Document 1

Date:
Location:
Attendees:

Observers:

Nara Institute of Science and Technology Alumni Association
2019 General Assembly
MinutesNovember 10th, 2019 (11:10am-11:25am)
Conference Room, Administration Bureau
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)
Yoshihiro UEOKA, Director (MS 2009 enrollment)
Shoji KOMAI, Advisor (BS 1995 enrollment)
Raula Gaikovina Kula, Auditor (IS 2008 enrollment)
Kiyomi KAKIUCHI, Advisor (NAIST Executive Director/Vice President)
Others: 16 persons
Student Support Section (Nakano, Miyamoto)Opening:
Greeting by Mr. KIYOKAWA, Chairperson
Board member self-introductions
Deliberation:
1. Confirmation of previous General Assembly (Nov. 11th, 2018) minutes
2. Approval of 2018 settlement of accounts
3. Approval of 2018 accounting audit
4. Approval of activity proposals- Increase NAA participation rate
5. Approval of board member reappointments
6. Constitution revision
Reports:
1. Activities

Document 2

March 31st 20202019 NAA balanace sheet :April 1st 2019 - March 31st 2020
1. Income◆ Nanto Bank
Membership fees (6 persons)Interest from 19/08
Interest from 17/02

120,000 Yen
8 Yen
6 Yen

◆ Japan Post Bank
Membership fees (173 persons)
Repayment of support for NAIST OBOG Party

3,460,000 Yen
19,695 Yen◆ Balance carried forward
Nanto BankJapan Post Bank

1,949,783 Yen
5,809,561 Yen

2. Expenses◆ Nanto Bank
Cost of Payment slips creation
Money Transfer fee
Support fee for 22th Anniversary of MS Section (15/06/2019)
Money Transfer fee
Support fee for souvenir of retirement Prof. Ogita (27/04/2019)
Money Transfer fee
Support fee for gathering with Prof. Yasuda (18/05/2019)
Money Transfer fee
Prize for Ekiden (06/11/2019)
Gift envelope (06/11/2019)
Home Coming Day Party fee (10/11/2019)
Support fee for NAIST OBOG Party (07/12/2019)
Money Transfer fee
Support fee for 20th Anniversary of BS Section (09/11/2019)
Money Transfer fee
Usage fee for PalSyne
Commission of Nanto Web Banking

27,000 Yen
108 Yen32,000 Yen
540 Yen36,000 Yen
540 Yen
20,000 Yen
330 Yen13,000 Yen
304 Yen47,454 Yen
76,120 Yen
550 Yen52,000 Yen
550 Yen739,010 Yen
13,060 Yen
520 Yen42,000 Yen
31,441 Yen

Total Amount
3. Balance
Income 11,359,053 Yen — Expenditures
Nanto Bank balance
Japan Post Bank balance

3,479,695 Yen

7,759,344 Yen

11,359,053 Yen

Total amount◆ Japan Post Bank
Charge for balance inquiries
Support fee for INAA gathering (30/11/2019)
Money Transfer fee for 173 persons

120,014 Yen

1,058,566 Yen

73,961 Yen

1,132,527 Yen
1,132,527 Yen
1,011,231 Yen
9,215,295 Yen

10,226,526 Yen

Document 3
November 12th 2020
Audit report
Auditor: Raula Gaikovina Kula, Associate Professor, IS
Nara Institute of Science and Technology Alumni AssociationDate:
Location:

November 12th, 2020 (15:00pm-15:30pm)
Information Science Complex

Period of Audit report:

April 1st, 2019- March 31st, 2020

Income & Expense:
1) Expense: Payment slip production

27 108 yen

2) Expense: Support for GSMS 22th anniversary party (15/06/2019)3) Expense: Support for Prof. Ogita’s retirement souvenir (27/04/2019)

32 540 yen
36 540yen

4) Expense: Support for gathering with Prof. Yasuda (18/05/2019)5) Expense: Ekiden Prize (06/11/2019)6) Expense: Homecoming Day party (10/11/2019)20 330 yen
13 304 yen
47 454 yen

7) Expense: Support for NAIST OBOG Party (07/12/2019)8) Income: Partial reimbursement for NAIST OBOG party
9) Expense: Support for GSBS 20th Anniversary party (09/11/2019)76 670 yen
19 695 yen
52 550 yen

