Opening “green club”

Group 5 of Business Communication ClassApril 22nd, 2010 Ms. Nguyen Quynh Mai, Dean, School of Business Administration International University Quarter 6, Linh Trung Ward, Thu Duc District, Hochiminh City Proposal for OPENING “GREEN CLUB” TABLE OF CONTENTS Summary We are honored to submit to you a proposal of establishing a Green Club for the participation of all students, teachers and officers at International University HCMC. We do not seek for a short-time, temporary and cursory club but the exactly perfect one which is seriously, long durability and budget to run on to follow our vision “for the Green of us”. About our budget, we hope that our university can offer us 1,500,000 VND per year. Our vision target is improved the behavior of student to our environment, publicize seriously about environment news and the best place for people to join, discuss and express their dreams, plants about creating the Whole Green Planet. This proposal includes all information of future events, financial plans and a detailed schedule for the plan’s implementation. It will be lucky to be presented our plans and vision in front of OAA officers, teachers and staffs. We will be available at your convenience. Introduction Dear Ms. Mai, According to our survey about the awareness of people about the environment in Viet Nam, the results are extremely surprised that people do not care much about their external environment. Specifically in the survey, we sort people into two kinds: People who perceive about natural problem but do not act or react much to resolve. People who even do not think about their environment or weak perception, of course they act or react just few thing to environment problems. With the result like this, we think a Green club in which celebrates, educates and improves people’s awareness is really necessary. Our detail visions are: Firstly, improving people awareness of environment (posters, note remind, class talk about natural environment…). Secondly, publicizing the problems to make all society aware of these problems as the chain reaction (people to people, mouth to mouth, annually demonstration, invite famous, well-known people to make impressive…). Thirdly, creating plans, topic discussions for the members to argue, present to improve and discovery some new ideas to donate for government. (Annually competitions, conferences…). Needs Hanoi and Ho Chi Minh City are two of six cities which have the most serious air pollution in the world. With GDP growth of 8% per year, Vietnam is now facing with an increasing danger of serious pollution. Because the speed of industrialization and rapid urbanization, environmental pollution in Hanoi and HCM City has become a matter of national importance. Experts said under the environmental damage, the real GDP of Vietnam is only 3 – 4%. The use of plastic bags has become the habits of both Vietnamese buyer and seller. This is because plastic bags are cheap and very handy in daily activities. However, the plastic bags’ users are mostly interested in its utility but they ignore the potential risk of plastic bags on the environment and human health. Increasingly, nowadays environment is getting more and more worse and it is unpredictable. The environmental protection is an urgent problem not only in Vietnam but also in the world as well. Objectives The purposes of opening “Green Club” are: Help members understand the basic environmental issues. Improve consciousness and awareness of environment protection of club members. Thanks to information which we provide, members will voluntarily reduce the waste of water and electricity in their daily life. Green club is also a place where IU students can communicate with each other; they can relax after studying and enjoy the exciting outdoor activities with other members. Furthermore, our club’s actions can affect on perception of other people outsides the club as the chain reaction, thereby more people in society can foster more enlightened attitudes and more responsible behavior towards the environment. Scope of work The first event “The Meeting” The purpose of this event is that everyone can meet and talk with each other about the global warming, changing of the world’s environment, how much people have damaged it? Have they perceived what they’ve done to our planet? … The second event “ Green summer ” This event is the outside activity. We collect rubbish, tide up the bushes outside our college in order to make it look clearer. The third event “Paper bags campaign” We encourage people to use paper bags or reuse bags instead of taking advantage of plastic bags .Besides; we can also sell our hand-made paper bags to sellers at some markets which could generate more budgets for our fund. The forth event “Field trip” This event is another outside activity. The purpose of this event is that we can have a meeting with the Secretary and some members in Youth Union to learn their experience about how to propagandize and upraise the awareness in protecting our environment. The fifth event is “Meeting prepare to celebrate Earth Hour” The goal is to inspire people to reduce their energy consumption every day, not by sitting in the dark for an hour each night, but by taking simple steps that can have a dramatic effect. Time Tables Description of Work Start and End Dates Event 1 The regular meeting On Thursday, the first week each two month 8.00AM – 11.30AM Event 2 Green Summer On May, 15th 2010 8.00AM – 11.00AM 1.30PM – 4.30PM Event 3 Paper bags campaign (sell our hand-made paper bags to seller at some markets thereby raise our budget) From August, 28th 2010 (8.00AM – 11.00AM) to September, 28th2010 (7.00AM – 11.00AM) Event 4 Field trip On November, 5th 2010 8.00AM – 12.00PM Event 5 Meeting prepare to celebrate Earth Hour On February, 2nd 2011 8.00AM – 10.00AM You can measure your progress and detail it on a chart, which will be of interest to all members! For example, you can make a chart of the newspapers collected for recycling each month! This will keep everyone aware and motivated. EVENT 1: ORGANIZING REGULAR MEETINGS Time Description of works 8.15 – 8.30 Welcome everyone, ask new members to introduce themselves 8.30 – 9.00 Pass around the register for those present to sign it; collect dues. (Decide: when do they pay these? Monthly? Quarterly?) 