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Executive Activity Plan – 2011

 

In the term of 2011, with the support and approval of the Board of Advisors, the Executive Team focuses on 3 main activities:

  1. Organizing the Annual Conference
  2. Rebuilding VEFFA website
  3. Applying tax-exemption for VEFFA

The detailed plan for each activity is presented in the following sections.

I. Organizing the Annual Conference

Annual Conference is the most important activity of VEFFA each year. We plan the 9th Annual Vietnam Education Foundation Fellows and Scholars Conference as the following.

1. Leader

The Conference Planning Committee (CPC) currently includes the following 3 VEFFA members:
Anh Tuan Nguyen (CPC Chair) – Project Leader
Tung Thanh Nguyen (VEFFA Executive Team Director)
Anh Minh Nguyen (VEFFA Board of Advisors)

We have also recruited 9 other team leaders and supporters for the concrete activities.

2. Progress and important checkpoints

a. Propose the detailed list and schedule of the concrete activities at conference and get approval/agreement of VEF and the host university: April 1 – May 31, 2011.

We have done a survey and got the survey of VEF to collect members’ preferences and suggestions. Based on those surveys, we have drafted a list of concrete activities for the conference.

We have the first meeting with VEF on the theme of the conference. This year, the theme of the conference will be “Connect”. We will emphasize on the activities for connecting our members, within ourselves, and to the external world.

We will have the second meeting with VEF on the detailed activities on May 2, 2011.

Most important, on May 10 – 12, we will have an on-site trip to LSU, to discuss and get agreement of VEF and the host university on the detailed plan for the conference.

- Financial support for concrete activities (not estimated)

2. Mobilize and recruit team leaders and supporters for the concrete activities: April 1 – August 31, 2011

We are looking for the support of BOA, CPC members, team leaders/supporters of the last years, and VEFFA members for past experience, documentation, suggestions, recommendations and/or direct contributions.

3. Assign tasks and responsibilities for teams and perform the assignments: June 1, 2011 – January, 5, 2012

In this period, the coordination of ExT and the supervision of BOA are needed. We need mechanism/tools to make this process efficient.

We will also estimate funding for each activity in detail and get it approved by VEF and/or other sponsors before implementation.

II. Rebuilding VEFFA website

We plan to rebuild VEFFA website with the main goal to promote VEFFA as a young professional organization to the external world including media, current/prospective partners and sponsors.

The website is also used as the official communication channel of VEFFA and to archive important documentation of VEFFA and its members.

1. Leader

The Web team currently includes the following VEFFA members:

Anh Nguyen: the main coordinator of the team.
Thong Do: the main designer of the external content, especially the initial structure and content.
Hung Tran and Ha Dang: the main designers of the internal content.
Hung Vo: leads the technical team to implement website’s structure and functionality. Members of the technical team include: Hung Vo, Anh Nguyen, Duong Nguyen, Ha Dang, Hung Tran.
Tung Thanh Nguyen: collect initial documentation database.

2. Important checkpoints

a. Build external Website: April 1 – August 15, 2011.
Anh Nguyen, Thong Do and other Web team members are working on the external prototype. Bring external website to life on August 15, 2011.

b. Build Internal Website: April 1 – October 1, 2011
The main goals of the internal website include:
- Propose useful functionality of the website as the official communication channel of VEFFA
- Collect important documentation of VEFFA and its members.
- Frequent update of the content and the documentation database.

We are recruiting a team to collect and update website content/database.

The important checkpoints include:
- Internal Website implementation: August 1 – September 14, 2011
- Internal Website testing: September 14 – 30, 2011.
- Bring internal website to life: October 1, 2011
- Content update: frequent

III. Applying tax-exemption for VEFFA

VEFFA is a non-profit organization. We plan to applying tax-exemption for VEFFA this year.

1. Leader

- Hung Viet Nguyen: project leader.
- Kien C. Nguyen, Tung Thanh Nguyen: support on documentation collection.

2. Important checkpoints

a. Obtain Exempt Status at IRS: April 1, 2011 to January 1, 2012

b. Obtain Exempt Status at California FTB: April 1, 2011 to October 1, 2011

We are collecting activity and financial information of VEFFA for the application:
- Financial data (receipts and expenditures) for all the past years
- Narrative of past, present, and planned activities, including programs that provide goods, services, or funds to individuals/organizations
- Statement describing in detail the programs and activities of VEFFA
- Statement describing in detail each type or source of funding (fundraising programs we do or will conduct)

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