Document 1

Nara Institute of Science and Technology Alumni Association2018 General Assembly
MinutesDate:
May 19th, 2018 (02:10-02:50 pm)
Location: Conference Room, Administration Bureau
Attendees:
Kiyoshi KIYOKAWA, New Chairperson (IS 1994enrollment)
Akihisa INOUE, New Vice-chairperson (MS 1998enrollment)
Mime KOBAYASHI, New Vice-chairperson (BS 1994enrollment)
Masayuki KANBARA, Director (IS 1997 enrollment)
Morito AKISADA, New Director (BS 1999 enrollment)
Yasuaki ISHIKAWA, Auditor (MS 2000 enrollment)
Kiyomi KAKIUCHI, Advisor (NAIST Executive Director/Vice President)
Shoji KOMAI, New Advisor (BS 1998 enrollment)
Observers:
Student Support Section (MATSUYAMA, MIYAMOTO, AKITSU)
Opening:
Greeting by Mr. KOMAI, Chairperson
Deliberation:
1. Confirmation of previous General Assembly (November 12th, 2017) minutes
Board member self-introductions
2. Approval of board member reappointments
3. Approval of activity proposals
1) Current report
2) Revitalization
3) Home Coming Day4) OthersDocument 2
November 8th 2018
Audit report
Auditor: Yasuaki Ishikawa, Associate Professor, MS
Nara Institute of Science and Technology Alumni Association
Date:
Location:

November 8th, 2018 (10:00am-10:10am)
MS ComplexPeriod of Audit report: April 1st, 2017- March 31th 2018
Income & Expense:
1) Expense: Homecoming Day Party (12/11/2017)
2) Expense: Ekiden Prize (01/11/2017)23 220 yen
13 756 yen

3) Expense: Japan Post Bank balance inquiries

514 yen4) Income: Interest from NANTO Bank

36 yenI have examined the NAA balance sheet for November 8th, 2018 and the related statement of incomeand changes in fund balances for the period from April 1st, 2017 through March 31st, 2018.In myopinion, the accompanying financial statements present fairly the financial position of the NAA as ofNovember 8th, 2018 and its revenues collected and expenses paid for the period then ended.

April 1st, 2017 - March 31st, 2018

March 31st 20182019 NAA balance sheet:

1. Income◆ Nanto BankInterest from 21/08
Interest from 19/02

18 Yen18 Yen◆ Balance carried forward
Nanto BankJapan Post Bank

4,324,497 Yen
2,669,529 Yen
Total amountYen

6,994,026 Yen

6,994,062 Yen

2. Expenses◆ Nanto Bank
Home Coming Day Party fee (12/11/2017)
Ekiden Prize (01/11/2017)
Gift envelope (01/11/2017)
Japan Post Bank balance inquiries

23,220 Yen
13,000 Yen
756 Yen
514 YenTotal Amount
3. Balance
Income 6,994,062 Yen — Expenditures
Nanto Bank balance
Japan Post Bank balance

3637,490
37,490Yen
4,287,557 Yen
2,669,015 Yen

Yen

6,956,572 Yen

Document 5

Nara Institute of Science and Technology Alumni Association2018 General Assembly

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

1) Details
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. Unfortunately, wecould not realize these. This year marks the 27th anniversary of the establishment of NAIST. It isan opportunity to promote the revision and revitalization of NAA activities.
Since the General Assembly in 2017, we discussed a revitalization proposal with board members
and the Student Support Section of NAIST. We would like to you accept this revision plan.
If you have any comments, requests, or ideas for further improvement, please let us know.
2) Revitalization proposal
1. Installation of administrative bureau
2. Website update
3. Installation of Palsyne for alumni member management
4. Promotion of NAA5. Various activities support
6. Membership fees collection3) Palsyne
We will use PalSyne (https://palsyne.com/) for alumni member management.
Initial cost: 2,000,000 – 2,500,000 yen
Usage fee: 489 720 yen / year
New registration pagehttps://apply.palsyne.net/unaist/register.aspx PalSyne login pagehttps://pu.palsyne.net/u-naist/
4) Revision of the constitution
We propose the 2 revisions points;
1, Those who are NAIST graduates or have been enrolled in NAIST and are recommended bya regular member
2, The membership fee must be paid for a person to be enrolled in NAIST.
5) Support for reunion 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 with the following three points within one week after the gathering is held:
1) List of participants (graduates)
2) Gathering report
3) 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 e-mail address (personal e-mail addresses besides lifetime
NAIST addresses are acceptable). If you have not registered with PalSyne, the NAA secretariat will

register the e-mail addresses. You must clearly state if you do not want the email to be registered toPalSyne.
 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.

6) Budget① Aim for 60% or higher new student enrollment rate
IncomeNumber ofAmountRate

Students

Total

Membership fees (Master’s)

20000

350

0,74900000

Membership fee (Doctoral)

20000

30

0,7420000

Donations

10000

10100000

Total

5420000

Expenses
Cost

Unit

Total

PalSyne costs

40810

12489720

Web management fees

2200

1226400

Administrative staff cost

100000121200000

Web management fees

20000

24480000

Home Coming Day food & beverages costs

1500001150000

Home Coming Day lecturer fee

1000001100000

Welcome party support costs

100000303000000

Emergency funds

1902801190280

Total52864007) NAIST Net
We will discuss about how to use of NAIST Net with NAIST NET team.

Document 3

Incoming board members
Chairperson

Kiyoshi KIYOKAWA

IS 1994 enrollment

Vice-chairpersons

Akihisa INOUE

MS 1998 enrollment

Mime KOBAYASHIBS 1994 enrollment

Morito AKISADABS 1999 enrollment

Masayuki KANBARA

IS 1997 enrollment

Yoshihiro UEOKA

MS 2009 enrollment

Yasuaki ISHIKAWA

MS 1998 enrollment

Raula Gaikovina Kula

IS 2008 enrollment

Kiyomi KAKIUCHINAIST Executive Director/Vice President
BS 1995 enrollment

DirectorsAuditors
Advisors

Shoji KOMAI

Document 4

Current board members
Chairperson

Kiyoshi KIYOKAWA

IS 1994 enrollment

Vice-chairpersons

Akihisa INOUE

MS 1998 enrollment

Mime KOBAYASHIBS 1994 enrollment

Morito AKISADABS 1999 enrollment

Masayuki KANBARA

IS 1997 enrollment

Yoshihiro UEOKA

MS 2009 enrollment

Yasuaki ISHIKAWA

MS 1998 enrollment

Raula Gaikovina Kula

IS 2008 enrollment

Kiyomi KAKIUCHINAIST Executive Director/
Vice President
BS 1995 enrollment

Directors

Auditors
Advisors

Shoji KOMAI

Document 6

NAIST Alumni Association
History
February 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Document 7
NAIST Alumni Association Constitution Revised November
2010 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) Supporting NAIST’s education and research activities(3) Management of NAA member lists and the NAA website(4) Conducting other projects deemed necessary to achieve the purpose of NAAChapter 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 and
are 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 ofDirectors 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 by
the Board of Directors.

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

o2 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 13, 2010.