9.00 – 9.15 Ask the coordinator / chairperson to recap the last meeting for those who missed it (doesn’t need to be minutes of meeting, just brief recap). 9.15 – 10.00 Ask for questions, comments and make clarifications 10.00 – 10.20 Ask for updates on what has taken place since the last meeting. 10.20 – 10.40 Review progress; ask members for their comments on progress or lack of progress; get suggestions for continuance, for improvements 10.40 – 10.55 Re-organize actions by doing the following: a) List all actions with time deadlines b) Add names of those responsible for each action c) Ensure that everybody in the club is doing something. 10.55 – 11.25 After this business session is completed, have a game or something “fun” done by some member (previously prepared). 11.25 – 11.30 Close meeting with environmental pledge EVENT 2: GREEN SUMMER Time Description of works 8.00 – 8.30 Meet at International University 8.30 Popularize activity 8.45 Start to clean or pick up garbage 11.00 Break time 13.30 Continue working 16.30 Finish the event EVENT 3: PAPER BAGS CAMPAIGN Time Description of works August, 28th 2010 8.00 – 8.30 Meet at International University 8.30 Introduce campaign & purposes 8:45 Define planning 9.00 Guide the achievements, show the way to make paper bags to members 11.00 Finish the event September, 28th2010 7.00 – 11.00 Collect products and go to Vuon Chuoi, Ban Co markets to sell. EVENT 4: FIELD TRIP Time Description of works 8.00 – 8.30 Meet at the Tortoise lake 8.30 Start to go to the Youth Union – District 3 9.00 Meet Mr. Le Van Minh – Secretary of Youth Union of District 3 9.15 Visit the organization, exchange experiences, operations 10.30 Join teamwork games about environment 12.00 Finish the event EVENT 5: MEETING PREPARE TO PARTICIPATE EARTH HOUR Time Description of works 8.00 Meet at International University 8.15 Introduce Earth Hour 8.30 Determine benefits & limitations 8.45 Watching clip about Earth Hour 9.45 Encourage members join it 10.00 Finish the event Budget Description of Work Anticipated Costs (per year) Funds Money from International University 1,500,000VND Club’s fund (30 members) 10,000VND/ one/ month = 300,000VND/ month 3,300,000VND Patron 2 000,000VND Sale products (5units/one/day) 4500units 200VND/unit (one month) 900,000VND Total 7,700,000VND Events Posters (15 units) 50,000VND/unit 750,000VND Water + candy 500,000VND Decoration meetings 500,000VND Gifts (games + exchanges Youth Union District 3) 1,000,000VND Rewards the best members 1,000,000VND Total 3,750,000VND Remain: 7,700,000 – 2,750,000 = 4,950,000VND Note: + 1 year just calculate 11 months (except 1 month of Tet holiday) + The remains will be used for the next year Key Personnel . Nguyen Bao Uyen Vy is a president of Green club. She has two responsibilities which place this officer in somewhat of a paradoxical situation. Firstly, if a club is to be successful, the president must divide the responsibility of club leadership among club members to achieve its goals for the year. The use of delegated power is the only way to cope with large amounts of work in an efficient manner. Secondly, the president must accept ultimate responsibility for club structure. In short, the buck stops here. So at the same time the president divides the control of the club, responsibility must also be taken for the entire club operation. General Duties Develop all meeting agendas. Each should be reviewed with the advisor well before the meeting. Lead the club in all activities and projects. Attend all meetings and/or conventions. Maintain communication with the sponsoring club and the senior district. Maintain a strong membership level. Maintain a sound financial basis. Represent the club in all community and organizational functions. Conduct leadership training for all club members. Make announcements of all projects and events. Resolve conflicts within the club Hoang VuThi Ut Quyen is a human resources manager who is responsible for the recruitment, development, and welfare of company personnel. She ensures that members are recruited, managed, and resourced effectively, contributing to the overall efficiency and smooth running of the cub General Duties: Advertising jobs in posters, newsletters, bulletin boards, word-of-amount , and on the web Recruiting members through interview and selections Responding to job applicants Planning the club’s future personnel needs Referring members to the company payroll Managing staffing needs Managing training members and staff development Disciplining members and implementing appropriate disciplinary procedures Developing human resources policies and procedures Promoting health and safety and equality policies Mediating staff disputes Nguyen Thi Nguyet Anh is a leader of marketing team. She has responsibilities for development, maintenance, and implementation of sales & marketing strategies to meet club membership and revenue objectives General Duties: Advertising Green Club for all students in International University, and others Drive membership development strategy with key personnel to increase the membership subscription Increase membership sales through marketing plan Manage creative and content process for membership collateral Implement general product sales strategy to ensure sales ratio is maximized Phan Dinh Thang is a leader of financial team. A treasurer has two duties to fulfill. First, he or she is responsible for maintaining a constant and accurate