Nara Institute of Science and Technology Alumni Association
2023 General Assembly
AgendaDate:
Location:

November 18th, 2023
Kenshu Hall, Interdisciplinary Frontier Research Complex No.2 and online

1, Greeting by Mr. KIYOKAWA, Chairperson
2, Confirmation of previous General Assembly (Nov. 19th, 2022) minutes
3, Deliberation- 2022 settlement of accounts- 2022 accounting audit- Activity proposals- Board member reappointments
4, Reports- Activities
5, Others- Opinion exchange[Handout]
1. Previous General Assembly (Nov. 19th, 2022) minutes
2. 2022 NAA Balance Sheet
3. 2022 Audit report
4. Activity proposals
5. Current board members list
6. Activity reports
7. History

[Handout 1]

Nara Institute of Science and Technology Alumni Association
2022 General Assembly
Minutes
Date:
Location:
Attendees:

Absentees:

Observers:

November 19th, 2022 (10:15am-11:00am)
Kenshu Hall, Interdisciplinary Frontier Research Complex No.2 and online
Kiyoshi KIYOKAWA, Chairperson (IS 1994 enrollment)
Akihisa INOUE, Vice-chairperson (MS 1998 enrollment)
Mime KOBAYASHI, Vice-chairperson (BS 1994 enrollment)
Morito AKISADA, Director (BS 1999 enrollment)
Ismail ARAI, Director (IS 2002 enrollment)
Yoshihiro UEOKA, Director (MS 2009 enrollment)
Tetsuko NOGUCHI, Advisor (NAIST Executive Director)
Others: 3 persons (IS 1, BS 1, MS 1)/Online
Katsutomo OKAMURA, Director (BS 1998 enrollment)
Kazuma YASUHARA, Director (MS 2006 enrollment)
Junichiro YOSHIMOTO, Director (IS 1998 enrollment)
Raula Gaikovina Kula, Auditor (IS 2008 enrollment)
Yuko WADA, Auditor (BS 2000 enrollment)
Shoji KOMAI, Advisor (BS 1995 enrollment)
Educational Affairs Division (Tsutsui, Sumita, Katakami)

Opening:
Greeting by Mr. KIYOKAWA, Chairperson
Deliberation:
1. Confirmation of previous General Assembly (Nov. 20th, 2021) minutes
2. Approval of 2021 settlement of accounts
3. Approval of 2021 accounting audit
4. Approval of activity proposals
Comments from attendees:- We should encourage activities in foreign countries such as INNA in Indonesia.
- It might be a good idea that we create an opportunity for having the on-campus
events, such as the Ekiden race and the table tennis games, held in the past.
- It is not easy to understand how to join the NAIST Alumni Association, so it would
be better to prepare a flow of procedures to make it easier to understand.

5. Approval of board member reappointments
Comment from attendees:- New ways of selecting board member should be considered in the future.

Reports:
Explanation of active report
Others:Opinion exchange- We offer financial support for hosting alumni gatherings and the one of financial
support conditions is the gatherings with 10 or more members. Could it be a bit
laxer as it is a kind of difficult to meet this requirement?
- In the current (COVID-19) situation, there are not many applications of financial
support for hosting alumni gatherings. It would be a possibility to ease therequired number of participants. If there would be too many applications, we canreconsider the requirement. However, easing too much would make the support
out of the purpose of Alumni Association.

[Handout 2]
March 31st 2023

2022 NAA balance sheet :April 1st 2022 - March 31st 2023
1. Income◆ Nanto Bank
Membership fees (6 persons)Interest on 22/Aug/2022
Interest on 20/Feb/2023

120,018 Yen
120,000 Yen
11 Yen
7 Yen◆ Japan Post Bank
Membership fees (250 persons)

5,000,000 Yen

5,000,000 Yen◆ Balance carried forward
Nanto BankJapan Post Bank

2,581,344 Yen
12,698,217 Yen

15,279,561 Yen

Total amount
2. Expenses◆ Nanto Bank
PalSyne monthly charges （26,950 yen x 12）
Commision of Nanto Web Banking (1,100 yen x 12)
Diploma Holders (1,221 yen x 500)
Money Transfer fee
Polylang Pro renewal
Zoom Monthly charge (500 participants meeting)
Zoom Monthly charge
Support for Retirement celebration gathering for Prof. Ito
Money Transfer fee
Flower for the gatheing in memory of Prof. Yamada
Money Transfer fee
Support for overseas alumni association (INAA)
Money Transfer fee

