Calendar of Commission Activities

EVEN NUMBERED YEARS

JANUARY
· Notification by City Council of budget for next two years
· Begin recruiting efforts - make appointments with area schools

FEBRUARY
· Begin planning for spring trip fund-raiser

APRIL
· Begin Host Family recruiting by April 1
· Reception for interested students/parents with past students and host families
· Receive dates from Tondabayashi of students' visit
· Start scheduling summer activities
· Notify Musikfest of tea ceremony for their program
· Provide recruiting information to local newspapers/WDIY
· Contact former host families/students for input into planning process

MAY
· Have schedule of trips/events and their costs ready for host families
· Meet with host families and applicants to discuss calendar of events and sign up
  for those in which they will participate

JUNE
· [ PROPOSED ] Elementary Japanese classes for host families

JULY/AUGUST
· Japanese students' visit
· Distribute evaluation questionnaires to students, applicants and host families

SEPTEMBER
· Formal interviews of American applicants
· Notify applicants of their status
· Evaluate trips/events/application process and make suggestions for next time

OCTOBER
· Annual meeting
· Audit Treasurer's Books
· Notify Tondabayashi of exchange students' names/addresses
· Financial report to City Council

DECEMBER
· Send formal letter of acceptance to students.
· Reserve Tondabayashi Room for next year's meetings

ODD NUMBERED YEARS

JANUARY
· Conferring with Tondabayashi-Bethlehem Sister City Association about the best
  time for students arrival
· Notify Tondabayashi and students about the final decision on travel dates
· Notify students about availability of working for City to earn money for trip

FEBRUARY
· Make preliminary travel arrangements and notify families of possible costs
· Begin planning for spring trip fund-raiser

APRIL
· Complete student travel arrangements

MAY
· Nominating committee formed
· Audit committee formed
· Plan student/parent orientation program
· Hand out orientation packets

JUNE
· Orientation program - three weeks/twice weekly
· Purchase gifts for Mayor of Tondabayashi and Sister City Association

JULY/AUGUST
· Students visit Japan

AUGUST
· Upon return, students meet with Mayor, City Council
· Press release to news media
· Debriefing with students

SEPTEMBER
· Request funds from City Council
· Nominating committee reports slate of candidates
· Audit committee report

OCTOBER
· Annual meeting
· Commission votes on new Officers for 2 year terms
· Audit Treasurer's Books
· Financial report to City Council

DECEMBER
· Set next year's Commission Meeting Schedule
· Reserve Tondabayashi Room for next year's meetings