the program (Page 28)
       Ice Breaker – optional (Pages 29 & 30)                                15 minutes
       Take attendance
        (To been done at every meeting night by the HR manager)


Planning the Business:

       Generate product/service ideas (Pages 36 & 37)*                       30 minutes
       Select three – four products/services                                 15 minutes
        (Have some members find the costs by next meeting)
       Conducting market research (Pages 39 & 40)**                          30 minutes


* Review pages 27 to 30 in the student workbook
** Review pages 31 to 35 in the student workbook




Please note: Unless noted otherwise, the page numbers in brackets refer to the
             Advisor/consultant binder: “Company Program – Program Guide for
             Teachers and Consultants”




Junior Achievement of PEI                                                                         16
Guide for Advisor Team Leaders

                                 Week Two
Due in Tonight:

       Weekly summary

Program Tasks:

Planning the Business (continued from last week):

       Read and discuss The Communicator!
       Review market research already completed                     15 minutes
       Additional product ideas                                     15 minutes
       Re-select three or four products                             15 minutes
        And assign teams to make prototypes and costs
       Discuss policies & procedures (pages 18 – 21 of this guide) 15 minutes
       Setting company goals (Page 31)                              15 minutes
       Examining values and ethics (Page 34)                 30 minutes
       Establishing team values (Page 35)                           15 minutes




Please note: Unless noted otherwise, the page numbers in brackets refer to the
             advisor/consultant binder: “Company Program – Program Guide for
             Teachers and Consultants”




Junior Achievement of PEI                                                         17
Guide for Advisor Team Leaders
                            Program Policies & Procedures
In order to operate a professional program, it is very important that all advisors and achievers are familiar
with the policies and procedures of the organization. Please make sure all procedures are followed. If you
have any questions, feel free to call the office.

In case of an emergency, please call:

                 1. Program Manager
                 2. President
                 3. Chairperson

(See page two of this manual for phone numbers)

Personnel:
In the event of sickness or other absence, please call another member of your Advisor Team or the JA office.
Please try to make contact regarding absences as soon as possible. If you know in advance that you will be
absent, inform your fellow Advisors in Advance. At least 2 Advisors MUST be present at each weekly
meeting if only one advisor is available, call the JA office and Staff will try to attend. If not the meeting must
be postponed.


Maintenance:
Advisors arrive each evening 15 minutes before their meeting. They are to check the room set up and
condition to ensure that room is returned to the same shape, or better, at the end of the evening. Should
Advisors find damaged items, a dirty room, etc. prior to the JA meeting, they should inform the janitor or
other facility staff, to avoid JA being held responsible. General walk-through of all areas for assessment
should be done by the advisor team at the end of the evening. Advisors are always the last to leave the
premises.

Each JA company is responsible for the clean up of:

                 a)   Company meeting rooms
                 b)   Hall ways
                 c)   Lockers and cupboards
                 d)   Production area
                 e)   Other clean up as appropriate

If not cleaned satisfactorily, the Advisor Team may charge the company a fine. For each phone call the JA
office receives from the school/facility regarding disrespect or uncleanliness of the meeting area, the
company will be fined $10.

All garbage is to be put out every night. Check with the school/facility janitor as to where garbage should be
dumped.




Junior Achievement of PEI                                                                                  18
Guide for Advisor Team Leaders
Lost or Missing Articles:
Junior Achievement is not responsible for lost or missing articles. Members should not bring valuables or
large amounts of money to their company meetings. Be sure not to leave any moneys in the meeting place
from week to week.

Cleaning:
At the end of every meeting, each JA Company must leave its work space ready for use by others. This
includes:
         - All tables and desks cleaned
         - Chairs stacked - or returned to original position
         - Floors swept
         - Blackboards cleaned - if used - do not erase anything originally on blackboards
         - Garbage emptied


This is your space while you are using it -please be sure to return it to its original condition every night. If
cleaning materials are required, ask the school janitor to borrow what you need. Make sure they are returned
to the proper place.

Smoking:
Smoking is prohibited at all JA activities, including weekly meetings. There is also no smoking on most
school property. Check school rules regarding designated area.

Safety:
There should be a complete first aid kit available at a moments notice. Check with the
Janitor for its location. Safety is the responsibility of EVERYONE! Power equipment is not to be operated
without an Advisor present. The Company Safety Director should post company safety regulations and
enforce them.

Accidents:
If an accident occurs, make sure you check the Achiever file for the parent's number. The Advisor Team
must decide as to care and treatment (check with hospital at all times).

Achiever's parents should be immediately notified of any accident by a member of the Advisor Team. As
well the JA office should be notified as soon as possible. Be sure to fill out an Accident/Occurrence Report
no matter how small the accident (form is on page 28 of this manual).

A list of pertinent phone numbers for your area should be available from the phone book. List these
numbers on page 44 for quick access in case of emergency.

Insurance:
Junior Achievement has adequate insurance coverage for Advisors and Achievers. Information on insurance
is filed at the office. If you have questions or concerns, call the JA office for details.

Supplies:
Office supplies are not given to companies. Pens, paper, scissors, rulers, etc. must be supplied by the
companies, i.e., a JA company expense.




Junior Achievement of PEI                                                                                 19
Guide for Advisor Team Leaders
Mail:
All JA Company correspondence including bills, invoices, and bank statements should be addressed as
follows:
                 Your Company Name, A JA Company
                 PO Box 21
                 Charlottetown, PE
                 C1A 7K2

All JA Company mail will be distributed weekly.

Publicity:
All publicity must be cleared by the JA of PEI office. This is necessary for three reasons:

    1. JA news releases, important to all JA Companies and counseling firms, must originate from the JA
       Office.
    2. Good relations with local editors are adversely affected by members of JA Companies soliciting
       space for their own individual Companies.
    3. To ensure proper communication regarding Junior Achievement to the media. The Company
       Program is only a fraction of what JA is all about and often achievers use “Junior Achievement” and
       “The Company Program” interchangeably.

Dismissal:
Dismissal from the program is the responsibility of the President, together with the advisor team.