record of all club financial transactions. This applies even if the club funds are disbursed by the school. Second, he or she is responsible for leading projects which will help improve the financial position of the club General Duties Obtain the financial records. Organize all accounting and budgeting procedures for this year and coming year. Always obtain a receipt for any expenditure of funds. Always give a receipt upon receiving payments to the club treasury. Transact all club business by check. Keep the club president and all others concerned informed on the club financial position. Collect club dues and other money from club projects, gifts, etc. Pay money for club activities Evaluation We had already had a survey to evaluate the perception of International University students about environmental issues. Based on the results of that survey, we believe that we can adapt suitable objectives to operate the club efficiently. After each couple of months, we will make the survey to ask all members’ opinions about our club, thanks to that we can improve and raise the club to be more and more stronger. When Green club has a significant position and good reputation, it will be expanded the relations. To be specific, we will not only operate inside IU, but also recruit more members from other universities around this area such as University Of Science, University of Social Sciences and Humanities, University of Technology… We make sure that after one year, IU students will understand clearly the basic environmental issues in specific and global issues in general. It can be said that the essential benefit of our club is all members will perceive basic environmental issues and have their own actions to protect our Earth. Through our club members, we hope that people outsides the club will also aware of the importance of environment protection. Thereby there will be more or less actions for environment problems. But in fact, there is a significant limitation that our club has to face with. Almost Vietnamese has bad habits in using plastic bags, throwing garbage everywhere, and wasting water and electricity. So changing those Vietnamese bad habits is one of the most difficult things. But we will try our best to face with this challenge. Future expansion With the support of International University’s Head Office staffs as well as the IU students, Green club hopes that we will achieve some significant goals like improving the student’s perception about environment, successful activities to spread out the club’s influent...and building up ourselves a significant position and good reputation in public. When this time comes, we will expand the influent area of Green club by applying 3 main strategies follow: Co-operation: we will contract with the youth union of University Of Science, University of Social Sciences and Humanities, University of Technology whose campuses are also nearby IU to spread out the activities of Green club into the larger scope. Funds: due to the expansion of Green club, the funds must be more to catch up the improvement of the club. We draw the strategies to co-operate more with some kind heart business makers, some companies…to collect more funds in return the investors will gain their strongly influent images in society Bulletin: when the 2 strategies above would be accomplished, we intend to create a kind of small bulletin for the attention of national university students and others (if they get interested in). In this kind of bulletin, we will state more detail information, news about the environment in our country as well as all over the world, articles about our annual field trips and social meetings, feedback sections for readers to comment, devote ideas…We hope that it will be the channel for us to easily communicate with members and for the effective operation of the club. Authorization We have discussed all necessary information to prove that “Green Club” is really useful for IU students. This club not only will provide basic environmental information, but also will be a place where people can communicate and make friends without any harmfulness. We enclose the results of our survey as a reference. If you have any questions or suggestion about our idea, feel free to contact with us, we can discuss more. Your sincerely, Nguyen Bao Uyen Vy Leader of Green Club Appendixes ENVIRONMENTAL PERCEPTION We want to open a club which name is “Green Club” for IU students. Hope that you can help us gather information about IU students’ environmental perception. QUESTIONAIRE 1 5 Lowest Highest 1 2 3 4 5 How much do you perceive about the environment problems nowadays? Have you considered it as a global issue? Do you have any actions to protect environment? Which actions have you jointed? Use reusable bags instead of plastic bags Walk, bike and use public transportation more Took part in EARTH HOUR annually Save electricity by turning off unnecessary equipment… If there is a significant club for environmental issues, would you like to join? Among 100 interviewees, we got the following results: Question 1: How much do you perceive about the environment problems nowadays? 39.6% interviewees chose the interval [1,3] and 60.4% are [4,5] Question 2: Have you considered it as a global issue? 42.8% are [1,3] and 57.2% are [4,5] Question 3: Do you have any actions to protect environment? 34.6% are [1,3] and 65.4% are [4,5] Question 4: Which actions have you jointed? a : Use reusable bags instead of plastic bags 72% are [1,3] and 28% are [4,5] b : Walk, bike and use public transportation more 58.2% are [1,3] and 41.8% are [4,5] c : Took part in EARTH HOUR annually 63% are [1,3] and 37% are [4,5] d : Save electricity by turning off unnecessary equipment… 76.4% are [1,3] and 23.6% are [4,5] Question 5: If there is a significant club for environmental issues, would you like to join? 32.8% are [1,3] and 67.2% are [4,5]