Document 1

Date:
Location:
Attendees:

Observers:

Nara Institute of Science and Technology Alumni Association2018 General Assembly Minutes
November 11th, 2018 (10:30am-11:45am)
Conference Room, Administration Bureau
Kiyoshi KIYOKAWA, Chairperson (IS 1994 enrollment)
Akihisa INOUE, Vice-chairperson (MS 1998 enrollment)
Mime KOBAYASHI, Vice-chairperson (BS 1994 enrollment)
Masayuki KANBARA, Director (IS 1997 enrollment)
Morito AKISADA, Director (BS 1999 enrollment)
Yoshihiro UEOKA, Director (MS 2009 enrollment)
Yasuaki ISHIKAWA, Auditors (MS 2000 enrollment)
Kiyomi KAKIUCHI, Advisor (NAIST Executive Director/Vice President)
Others: 18 persons
Student Support Section (MATSUTAMA, MIYAMOTO)

Opening:
Greeting by Mr. KIYOKAWA, Chairperson
Deliberation:
1. Confirmation of previous General Assembly (May 19th, 2018) minutes
Board member self-introductions
2. Approval of 2018 accounting audit
3. Approval of board member reappointments
4. Approval of activity proposals
1) Installation of administrative staff for NAA
2) Website renovation
3) Alumni member management system use
4) Various activity support5) Membership fee collection

Document 2

March 31st 20192019 NAA balance sheet:

April 1st 2018 - March 31st 2019
1. Income◆ Nanto BankInterest from 20/08
Interest from 18/02

18 Yen18 Yen◆ Japan Post Bank
Membership fees (158 persons)◆ Balance carried forward
Nanto BankJapan Post Bank

3,160,000 Yen

4,287,557 Yen
2,669,015 Yen◆ Japan Post Bank
Balance inquiries
Transfer fees (158 persons)21,962 Yen
13,000 Yen
756 Yen72,000 Yen
864 Yen21,600 Yen
108 Yen2, 205,900 Yen
540 Yen
1,080 Yen
514 Yen18,940 Yen

Total Amount
3. Balance
Income 10,116,608 Yen — Expenditures
Nanto Bank balance
Japan Post Bank balanceYen

3,160,000 Yen
6,956,572 Yen

10,116,608 Yen

Total amount
2. Expenses◆ Nanto Bank
Home Coming Day party (11/11/2018)
Ekiden prize (06/11/2018)
Gift envelopes (06/11/2018)
Support for 20th Anniversary of BS 4th class event
Money Transfer fee
Payment slip production
Transfer fee
Website renovation
Transfer fee
Nanto web banking commission

36

2,337,810 Yen

19,454 Yen

2,357,264 Yen
2,357,264 Yen
1,949,783 Yen
5,809,561 Yen

7,759,344 Yen

Document 3
November 1st, 2019
Audit report

Auditor: Yasuaki Ishikawa, Associate Professor, MS
Nara Institute of Science and Technology Alumni Association
Date:Location:

November 1st 2019 (15:30pm-16:30pm)
MS Complex

Period of audit report:

April 1st, 2018- March 31 ,stIncome & Expense:
1) Expense: Homecoming Day Party (11/11/2018)

21 962 yen

2) Expense: Ekiden Prize (06/11/2018)
3) Expense: Support for 20th Anniversary party (10/11/2018)

13 756 yen
72 864 yen

4) Expense: Payment slip production5) Expense: Website renovation
6) Expense: Nanto web banking fees7) Expense: Japan Post Bank balance inquiries
8) Expense: Transfer fees9) Income: Interest from NANTO Bank
10) Income: Membership fees

21 708 yen
2 206 440 yen
1 080 yen
514 yen18 940 yen
36 yen3 160 000 yen

I have examined the NAA balance sheet for November 1st, 2019 and the related statement of income
and changes in fund balances for the period from April 1st, 2018 through March 31st, 2019.
In my opinion, the accompanying financial statements present fairly the financial position of the NAA
as of November 1st, 2019 and its revenues collected and expenses paid for the period then ended.