Achievers are expected to deal with all members of JA. with respect. Horseplay, foul language, etc., will
result in dismissal (see “Disciplinary Actions” below).

Disciplinary Actions:
Advisors and the JA office may drop Achievers from the program for violation of the rules: running,
roughhousing, or horseplay in and around the meeting area, smoking in the meeting area, non-performance
and the continued disruption of other achievers in the performance of their duties.

Other:
Achievers, Advisors and other volunteers are expected to dress neatly and business dress is expected at all
Junior Achievement events. This does not mean your regular JA night, but rather board meetings, open
houses, trade fairs, etc.




Junior Achievement of PEI                                                                               20
Guide for Advisor Team Leaders
                                Emergency Procedures
First Aid Procedures
Should an injury or accident occur, the Advisor Team will ensure that the victim is
transported to the nearest hospital for emergency treatment, even if the victim objects.

Follow-up Action:

1.       The parent/guardian will be notified

2.       JA Program Manager will be contacted

3.       The JA Company will complete an Accident/Occurrence Report



Fire Procedures
1.       Should fire occur, EVERYONE in the meeting area is required to vacate.

2.       Call the fire department immediately. (Be sure to list all emergency numbers for your
         community)

         Caution:
         1.     Know where the fire exits are; and
         2.     Know where any fire alarms are located; and
         3.     Know where to locate and how to use fire extinguishers.



Local Emergency Numbers:
Fire                                            911

Police                                          911

Ambulance                                       911




Junior Achievement of PEI                                                                  21
Guide for Advisor Team Leaders

                                Week Three
Due in Tonight:

       Weekly summary
       Company name for approval
       Description of product for approval
       Break-even point/sales goals form (Page 24 of this guide)
       Company bylaws

Program Tasks:

Building the Organization (continued):

       Read and discuss The Communicator!
       Review JA memo (page 25 of this guide)
       Select the best product or service (Pages 41 & 42) *          20 minutes
       Choose company name (Page 43)                                 15 minutes
       Determine break-even                                          15 minutes
       Determine capital requirements (Page 23 of this guide)        15 minutes
       Set share price and distribute shares (Page 44) **            10 minutes
       Prepare a mission statement (Page 52) ***                     15 minutes
       Write/approve company bylaws (Page 53) ****                   30 minutes



* Review pages 37 – 45 in the student workbook
** Review pages 48 – 49 in the student workbook
*** Review pages 62 – 63 in the student workbook
**** Review pages 62 – 69 in the student workbook




Please note: Unless noted otherwise, the page numbers in brackets refer to the
             Advisor/Consultant binder: “Company Program – Program Guide for
             Teachers and Consultants”




Junior Achievement of PEI                                                        22
Guide for Advisor Team Leaders

                                  Capital Requirements
“Capital requirements” basically means determining how much money the company needs in order to
start its operations. That amount is then raised through the selling of company shares.

To determine the capital requirements, the companies need to take into consideration their variable
costs -- how much their raw materials are going to cost (raw materials being the items they need to
purchase in order to manufacture their products), as well as any fixed costs (equipment,
wages/salaries, etc.). JA’s first invoice (issued in Week Five) will be for $100 and will need to be taken
into consideration as a fixed cost.

In determining the capital requirements, consider the following:

        1. JA Invoice One – $100 (rent, materials, etc.)
        2. Wages/Salaries* – ? (forecast your requirements for six weeks)
        3. Raw Material Costs – ? (forecast your requirements for six weeks)

        * Please note: Wages/salaries start in Week Five and are mandatory. For managers, the salary
        is a minimum $2/week, for all other members, the minimum is $0.50/hour.

Total these amounts, divide by the number of shares you wish to issue (maximum 50 shares,
maximum $10/share), and this determines the par value (or face value) of each share.

There should also be some discussion on overcapitalization and undercapitalization (details on page 49
of the student workbook).




Junior Achievement of PEI                                                                           23
Guide for Advisor Team Leaders
                     Break-even Point & Sales Goals Form

Company Name:


Breakeven Point:                            Dollars

                                            Units


Sales Goals:                                Dollars

                                            Units


Price/Unit:



Submitted By:

Date:




Junior Achievement of PEI                                  24
Guide for Advisor Team Leaders

Memo
To:      Adviser Teams, all JA companies
Re:      Process & Approval Issues

It is my understanding that, in previous years, we have had some issues with respect to the process and approval
guidelines that need to be brought to the attention of all JA companies so that potential future issues are avoided.
Please be advised that future information as such will be published under the “Who’s Hot, Who’s Not” section of “The
Chatterbox” where, unfortunately, companies will be named and points will be deducted. This memo is being
circulated as an effort to prevent future misunderstandings that could otherwise end up becoming costly mistakes for
JA companies. We appreciate your cooperation.


Company Names
All JA companies are required to have their product AND company name approved by the JA Office. There are no
exceptions whatsoever to this.


Fundraising vs. Sales
JA companies operate as businesses, not as charities, and therefore, are not permitted to “fundraise” for their
operations. If you have any questions regarding what is and what is not fundraising, please contact the office. If a
person, company, etc. gives money to the company, they must receive a product or a service in return.


Donation Requests
Junior Achievement, itself, is a non-profit, charitable organization which depends on the support of the community to
deliver its programs, host student events, etc. For the business mixers each year, we send requests for in-kind product
donations out to businesses (for snacks, supplies, etc.). However, one year we received a call from Atlantic Superstore,
telling us that our request had been declined because they had received a second written request from Junior
Achievement. Upon further inquiry, we were surprised to learn that the second request from “Junior Achievement”
was actually from a JA student company seeking product donations/discounts on the purchase of raw materials for their
product. Although it is certainly fair to request discounts, donation requests are not standard business practice and are
not permitted for JA companies, particularly when there is a reference to Junior Achievement on such a request.

