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Audio file
GMT20211120-011703_Recording 1.mp4

Transcript
00:00:54 Kiyokawa
Good morning everyone. I would like to start the general meeting of the NAIST NAIST Alumni
Association for the year 2021. My name is Kiyokawa, and I am serving as the president. My name is
Kiyokawa. Thank you very much for your cooperation. Thank you very much for coming here today.

00:01:21 Kiyokawa
As a new initiative, we are recording the general meeting. We are going to make it available to those
who cannot attend the meeting, and we are going to give them two weeks to explain.

00:01:41 Kiyokawa
With international students. I think there are many people who prefer English to Japanese, so we have
set up a website for real-time machine translation in the chat room. If you access this site, you can see
Microsoft's real-time translation. It's not perfect, but you can get a general idea of what's going on, so
please take a look.

00:03:24 Kiyokawa
Yes, so I would like to start the General Assembly.

00:03:34 Kiyokawa
I'd like to go over the materials for the general meeting from the beginning.

00:03:43 Kiyokawa
First of all, I would like to address the President.

00:03:54 Kiyokawa

I was inaugurated in May 2018, and it will be four years next May. Well, I'm taking it easy, but I'd like to
set up a system and provide various benefits to everyone. I would like to offer various benefits to you. I
would like to start with item 2. As for agenda item No. 2, which is the confirmation of the agenda of theprevious general meeting, the agenda is shown in Document 1 for the general meeting and theextraordinary general meeting.

00:04:24 Kiyokawa
It is attached as Document 2.

00:04:27 Kiyokawa
If you have any comments, please let us know two weeks after the end of the deliberation, or during thisvideo conference, if you have any comments.

00:04:52 Kiyokawa
Yes, thank you very much. So I will not touch the content of the technology review, so I would like tomove on. I would like to move on to the third item for discussion. I would like to move on to the next
item.

00:05:16 Kiyokawa
Yes, this is the area. The income and expenditure report is shown in Document 3. The income is mainly
from those who have enrolled this year, membership fees from new members, and a small amount ofinterest, so the total income is 14,206,185 yen. The total income is 14,206,185 yen. As for the
expenditures, we have spent 1,321,086 yen on the renewal of the Pal Sign website and the member's
management website. This accounting was approved by the Board of Directors at its meeting held justbefore the General Assembly. If you have any questions, please feel free to give us your opinions.

00:06:41 Kiyokawa
Is there anything you would like to ask me? Is it okay if I approve it?

00:06:55 Kiyokawa
Oh, yes, is that Ogawa-san? I'd like to ask you to speak up. Oh, are you okay? Oh, is it just a thumbs up?

00:07:05 Kiyokawa

Yes.

00:07:07 Kiyokawa
Are you okay?

00:07:09 Kiyokawa
You have raised your hand, but you may speak up if you wish.

00:07:19 Speaker 3
I'm sorry, I'm Ogawa.

00:07:22
Yes.

00:07:23 Speaker 3
Um, no, I mean how do you communicate that you've approved something?

00:07:27 Yasuhara.
Yes, thank you. I'm sorry, um...

00:07:31 Speaker 3
I'm sorry to say that I raised my hand.

00:07:34 Kiyokawa
Yes, yes, thank you. Is there anyone in particular who has difficulty in giving their approval? If not, we
will count all in favor of the motion, and the final decision will be made after counting the votes for andagainst the motion during the two-week discussion period.

00:08:04 Kiyokawa

So, I would like to move forward with no further comments at this time. Thank you very much.

00:08:10 Kiyokawa
The next two are the settlement of accounts and the accounting audit. We have received reports thatthe accounting audit was done properly. We have received a report that the accounting audit was done
properly. I would like to hear any comments from the teachers and committee members.

00:08:38 Kiyokawa
Are you okay? Yes, thank you very much. The next activity plan is of great interest to all of you and may
be related to the exchange of opinions, so I would like to move it to the end of the agenda.

00:08:55 Kiyokawa
I would like to talk about the reappointment of board members first. As for the board members, wewould like to keep the alumni association active, and it would be great if we could do our best, but wehave always felt that we lack manpower. Based on the opinions of the board members and the 34
people who voted online, we decided to increase the number of board members. This way, please. Is itokay if I go down a little bit further?