Document 4

Nara Institute of Science and Technology Alumni Association
2019 General Assembly

Deliberation: Activity proposals
Responsibility: Kiyoshi KIYOKAWA, Chairperson (IS 1994 enrollment)

1) Budget for 2020
-2020 expenses are based on 2019 income-Aim for 60% or higher new student enrollment rate

IncomeNumber ofAmountRate

Students

Total

Membership fees (Master’s)

20000

329

0,63948000

Membership fee (Doctoral)

20000

30

0,6360000

Donations

10000

10100000

Total

4408000

Expenses
Cost

Unit

Total

PalSyne costs

24300

12291600

PalSyne renovation costs

5000001500000

Administrative staff cost (16000 yen/day)

16000

781248000

Web management fees

20000

24480000

Alumni event food & beverages costs

1500001150000

Alumni event lecturer fees

50000

2100000

Welcome party support costs

50000

201000000

Others (commissions/transfer fees)

30000

130000Emergency funds

1902801608400

Total4408000

2) Promotion to increase membership
Enrolled students-

By e mail
Requests from board members/ members

Graduates-

By e mail-Through laboratories- By postcard or phone
Improve and promote attractive services
3) Hiring administrative staff
We discussed employment conditions with the labor and social security attorney
4) OthersDocument 5

Incoming board members

TermChairperson

Kiyoshi KIYOKAWAIS 1994 enrollment

May 2020-May 2022

Vice-chairpersons

Akihisa INOUE

MS 1998 enrollment

May 2020-May 2022

Mime KOBAYASHIBS 1994 enrollment

May 2020-May 2022

Morito AKISADABS 1999 enrollment

May 2020-May 2022

Masayuki KANBARA

IS 1997 enrollment

Nov. 2020-May 2021

Katsutomo OKAMURA

BS 1998 enrollment

Nov. 2019-Nov. 2021

Yoshihiro UEOKA

MS 2009 enrollment

May 2020-May 2022

Yasuaki ISHIKAWA

MS 1998 enrollment

Nov. 2019-May 2021

Raula Gaikovina Kula

IS 2008 enrollment

May 2020-May 2022

Kiyomi KAKIUCHINAIST Executive Director/
Nov. 2019-May 2021
Vice President
BS 1995 enrollment
May 2020-May 2022Directors

Auditors
Advisors

Shoji KOMAI

Document 6

Current board members

TermChairperson

Kiyoshi KIYOKAWA

IS 1994 enrollment

May 2020-May 2022

Vice-chairpersons

Akihisa INOUE

MS 1998 enrollment

May 2020-May 2022

Mime KOBAYASHIBS 1994 enrollment

May 2020-May 2022

Morito AKISADABS 1999 enrollment

May 2020-May 2022

Masayuki KANBARA

IS 1997 enrollment

Nov. 2020-May 2021

Yoshihiro UEOKA

MS 2009 enrollment

May 2020-May 2022

Yasuaki ISHIKAWA

MS 1998 enrollment

Nov. 2019-May 2021

Raula Gaikovina Kula

IS 2008 enrollment

Directors

Auditors
Advisors

Kiyomi KAKIUCHI
Shoji KOMAI

May 2020-May 2022
NAIST Executive Director/Nov. 2019-May 2021
Vice President
BS 1995 enrollment
May 2020-May 2022

Document 7
NAIST Alumni Association Constitution (Revised November 2019)
Chapter 1 General rules
oArticle 1 This association is called Nara Institute of Science and Technology Alumni Association(hereinafter referred to as NAA), with its headquarter located at Nara Institute of Science andTechnology.

Chapter 2 Purpose and activities
oArticle 2 The purpose of NAA is to promote mutual friendship among its members, and to contributetowards the purpose and mission of Nara Institute of Science and Technology (hereinafter referred toas NAIST).

oArticle 3 NAA conducts the following operations in order to achieve the purpose of the precedingarticle.
(1) Promotion of mutual friendship among members

(2) NAIST’s education and research activity support

(3) NAA member list and the NAA website management

(4) Conducting other projects deemed necessary to achieve the purpose of NAA

Chapter 3 Members
oArticle 4 Members of NAA shall be regular members, special members, supporting members andassociate members.
(1) Regular members: Those who are NAIST graduates or have been enrolled in NAIST andare recommended by a regular member(2) Special members: Faculty members (including retirees) that have the NAA Board ofDirectors approval, based on a regular member’s recommendation

(3) Supporting members: Corporations or individuals who support NAA’s purpose, hasprovided support for NAA, and have the NAA Board of Directors approval, based on a regularmember’s recommendation.