On a similar note, JA companies are asked to refrain from selling their product in the name of “Junior Achievement” as
often times purchasers believe that they are actually supporting Junior Achievement by purchasing a product, rather
than supporting a student business. Please feel free to identify yourselves as a Junior Achievement company or as
Junior Achievement students, but it should be clear that the product they are purchasing is not a fundraiser for Junior
Achievement. We have heard time and time again that customers are told that they are purchasing a product “for Junior
Achievement”, which isn’t the true case; they are actually purchasing a product from a group of student entrepreneurs
who are operating a businesses through a Junior Achievement program.


JA Logo Usage
In a previous year, it was brought to our attention that a JA company was screen printing the Junior Achievement logo
onto some of its products. Please be advised that any usage of the Junior Achievement logo must be approved in
advance by the JA office. Junior Achievement of Canada has very stringent graphic standards as to the use of the logo
and we are required to adhere to those standards. Companies must check with the JA office in advance of using our
logo as by not doing so you are taking the risk that your product may not be allowed to be distributed.




Junior Achievement of PEI                                                                                         25
Guide for Advisor Team Leaders

                                        Week Four
Due in Tonight:

       Weekly summary
       Application for incorporation
       Membership list
       Management team list

Program Tasks:

Building the Organization (continued):

       Read and discuss The Communicator!
       Collect share money                                                10 minutes
       Outline the Mgmt Team Responsibilities (Page 47)*                  20 minutes
       Other jobs (Page 49)**                                      15 minutes
       Duties/expectations of the management team (Page 50)               20 minutes
       Elections (Page 51)                                                30 minutes
        (Announce training date***)
       Discuss production process                                         15 minutes
       Complete:
            o Application for Incorporation (Page 28 of this guide)
            o Management Team List (Page 29 of this guide)
            o Membership List (Page 30 of this guide)
       Set up bank account (Review procedures, page 27 of this guide)     During the week


* Review pages 54 & 55 of the student workbook
** Review page 57 of the student workbook


*** A management training session will take place the first Saturday following elections. Location and
time TBD. All six managers (President, VP Finance, VP HR, VP Production, VP Sales, VP IT) from
each company are required to attend this session. If an elected manager can’t make the session, they
must appoint a representative to attend for them. Additionally, one advisor from each company is
required to attend, however all advisors are welcome. While the students are having their training
session, we will be having a debriefing session with the advisors to discuss the program so far.



Please note: Unless noted otherwise, the page numbers in brackets refer to the Advisor/Consultant
             binder: “Company Program – Program Guide for Teachers and Consultant”




Junior Achievement of PEI                                                                       26
Guide for Advisor Team Leaders

                                Banking Procedures
Two advisors should arrange to meet the VP of Finance and another achiever (preferably the
President) at a bank of your choice to open an account during week four (never send an
achiever home with cash).

Important Note: Please call the bank to make an appointment. Many times achievers have
showed up without and appointment and have been told to make an appointment and come
back!

Remember to have two signatures for every cheque (one advisor and one achiever). When
setting up signature cards, please ensure two advisors are listed and have signed, as well as
two achievers (preferably the President and the VP of Finance).

JA company bank accounts must be registered with the address as shown:

                Your Company Name, A JA Company
                PO Box 21
                Charlottetown, PE
                C1A 7K2

Ask the bank if they would be willing to waive service charges. They often do this for JA
student companies.

The bank will require signatures from all the signing officers as well as a witness. This will
require a minimum of four people to go to the bank together.

Arrange for bank statements to be mailed to:

                Your Company name “A JA Company”
                c/o Junior Achievement
                PO Box 21, Charlottetown, PE
                C1A 7K2

Statements will be forwarded to your JA company.

Very important:

Ask your bank for an “authorization for transfer of funds” form. This form is to be
completed and signed by two signatories and returned to the JA Office, where it will be kept
secure until such time as the JA company is no longer functioning. See page 32 of this guide
for an example of the correct form.

Please note: Every company must complete the JA Bank Account Information form (page
31 of this guide).




Junior Achievement of Prince Edward Island                                                       27
Guide for Advisor Team Leaders
                        Application for Incorporation

On this the               day of                               20       , we the Charter
                Date                         Month                  Year

Directors and Advisers of
                                   (Pint name exactly as you wish it on your certificate)

A Junior Achievement Company.

Located at:



do hereby petition for a Certificate of Incorporation to operate under the official policies of
Junior Achievement and the attached Bylaws, and do hereby agree to pay the Incorporation
Fee of five dollars, ($5.00).


Our Product(s) and/or Service is:


As a part of this application, we attach our Membership List and Bylaws.

Signed and submitted on behalf of the Board of Directors:


        Director                                                                 Director

Submit three copies:     One copy will be forwarded to JA of Canada
                         One copy will be returned upon approval of application
                         One copy will be retained by JA of PEI



                             This Section to be completed by JA Office

        We have received, examined and approved this application effective

                                                      20

        JA of PEI                                     Per
                                                                        Signature




Junior Achievement of Prince Edward Island                                                    28
Guide for Advisor Team Leaders

                             Management Team List
Meeting Area                                 Evening:
Company Name:                                Date:


The following people were elected/appointed to their position in the above-named Junior
Achievement Company. If there isn’t enough room use a separate sheet.