10) Expense: PalSyne costs11) Expense: Nanto web banking commission fees12) Expense: Support for INAA gathering (30/11/2019)739 010 yen
13 060 yen
42 000 yen

13) Expense: Japan Post Bank charge for balance inquiries
14) Expense: Japan Post Bank money transfer fees (173 persons)15) Income: Interest from NANTO Bank16) Income: Japan Post Bank membership fees17) Income: Nanto Bank membership fees520 yen
31 441 yen
14 yen3 460 000 yen
120 000 yen

I have examined the NAA balance sheet for November 12th, 2020 and the related statement ofincome and changes in fund balances for the period from April 1st, 2019 through March 31st, 2020.
In my opinion, the accompanying financial statements present fairly the financial position of the NAA
as of November 12th 2020 and its revenues collected and expenses paid for the period then ended.

Document 4

Nara Institute of Science and Technology Alumni Association
2020 General Assembly

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

1) Budget for 2021
-2021 expenses are based on 2020 income-Aim for 60% or higher new student enrollment rate

IncomeAmountNumber ofPayer

Students(Rate)

Total

Membership fees (Master’s)

20000

352

169 (0.48)3380000

Membership fee (Doctoral)

20000

622 (0.03)

40000

Donations

10000

00

Total

3420000

Expenses
Cost

Unit

Total

PalSyne costs

26950

12323400

PalSyne renovation costs

5000001500000

Administrative staff cost (16000 yen/day)

16000

52832000

Web management fees

20000

12240000

Graduation certificate cases

1386

400554400

Alumni event food & beverages costs

1500001150000

Alumni event lecturer fee

50000

150000

NAA support costs

50000

10500000

Welcome party support costs

1000001100000

ZOOM license

45600

145600

Others (commissions/transfer fees)

30000

130000Emergency funds

94600

194600TotalBalance

3420000
02) New event proposals- Planning and supporting a welcome party- Planning and supporting online gatherings- Planning and supporting a gathering at the Tokyo Forum- Others
3) 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
4) Hiring administrative staff
We discussed employment conditions with the labor and social security attorney
5) OthersDocument 5

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

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 2022

Directors

Auditors
Advisors

Shoji KOMAI

Document 6
AIST 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) 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 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 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 Advisorsshall 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 constituion

(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 7
Nara Institute of Science and Technology Alumni Association
2020 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 9th, 2020, the number of registrants was 841 persons (358 persons in 2019).
New registration pagehttps://apply.palsyne.net/u-naist/register.aspx
PalSyne login pagehttps://pu.palsyne.net/u-naist/2) NAA PR activities
We sent the information about NAA and payment slips for membership fees to new students.
We also explained NAA at the orientation for new students, April 2nd, 6th and October 2nd, 2020.
3) Membership fee payment by new students
The payment rate is 34.2% for new students at November 9th 2020.
New Student
M/D
Numbers of Numbers of Rate
Student
PaymentJapanese StudentsM
307
146
D66
7International StudentsM405D58
3
Total471
16147.6%
10.6%
12.5%
5.1%
34.2%4) Reunion reports
The following alumni reunions were held.
NAA supported some reunions.
November 30th, 2019 : （INAA）INAA Gathering 2019 in PENS, Surabaya（Support: 42,000 yen）
December 6th, 2019 : 20th Anniversary of BS Section （Support: 52,000 yen）
December 7th, 2019 : NAIST OBOG Party （Support: 56,425 yen）
September 12th, 2020: Online NAIST Alumni Reunion 2020 (No Support)（For reference）
Condition for support:
More than 10 participants; Inform participants of NAA support; Submit participant list, report (about 300words) and gathering photoSupport amount: 2000 yen/person (Up to 100,000 yen)5) Collaboration with Division for Career Development
August 12th, 2020: Career meeting with ALUMNI (greeting speech by Kiyokawa, Chairperson)
October 6th, 2020: NAIST ALUMNI Conference (greeting speech by Kiyokawa, Chairperson)6) Website renovation
New website launched April 2020
http://alumni.naist.jp

7) Consideration of various events
The following events were canceled due to COVID-19
April 11th, 2020: 2020 NAIST Welcome Party
October 26th, 2020: Reunion in Tokyo at NAIST Tokyo Forum 2020

Document 8

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.
November 2019
General Assembly and Homecoming Day held.