(4) Associate members: Those who are NAIST graduates or have been enrolled in NAIST

Chapter 4 Executives and staffoo

Article 5 The following executives shall be appointed within NAA.
(1) One Chairperson

(2) Two Vice Chairpersons

(3) Directors

(4) Two Auditors

(5) Advisors

Article 6 Executives shall be elected as follows.

(1) The Chairperson shall be a regular member who is recommended by the Board ofDirectors and approved by the General Assembly.

(2) Vice Chairpersons shall be regular members who are recommended by the Board of
Directors and approved by the General Assembly.

(3) Directors shall be those who are recommended by the Chairperson and the ViceChairpersons and approved by the General Assembly.

(4) Auditors shall be those who are recommended by the Audit Chairperson and approved bythe Board of Directors.

(5) Advisors shall be those who are recommended by an Advisor (NAIST Executive Director)
and approved by the Chairperson.

o

2 The Chairperson and Vice Chairpersons shall also serve as Directors.

Article 7 The term of office of the Chairperson, Vice Chairpersons, Directors, Auditors and Advisors
shall be two years and they may be reappointed.
2 If an executive position becomes vacant, a replacement shall be elected by the Board ofDirectors and shall serve the remaining term of his/her predecessor.

oArticle 8 The Chairperson shall represent NAA and manage operations.
2 Vice Chairpersons shall assist the Chairperson, and, in the case that the Chairperson
cannot perform his/her duties, one of the Vice Chairpersons shall represent NAA.

3 Directors shall handle operations.



4 Auditors shall perform audits.



5 Advisors may consult with and advise the Chairperson, Vice Chairpersons, and Directors
regarding the NAA operation.

Chapter 5 MeetingsoArticle 9 NAA meetings shall be the General Assembly and Board of Directors Meetings.

oArticle 10 General Assemblies shall consist of all regular members and be convened by theChairperson when deemed necessary.
2 At least two weeks before the General Assembly, the agenda, date, time and place shall beannounced and shall be convened by the Chairperson.

3 General Assemblies may be held online when necessary.

4 The General Assembly shall decide the following matters.

(1) Decisions concerning budgets and approval of the settlement of accounts

(2) Establishment, revision and abolition of NAA management policies and constitution

(3) Election of Chairperson, Vice Chairpersons, and Directors(4) Other matters

5 The General Assembly agenda is to be decided by the majority vote of members present. If
there is a tie, the Chairperson’s vote will be the tie-breaker.

oArticle 11 The Board of Directors shall consist of the Chairperson, Vice Chairpersons, and Directors,
and deliberate the NAA budget, settlement of accounts, and other important matters regarding NAA
operation. The Board of Directors shall also plan and execute NAA operation.
2 Auditors and Advisors may participate when the Chairperson seeks their counsel.

oArticle 12 Board of Directors meetings may be held at any time when the Chairperson deems it
necessary, at the request of any member.
(2) Board of Directors meetings shall require a majority of attendance. When attendance isnot possible, the Board of Directors may delegate the decision by proxy.

Chapter 6 Expenses
oArticle 13 NAA expenses shall be covered by membership fees, donations, and other income.

Chapter 7 Accounting details
oArticle 14 The membership fee shall be 20,000 yen as a lifetime membership fee.

oArticle 15 The membership fee must be paid in order for a person to be recognized as a regularoArticle 16 In principle, membership fees may not be refunded.

oArticle 17 Donations may be received upon approval of the Board of Directors.

member.

oArticle 18 The NAA fiscal year shall be from April 1st to March 31st of the following year.

oArticle 19 The settlement of NAA accounts must be approved by the General Assembly after being
audited every year.

Chapter 8 Abolition
oArticle 20 Amendment or abolition of the constitution shall require the approval of at least two-thirds ofthe regular members present at the General Assembly.

Supplementary article
This constitution shall come into effect from November 10, 2019.