President:                                        Phone #
Email Address:      _____________________________
VP Finance:                                       Phone #:
Email Address:      _____________________________
VP Production:                                    Phone #:
Email Address:      _____________________________
VP Human Resources:                         Phone #:
Email Address :     _____________________________
VP IT:                                      ______Phone #:
Email Address:           _____________________________
VP Marketing:                                                Phone #:
Email Address:           _____________________________


The following people were appointed to position of assistant to the vice-presidents:


VP Finance:                                                  Phone #:
Email Address:           _____________________________
VP Production:                                               Phone #:
Email Address:      _____________________________
VP Human Resources:                         Phone #:
Email Address :     _____________________________
VP IT:                                      ______Phone #:
Email Address:      _____________________________
VP Marketing:                                     Phone #:
Email Address:      _____________________________

Advisor:                                             Date:


Junior Achievement of Prince Edward Island                                                29
Guide for Advisor Team Leaders

                                   Membership List
Meeting Area                                 Evening:

Company Name:                                      Date:

Please Print Legibly


Advisor’s Name                               Phone Number   Email




Achiever’s Name                              Phone Number   Email




Please Send Copy to JA Office



Junior Achievement of Prince Edward Island                          30
Guide for Advisor Team Leaders

                                      Week Five
Due in Tonight:

       Weekly summary
       JA bank account information (page 32 of this guide)
       Bank transfer form (See example page 33 of this guide)


Program Tasks:

       Management team meeting                                                        30 minutes
        (These meetings must be held weekly)

       Read and discuss The Communicator!
       Collect share money (VP Finance)
       Types of meetings and conduct (Page 59 – 61)                 10 Minutes
        (Discuss parliamentary procedures, pages 34 & 35 of this guide)
       Start developing the business plan (Page 55 – 51)                  30 Minutes
        (Draft* due week eight)

       Production begins (Page 65)
       Issue first invoice – Due Week Nine (see page 36 of this guide)
       Note for HR: Mandatory wages and salaries start tonight
        (Minimum = $2/week for managers, $0.50/hr for others)


*Important Information: Business Plan Draft

Companies are to email their drafts in Microsoft Word (.doc) format.

The draft is worth up to six points stand alone, as well as 0.5 points as a weekly submission (it’s the
only weekly submission this week), and it is due with the weekly summary (0.5 points) --- for seven
possible points this week. A reminder, deadline: 4pm the day after your meeting.

In order to get the full six points, we need to see that some significant effort has been put into the
plan after three weeks of work – and mainly on the content side. The format/structure and
beauty/presentation will come later, in the final version due in week nine. For now, content – clear,
focused, goal-orientated, methods, etc. Point is fine, as well as some general thought process on the
direction of the document, and of the company.

Obviously, the more useful and meaningful the content, the better the document – and the better the
document, the more points the company will get (to the max of six)!




Junior Achievement of Prince Edward Island                                                            31
Guide for Advisor Team Leaders
Please note: Unless noted otherwise, the page numbers in brackets refer to the
             Advisor/Consultant binder: “Company Program – Program Guide for
             Teachers and Consultant”

                     JA Bank Account Information
As of:
                         Date

JA Company Name:

Mailing Address:         c/o Junior Achievement of PEI
                         PO Box 21
                         Charlottetown, PE
                         C1A 7K2




Name of Bank:                                Bank Account #:


Address and Telephone of Bank:



Signing Authorities:(Two Advisors, President, and VP Finance):

1.
                         Name                     Address                          Phone

2.
                         Name                     Address                  Phone

3.
                         Name                     Address                  Phone

4.
                         Name                     Address                  Phone

Bank Transfer Form Attached? Yes             No

Note:
This form is to be completed by all JA companies and submitted to the JA office, complete with a
signed "bank transfer form" when the JA company bank account is open. (the signed blank forms
will be securely stored by the JA office and will be used to close the JA company bank accounts 90
days from date of last JA night.)




Junior Achievement of Prince Edward Island                                                           32
Guide for Advisor Team Leaders
                       Example: Bank Transfer Form




Junior Achievement of Prince Edward Island           33
Guide for Advisor Team Leaders

                           Parliamentary Procedures
Parliamentary procedures are an orderly method of conducting a meeting where each participant has
equal rights. One of the most famous set of procedures is Robert’s Rules of Order. For more
information visit www.robertsrules.com.


Usual Order of a Meeting:

       Call to order
       Reading of the minutes from the previous meeting
       Call for motion to approve minutes
       Business arising from the minutes
       Reports of the VP’s and/or committees
       Agenda items
       New business
       Call for motion to adjourn


Requirements of Meeting:

       Make sure you know what you are going to talk about. i.e. an agenda.
       Make sure people are informed about the meeting ahead of time.
       Ensure meeting commences exactly on time.
       Encourage participants to give prior thought and preparation to the meeting and to have
        ideas for presentation at the meeting.


Meeting Procedure:

       Chair opens meeting: “The meeting will please come to order.”
       Participants always address chair.
       Participants ask for permission to have floor (not necessary to verbalize, a hand will do ) and
        chair acknowledges the person by name and gives permission. “Yes ... you may have the
        floor.”


Requirements/Characteristics of a Good Chair:

       Has to know the main rules of parliamentary procedure.
       Has to have a clear understanding of the purpose of the organization/the goals of the
        Company and the purpose of the meeting.
       Must be honest, impartial and objective.
       Insists on having everyone address the chair.
       Enforces rights of chair and other participants.
       Sets time limit in advance which each speaker must adhere to and enforces this time limit.
       Make sure participants do not wander off the subject.



Junior Achievement of Prince Edward Island                                                           34
Guide for Advisor Team Leaders
Procedure for Motions:

    1. A motion is made: “ I move ...”
    2. Seconded: “I second the motion.”
    3. Chair repeats full motion: “It has been moved and seconded that ....”
    4. Chair asks for discussion on motion: “We will now have discussion on the motion.”
    5. When all discussion on the motion and/or the amendment (s) to the motion is completed
       the chair calls an end to the discussion:
        “Are you ready to close the discussion?”
       If no one objects the chair closes the discussion. “Discussion is now closed.”
    6. When discussion is closed the chair calls for a vote:

            a. The chair asks the secretary to read the motion or amendment. “Madam/Mister
               secretary would you please read the motion (or amended motion).”
            b. Secretary reads: “The motion is...”
            c. Chair calls for a vote:
               “All those in favor please signify by raising your right hand..”
               “Opposed?”
               “Motion carried ( or motion defeated)”
            d. If a vote comes to tie, the chair casts the deciding vote.

Example:
A motion should read:

On motion duly made by            ,seconded by             , and unanimously carried ( or carried
with number opposed and/or abstained) it is resolved that the ( state actual motion).


Other Procedures:

Motion to defer:
To put a discussion topic or motion to a committee to research or to put it forward to a future
meeting. “I move the motion/topic be deferred to a ......" I second the motion”.

