January 2025 Board of Directors Meeting Report

January board meeting .

The following agenda items were handled by the three directors, each district director, deputy district director, and group leader.

(1) Submission of the list of incoming officers .

1. The current leader of the group should inform the district leader of the next leader of the group.District heads are requested to collect the incoming district heads, vice district heads, and group leaders and submit the list.The list will be collected at the next board meeting in February.
2. Please distribute the group leader roles.Since there will be a bias each time and adjustments will be made at a later date, please use the following distribution.
   • (In each district, 1 General Affairs, 2 Athletics, Public Relations: all others) *Abolition of benefits is discussed below.
3. Please include your full name and (if not rejected) contact information for inclusion in the board roster.

(2) Preparation for the General Assembly .

• The general meeting is scheduled for Sunday, April 13, 2025.
• The current members will be the proposers of the agenda for the April general meeting, which will be discussed at the March board meeting, so if there are any suggestions that the group leaders would like to include in the agenda, please submit them at the February board meeting through the district leaders.

Items on the agenda from the Executive Committee (as discussed at the May/June 2024 board meeting)

• Change of constitution required
  • Abolition of admission fee
  • Increased maternity gift to 10,000 yen
  • Mitigation of limiting clean leaders to district heads only.
    • Clean Leaders will not be limited to district heads, but will be recruited for the entire area with compensation.
    • Principal Business:
      • Attend meetings at Hirano Shimin Katsudo Center (several times a year/daytime)
      • (2) Status reports on the clean stations in charge (questionnaire type, several times a year)
      • (iii) Patrol and maintenance of clean stations in charge (as needed)
    • Remuneration: Allowance from the city 16,000 yen (annual amount) + additional allowance from the community association (amount to be determined)
      *Non-autonomous members receive only the allowance from the city and no additional allowance from the community association.
• I don't want to change:
  • Elimination of welfare officer (to make the elimination of meals at Respect-for-Senior-Citizens meetings a regular event)
    *All board members + volunteers cooperate in festivals and other events.
• Event and budget-related matters
  • Change the operation of the district activity fee and allocate it to other expenses.
    *The contribution of 30,000 yen from each district, a remnant from the days when activities in the district were active, has been reduced to 10,000 yen.
    Whether to return the balance to the Treasurer or pass it on to each district is to be discussed.
  • The Respect-for-Senior-Citizens meal was eliminated, and only the celebration money was used.The difference will be allocated to large-scale events such as the Nakayama Festival.

(iii) Accounting closing date is the end of February.

• Accounting for the Nakayama Neighborhood Association is closed at the end of February.Group leaders are requested to complete the collection of dues for the current fiscal year by the end of February and submit the dues collection ledger (A4 horizontal chart with many cells) to the district head (please refer to the "Handling of Accounting Documents" distributed in April).If all dues have already been collected, please submit the original ledger via the district director at the February board meeting.

(2) Others

• We have received a written response from the entity responsible for implementing the large-scale construction in District 1 to the questions raised by the community association.It appears that the project will not be used in the manner that we were concerned about. We will continue to work with the other party and communicate any resident concerns as appropriate.
• We will address the consultation regarding the disposal of vacant lots within Group 5 in District 1.
• We are applying to the city for a purchase subsidy for fire extinguishers in our community association area as they are nearing the end of their useful life.
• The banned park benches are scheduled to be removed by the City this year.We have been informed that due to budget shortfalls, there are no plans to construct new ones.We have requested that this matter be reconsidered at the Hirano District New Year's Party through the city council members.

Those who have changed neighborhood associations, etc.

*We will refrain from posting individual names on our website. Please check the circular.

Next Board Meeting

• The next board meeting will be [February 2, 2025 (week 1), 10:00-11:00 a.m.], with the four district officers in charge of set-up.