Document 8
Nara Institute of Science and Technology Alumni Association 2019 General
Assembly Activity Reports
Responsibility: Kiyoshi KIYOKAWA, Chairperson (IS 1994 enrollment)
1) Palsyne
Since February 2019, we use PalSyne (https://palsyne.com/) for alumni member management.
As of November 4th, 2019, the number of registrants was 358 persons.
New registration pagehttps://apply.palsyne.net/u-naist/register.aspx
PalSyne login pagehttps://pu.palsyne.net/u-naist/2) NAA PR activities
We sent information about NAA and payment slips for membership fees to new students. We
also explained NAA at the orientation for new students; March 22nd, April 2nd, and 4th, 2019.
3) Membership fee payment by new students
thThe payment rate is 40% for new students at November 4 , 2019.
New student
M/D
Numbers of Number ofRate
student
Payments
Japanese students
M309
161
D450
International students
M204
D181Total392
166

52 %0%
20 %6%
42 %4) Reunion reports
The following alumni reunions were held.
NAA supported some of them.
November 10th, 2018: 20th Anniversary of BS 4th promotion (Support: 72,000 yen)
April 27th 2019: Retirement Memorial Reunion for Prof Hagita, IS (Support: 36,000 yen)
May 18th, 2019: Reunion with Prof Kunio Yasuda, BS (Support: 20,000 yen)
June 15th, 2019: 22th Anniversary of MS Section (Support: 32,000 yen)(For reference) Financial support conditions:••••

Gatherings with 10 or more members
Gatherings that do not violate public order and morals
Participants are to be informed that there is support from NAA
Submission of documentation of the following three points within one week after the gathering is held:
1) List of participants (graduates)
2) Gathering report3) A group photo (a digital file such as JPG)
The list should include the participant names, admission years, relevant status(students/graduates, faculty members, or other distinctions), and participants e-mail addresses(personal e-mail addresses besides lifetime NAIST addresses are acceptable). If you have notregistered with PalSyne, the NAA secretariat will register the e-mail addresses. You must clearlystate if you do not want the email to be registered to PalSyne.

 Financial support amount:•••

2,000 yen per participating member, up to 100,000 yen in total
In some cases, NAA may not be able to meet requests due to a large number of other applications.
Individuals may only receive support once a year. Individuals who received prior support in that year
should not be included as participants.
5) Collaboration with Division for Career Development
September 6th, 2019: NAIST ALUMNI Conference6) Website renovation
New website will launch February 2020
http://alumni.naist.jp
7) Collaboration with Indonesian Alumni Association.
Reunion held at April 12th, 2019.
8) OBOG Party will be held in Kyoto, on December 7th, 2019.

Document 9

NAIST Alumni Association
HistoryFebruary 1995
With the first students about to graduate, establishing an alumni association proposed by NAIST topromote cooperation between graduates and NAIST as well as between graduates themselves.
March 2000
NAIST Alumni Association (NAA) established. (Student Affairs Division provided administrative support).
Kazuki Joe (currently professor at Nara Women’s University) appointed as chairperson and 24 members
and councilors of the board were elected.
September 2001
NAA management responsibilities transferred to Alumni Board of Directors.
April 2004
All national universities incorporated.
Development of NAA support system specified in the NAIST mid-term plan.
April 2007
NAA Chairperson and three alumni on campus began discussions to restructure NAA. (Student Affairs
Division provided administrative support).
March 2008
Accounting statement for entire the NAA operation period prepared and audited.
October 2009
Working group established with six alumni on campus, and, with approval of the active chairperson andcouncilors, NAA reorganization considered. (Student Affairs Division provided administrative support)
April 2010
Strengthening alumni network specified in second mid-term plan.
July 2010
Three alumni on campus joined the working group.
November 2010
General Assembly and alumni gathering held.
October 2011
General Assembly and alumni gathering held.
November 2012
General Assembly and alumni gathering held.
Dr. Kazutoshi Takahashi, an alumnus, awarded the NAIST Alumni Association HonorAward.

October 2013
General Assembly and Tokyo Reunion (alumni gathering) held.
December 2014
General Assembly held.
November 2015
General Assembly held.
November 2016
General Assembly and Homecoming Day held.
November 2017
General Assembly and Homecoming Day held.
February 2018
Board meeting held.
May 2018
General Assembly and board meeting held.
August 2018
Board meeting held.
November 2018
General Assembly and Homecoming Day held.
May 2019
Board meeting held.