20,399,579 Yen

1,128,924 Yen
323,400 Yen
13,200 Yen
610,500 Yen
220 Yen7,246 Yen
10,231 Yen
2,247 Yen
100,000 Yen
550 Yen11,000 Yen
110 Yen50,000 Yen
220 Yen◆ Japan Post Bank

0 Yen
Total Amount

3. Balance
Income 20,399,579 Yen － Expenditures
Nanto Bank balance
Japan Post Bank balance

1,128,924 Yen

1,128,924 Yen
1,572,438 Yen
17,698,217 Yen

19,270,655 Yen

[Handout 3]

October 24th 2023
Audit report
Auditor: Raula Gaikovina Kula, Associate Professor, IS
Yuko Wada, Assistant Professor, BS
Nara Institute of Science and Technology Alumni Association

Date:

October 23rd, 2023 ( 1:30PM – 2:00PM )October 24th, 2023 (11:00AM – 11:30AM )Raula Gaikovina Kula
Yuko WadaLocation:
Meeting room, Administration Bureau 2 floor
Period of Audit report: April 1st, 2022- March 31st, 2023nd

Income & Expense:
1) Expense: PalSyne costs

323 400 yen

2) Expense: Nanto web banking commission fees

13 200 yen

3) Expense: Diploma Holders Cost
4) Expense: Polylang Pro renewal

610 720 yen
7 246 yen5) Expense: Zoom Monthly charge (500 participants meeting)6) Expense: Zoom Monthly charge7) Expense: Support for Retirement celebration gathering for Prof. Ito

10 231 yen
2 247 yen
100 550 yen

8) Expense: Flower for the gathering in memory of Prof. Yamada
9) Expense: Support for overseas alumni association (INAA)
10) Income: Nanto Bank membership fees

11 110 yen
50 220 yen
120 000 yen

11) Income: Interest from NANTO Bank
12) Income: Japan Post Bank membership fees

18 yen5 000 000 yen

We have examined the NAA balance sheet for October 23rd, 2023 and the related statement ofincome and changes in fund balances for the period from April 1st, 2022 through March 31st, 2023.
In our opinion, the accompanying financial statements present fairly the financial position of the NAA
as of October 23rd, 2023 and its revenues collected and expenses paid for the period then ended.

[Handout 4]
Nara Institute of Science and Technology Alumni Association
2023 General Assembly

Deliberation: Activity proposals
Kiyoshi KIYOKAWA, Chairperson（IS 1994 enrollment）(1) FY2024 Budget- FY2024 expenses are based on FY2022 income- Expecting 60% or higher new student enrollment rate
IncomeCost
Membership fees (Nanto Bank) 6 persons
Interest
Membership fee (Japan Post) 250 persons

Unit

Total

20,0006120,000

1811820,000

250

5,000,000

Total

5,120,018

Expenses
CostUnit

Total

PalSyne monthly fee

26,95012323,400

Nanto web banking commission fees

13,200113,200

Administrative staff cost (2,000 yen x 8h/day)

16,00000

Diploma Holder Cost

1,221

500

610,500

Alumni event food & beverages costs

150,000

1150,000

Alumni event lecturer fees

30,000390,000

NAA gathering support (100,000 yen)

100,000

5500,000

NAA gathering support (50,000 yen)

50,00010500,000

International NAA support (INAA)

50,000150,000

Welcome party support

100,000

1100,000

Others (transfer fees)

30,0001

30,0002,752,918

12,752,918

Emergency funds (future PalSyne fee)
Total(2) Promotion to increase membership
Graduates
Through each laboratory- Obtain graduates’ permission to receive the contact from Alumni Association- Obtain graduates’ email address(3) New event/support proposals(List for reference)・Establishment of a stable method to elect board members (not yet achieved)
・Administrative staff employment (not yet achieved)

5,120,018

・Publication of Newsletters (uploading web articles by graduates) (not yet achieved)
・NAIST Tokyo Forum-related gathering event support (not yet achieved)
・Events (other than lectures) promoting interaction between graduates and students (implemented since2022)
・Support for overseas branch activities (implemented since 2022)
・NAIST welcome party support (implemented since 2022)
・Website renewal and management (implemented since 2020)・Online gathering support (implemented since 2019)
・Membership system implementation and operation (implemented since 2019)(4) Others

[Handout 5]