00:09:40 Kiyokawa
The new members are Mr. Arai, Mr. Yasuhara, and Mr. Wada as an auditor. What we need to discuss at
this general meeting is that we would like to ask for and approve the continuation of those whose termof office will expire in November, but the person in question is Mr. Okamura. However, if Mr. Okamura
is okay with it, I would like to ask for the approval of the people on the frontline to reappoint him.

00:10:33 Kiyokawa
Am I correct in assuming that you will be reappointed?

00:10:45 Kiyokawa
Is everything okay?

00:10:48 Kiyokawa
Yes. Okamura-sensei. Is there anything you would like to say?

00:10:57 Okamura.
My name is Okamura. I was admitted to the university in 1998, but I am still working as a faculty
member at the university, so I would like to be a bridge between graduates, current students, andfaculty members. Since I am in charge of international relations, I would like to make use of myexperience of being in Southeast Asia for a while for work and contribute something. I look forward toworking with you.

00:11:38 Kiyokawa
Thank you.

00:11:40 Kiyokawa
As there were no objections, Dr. Okamura was approved for reappointment. We will continue to solicit
opinions from the online audience. Thank you very much.

00:12:03 Kiyokawa
We have completed the reappointment of officers.

00:12:07 Kobayashi.
May I have a moment? I'm sorry. Yoshimoto-sensei, it's true that you and your predecessor stayed in the
middle of the project, but you haven't been introduced at all, so I think it's better to introduce you as
someone who changed in the middle of the project.

00:12:26 Yoshimoto
I hope you don't mind if I say hello. As I recall, Dr. Kanbara's predecessor, Dr. Junichiro Yoshimoto, who
is also a faculty member in the Information Technology area, took his place on the board of directors
due to some circumstances. There was a time when I was away from the Alumni Association for a while,
but when I became a faculty member at NAIST, I think it was about five years ago. I started to get
involved a little bit, and Mr. Tobioka asked me to become a board member. I will be helping out mainlywith the website, so please keep up the good work.

00:13:20 Kiyokawa
Thank you very much. Shall all the new teachers go?

00:13:46 Yasuhara.
Hello everyone, my name is Yasuhara. My name is Yasuhara, and I am a member of the board of
directors of the alumni association this year. I'm not sure if I can reveal his personal information, but I
would like to ask for your continued support.

00:14:20 Kiyokawa
Thank you very much. This is the first general meeting where we are going to show our faces to many
people online, so I think we should all introduce ourselves to the board members, but there are somematters to be discussed and opinions to be exchanged. We were probably in a hurry because we wererunning out of time, so we skipped the self-introductions in order to save as much time as possible inthe back. I apologize for that. If there is enough time, how about we have each of you introduce
yourselves and say a few words at the opinion exchange session? Yes. Then, as for the officers, I willproceed as if I have no particular objection at this time. Thank you very much. I would like to revise theagenda item, the activity plan, and consider it in conjunction with this exchange of opinions.

00:15:13 Kiyokawa
I would like to make a report on our activities at that time.

00:15:53 Kiyokawa
The first thing is the management system. However, as you can see here, we have assigned positions toclarify the roles and responsibilities. I hope that we will be able to plan and operate more actively in the
future. The bottom of this page says that we have started hiring an administrative assistant, but this has
been a long time coming, and we had been pondering how to hire an administrative assistant. However,we were able to proceed with the hiring of one new employee from NAIST, and the Alumni Association
will pay for the labor cost and in return, the Alumni Association will pay for the administrative work. I
don't know how long this will last, but it is written here that we can proceed with this plan. I will
introduce it again later. As for No. 2, Pal Sign, as of October 10, 841 people have registered, and thenumber is gradually increasing.

00:17:27 Kiyokawa
So a total of 2252 people, which is an increase of 841 people from last year. I'm sorry, thank you verymuch. Eventually, we would like to bring this number up to 10,000.

00:17:41 Kiyokawa

Yes, and then number 3. As for the distribution of alumni association membership information, we dothis every year, and we enclose envelopes inviting prospective students to join the association before
they enter the school.

00:18:03 Kiyokawa
Please see the back of this document for materials at new student orientation and other events.

00:18:12 Kiyokawa
As of October 10, 2021, the rate of payment of the alumni association membership fee for new students
enrolled in the spring was about 40%. Last year, the rate was about 1/3, so the rate has increased alittle.

00:18:34 Kiyokawa
We can't force you to be a part of this project, but we would like to invite you to be a part of it. We willkeep you posted on the progress as soon as it is finalized.

