January board meeting .

(1) Submission of the list of incoming officers .

• 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.
• Please assign team leader roles. Each district should select two members to handle the sports festival. The remaining members will be responsible for distributing publicity materials (as the general affairs/welfare officer role has been discontinued).
• 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 12, 2026.
• 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 to be proposed as agenda items from this year's officers to next year's officers (if agreed upon by the officers)

We are seeking constructive feedback, including institutional design proposals, on the following matters. If a topic has not been sufficiently developed to warrant inclusion on the agenda, it will be withdrawn.

• Handling of Non-Members Regarding Clean Center Usage ※Issues raised throughout the period
  • A strategy to identify individuals who express the intention that "while they cannot perform officer duties due to health reasons or other circumstances, they are willing to pay membership fees."
  • Measures to collect fees from non-residents for maintenance within the residents' association area (streetlight electricity costs, garbage collection, etc.)
• Adoption of disaster preparedness supplies stockpiling for residents' association members (funding possible from disaster prevention budget). *June 2025 agenda item
• Review of Hall Usage Regulations (Clarifying the Hall's Purpose, Revising Usage Fees, etc.) ※July 2025 Agenda Item

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

• The Nakayama Residents' Association's fiscal year closes at the end of February. Members and block leaders must complete collection of this year's dues by the end of February and submit the dues collection ledger (the A4 landscape-oriented table with many cells) to the district chief (refer to the "Handling of Accounting Documents" distributed in April). If collection has already been completed, please submit the ledger via the district chief at the February board meeting.

4) Others

• Please refer to the separate notice regarding the results of the recent neighborhood association election. (From the Election Management Committee)
• The Nakayama Flower Musubi Association has been established (a volunteer group related to the Flower-Filled Activities initiative). For details, please refer to the separate notice.

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 held on [February 1, 2026 (first week), 10:00 AM to 11:00 AM]. The setup will be handled by the District 3 officers.

Minutes of Key Questions and Summary Discussions at This Board Meeting

Next Term Executive Officers

Question: Regarding next year's team leader role assignments, it states that two physical education representatives will be selected. Wasn't the policy that we would not participate in the Hirano District Sports Day?

Response: As participants are voluntary, we wish to continue participation in fiscal year 2026. Last year, we discontinued mandatory participation and were able to enjoy participation solely through volunteers, so we wish to continue this approach this year. Should a situation arise where there are no volunteer participants, we will consider continuing participation at that point.

General Meeting Agenda Items

Opinion: Before the general meeting, it may be necessary to clarify which items on the agenda require a resolution by the general meeting and which can be decided by the board of directors.

⇒Post-meeting note from the executive committee: Items requiring approval at the general meeting include the portion concerning the next fiscal year's business plan, the budget proposal allocated for its implementation, and matters related to amendments to the bylaws.
How to execute within the approved framework? This is a matter that can be decided by the board of directors. (Example: If the senior citizens' event is to be discontinued and not held the following year, the resolution should be passed with it excluded from the next year's project plan. If the scale is reduced but some form of implementation is planned, the resolution should be passed with it included in the next year's project plan (submitted as is unless specific additions are needed), with the specifics to be reviewed by the next year's board members.)

Reference Opinion: The roster data manager provided the following preliminary information for consideration of various issues: current numbers of members, non-members, and vacant homes (459:133:53), with a neighborhood association membership rate of 76%. The estimated age distribution indicates that over half of the members are in their 70s or older.

Proposal: How about initiating monetary requests to non-members? For instance, we could start by simply collecting payments from those who agree to pay the ¥2,000 annual fee via postal transfer form and receive explanatory materials by mail.

Regarding the overall opinion, 70% agree with requesting cost-sharing.

Regarding the amount and method, it was not possible to make a decision at this time, and there was a request for supporting documentation.

As a supplementary suggestion, laminating materials posted for public viewing might increase the likelihood that people will read them rather than discard them.

Proposal: Should we consider discontinuing the senior citizen celebration grant? Distributing only 2,000 yen to 112 households out of 459 households raises questions about its significance and sustainability.

that amount or more