Example of Neighborhood Association Neighborhood Associations Covenant

This example is a reference for the creation or revision of new rules when establishing Neighborhood Association Neighborhood Associations. Please use it as a reference when creating rules that match the local situation.
In addition, when acquiring the legal status under the Local Autonomy Law, it is necessary to make the contents in accordance with the provisions of the same law. For more information, please contact the ward office Regional Promotion Division.

Enactment XX year ○ month ○ day
Lately revised XX year ○ month ○ day

(Name and Office)
Article 1 The Society shall be referred to as the XX Association (hereinafter referred to as the “Home Association”), and the office shall be placed in the XX Town XX, XX, XX, Yokohama City.
(Note) It is also possible to set "place the office at the chairman's house."

(Area)
Article 2 The area of the Society shall be the area from Yokohama City XX Ward XX Town XX No. ○ to ○ No. ○ No. ○ No. ○

(Members)
Article 3 Members of the Society shall consist of households with Address in the area specified in Article 2.
2 A person who intends to join or withdraw from the Society shall notify the President.
3. If there is a notification of membership to the Society, it must not be refused without justifiable reason.
4 If a member falls under any of the following items, he / she shall withdraw.
（１） If you no longer have a Address in the area specified in Article 2
（２） When the person has notified the withdrawal specified in Article 3, Paragraph 2.
5. If a member dies or is declared missing, his / her qualification will be lost.

(Objective)
Article 4 The purpose of the Society is to contribute to the formation of a livable community by promoting mutual friendship and welfare among members and working on solving local issues.

(Business)
Article 5 The Society shall conduct the following projects in order to achieve the objectives set forth in Article 4.
（１） Matters related to mutual friendship among members
（２） Thing about environment maintenance such as cleaning, beautification
（３） Thing about disaster prevention, fire prevention, traffic safety
（４） Thing about local welfare
（５） Matters related to mutual communication and public relations between residents
（６） ○○ Maintenance of the hall
（７） ・・・・・・

(Note) For officers, it is desirable to indicate the establishment, number of people, role, etc. in the rules. (Even if a general manager or group leader is set up as necessary for the size of the meeting, etc., it is desirable to clarify it in the rules.)

(Classification of Officers)
Article 6 The following officers shall be appointed to the Society.
（１） Chairman 1
（２） Vice Chairman ○ Name
（３） Accounting ○ Name
（４） ○○ Manager ○ Name
（５） Group leader 1 person in each group
（６） Auditor ○ Name

(Appointment of Directors)
Article 7 The chairman, vice chairman, accounting and auditor shall be elected from among members at the general meeting.
2. The General Manager shall be appointed by the Chairman from among the members.
3. The group leader shall be elected from among the members of each group by mutual election.
4 The auditor may not serve as the chairman, vice chairman or other officers.

(Digities of Directors)
Article 8 Officers shall perform the following duties:
（１） The President shall represent the Society and supervise the affairs.
（２） The Vice-President assists the President and substitutes his duties if the President has an accident or is missing.
（３） Accounting processs the accounting affairs of the Society.
（４） The director shall share his duties at the order of the chairman. (Example: General Affairs, Public Relations, Environmental Improvement, anti-crime program, Traffic Safety, Welfare, Youth, Hall, etc.)
（５） The group leader is responsible for coordinating with the members.
（６） Auditors shall audit the accounting and business execution of the Society and report it to the General Meeting every year. If any inconsistent facts regarding accounting affairs and business execution are found, it shall be reported to the General Assembly, and if it is deemed necessary for reporting, an extraordinary general meeting shall be requested.

(Term of office of directors)
Article 9 The term of office of officers shall be ○ years. However, it does not prevent reappointment.
(2) The term of office of an officer elected by substitute shall be the remaining term of the predecessor.

(Dismissal of Directors)
Article 10 In the event that an officer violates the rules or acts that undermine the honor of the Society, he / she may be dismissed by a resolution of the General Assembly.

