June 2024 Board of Directors Meeting

June board meeting

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

1) Spring cleaning (zero waste)

• The event was held on Sunday, May 26 with your cooperation. Thank you very much for your cooperation.

(2) Request for installation of curve mirrors and security lights

• We requested a compilation of installation requests last month, but if you have any requests, please let the chairman know.

(iii) Consideration of various improvement proposals requiring changes in the constitution

• As conditions inside and outside the community association have changed since the establishment of the constitution, we considered revisions to match the reality of our activities.
  1. Elimination of admission fee -> Direction to adopt the proposed new constitution
     • Present Rules: Chapter 7 [Accounting] Article 16 Dues Item 1
       • 1 An admission fee of 5,000 yen shall be paid at the time of admission.
     • Proposed new constitution: deleted. Subsequent sections above moved forward.
  2. Abolition of the decision of 1,000 yen for missed cleaning*Eliminate unfairness with non-members who do not attend cleaning→Continued consideration
     • Present Rules: Chapter 8 [Payment Rules] Rule 20 Service in the military service
       • 2. As a general rule, the head of the household is responsible for attendance.
       • 3 The following matters shall be determined in relation to the Service
         • (1) One person per household shall be assigned to serve.
         • (2) In the unlikely event that a member is unable to serve, 1,000 yen must be paid to the group leader. The team leader must pay the amount to the district head and apply it to the district fee.
     • Proposed new constitution: deleted. Subsequent sections above moved forward.
  3. Increase maternity gifts (children are very important for an aging population) -> Direction to adopt proposed new constitution
     • Present rule: Sympathy regulations Rule 2
       • Birth gift (per child): 3,000 yen
     • Proposed new constitution:
       • Birth gift (per child) 10,000 yen
  4. Relaxation of the point that cleanup leaders are limited to district heads (Reduce the burden on district heads. (To reduce the burden on district heads and to elect one person from each district) -> Direction to adopt the proposed new constitution
     • Current Constitution: Chapter 5 [Composition and Officers of the Association] Article 5.
       • 6 clean-up leaders (each district head doubles as a clean-up leader)
     • Proposed new constitution: 6 clean leaders (one to be elected from each district. (One person will be elected from each district, regardless of whether or not he/she is an officer for the current fiscal year.)
• Since a change in the constitution requires a general meeting, we will continue to consider the timing of the revision.

4) Consideration of various improvement plans that do not require a change in the constitution

The following were considered for revision of documents established by customary practice

• (At present, the role of Group Leader is assigned by job category, such as General Affairs, Public Relations, Welfare, and Athletics, but we would like to leave it to the discretion of District Officers as to who is responsible for what and when. (We believe that the concept of "those who can do what they can do, when they can do it" is more sustainable).
  1. In "02.[All officers] Roles (Public Relations/Athletics/General Affairs/Welfare)" in the "Roles of the District Head and Group Leader" document, the definition of "●● Responsibilities (e.g., Public Relations)" was replaced with "●● Duties" and changed to a more comprehensive statement that officers are responsible for these duties through district consultation. →continuing consideration
     • present
       • The public relations officer is responsible for monthly (and sometimes occasional) city publicity and distribution of neighborhood association circulars.
       • The athletic director's role is to prepare for the Citizens' Athletic Festival and to be in charge of the day of the festival (not the athletes).
       • The general affairs staff is in charge of binding the end-of-year agenda, the list of names once every few years, and assisting with the irregular flower-filled campaign. In addition, they are in charge of general affairs as requested.
       • The welfare officer is responsible for distributing information about the Nakayama Respect-for-Senior-Citizens Meeting and being in charge of the day of the event.
     • New proposal: change description as "role".
       • Public relations work: monthly (and occasional) city publicity and distribution of neighborhood association circulars, etc.
       • Athletic duties: preparation and day-of-work for the Citizens' Athletic Festival (not athletes)
       • General affairs: Assistance with irregular flower-filled campaigns and general affairs as requested by the executive office.
       • Welfare: Distribution of information on the Nakayama Respect-for-Senior-Citizens Meeting and day of the event, as well as entertainment duties for various events as requested by the Executive Committee.
       • The above duties will be coordinated and handled within each district director.
• Review of PR distribution methods (In principle, individual distribution to non-members will be discontinued. (In principle, individual distribution to non-members will be abolished. Consideration will be given to simple distribution methods such as placing post boxes in front of local government buildings or on bulletin boards, etc.) -> continuing consideration
  1. Confirmation of direction and sharing of the city's views among the executive committee and board members. Specific methods will be discussed at the next meeting.

(3) Other

• There were many extraordinary circulars in the last month, and I would like to thank the Public Relations Officer and everyone else for their prompt attention to these matters. Thank you very much.
• Hirano Area Disaster Drill: 6/15 (Sat) 10:00-11:30 at Hirano Area Civic Activity Center. If you wish to participate, please contact the chairperson.
• PTA Waste Collection: Saturday, 6/8 from 7:30-8:00 a.m. Please bring your waste to the front of the Community Center.
• At the initiative of Nakayama ME-RISE, we will consider inviting Kirameki delivery lectures in Higashimatsuyama City. A separate questionnaire will be circulated, so please respond accordingly if you are interested. (*Please ask the group leader to post the answers back to the mailbox at the Jichi Kaikan when you receive them.)
• We are looking for committee members for the Nakayama Festival. Please refer to the separate circular and if you are interested, please cooperate. We only need as much cooperation as you can give. (*Please ask the group leaders to post their answers in the mailbox at the community center when they come back to us.)

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 [July 7 (1st week), 10:00-11:00 a.m.] and the three district officers will be in charge of setting up the meeting.