SFVCCA
(SAN FERNANDO VALLEY CHINESE CULTURAL ASSOCIATION)
April 5th, 2019
Eric Wang

OVERVIEW

1. Project Background and Description
SFVCCA is a not-for-profit community group with objectives to provide education, services, and programs to its
members with emphasis on facilitating awareness and appreciation of Chinese culture. Members of the association (Note: CACAYC)
recently received scholarships from the Roland Reagan Presidential Library to conduct a program that may benefit
the community. This program is to benefit not only the Chinese American community but also the community as a
whole. SFVCCA members requested that its Board of Directors and Officers to recommend one project that may
meet the scholarship requirement.


After careful consideration, SFVCCA recommends that this project is to establish a youth community group under
the advisory of SFVCCA Board to assist the efforts of SFVCCA in achieving its objectives. Project members should
establish, recruit, and promote this organization as well as become the first members.
One of the primary reasons for this proposal is that a youth community organization may create long term and
continuing benefits to the community just as SFVCCA has successfully been doing so for many decades. This youth
organization will carry the missions and objectives of SFVCCA and not only to bring awareness of Chinese culture
but also allowing youth opportunities to learn and participate in leadership roles and team work. Youth will learn
about Chinese culture and community roles while enjoying a sense of belonging via fun activities and events.

2. Project Scope
Project scope is to establish a youth community group as a subsidiary organization of SFVCCA. This new
organization should create its own set of bylaws and objectives with primary goals in tuned with those of SFVCCA.
Project success is defined as the following:
• Successful and formal creation of this youth group.
• Delivery of a comprehensive plan to promote and recruit for the organization.
• Activities plan for the next calendar year along with a three-year activities and growth plan.

3. Deliverables
Team is to prepare the following deliverables:
• Plan to establish the youth community group; Successful execution of above plan.
• Organization Bylaws / Constitution / Mission
• Plans to promote and recruit for the organization
• Activities plans for one and three years


4. Implementation Plan
Here are some high level recommendations to start this group.
Explore ideas for the group -
1. Identify adult advisor(s)
2. Identify location/meeting place for the group

Recruiting Members –
1. Let friends know about the group
2. Advertise in public places
3. Announcements at team members’ schools and friends

Organize –
1. Decide on organizational structure
2. Plan first meeting and meet
3. Setup communication method. How do team members communicate to each other and to advisor(s)

Continuing Plans –
1. Plan good and fun events
2. Delegate

5. High-Level Timeline/Schedule
Team to decide on a timeline for this project


APPROVAL AND AUTHORITY TO PROCEED
We approve the project as described above, and authorize the team to proceed.
Name Title Date
Po Ho President, SFVCCA 

Approved By Date Approved By Date

Meeting Minutes 8/25/19

Meeting Minutes 8/25/19

Attendances: Eric, Holly, Lan, Olivia, Arthur, Trevor, Alex, Andie Liu Minutes Keeper: Alex Board Meeting Summary

• Youth Group is now officialized. 
• We should be able to use the Roscoe house. There are still some legal issues that still need to be worked out in terms of things like insurance. 

Student Officer Ladder

• Because we want our group to last longer, we need a student officer ladder that incorporates both high schoolers and middle schoolers. For example, sixth graders and seventh graders will be involved in meetings. There should be student officers and general members. By eighth grade and ninth grade, students can officially become student officers. By twelfth grade, highschoolers can be more involved. 
• Tiers of boards with the lower grades and the higher grades such as a junior board and senior board. Have representation but don’t make it too big. 
• How should each member transition from board to board as they get older.
• Because we are currently a small group, we should have a small, combined board.
• The board has the ability to override the decisions of the advisors. In time, the group should be self dependent and will be able to vote for its advisors and trustees. 
• We welcome anybody willing to join. However, for particular activities, there might be some age limits.