(Note) As the best decision-making body in Neighborhood Association Neighborhood Associations, it is desirable that the General Assembly clearly define the composition and voting rights as well as requirements for establishment, attendance, number of votes, handling of power of attorneys, etc.

(Composition of General Assembly)
Article 11 The General Assembly shall consist of all members.

(Type of General Assembly)
Article 12 The General Meeting shall be a regular general meeting and an extraordinary general meeting.
2 Regular General Meetings shall be held every month.
(3) The extraordinary general meeting shall be held when the chairman deems it necessary, when a request is made from one-half or more of all members indicating the purpose of the meeting, and when a request is made by an auditor pursuant to the provisions of Article 8, Paragraph 1, Item 6. Held when requested.

(Convocation of General Meeting)
Article 13 The General Assembly shall be convened by the President.
(2) When convening a general meeting, members must indicate the purpose, content, date and time and place of the meeting and notify the members at least ○ days before the meeting.

(Deliberation items of the General Assembly)
Article 14 The General Assembly shall deliberate and vote on the following matters.
（１） Matters related to business plan and business report
（２） Matters related to budget and settlement of accounts
（３） Matters concerning the appointment and dismissal of officers
（４） Matters concerning changes to the Terms and Conditions
（５） ・・・・・・
（６） Other important matters

(Chairman of the General Assembly)
Article 15 The chairman of the General Assembly shall be elected from among the members who attended the General Assembly.
(Note) It is also possible to say, "The chairman of the General Assembly shall be the chairman."

(quorum of the General Assembly)
Article 16 The General Assembly may not be held unless at least half of all members are present.

(Resolution of the General Assembly)
Article 17 The proceedings of the General Assembly shall be decided by a majority of the members present, and in the event of a tie, the decision of the Chair shall be made.

(Member voting rights)
Article 18 Members shall have the voting right of one vote each.

(Written vote at the General Assembly, etc.)
Article 19 Members who are unable to attend the General Meeting for unavoidable reasons may vote in writing on matters notified in advance or delegate other members to the proxy/agent.
(2) With regard to the application of the provisions of Articles 16 and 17 in the case set forth in the preceding paragraph, its members shall be deemed to have attended.

(Minutes of the General Assembly)
Article 20 Regarding the proceedings of the General Assembly, minutes stating the following matters must be prepared.
（１） Date and time and place
（２） Current number and number of attendees (including members who submitted a power of attorney and written vote)
（３） Purpose of the event, matters to be discussed and matters to be resolved
（４） Outline of the progress of the proceedings and results
（５）……
(2) Minutes shall be signed by the Chairman and the Minutes Signature seal with a number of signers elected at the General Meeting.

Chapter 4 Board of Directors
(Composition of Board of Directors)
Article 21 The Board of Directors shall consist of officers (excluding auditors).

(Convocation of Board of Directors)
Article 22 The Board of Directors shall convene when the President deems it necessary.

(Deliberation items of the Board of Directors)
Article 23 The Board of Directors shall be chaired by the President and discuss and vote on the following matters.
（１） Matters to be discussed at the General Assembly
（２） Matters concerning the execution of matters resolved at the General Meeting
（３）……
（４） Other matters related to the execution of duties that do not require a resolution of the General Assembly

Chapter 5 Accounting
(Expenses)
Article 24 Expenses of the Society shall be allocated with dues and other income.

(Membership fee)
Article 25 The membership fee of the Society shall be ¥ 1 per household per month.

(Fiscal year)
Article 26 The fiscal year of the Society begins on April 1 of each year and ends on March 31 of the following year.

Chapter 6 Miscellaneous Rules
(Delegation)
Article 27 Necessary matters other than what is provided for in these Terms shall be determined separately by the President after a resolution of the General Assembly or the Board of Directors.

Supplementary Provisions
This agreement shall come into effect on the day of the month of the month of the month of the month of the month of the month of the month.