Roles of Adults

Kids for Kaga is registered under Ontario’s Not-for-Profit Corporations Act (ONCA).

This organization is designated by Canada Revenue Agency (CRA) as a registered charity. Business No: 118980580RR0001

Director

This individual is someone who volunteers to stay with the program long-term and acts as a supporting consultant. They bring their experience, knowledge and connections to help the group succeed in their endeavors.
This person ensures that the Kids for Kaga exchange program continues to run and maintains connections with Kaga, Japan.
Responsible for maintaining online accounts including this website, email domain, google docs, Facebook, Instagram, chat group, etc.
Responsible for succession planning.

President

The president is elected by the group.
Must be a trip chaperone.
Gives a speech in Japanese at the Kaga welcoming ceremony and farewell ceremony.
Gives & receives gift ($50) from Tomonokai (Kaga counterpart) at welcoming ceremony. Traditionally this is a local piece of art.
Contacts Mayor of Hamilton to request that they participate in exchange program by:
- sending a letter that will be presented at opening ceremony by the President
- sending a gift to the Mayor of Kaga (opening ceremony)
- participating in the following summer's ceremonies with the Japanese exchange students at City Hall
Gives speeches at the welcoming and farewell ceremonies when Japanese students visit Canada in exchange.
In partnership with the Director, the president assists with maintaining online accounts including this website, email domain, google docs, Facebook, Instagram, chat group, etc.
Responsible for succession planning by committing to kicking off the next group and passing on control of resources and contacts.

Secretary

The secretary is elected by the group.
Takes detailed notes during meetings of topics discussed and decisions made.
At the beginning of each in person meeting, the previous minutes are presented to the group and motioned to accept.
Minutes will be shared with all participants.

Treasurer

The Treasurer is elected by the group.
Two people must be given signing rights with the bank.
Must be a trip chaperone. It is important to have access to funds while in Japan.
Kids for Kaga is a registered charity organization and so obtaining grants falls under the Treasurer's responsibilities.
Is responsible to organize fundraising events/efforts.
Former treasurers must present themselves to pass on signing rights to the new treasurer in three years. The President will contact you with date, time & location.

Social Events Coordinator(s)

This requires a TEAM of people as there is much to do and organize. People who volunteer for this are responsible for the following:

Booking flights.
Booking accommodations. Chaperones should get single rooms and kids are in rooms of 2-4 where possible.
Booking tickets to attractions in Japan.
- This can be particularly tricky because some places won't let you book early that two months in advance. Studio Ghibli is extremely challenging!
Organize a Japanese instructor to teach participants basic Japanese phrases and manners.
Optional: Organize a table at the Christmas bazaar at the Japanese Cultural Centre in Hamilton.
Coordinate in late April the taking of a group picture in front of the Dundas town hall. There you will discover two cherry blossom trees donated from Kaga to the city.
On May 5th, is Koinobori carp flag is flown. Dundas has a 25 foot flag and is also another photo opportunity.
Cactus Festival Parade is a mandatory, can't miss out, event for all past, present and future Kids for Kaga participants. See below for more information.

Dundas Cactus Festival Parade

Use the link below to book a spot in the Festival. In the parade, past, present and future Kids for Kaga members use props and costumes to celebrate what the exchange program is all about. It would be awesome if the Dundas Tomono Kai kids could be involved them in the event if they are visiting.

Additionally, members are asked to run an information booth during the Festival. This is optional depending on the size and availability of members.

PROMOTION SUGGESTION: Print label stickers with a QR code to this web site and stick them on candy.

Link to Festival Website

Itinerary Crafter for Japan visit

Must be a trip chaperone.
Uses responses from the "Wish List" forms and past itineraries to craft a daily schedule
The visit to Kaga occurs as soon as possible and lasts 7-10 days.
Creates a document with date, time, location, activity and costs, plus travel methods. Note: this is an epic undertaking!

Itinerary Crafter for exchange visit to Canada

Must be a trip chaperone in Canada.
Uses responses from the "Wish List" forms and past itineraries to craft a daily schedule.
Creates a document with date, time, location, activity and costs, plus travel methods.
Consider finding someone who is bilingual to act as translator on day trip.

Uniforms

Uses the official Kids for Kaga logo (files are in this account's google drive).
Uses local supplier so charity grants will cover expenses.
Red polo shirts with white embroidery are ordered.
Responsible for collecting participants size requests and putting order through.
Participants purchase plain black shorts of their choosing.
Suggestion: Red t-shirts with white screen printing of the logo, large across the front can be gifted to exchange students. Alternatively white t-shirts with red screen can be an option and then a tie-dye activity could be done.

Page updated

Google Sites

Report abuse