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2016, May 16 Board of Directors Meeting Minutes

2016-07-13T02:47:37Z

Rmartin: Created page with 'Board of Directors Meeting<br> Matsukawa Place <br> May 16, 2016<br> ===Attendance=== ====Present==== #Daniel Sexton (OMS) #Karen Stoesz (SEND) #Thomas Norton (Head of School) #…'

Board of Directors Meeting<br>
Matsukawa Place <br>
May 16, 2016<br>

===Attendance===
====Present====
#Daniel Sexton (OMS)
#Karen Stoesz (SEND)
#Thomas Norton (Head of School)
#Gerald May (TEAM)
#Kenichi Shinagawa (Member-at-large)

====Ex-Officio====
#Sobi Abraham (Supervisor-Auditor)

====Absent====
#Grace Fukuzawa (Chong Eun Lee) (Member at Large and Educator)
#Gaius Berg
#Johanna Leenders (Mieke Sasaki)(CRJM)
#Taizo Morimoto (Supervisor-Auditor)

====Proxy====
#Pauline Carlson designated Kenichi Shinagawa as her proxy.

===SY 15-16:125 Call to order===
The meeting was called to order at 8:35 a.m.
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===SY 15-16:126 Approval of agenda (B 4.3.5.3)===
MSC to approve the agenda.
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===SY 15-16:127===
Rescind the election of Grace Fukuzawa as educator on the Board of Directors for SY16-17<br>
<b>MSC to rescind the election of Grace Fukuzawa as educator on the Board of Directors for SY16-17.</b>
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===SY 15-16:128===
Election of Director designated as the educator on the Board of Directors – Kenichi Shinagawa<br>
<b>MSC to elect Kenichi Shinagawa as the Director designated as the educator on the Board of Directors for SY16-18.</b>
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===SY 15-16:129===
Rescind the previous election of Joel Peterson as supervisor-auditor for SY16-17<br>
<b>MSC to rescind the election of Joel Peterson as supervisor-auditor for SY 16-17. </b>
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===SY 15-16:130===
Election of supervisor- auditors – Sobi Abraham, Jon Winter<br>
<b>MSC to elect Sobi Abraham and Jon Winter as supervisor-auditors on the Board of Directors for SY16-18.</b>
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===SY 15-16:131 Adjournment===
MSC to adjourn the meeting. The meeting was adjourned at 8:35 p.m.
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<br>

Respectfully submitted,

________________________________ (seal)<br>
Karen Stoesz<br>
Board Secretary

________________________________ (seal)<br>
Kenichi Shinagawa<br>
Vice Chair

________________________________ (seal)<br>
Daniel Sexton <br>
Board Member

________________________________ (seal)<br>
Tom Norton<br>
Head of School and Board Member

_______________________________ (seal)<br>
Gerald May<br>
Board Member

2016, March 15 Board of Directors Meeting Minutes

2016-07-13T02:46:46Z

Rmartin: Created page with 'Board of Directors Meeting<br> Matsukawa Place <br> March 15, 2016<br> ===Attendance=== ====Present==== #Pauline Carlson (ECC) #Daniel Sexton (OMS) #Karen Stoesz (SEND) #Thomas …'

Board of Directors Meeting<br>
Matsukawa Place <br>
March 15, 2016<br>

===Attendance===
====Present====
#Pauline Carlson (ECC)
#Daniel Sexton (OMS)
#Karen Stoesz (SEND)
#Thomas Norton (Head of School)
#Gerald May (TEAM)
#Johanna Leenders (Mieke Sasaki)(CRJM)
#Gaius Berg (for WorldVenture)

====Ex-Officio====
#Sobi Abraham (Supervisor-Auditor)

====Absent====
#Taizo Morimoto (Supervisor-Auditor)

====Proxies====
#Kennichi Shinagawa (Member at Large) gave his proxy to Pauline Carlson
#Grace Fukuzawa (Chong Eun Lee) (Member at Large and Educator) gave her proxy to Gaius Berg

===SY 15-16:94 Call to order (Act of Endowment, Chapter 3, Articles 18.3, 18.8)===
The meeting was called to order at 8:45 am.
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===SY 15-16:95 Devotions===
Tom Norton shared from James 1:14-27.
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===SY 15-16:96 Time of prayer for the school (B 4.6.7)===
We spent time in prayer for board members and CAJ.
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===SY 15-16:97 Approval of agenda (B 4.3.5.3)===
MSC to approve the agenda.
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===SY 15-16:98 Finance and Audit Committee report (B 4.8.2)===
Gaius Berg and Tom Norton gave the Finance and Audit Committee report.
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===SY 15-16:99 Executive Action session===
An executive action session was convened at 9:37 a.m. and adjourned at 10:25 a.m.
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===SY 15-16:100===
Mieke Sasaki left the meeting at 10:25 a.m. She gave her proxy to Pauline Carlson.
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===SY 15-16:101 Approval of Tuition Increase (B 2.6.2)===
MSC to approve the tuition increase for SY 16 - 17.
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===SY 15-16:102 Approval of Operating Budget (B 2.6.1, 2.6.3. 2.6.9.1, 2.6.9.2)===
MSC to approve an operating budget of ¥780,700,000 with anticipated expenses of ¥780,384,000 for the 2016 fiscal year.
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===SY 15-16:103 Approval of Capital Budget (B 2.6.1)===
MSC to approve the capital budget of ¥78,000,000 for the 2016 fiscal year.
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===SY 15-16:104 Core Values Discussion (A 4.3)===
Pauline Carlson led the core values discussion.
She reviewed the process of discussion from the Feb. 9, 2016 core values discussion.