00:18:53 Kiyokawa
Yes, and then number 5. This is a report on the reunion meeting, last year or the year before? Well, it
was before this. It was right after 2018, wasn't it? If you apply for the reunion meeting using theapplication form at the bottom of this page, we will support you with 1,000 yen out of the registration
fee per person, up to a total of 100,000 yen. However, for the past year, since the event was held in
Corona, there was no support because the event was not physically held.

00:19:38 Kiyokawa
I would like to introduce the online alumni association in Indonesia. The Indonesian alumni association isvery active every year, and I would like to introduce the online version later.

00:20:06 Kiyokawa
As for the reunion meeting report, again, Corona is about to get a head start, so I will support it as soon
as I receive an application.

00:20:18 Kiyokawa

Regarding No. 6, cooperation with the Career Support Section, I think it is difficult to say how closely the
Alumni Association should cooperate with university events, but I personally think it is okay tocooperate with various NAIST events as long as it benefits the Alumni Association. Of course, from the
NAIST side, I'm sure there is an idea that if cooperation with the alumni association will improve NAIST,
then we should cooperate. Specifically, we invite alumni to give lectures on how they have built theircareers and what kind of research activities they are engaged in, and people from companies go to those
lectures to greet them. I'll tell you about it here. At the moment, what do you call it? Well...

00:21:16 Kiyokawa
There are some concerns about the introduction of techniques that are good for finding a job, but I
guess there is a demand for such techniques, so we provide support in this way.

00:21:29 Kiyokawa
Then there is number 7. At the suggestion of Vice President Kobayashi here, which has already been
implemented since this past June, we have started donating degree holders. When you complete thecourse, there is a blue binder. When you complete your studies, you receive a blue binder with acertificate of completion, and if you turn the binder over, you can find a folder called "Donation Nara
Institute of Science and Technology Alumni Association. We decided to donate it. I hope that those whohave completed their studies will keep the alumni association in their mind.

00:22:29 Kiyokawa
Number 8. We've introduced the zoom license. This is a license that allows each member to actually use
the system if they follow these procedures. We've introduced a license that allows up to 500 people toconnect at the same time. We will be using it as needed. Today's Zoom meeting is also being held under
this license.

00:22:56 Kiyokawa
For example, we would like to hold a welcome party for new students, which we did not do because we
wanted to do it, but we would like to consider it. This is a report on our activities over the past year. Thisis a report, not a discussion, but I would like to ask you a question.

00:23:30 Kiyokawa
I would like to know what activities we are planning for next year, and I would like to hear your opinions
freely. Also, we have received a lot of comments on the web, so of course we need to introduce themhere as well. First of all, I would like to talk about the activity plan, the results of the activities and thebudget plan, which were just discussed at the board meeting. I mentioned earlier. Specifically, if achapter has been active for more than three years, has a website, and is recognized as a solidorganization by country, the minimum amount is 10,000 yen. The Board of Directors agreed that it
would be a good idea to provide support in the form of the attached table below, up to a maximum of
50,000 yen, depending on the specific number of participants the event attracts. The Board of Directors
agreed that this would be a good idea, but we are still waiting for the opinions of the people here, andwe are making the budget plan above based on this.

00:25:32 Kiyokawa
First of all, as for the income, I've written that we can expect about 200 people to spend 20,000 yen as
usual, but here's the thing. I'm trying to make a system that will not result in a deficit, so I'm writing inparentheses in the income section. The figures in parentheses in the income section are based on theactual income from membership fees for the past two years. So it's not a form that shows next year's
income and next year's expenses. It's a little difficult to understand, but the actual income for the last
fiscal year, 2020, is written here, and we try to spend only in a way that does not exceed that amount by
any means. The idea is that if we keep this kind of cycle going, at least we won't run out of money.

00:26:26 Kiyokawa
In light of this, I would like to talk about the expenditure section. This is the cost of using themembership registration site. As I mentioned earlier, NAIST has hired a clerical staff member to work forus, and we are going to donate money to cover some of the labor costs. I don't know how many hours
that would be if we calculated it at 1,300 yen, but we have budgeted a total of 830,000 yen, so this ideaof 830,000 yen does not mean that we will always pay this much no matter how much our activities slow
down or no work occurs. I don't think it's a guarantee.