Activities List

• When planning things. Take into consideration of your school schedule. For the most part, keep a schedule. 
• During the school semester, it might be better to keep the amount of activities to a minimum to work with the schedules of students. 
• Send out Olivia’s flyer to the Chinese school to recruit more members. Establish a way for members to join. Activities or privileges will be required to encourage people to join.
• When the school has events on holidays such as Halloween, we might be able to help them out. Try to encourage the smaller kids to participate in the activities.   
• Have different types of activities and understand the requirements for each activity.  
• The youth group can work with CACAYC to host different events. Family friendly activities such as fruit picking are encouraged.  
• For activities that require rides, we should not organize carpools for liability issues. 
• Fundraisers in partnership with local businesses.  
• Establishing social media and building up our website is still a priority 
• Our website should keep the main message of the primary SFVCCA website while still advertising to the target audience. 
• When designing things, keep SFVCCA politics in mind as they prefer traditional mandarin. If you have time, make it multilingual (simplified).

Fundraising-Subject to Change

• A group of musicians may be performing at CSUN. We can fundraise at the event by inviting people to the event or selling things at the event.   

Communication

• Communication should be transparent not only between our members but with the board members as well.  
• Things like meeting minutes should be documented especially on a place like a website to show that we’ve done the work. 

Final Notes/Next Meeting 

• We need to send out flyers and start working on our social media as well as our website. 
• Finalize Google Forms for sign up 
• Rephrasing Holly’s packet. 

Meeting Minutes 8/9/2019

Meeting Minutes 8/9/2019

Attendances: Eric, Holly, Lan, Arthur, Trevor, Alex, Olivia

Minutes keeper: Arthur Sun

1. Eric would like to want a membership list. Notes that there is interest in this Youth Council
2. Holly is willing to host a moon cake fundraising event, to raise money for this facility. Also would like to state that the adults and youth should be on separate portals after the foundation for the youth council is properly established.
3. A google forms list project is in order to make it easier for future participating members to join in. 
4. Bylaws are done, so that is not an priority.
5. Youth Council’s primary audience should be primarily middle school and high school students, however, the events hosted by the youth council can be open to all ages, we just need to have clear communication.
6. DocuSign is another platform that we are able to use to tackle official waivers and insurance papers.
7. Eric would like to create some google forms to help members of SFVCCA join.
8. A universal newsletter would be extremely recommended, as a common complaint about the SFVCCA is that the communication of the council is not effective at all. This newsletter is supposed to cover all aspects of the SFVCCA. However, this is still a work in progress, as some of the members positions are still unknown.
9. The next step for this youth council, should be to set up a website, communication network, and to distribute the bylaws and the poster.
10. Eric strongly recommends that the youth council be about establishing a network of peers and friends to help one another navigate the various challenge they might face.
11. Another important aspect is to independently organize a project, and to set up a Facebook group to smoothly recommend people to this program. Eric also states that it is important to set up a photo shoot of future members.
12. Timeline of this program will be established, to give us a plan and action items for each member. 

NEXT STEP: Trevor will establish all of the social media platforms, such as Instagram, Facebook and other social media apps. This will be important in establishing new members, and this will be a generic contact info. We also need our information organized and aligned, as we need to have an organized message. A organized paragraph and message that is translated into Chinese to tell members of SFVCCA. We should also seek the establishment of a universal newsletter for the SFVCCA in entirety.

ACTION ITEMS:

Social Media Platforms

Finding New members

Make a paragraph for the basic ideas to the SFVCCA

Establish Newsletters.

Project planning documents

Date July 11th

Trevor Trinh <trinhtrevor@gmail.com>

To:Holly Wang,jthchen930@yahoo.com, po.ho@sfvcca.org

Cc:May Wu,

Hello All,

My name is Trevor Trinh, president of the CACAYC. We’ve read your proposition to form a youth group for the SFVCCA and we are excited to help you reach that goal!

For the actual activities of the youth group, in line with your vision, we would like to create a fun and productive environment for the youth members to learn about Chinese culture. In order to reach this goal, we hope to incorporate different activities that will build strong bonds between members while simultaneously strengthening understanding about Chinese culture. This newly formed youth group will also focus on projects related to spreading and teaching different elements of Chinese culture to our home - The San Fernando Valley. We already have a few ideas in place for meeting location, activities, and bylaws; however, we need some help.

To make any of this possible, we need cooperation from the SFVCCA.

We ask that the SFVCCA designates an adult affiliated with the SFVCCA to help supervise future meetings hosted by the youth group. This is a large but very necessary investment of time for the success of the youth group. This adult would facilitate good communication between the youth group and the rest of the SFVCCA.