Talking points:

*Core values should flow out of the statement of faith, but CAJ is not a church.
*We need to state the core values in such a way to point to student outcomes.

Brainstorming session on possible core values:

We seek to be a Christ-centered community of:

*Love and Grace
**Celebrating God’s love for us
**Loving God with heart, soul, mind and strength
**Welcoming each other with grace

*Faith and Hope
**Believing and trusting in Christ’s saving work
**Hoping in Christ’s promises
**Sharing the Gospel

*Knowledge and Wisdom
**Finding truth in God’s Word (doctrinal statement)
**Finding truth in God’s creation
**Discerning truth in all disciplines (subjects)
**Speaking truthfully

*Servants and stewards
**Doing justice
**Loving mercy
**Walking humbly (Micah 6:8)
**Caring for creation
**Working together
**Doing good

Tom will give the headings to the staff to see what ideas they come up with. The board values the input from the staff.

Short statements (recurring themes) coming out of our core values:
Learning. Loving. Leading.<br>
Learners, Lovers, Leaders. <br>
Learning, loving, serving together. <br>
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===SY 15-16:105 Governance and Policy Review Committee Report (B 4.8.1)===
Gerald May and Karen Stoesz gave the G&PR committee report.
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===SY 15-16:106 Amend B 4.1.5 – First Reading===
MSC to approve the following amendment of B 4.1.5:

Current reading:<br>
*B4.1.5 The board will direct, control, and inspire the organization through the careful establishment of broad, written policies reflecting the board’s values and perspectives about ends to be achieved and means to be avoided. '''The board’s major policy focus will be on the intended long-term impact outside the organization, not on the administrative or programmatic means of attaining those effects.'''

Amend:<br>
*B4.1.5 The board will inspire, direct, and control the organization through the careful establishment of broad, written policies reflecting the board’s values and perspectives about ends to be achieved and means to be avoided. '''The board’s major policy focus will be on the intended long-term impact outside of the school, not on the administrative or programmatic means of attaining those ends.'''
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===SY 15-16:107 Head of School report (B 2.1.5)===
Tom Norton gave the Head of School report.

[http://www.caj.or.jp/survey/2015-16_parent/results.php 2015-2016 Parent Survey Results]

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===SY 15-16:108 Review B 2.4.14===
The Governance and Policy Review committee was tasked with reviewing policy B 2.4.14.
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===SY 15-16:109 Head of School Monitoring Reports B2.1; 2.5; 2.10; Ends B 1.3 (B2.1.1, 3,5,2,1)===
MSC to accept the monitoring reports
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===SY 15-16:110 Board Ends Review: B 1.3 (Culture) (B 4.1.5, 4.3 Overview)===
The board reviewed B 1.3 (Culture) by answering the following question:
*What does our ownership demand from this organization in the area of culture?
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===SY 15-16:111 Board Policy Review: B 4.2 (B 4.1.6)===
The board reviewed B 4.2 and tasked the Governance and Policy Review Committee with reviewing and amending the following policies:<br>
*4.2.1
*4.2.3
*4.2.8.1
*4.2.8.3
*4.2.9.1
*4.2.9.2.4
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===SY 15-16:112 Board compliance: B 3.1; (B 4.1.4, 4.1.6)===
The board reviewed B 3.1 for compliance.
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===SY 15-16:113 Head of School Evaluation Committee (B 4.8.4)===
Karen Stoesz gave the Head of School Evaluation Committee report.
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===SY 15-16:114 Staff Survey Recommendation===
MSC to accept the staff survey recommendation.

'''The Head of School Evaluation Committee recommends the following:''' <br>
*The staff be surveyed starting in SY 2016-2017 regarding the policies that affect them. The survey will be coordinated with the Head of School Evaluation Committee and the Head of School.

