Thẳng Tiến 11 Kick-Off Open HouseJULY 11, 2015 (UPDATED)

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Agenda◦ Overview of The TT11 Project◦ Core Committee Background◦ Key Lessons from Past TTs◦ Progress to Date & Current Activities◦ Proposed Organizational Chart & Key Committees ◦ High-Level Milestones◦ Next Steps & Contact Info

Goal of Today’s Meeting: Information sharing, introductions, and recruitment for The TT11 Project.

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Overview of The TT11 Project

◦ Main Goals of Project: ◦ Develop a well-organized project plan◦ Staff the project appropriately (skillsets & workload)◦ Execute the plan on schedule and within budget

◦ Initial Info on Thẳng Tiến 11 ◦ Planned Dates:

◦ Pre-TT: June 30 – July 2, 2017 (Trại Hiệp Lực 3)◦ TT11: June 29 – July 3, 2018

◦ Location Requirement: within 60 minutes drive from Dulles airport ◦ Target Size: 2,200 – 2,500 attendees◦ Expected Cost: $500,000 to $700,000

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Core Committee Background

Purpose of Core Committee (CC) – Operate for 1 year as a temporary entity from Nov 2014 – Nov 2015 to accomplish the following:

◦ Develop vision – what does TT11 look like?

◦ Narrow down campground options – find or create sufficient accommodations

◦ Define goals & set high level milestones – establish a draft program/project plan

◦ Propose organization structure & develop draft TT11 CONOPS (Concept of Operations)

◦ Recruit TT11 staff team, hand-off draft project plan, and dissolve

CC Assembly:

◦ Fall of 2014, Bobby called for interested representatives from every Troop in HĐ Miền Đông – 25 individuals across all Troops responded for the first CC meeting, which occurred virtually on Nov. 10, 2014

◦ Held 7 conference calls & meetings, reviewed TT9 and TT10 documents, developed organization chart, identified possible campsites, and discussed major areas of the TT11 project

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Key Lessons from Past TTs

◦ Staff appropriately ◦ Find the right people to do the job◦ Find enough people to do the job (overworked staff)

◦ Set goals, due dates, targets, budgets and stick to them◦ Clearly define roles & responsibilities

◦ Understand success factors, limitations, accountability, and expectations

◦ Have a pre-defined & agreed upon decision making process◦ Plan adequately before executing

Establish a clear mutual understanding & agreement amongst the staff on the above items.

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CC Progress To Date & Current Activities

◦ Reserved Dates at Camp Snyder (NCAC hosting)◦ Evaluated camp ground options within 60 minutes of Dulles Airport (Broadcreek, Saffran, Spencer, Rodney,

and Camp Summit)◦ Currently in discussion with Camp Snyder Director for possible project to renovate and expand camp ground

and upgrade facilities (large under-taking) to accommodate targeted number of attendees

◦ Developed Proposed Organizational Chart◦ Focus on recruiting & filling key positions over the next couple of months

◦ Discussed High Level Requirements◦ Package information into a deliverable to hand-off to future TT11 staff team, focusing on program and

fundraising ideas, logistics, and other high level requirements

◦ Established a Fundraising Committee ◦ Began first meeting in June – this is the first committee already established as their projects require the

most lead time in order to help TT11 staff team create and set budgets

◦ Discussed Requirements for These Key Areas:◦ Registration ◦ Logistics◦ Program

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Proposed Organizational Chart

Camp Chief

Deputy Camp Director 1

First Aid & Security

Dining

Camp Architecture

Camp Maintenance

Transportation

Deputy Camp Director 2

Communications*

Technology*

Special Programs*

Finance*

Registration*

Marketing*

Deputy Camp Director 3

Thiếu

Ấu

Thanh

Trưởng Niên

Gia Đình (maybe)

Procurement Coordinator

Board of Advisors*Must fill these committees first & begin work this year.

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Proposed Committees (1 of 2)

◦ Ban Ghi Danh (Registration Committee): registering campers, distributing camp accessories (T-shirt, patches, etc.), collecting necessary forms from campers

◦ Ban Kỹ Thuật (Technology Committee): database developing (for registration, health, transportation, etc.), wi-fii network, web site

◦ Ban Thông Tin (Communication Committee): newsletters before the camp, during the camp, for the web; announcement during the camp; magazine after the camp, facebook, etc.

◦ Ban Y Tế (First Aid Committee): safety of campers

◦ Ban Ẩm Thực (Dining Committee): meals for campers

◦ Ban Tài Chánh (Finance Committee): fund-raising, budget, keep track of expense transactions, tax, paying for expenses, trading post, etc.

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Proposed Committees (2 of 2)

◦ Ban Kiến Thiết (Camp Architecture): set up camp, camp gate, camp gadget, etc.

◦ Ban Tiếp Liệu (Maintenance Committee): facilities sanitation, trash

◦ Ban Nghiêm Phép / Trật Tự (Security Committee): direct parking lots, entrance/ exit, enforce camp rules

◦ Ban Chuyên Chở (Transportation Committee): pick up and drop off from airports

◦ Ban Kế Hoạch (Special Program Committee): finding camp site, opening / closing, Culture Day, Camp fire, Camp-wide program, Patch contest, Song Contest, Chợ đêm, camp lay out, etc.

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High Level Milestones for TT11 Project

• TT11 Staff Team established, key positions filled & Camp Chief selected

• CC dissolves

Nov 30, 2015

• Fundraising plans finalized• Budget created• Establish target dates of

completion

June 30, 2016

• Thẳng Tiến 11

June 29 – July 3, 2018

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Next Steps for Core Committee

◦ Establish Requirements for Camp Chief & Deputy Camp Chief(s) Positions (CC proposes 2-3 Deputy Camp Chief positions)◦ Publish requirements, roles, responsibilities by September 30, 2015◦ Accept nominations for Camp Chief & Assistant Camp Chief through October 31, 2015◦ Select Camp Chief by November 15, 2015

◦ Recruit & Create All Key Committees by November 30, 2015

◦ Assist Fundraising Committee to Develop Formal Fundraising Plan◦ Each key committee to submit input to help formulize the draft budget

◦ Begin Wrapping Up Discussions on Key Areas & Package for Delivery to Future TT11 Staff Team by November 30, 2015

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Contact Info◦ Bobby Tran budhatran@gmail.com◦ Bao-Thuy Nguyen BTHUYN@gmail.com◦ Lam Pham lacda97@gmail.com◦ Hanh Nguyen hnguyen84@gmail.com