Current Board Members
TermKiyoshi Kiyokawa

IS 1994 enrollment

May.2023-May.2025

Vice-chairpersons Mime Kobayashi

BS 1994 enrollment

May.2023-May.2025

Kazuma Yasuhara

MS 2006 enrollment

Nov. 2023-Nov.2025

Morito Akisada

BS 1999 enrollment

May.2023-May.2025

Isamail Arai

IS 2002 enrollment

Jun. 2023-Jun.2025

Yoshihiro Ueoka

MS 2009 enrollment

May.2023-May.2025

Katsutomo Okamura

BS 1998 enrollment

Nov.2023-Nov.2025

Manabu Sugimoto

MS 2013 enrollment

Nov. 2023-Nov.2025

Junichiro Yoshimoto

IS 1998 enrollment

May.2023-May.2025

Yuko Wada

BS 2000 enrollment

May.2023-May.2025

Raula Gaikovina Kula

IS 2008 enrollment

May.2023-May.2025

Shoji Komai

BS 1995 enrollment

May.2023-May.2025

Chairperson

Directors

Auditors
Advisors

[Handout 6]
Nara Institute of Science and Technology Alumni Association
2023 General Assembly
Activity reports
Kiyoshi Kiyokawa, Chairperson（IS 1994 enrollment）

1) Membership registration
PalSyne database (https://palsyne.com/) has been used for alumni information management sinceFebruary 2019. As of October 29th, 2023, there are 3,481 registrants (3,101 persons as of last year, 2,252
persons as of two years ago, 841 persons as of three years ago).
New member registration site
https://apply.palsyne.net/u-naist/register.aspx
PalSyne login sitehttps://pu.palsyne.net/u-naist/2) NAA PR activities
a: NAA invitation letter and payment slips for membership fees have been sent to new students.
b: Chairperson Kiyokawa introduced NAA at the Graduation Ceremony, March 24th and at the orientations
for new students held on April 3rd, 5th and October 2nd, 2023.
3) Membership fee payment by new students
The payment rate is 55.6% for new students at October 29th 2023.
New Students
M/D
Numbers of Numbers of Rate
Students
PaymentJapanese Students
M325218
D536International StudentsM189
D251Total421
23467.1%
11.3%
50.0%
4.0%
55.6%4) Reunion support
The following alumni reunions were held.
Materials Science Tadashi Shiosaki laboratory Online New Year’s Party
a: January 15th, 2023:(No cost, no support from NAA)
thb: March 11 , 2023:
Retirement Party for Biological Science Professor, Hiroshi Ito
c: March 25th, 2023:
80th birthday party for Biological Science Emeritus Professor,
Kunio Yasuda (former president)
d: May 20th,2023:
Retirement Party for Biological Science Professor, Hiroshi Takagi
e: September 2nd-3rd,2023: INAA Alumni Reunion 2023
(Reference)Condition for support:
More than 10 participants; Inform participants of NAA support; Submit participant list, report (about300 words) and gathering photoSupport amount: 2000 yen/person (Up to 100,000 yen)5) Collaboration with NAIST Career Services Officea: November 25th, 2022: 4th Alumni lecture (Online)
b: August 18th, 2023: Meet the Alumni for international students (Online)
c: November 17th, 2023: 5th Alumni lecture (Hybrid)6) Flower offering / telegram of condolence
July 10th, 2022: Memorial meeting of former president, Professor Yasuyuki Yamada
February 8th, 2023: Gathering to remember Mrs. Sachiko Iida
Mr. Toyohiko Iida, President of Iida GroupWe offer our deepest condolences on the passing away of Mrs. Sachiko Iida. Since the early days ofNAIST’s establishment, she has offered continuous support for various activities of NAIST students andalumni as a cheering party. She participated in International Friendship Meetings at Millennium Hall andonline reunion for Indonesian alumni, and was admired by many alumni including international students
because of her passion, devotion, and elegant behavior. Because NAIST wasn’t well known before, she
was pleased with the situation that people recognize our university by just saying Nara Sentan University
after Professor Yamanaka was awarded a Nobel Prize, as if the change happened to her own child. We
are eternally grateful for her kindness and express sincere condolences. May she rest in peace.
NAIST Alumni Association Board Members

[Handout 7]

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 Honor Award.

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.
November 2019 : General Assembly and Homecoming Day held.
November 2020 : General Assembly and Homecoming Day held.
May 2021 : Board meeting held.
June 2021 : Special General Assembly (online) held.
November 2021 : General Assembly and Homecoming Day held.
April 2022 : NAIST Welcome Party held.
June 2022 : Board meeting held.
November 2022 : General Assembly and Homecoming Day held.