Point of order:
A comment directed to the Chair in which a participant is trying to get the speaker back on the
original topic. The Chair would respond “Point of order is well taken. Please keep to the subject”.

Appealing to chair:
Questioning the ruling of chairman: Ex. “Mister Chairman I disagree with the ruling of the chair. It
occurs to me...”

Motion to adjourn:
A formal motion to adjourn the meeting when the agenda is completed. (i.e. Motion: “Ms.
chairperson I move the meeting be adjourned”)

Note One:
Minutes should state what happened at the meeting i.e. what topics were covered, what decisions
were made and who has what responsibilities. The actual discussion need not be recorded.




Junior Achievement of Prince Edward Island                                                            35
Guide for Advisor Team Leaders




                                             Invoice One

To:     JA Company: ________________________




Description                                                                   Amount

Incorporation fees                                                            $ 10.00
Audit fees                                                                    $ 10.00
Business mixer fees                                                           $ 30.00
Company books and records                                                     $ 20.00
Overhead (furniture, rent, equipment)                                         $ 30.00
_____________________________________________________________________________



                                                        Total                 $100.00



Terms:
Due in Week Nine (Actual date TBD)
Late payments are subject to a surcharge of 2% per month, calculated weekly


Please remit payment to:                     Junior Achievement of PEI
                                             PO Box 21, 305 Kent Street
                                             Charlottetown, PE C1A 7K2



              Thank you for supporting Junior Achievement of Prince Edward Island




Junior Achievement of Prince Edward Island                                              36
Guide for Advisor Team Leaders

                                      Week Six
Due in Tonight:

       Weekly summary

Program Tasks:

       Management team meeting                                        30 minutes

       Read and discuss The Communicator!
       Marketing and Sales (Page 63 & 64)
       Sales training*
       Production continues
        (Review quality assurance/control measures, page 65)
       Continue working on business plan


* Pages 106   – 109 of the student workbook


Important Note: All company members must use the sales recording books provided. See page 109
in the student workbook for more information




Please note: Unless noted otherwise, the page numbers in brackets refer to the
             Advisor/Consultant binder: “Company Program – Program Guide for
             Teachers and Consultant”




Junior Achievement of Prince Edward Island                                          37
Guide for Advisor Team Leaders

                                   Week Seven
Due in Tonight:

       Weekly summary
       Business mixer booth plan
       Business plan draft

Program Tasks:

       Management team meeting                                              30 minutes

       Read and discuss The Communicator!
       Progress and goals
       Production and sales
       Preparations* for the business mixer (Details in The Communicator)
       Continue working on business plan
        (Draft due next week)

* See pages 39 & 40 of this guide for more information




Please note: Unless noted otherwise, the page numbers in brackets refer to the
             advisor/consultant binder: “Company Program – Program Guide for
             Teachers and Consultant”




Junior Achievement of Prince Edward Island                                                38
Guide for Advisor Team Leaders

                          Business Mixer Information
The business mixer is an annual event for Junior Achievement of PEI. All companies are required to
attend. For your assistance, below you’ll find a few recommendations and criteria.

    1. Design a professional display.

    2. Pass in a diagram of the display to the JA office no later than Week Seven. Be sure to keep a
       copy for yourself.

    3. Make a list and get all necessary materials for the display including:

                 - Tape
                 - Name tags
                 - Money Box and float
                 - Sales order books
                 - Pens

    4. Ensure there are at least three or four company members plus one advisor available to set up
       the display

    5.   Ensure there is the same number of people to take down the display

    6.   Ensure all company members and all Advisors know exactly what is happening.


Remember - You Are Dealing With the Buying Public So:

        Dress for your audience. Do not overdress, that could make your customers uncomfortable.
         Make sure all exhibitors are neat and tidy in their appearance.

        No smoking, eating, or drinking at or near the displays.

        The customers should feel you are interested in him/her and that you are available to serve
         him/her.
        Your allocated space is the only space you have in which to sell

        Be friendly and polite.

        SMILE, SMILE, SMILE!!!!!!!




Junior Achievement of Prince Edward Island                                                         39
Guide for Advisor Team Leaders
               Business Mixer: Important Points for Consideration
Whether your company is identified clearly and appropriately:

        Company name is visible; sign at eye level
        Identified as a JA company
        Visual impact
        Price of product clearly marked
        Nametags clearly identifying all sales personnel

Knowledge of your product and Junior Achievement:

        Able to identify unique product qualities
        Able to demonstrate knowledge of product and its benefits
        Knowledge of Junior Achievement and The Company Program
        Products identified with JA product stickers

Sales staff:

        Sales personnel must show professional and overall good appearance
        Welcoming to public
        Attentive to customers
        Good customer service is evident
        Body language and speech of salespeople

Good selling techniques:

        Appropriate opening line
        Ease of sale and ability to close the sale
        Do not pounce on or hover over potential customers
        Sales books on hand

Appropriateness of booth display for products:

        Booth appeals to all five senses; attractive, neat, clean
        Booth set up is welcoming to customers
        Creativity of display
        No smoking, eating or sitting down at display area




Junior Achievement of Prince Edward Island                                    40
Guide for Advisor Team Leaders

                                   Week Eight
Due in Tonight:

       Weekly summary
       Business plan draft*
       Business plan agreement form
       One sample product (To be picked up at the business mixer)

Program Tasks:

       Management team meeting                                              30 minutes

       Read and discuss The Communicator!
       Production and sales
       Continue working on business plan
       Discuss marketing process
        (Are your current marketing and sales strategies working?)
       Preparations for business mixer (pages 39 & 40 of this guide)
        (Booth display and bring lots of product!)
       Fill out the business plan agreement (An appendix in the binder, page A11)

*The business plan draft must be approved by the advisor team, who are to determine if it’s a
sufficient “draft” adequately reflecting three weeks of work.