Possibly more important than the advisor, a youth group needs members! To have the first pioneering members, we also ask that the SFVCCA selects students from its members who are passionate and capable of being a part of the youth group. Please provide us with a list of their contact information (name,email, phone number, parent name, parent email)  in order to work in a joint effort to bring this group to life.

Only after we have these guarantees can we begin our work.

Our vision is to have the youth group at the SFVCCA as a place for fun, friendship, bonding, and learning. We’ve envisioned the potential of a cultural learning center and we know how to get there. The CACAYC will focus its efforts on internships, community service, etc and shifting our cultural projects to the SFVCCA. As we work together, we hope that the people of both programs develop deep friendships with each other that carry far into life. We fully believe in “Work hard, play hard” and hope the SFVCCAYC and CACAYC can be the epicenter of thus in our valley.

We look forward to working with and co founding the new youth group for the SFVCCA. Please find from your organization a suitable adult and founding member and we will take it from there. You can count on our team, thank you for your time!

If there are any questions or comments, please send them our way and we will try our best to respond as soon as possible.

Best Wishes,Trevor Trinh
07/11/ 2019

Meeting Minutes for July 2019

Meeting Date: July 21 Attendance: Holly, Eric, Trevor, Alex, Arthur Notes: each attendance did self introduction and this is the very first meeting for youth group. ============================================================================= Meeting Date: 7/28/2019 Attendance: Holly, Eric, Trevor, Alex, Arthur Note keeper: Arthur

Notes:

• Need to figure out Mission Statement
• Could be a short statement, and is mostly a generic statement/general description about the group, so that the group is more centralized.
• Would like to have it be primarily student run, but adults need to help found the group
• Need to set up by policies and procedures for the group, which is essentially about how the group is organized.
• These include projects, requirements, and how it is organized. 
• Membership is an important goal of this program. It should be established after the youth group already is established.
• Policies should cover all aspects, such as ethical, medical, and social aspects of the program. For instance, if people are involved in a fight, the policies for stopping such a fight should be listed in the policies.
• The procedures should be based around the meeting ideals, but also should decide how the meetings are run, how decisions are made, etc.
• Make sure that organization is as transparent as possible, so that people outside of the organization can be knowledgeable as to how it is run.
• Safety for girls, should be crucial, as many parent’s worry about that specific aspect. A suggestion is like a buddy system.
• It is recommended to look at mission statements and bylaws by other organizations, as there is no need to reinvent the wheel.
• SFVCCA hopes that the youth council is primarily youth run, instead of parent run.
• Another aspect should also focus on the age group impacted by the program, like people below 10 should be attended by a guardian, and so on.
• Eric encourages a freedom for everyone to come in, no matter the culture or religion of the p erson. However, SFVCCA would encourage some way for the youth group to allow for the expansion of SFVCCA. This is also important for the meeting statement, as the mission statement will be crucial in this decision making aspect.
• Youth Group should not be strict and really should be open to everyone, but we need to encourage the participation of SFVCCA.
• Holly encourages that the youth council be self-funded, and to do that, we should focus on the smaller events, instead of the larger events for fundraising. 
• Eric wants the program to establish longtime friendship, so it should be welcoming. A way to encourage this is to have clear communication, to have greater feedback.
• One of the reasons why this is mentioned, is that SFVCCA has a problem of communication.
• Another thing is how are we going to recruit the members, as we can’t rely only on 5 people to do the job.
• Eric recommends that after 20 or so members are established, a “ice breaker” event is organized. This should provide an example for the newer members of the committee to see how the organization works, and how it is based around. An event should be like a Food Packing organization, where people get together and pack food, and would encourage greater socialization among members.
• One of the main projects, is to establish a game, audio, room. This should be the first project put forth by the organization, and focus on the fun. Another thing, is that there should be no restrictions what so ever on gameplay, or movie/screen time. 
• Another project is an art class that will be established. The teacher is willing to work free of charge, and there is already a student willing to attend. The class will focus for on the crafts and material aspect of the arts and crafts class.
• There are a wide variety of projects for people to participate in, such as bag making, book making, and other activities.
• These projects could also be sold for fundraising as well, to raise money for the organization.

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Meeting Date: July 30 Attendance: Lan, Eric, Trevor, Alex, Notes: Lan briefly talked about how important to line up the important activities event for the coming year.