00:27:24 Kiyokawa
What I have included in the budget is a budget that I would like to ask for your approval to pay the
maximum amount of money if there are active activities and the amount of work that contributes to thealumni association is generated and the clerks actually do it. To tell you the truth, this year, you havebeen here since May of this year, and based on the situation for the past six months, was it about
100,000 yen per year, Mr. Kobayashi? Yes, about 200,000. It's not anyone's fault, it's just that the board
members are not able to generate that amount of workload, but I didn't say that because it would
boomerang on us and make us even busier. However, I did not tell them that it would boomerang andmake us even busier. I asked them to send me photos of their opinions and newsletters. If we were toproperly maintain such news letters and bulletins, we would have to do a tremendous amount of work
all of a sudden, but we couldn't do it even if we wanted to. I don't know how much work would be
required if we were to do it properly, but for the first time we have a system that allows us to plan thesethings with a certain amount of man power behind it. So for the next fiscal year, I would like to be able
to plan various new projects with this amount of money and this budget. If you have something to do, if
you have the manpower, why don't you try this kind of service? This is the idea behind theadministrative employment fee. This is the concept of administrative employment costs. In the next caseof degree holders, Professor Kobayashi made a suggestion earlier. This is an academic degree holder.
This is the amount of money that we are paying. Also, food and beverage expenses for the event hosted
by the alumni association. This is next year. I don't know if we will actually be able to eat here in a year'stime, but before that, the cost was about this much. As for the next item, the expenses for inviting
lecturers for events, etc., the Alumni Association plans events that are beneficial not only to thestudents of the school year, but also to all the members, with the support of active OBs. Then there is
the alumni association support cost. The maximum amount for this is 2,000 yen per person as
mentioned earlier. We are wondering how much the upper limit of 100,000 yen will be for the wholeproject, but based on the actual results, we think it will be about this amount. If we get a lot ofapplications and we get a lot of screams, we will be very happy.
Next. Overseas Chapter Activity Support Fund. The only applicable one is Indonesia for now, so...
We have accounted for 50,000 yen.

00:30:45 Kiyokawa
Yes, Dr. Kobayashi, when you say the upper limit is 200,000 yen, which case do you mean? You can say
anything you want.

00:30:52 Kobayashi
I think it was 2,000 yen per person, with a limit of 200,000.

00:30:57 Kiyokawa
At 2,000 yen per person, 50 people would total 100,000 yen; wasn't there a limit of 100,000 yen per
event?

00:31:07 Kobayashi.
I'm sorry.

00:31:08 Kiyokawa
Yes, thank you.

00:31:10 Kiyokawa

Yes, I may have made a mistake, so please keep telling me. Yes, the next thing is to hold a welcome
party for new students, which does not require any money if it is zooming, but once we decided to do itwith physics, we had a discussion about how much we should spend. When we tried to do it withphysics, we had a discussion about how much we should spend, and we decided that we would like to
do it with physics next year, so we recorded this amount.
The next license for Zoom is 165,000 yen. It's a little expensive, but the scale of 500 students is too large
to be covered by the WebEx that the university buys. If we get all the new students from the entire
university, the number of students will exceed 200, so WebEx can't cover that number, so we bought alicense for 500 students.

00:31:50 Kiyokawa
In addition, there are fees and commissions, etc. The reserve fund should be slightly higher than therevenue above, because we need to recover the web site, and suddenly we have to deal with security
issues. There are a lot of things that can happen, so we have set aside a reserve fund of this amount, andthis is the proposed budget for income and expenses. This is our activity plan, and we only have 10
minutes left for speeches, but I would like to hear any comments from anyone.

00:32:34 Speaker 8
Why don't you have your office staff do twitter every week, for example?

00:32:41 Kiyokawa
Yes, I have received comments from other people that we should work harder on social networking, andI think we should definitely do that. If we only do the web, people won't see it unless they come here, so
if there is anything we can do to push the envelope, I'd like to do it.

00:33:02 Kiyokawa
Yes, thank you. How about something else?

00:33:12 Yoshimoto.
Yes, I'm Yoshimoto, the director. As for the development of new regular members, when I heard the
direction you mentioned earlier, I thought that the number of people from overseas was particularly
low.

00:33:28 Yoshimoto

One reason is that 20,000 yen is not that cheap even for a Japanese person, but if you consider the costof living overseas, especially in Southeast Asia, I think it is quite expensive. So I thought that some kindof reduction or exemption could be considered. For example, if you do volunteer work related to thealumni activities overseas, you could get a discount. In extreme cases, even if it's free of charge, I think it
would be a good idea to set a rule that such activities would be considered as regular membership.