Please note: Unless noted otherwise, the page numbers in brackets refer to the
             advisor/consultant binder: “Company Program – Program Guide for
             Teachers and Consultant”




Junior Achievement of Prince Edward Island                                                41
Guide for Advisor Team Leaders

                                    Week Nine
Due in Tonight:

       Weekly Summary
       Pay first JA invoice*
       All company records for audit



Program Tasks:

       Management team meeting                                               30 minutes

       Read and discuss The Communicator!
       Production and sales continue
       Gather, organize and submit all company records for audit**
       Continue working on business plan

*Reminder, cheques are to be made payable to “Junior Achievement of PEI”

**Important audit information:

        All company records means all company records! This includes accurate and
        complete HR and financial records, as well as share receipts, sales books/receipts,
        purchasing/expense receipts (i.e. for raw materials), etc., etc.




Please note: Unless noted otherwise, the page numbers in brackets refer to the
             advisor/consultant binder: “Company Program – Program Guide for
             Teachers and Consultant”




Junior Achievement of Prince Edward Island                                                    42
Guide for Advisor Team Leaders

                                     Week Ten
Due in Tonight:

       Weekly Summary



Program Tasks:

       Management team meeting                                              30 minutes

       Read and discuss The Communicator!
       Production and sales
       Explain local JA awards (Page 45 of this guide)
       Explain national JA awards (to be sent from JA office, may be a different week)
       Continue working on business plan (Due next week)
       Issued second invoice (page 44 of this guide)




Please note: Unless noted otherwise, the page numbers in brackets refer to the
             advisor/consultant binder: “Company Program – Program Guide for
             Teachers and Consultant”




Junior Achievement of Prince Edward Island                                                43
Guide for Advisor Team Leaders




                                             Invoice Two

To:     JA Company: ________________________




Description                                                                   Amount
Audit fees                                                                    $20.00
Conference fees (JAAC, CANJAC)                                                $100.00
Company books and records                                                     $20.00
Overhead (furniture, rent, equipment, etc.)
       $40.00
______________________________________________________________________________



                                                        Total                 $180.00



Terms:
Due in Week Fourteen (Actual date TBD)
Late payments are subject to a surcharge of 2% per month, calculated weekly


Please remit payment to:                     Junior Achievement of PEI
                                             PO Box 21, 305 Kent Street
                                             Charlottetown, PE C1A 7K2



              Thank you for supporting Junior Achievement of Prince Edward Island




Junior Achievement of Prince Edward Island                                              44
Guide for Advisor Team Leaders
                             Local Awards and Scholarships
School with the Best Participation:
Presented annually to the school with the best ratio of student retention.

Perfect Attendance:
Presented to students who have attended all scheduled meetings and provided a strong foundation for their
company.

Best Company Start Up Award:
Awarded to the company who was first out of the gates at the beginning of the program year.

Best Business Plan Award:
Awarded annually to the company that prepares the most accurate and professional Business Plan.

Best Website Award:
Awarded to the Company that develops the best website for their Company.

Most Improved Company Award:
This award goes to the company that has shown the most improvement from the beginning weeks of the
program to the end.

Sales Person of the Year Award:
Awarded to the achiever with the overall highest gross individual sales.

Innovative Product/Service of the Year Award:
Presented to the company with a product or service that is unique & creative and shows insight into the
consumer market.

Best Shareholders’ Report Award:
Presented to the JA Company that does the best job reporting to their shareholders. The report must be neat
and professionally laid out, and, most importantly, give an accurate account of the company’s year in business
and a good depiction of their financial position at year end.

Award for Perseverance:
This award goes to the JA Company who has had to overcome the most obstacles during their business cycle,
yet persevered.

Award for Dedication & Commitment:
Awarded to the JA student or Company who has exhibited outstanding dedication and commitment during the
18 weeks of their business cycle.

Adviser of the Year:
This award goes to the volunteer who has gone above and beyond the call of duty. Students provide input in
the selection process.

Adviser Team of the Year:
This is awarded to some of our outstanding volunteers. Their direction and guidance provide the foundation,
upon which all education and inspiration is built. Students provide input in the selection process.

Scholarships:
There are three annual scholarships of $250 awarded to three outstanding Junior Achievers. Scholarships will be
held in trust until students have entered their post-secondary studies.




Junior Achievement of Prince Edward Island                                                                   45
Guide for Advisor Team Leaders

                                 Week Eleven
Due in Tonight:

       Weekly summary
       Business plan*
       Revised sales & break-even goals form



Program Tasks:

       Management team meeting                                             30 minutes

       Read and discuss The Communicator!
       Production and sales
       Product pricing and break-even point reviewed
       Complete the revised sales & break-even goals form (page 47 of this guide)
       Review marketing techniques and goals
        (Are your current sales in line with your projections for the year?)
       Complete business plan


* The final copy of the business plan must be seen and approved by the advisor team prior to
submitting it to the office




Please note: Unless noted otherwise, the page numbers in brackets refer to the
             advisor/consultant binder: “Company Program – Program Guide for
             Teachers and Consultant”




Junior Achievement of Prince Edward Island                                               46
Guide for Advisor Team Leaders


        Revised Break-Even Point & Sales Goals Form

Company Name:


Breakeven Point:                                     Dollars

                                                     Units


Sales Goals:                                 Dollars

                                             Units


Price/unit:              $



Submitted By:

Date:




Junior Achievement of Prince Edward Island                     47
Guide for Advisor Team Leaders

                                 Week Twelve
Due in Tonight:

       Weekly Summary


Program Tasks:

       Management team meeting                                             30 minutes

       Read and discuss The Communicator!
       Production and sales
       Discuss first board meeting (Pages 60 & 61)
       Discuss plans for JA month (February)
       Begin planning for open house (TBD)
       Send out invitations for open house (to be held week 14, TBD)


* Review   page 104 of the student workbook, also review parliamentary procedures again




Please note: Unless noted otherwise, the page numbers in brackets refer to the
             advisor/consultant binder: “Company Program – Program Guide for
             Teachers and Consultant”




Junior Achievement of Prince Edward Island                                                48
Guide for Advisor Team Leaders

                               Week Thirteen
Due in Tonight:

         Weekly Summary


Program Tasks:

         Management team meeting                                      30 minutes

         Read and discuss The Communicator!
         Production and sales
         Board meeting agenda*
         Prepare reports for board meeting
         Finalize plans for open house (TBD)

* Page   104 of the student workbook




Please note: Unless noted otherwise, the page numbers in brackets refer to the
             advisor/consultant binder: “Company Program – Program Guide for
             Teachers and Consultant”




Junior Achievement of Prince Edward Island                                          49
Guide for Advisor Team Leaders

                              Week Fourteen
Due in Tonight:

       Weekly Summary
       Pay second invoice*
       Board meeting evaluation


Program Tasks:

       Management team meeting                                               30 minutes

       Read and discuss The Communicator!
       Open house (TBD)
       Board meeting
       Production and sales
       Review selling techniques
       Appoint shareholders’ report committee
        (These people will be responsible for writing the shareholders’ report)

       Board meeting evaluation (Pages 51 – 54 of this guide)
        (To be completed by the advisors)


*Reminder, cheques are to be made payable to “Junior Achievement of PEI”




Please note: Unless noted otherwise, the page numbers in brackets refer to the
             advisor/consultant binder: “Company Program – Program Guide for
             Teachers and Consultant”




Junior Achievement of Prince Edward Island                                                 50
Guide for Advisor Team Leaders
                           Board Meeting Evaluation
Company:                                                           Period:

Evaluator:                                                         Score:

President:

1. Call meeting to order                                                     (2)
2. Announcements                                                             (2)
3. Parliamentary procedure                                                   (5)
4 Company accomplishments                                                    (2)
5. Company action plan                                                       (2)
6. Company goals                                                             (2)

        President sub-total                                                        (15)


Vice President of Information Technology:

1. Statistics
      Website design; to date
      Website implementation to date
      Number of hits
      Website email or feedback
      New ideas for website
      Where have we come from?                                              (5)
2. Analysis (where does this put us towards our goal?)                       (3)
3. Recommendations (How can we still achieve our goal?)
    (Action plan)                                                            (2)

        Vice President of Production Sub-total                                     (10)


Vice President of Production:

1. Statistics
      Units produced this period; to date
      Units scrapped to date (write-offs)
      Value of materials scrapped
      Units turned over to sales
      Production cost per unit (material, shop supply, labour, total)
      Where have we come from?                                              (5)
2. Analysis (where does this put us towards our goal?)                       (3)
3. Recommendations (How can we still achieve our goal?)
   (Action plan)                                                             (2)

        Vice President of Production Sub-total                                     (10)
Vice President of Marketing:


Junior Achievement of Prince Edward Island                                                51
Guide for Advisor Team Leaders

1. Statistics
      Units sold this period; to date
      Dollar value this period; to date
      Inventory on hand; in hands of salespeople
      Number of salespeople meeting individual sales quota this period
      Outstanding salesperson this term; to date
      Where have we come from?                                         (5)
2. Analysis (where does this put us towards our goal?)                  (3)
3. Recommendations (How can we still achieve our goal?)
    (Action plan)                                                       (2)

     Vice President of Marketing Sub-total                                    (10)


Vice President of Finance:

1. Statistics
      Sales & cost of goods sold
      Overhead expenses
      Operating profit (loss)
      Cash in bank
      Accounts payable
      Number of shareholders and share value
      Where have we come from?                                         (5)
2. Analysis (where does this put us towards our goal?)                  (3)
3. Recommendations (How can we still achieve our goal?
   (Action plan)                                                        (2)

     Vice President of Finance Sub-total                                      (10)


Vice President of Human Resources:

1. Statistics
      Members added this period
      Terminations this period
      Current membership
      Average attendance to date; this period
      Regular hours worked this period
      Overtime hours worked this period
      Where have we come from?                                         (5)
2. Analysis (where does this put us towards our goal?)                  (3)
3. Recommendations (How can we still achieve our goal?)
   (Action plan)                                                        (2)

     Vice President of Human Resources Sub-total                              (10)




Junior Achievement of Prince Edward Island                                           52
Guide for Advisor Team Leaders
Advisors Report: (not marked):

1. Performance Rating
2. Accomplishments
3. Problems
4. Challenges


Old Business:

                                                           (5)


New Business:

                                                           (5)



Other:

1. Use of charts, graphs, handouts, etc.     (5)
2. Directors' involvement                    (5)
3. Over all professionalism                  (5)

      Other sub-total                                      (15)


Total Score:                                       (100)




Junior Achievement of Prince Edward Island                        53
Guide for Advisor Team Leaders

Comments:




Junior Achievement of Prince Edward Island   54
Guide for Advisor Team Leaders

                                 Week Fifteen
Due in Tonight:

       Weekly summary

Program Tasks:

       Management team meeting                                        30 minutes

       Read and discuss The Communicator!
       Last production night
       Push sales to ensure no inventory
       Review selling techniques
       Begin shareholders’ report (Pages 73 – 75)*


*Review pages 120 – 122 of the student workbook




Please note: Unless noted otherwise, the page numbers in brackets refer to the
             advisor/consultant binder: “Company Program – Program Guide for
             Teachers and Consultant”




Junior Achievement of Prince Edward Island                                          55
Guide for Advisor Team Leaders

                                 Week Sixteen
Due in Tonight:

       Weekly summary
       Shareholders’ report draft


Program Tasks:

       Management team meeting                                                 30 minutes

       Read and discuss The Communicator!
       Last night for sales
       Liquidation process discussed (Pages 69 and 70)*
       Motion to liquidate (Page 72)
       Ensure computer system and reports are up to date for final reports
       Warn that quizzes will be next week (TBD)
       Continue working on the shareholders’ report
       Send out invitations for final board meeting (to shareholders, teachers, etc.)
       Close books for outside audit (JA office), making final closing entries


*Review pages 114 – 116 of the student workbook


Please note: Unless noted otherwise, the page numbers in brackets refer to the
             advisor/consultant binder: “Company Program – Program Guide for
             Teachers and Consultant”