00:34:12 Kiyokawa
Thank you very much. Yes, I have been aware of the high hurdle of 20,000 yen for people from overseas,
but I haven't had any ideas on how to deal with it. I didn't know whether we should halve the price ornot, but I would like to think about it, including the idea you have just given me. I think it's important,but do you have any opinions about this?

00:34:37 Yasuhara.
Nice to meet you.

00:34:39 Speaker 8
Well, I think it's hard for international students when they are students, but I'm sure they will be able topay for it once they get a doctorate and start working in Japan.
I think it would be better if the burden is shared equally, as it will increase when overseas chapters are
established.

00:35:08 Yoshimoto
Yes, the timing of joining the alumni association is the same as when you enter the university, so if you
join after you graduate, your mind will not be on the alumni association anymore. I think what you aresaying is very true. However, I think it would be difficult to collect money when they are not aware of
the alumni association. I thought it would be more fair if we could secure the right number of people
and increase the number of people who would come to the reunion. That's what I proposed.

00:35:51 Kiyokawa
Thank you very much. I've received some comments on the web about how to make this more active.
One of them is that we should actively promote not only Twitter but also Tiktok, Instagram, andYoutube.
So I would like to think about what kind of reduction or exemption or equivalence can be made in a waythat everyone can understand.

00:37:03 Kiyokawa
I think it's important to have a Twitter account, because there are people who first learned about themeeting through Twitter, and they came to the meeting this time. I was reminded of the need to do so.

00:37:19 Kiyokawa
How do we lower the participation fee for people from overseas? How can we lower the participation
fee for overseas participants? How about others?
This is a completely different topic, but you have been giving us your opinions for a long time, and I can't
help but take up this topic, but, well, I can't answer as an opinion about the alumni association, butthere was that drinking accident, wasn't there? What are your thoughts on that? What do you think
about that?

00:38:01 Kiyokawa
On our side, there is still a self-restraint in effect that basically prohibits drinking at events on campus.
Basically, we have been asked to refrain from drinking in a way that is almost prohibitive. At that time,
there was an accident in which a person died due to drunkenness, and he was suspended for threemonths, which was one break, and then he was suddenly dismissed on disciplinary grounds. However, inlight of this, I have confirmed that the maximum period of suspension has been extended from 3
months to 12 months.

00:39:00 Kiyokawa
But in any case, when something like this happens, it makes us feel bad, and we wonder what they are
doing to us.

00:39:28 Kiyokawa
Yes, the alumni association will ask for this as well.

00:39:31 Kiyokawa
Yes, and any other comments. We have three or four minutes left.

00:39:38 Kobayashi.

I don't have much time left, but I was wondering if the students can use the zoom or not? I think there
was a question about whether the graduates can use the zoom or not, and you should answer thatquestion.

00:39:51 Akisada.
That's right. Yes, I'm Akisada, the director. I've discussed this with Mr. Arai here, and basically we arethinking of using Pal Sign as a portal and creating an entrance for applications there. I think it would be
convenient to make it in a place where members can access it, so we are planning to make the alumni
association's website so that members can access here when they apply for one of the sites.

00:40:18 Kiyokawa
Yes, thank you.
00:40:23 Kiyokawa
What do you think?

00:40:24 Kiyokawa
I would like to hear your constructive ideas. We still have a two-week deliberation period, so if you haveany suggestions on how we can make things better, please send them to us there as well.

00:40:36 Kiyokawa
In relation to the scandal I mentioned earlier, you know. What I think is that we should make a rule tostop the alumni association if something happens. I think it would be a good idea for the alumni
association to make a rule that if something goes wrong, we can stop it. There is no way to stop them,so I haven't been able to propose it in a proper form, but I would like to make it a rule.

00:41:09 Kiyokawa
I'm sorry it took so long, but we will continue to work on various projects so that we can be of service toeveryone. I apologize for taking so long, but we will be working hard to come up with various plans thatwill be useful to everyone.

00:41:40 Kiyokawa
Yes, that's almost all I have to say.

00:41:46 Kiyokawa
Do you have any last minute requests?

00:41:57 Kiyokawa
Are you okay?

00:41:59 Kiyokawa
Thank you very much for your participation in the general meeting today. I look forward to working withyou again.