Junior Achievement of Prince Edward Island                                                   56
Guide for Advisor Team Leaders

                             Week Seventeen
Due in Tonight:

       Weekly Summary
       Quizzes (TBD)


Program Tasks:

       Management team meeting                                              30 minutes

       Read and discuss The Communicator!
       Quizzes(TBD)
       Review and distribute award applications
       Finish shareholders’ report (See page 58 of this guide for a checklist)
       Finalize plans for final board meeting*
       Calculate profits tax (as per JA memo, page 59 of this guide) and write cheque

*Review page 123 of the student workbook (agenda)




Please note: Unless noted otherwise, the page numbers in brackets refer to the
              advisor/consultant binder: “Company Program – Program Guide for
              Teachers and Consultant”




Junior Achievement of Prince Edward Island                                                57
Guide for Advisor Team Leaders
                               Shareholders’ Report

All companies MUST report to their shareholders. The JA office requires two copies of
each company’s shareholders’ report. The shareholders' reports and letter to shareholders
must be submitted to the JA office in Week 18.

To be eligible for the “Best Shareholders Report” award, the company will have to meet the
following criteria:

Each shareholders’ report must contain the following:

       Company name and address
       Fiscal Year
       Junior Achievement Charter Area (PEI)
       Date report issued
       Names of Directors
       Names of Advisors
       Balance Sheet (statement of position)
       Profit/Loss Statement (Income Statement)
       Liquidation Report
       Auditors Statement
       Narrative of Company Activity

The cost of the shareholders’ report, excluding achievers time, must be fully paid for by the
company. A statement of costs for the report, including materials, must be submitted with
the report. All reports must be mailed to the shareholders.




Junior Achievement of Prince Edward Island                                                  58
        Guide for Advisor Team Leaders

Memo
To:   All Junior Achievement companies
Re:   Donations and Tax Rates
Date: March, 2008

Recognizing the fact that some Junior Achievement companies would like to donate their profits to another organization, we
would like to take a moment to outline our position on this. In reality, companies do make corporate donations, and reap the
tax benefits of those donations. However, for-profit companies (like our Junior Achievement companies) do not donate their
full profit before taxes. For this reason, Junior Achievement of PEI will allow our companies up to $500 in tax-free donations
to legitimate charitable organizations. Junior Achievement of PEI will need to approve donations, and proof of receipt of
these donations will need to be provided in writing to Junior Achievement of PEI from the appropriate person from the
receiving organization.

Please note that donations must be made only after liabilities have been taking care of including (in order of importance):

           1.   Money owed to suppliers
           2.   Sales tax (10% of sale price, applied to total revenue)
           3.   Commission, and wages and salaries owed to employees and managers
           4.   Shareholders (both their initial investment as well as an operating dividend of at least 10%)

The donations (of up to $500) can then be submitted to Junior Achievement of PEI for approval. The remaining balance
(after liabilities and donations) will be taxed at 21%. Please note that prior to 2007, our companies were taxed at 50%. The
change this year is intended to reflect the real world corporate tax rate as charged by the federal government of Canada.

The remaining after-tax profit must be distributed equally to the owners of the company (the shareholders) as a liquidation
dividend since the Junior Achievement company will be ceasing its operations. It is suggested proper accounting be done
before cheques are completed, so as to include the initial investment, operations dividend, as well as the liquidation
dividend all on the same cheque.

Please see the example below for the proper accounting structure. More information regarding the issuance of dividends
and donations can be found on page 119 of the participant workbook. If you have any questions regarding this information,
please don’t hesitate to contact the Junior Achievement of PEI office.

Example:

Revenue:                         $1500                                              Notes
Money owed to suppliers:                 $100
                                                                  1
Sales tax (10% of revenue):              $150                         Ten employees @ $0.50/hr, two hours/week:
       1        2
Wages /Salaries                          $308                         14 weeks = $140 (perfect attendance!)
             3
Shareholders                             $220
                                                                  2
Donations:                               $500                         Six managers @ $2/week, 14 weeks = $168
                                                                  3
Net Profit before taxes:                 $222                         20 shareholders, $10/share plus a 10% return
                                                                  4
Income tax payable (21%):                $46.62                       Final cheque to shareholders = $19.77
Profit after taxes:                      $175.38
                    4
Liquidation dividend :                   $175.38 ($8.77/share)
Ending balance:                          $0




        Junior Achievement of Prince Edward Island                                                        59
Guide for Advisor Team Leaders

                              Week Eighteen
Due in Tonight:

       Weekly summary
       All company books and records
       Copies of shareholders’ report
       Program Evaluations
       Award applications and recommendation forms – Due date TBD
       Profits tax*


Program Tasks:

       Read and discuss The Communicator!
       Final Board Meeting (Page 77 & 78)
       Send out shareholders’ report
       Review year (Page 79 & 80)
       Program evaluations
       Do award nomination/recommendation forms

* Cheque payable to Junior Achievement of PEI

Important note:
Should a JA company lose money or not achieve their break-point, they must complete the
“Resolution of Indeptness” for and return it to the JA office asap. This form can be found as an
appendix in the advisor binder, page A15.



Please note: Unless noted otherwise, the page numbers in brackets refer to the
             advisor/consultant binder: “Company Program – Program Guide for
             Teachers and Consultant”




Junior Achievement of Prince Edward Island                                                60
Guide for Advisor Team Leaders


                                       Company Program Weekly Summary
Company Name:                                                                             Week:

Date:

Sales tonight $                                             Comments:

Sales to date            $

Sales as a percentage of your breakeven point         %

Achiever Attendance tonight                                         Submissions Attached:
Total Membership
Advisors present this week
% Attendance Tonight
% Attendance To Date

New Members added tonight                                           Sales Pin Requests:
Members dropped this week




Submitted by:




Junior Achievement of Prince Edward Island                     61
                                                                                                  61
Guide for Advisor Team Leaders
                                    Notes




Junior Achievement Of Nova Scotia           62

								
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