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===SY 15-16:115 Election of Board Chair for SY 16-17 and SY 17-18 (B 4.2.7)===
MSC to elect Gerald May as Board Chair for the next term.
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===SY 15-16:116 Election of Board Vice Chair for SY 16-17 and SY 17-18 (B 4.2.7)===
MSC to elect Kenichi Shinagawa as Board Vice Chair for the next term.
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===SY 15-16:117 Election of Vice Chair of Finance for SY 16-17 and SY 17-18. (B 4.2.7)===
MSC to elect Daniel Sexton as Vice Chair of Finance for the next term.
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===SY 15-16: 118 Election of Board Secretary for SY 16-17 and SY 17-18. (B 4.2.7)===
MSC to elect Karen Stoesz as Board Secretary for the next term.
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===SY 15-16:119 Approval of consent agenda (B 4.2.3, 4.7.6.3.2)===
MSC to approve the consent agenda as follows:
*January 19, 2016 Board of Directors minutes (B 4.2.9.5)
*January 19, 2016 Executive Action Minutes (B 4.2.9.5, 4.2.9.4, 4.2.9.2.4)
*March 14, 2016 Board of Directors minutes (B 4.2.9.5)
*Report on Mission Representatives meeting (B 4.4.4)
*March 8, 2016 Finance Committee minutes (B 4.7.6.3.2)
*March 8, 2016 Governance and Policy Review Committee minutes (B 4.7.6.3.2)
*February 29, 2016 Head of School Evaluation Committee minutes (B 4.7.6.3.2)
*Second readings (B 4.1.9)
**B 3.2, 3.3
*Financial statements (B 2.7.10)
**October 2015 Financial Statement
***Profit and Loss | Balance Sheet
**November 2015 Financial Statement
***Profit and Loss | Balance Sheet
**December 2015 Financial Statement
***Profit and Loss | Balance Sheet
**January Financial Statement
***Profit and Loss | Balance Sheet
**February Financial Statement
***Profit and Loss | Balance Sheet
*2016 Cash Flow
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===SY 15-16: 120 Board housekeeping (B 4.2.7)===
*Invitation from Morrison Academy board to a joint retreat in Taiwan in October 5-7, 2016.
**The discussion will be continued at the May 2016 BoD meeting.
*Putting old minutes on BRENDA
**Old minutes have already been scanned into the board back-up computer that is stored in the fireproof file cabinet in the safe room. The old minutes would need to be transferred to BRENDA. These minutes would be available to board members via BRENDA, but not posted on the CAJ website. Tom was asked to ask Brian Vander Haak to take care of this.
*Annual agenda preparation for SY 16-17 (B 4.3.1, 4.3.2, 4.3.2.1)
**Pauline Carlson and Gerald May will start working on the annual agenda.
*Inviting new board members to May board meeting
**Pauline Carlson will invite the new board members to the May board meeting.
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===SY 15-16: 121 Monthly review of board process: Verbal (B 4.1.7)===
The board reviewed our process by answering these questions:
*Did we, as a board, just react to the head of school or did we initiate things?
*Did we, as a board, do work that had long-term impact outside of the organization?
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===SY 15-16: 122 Closing prayer===
Gaius Berg closed in prayer.
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===SY 15-16:123 Adjournment===
MSC to adjourn the meeting. The meeting was adjourned at 3:53 p.m.
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===SY 15-16:124 Signing of minutes===
The board members signed the minutes and put their hanks on the following minutes:
*January 19, 2016 Board of Directors minutes
*January 19, 2016 Executive Action minutes (B 4.2.9.5)
*March 14, 2016 Board of Directors minutes
<br>

Respectfully submitted,

________________________________ (seal)<br>
Karen Stoesz<br>
Board Secretary

________________________________ (seal)<br>
Pauline Carlson<br>
Board Chair

________________________________ (seal)<br>
Daniel Sexton<br>
Board Member

________________________________ (seal)<br>
Tom Norton<br>
Head of School and Board Member

________________________________ (seal)<br>
Gaius Berg<br>
Board Member

________________________________ (seal)<br>
Johanna Leenders (Mieke Sasaki)<br>
Board Member

________________________________ (seal)<br>
Gerald May<br>
Board Member

2016, May 16 Board of Councilors Minutes

2016-07-13T02:44:08Z

Rmartin: Created page with 'CAJ Gakkou Houjin Board of Councilors Meeting<br> 16 May 2016, 8:45 a.m.<br> Matsukawa Place, Meeting Room <br> 1-2-12 Shinkawa-cho, Higashi-Kurume-shi, Tokyo 203-0013<br> '''Cu…'

CAJ Gakkou Houjin Board of Councilors Meeting<br>
16 May 2016, 8:45 a.m.<br>
Matsukawa Place, Meeting Room <br>
1-2-12 Shinkawa-cho, Higashi-Kurume-shi, Tokyo 203-0013<br>

'''Current Board of Councilor Members: 19 (AE §25)'''

===Attendance===
==== Councilors Present ====
#Buchholtz, Grant
#Johnson, Paul
#May, Gerald
#Mutenda, Lawrence
#Leenders, Johanna
#Selander, Aileen
#Sexton, Daniel
#Shinagawa, Kenichi
#Stoesz, Karen
#Tada, Hiroaki
#Norton, Tom
#Winter, Jonathan

===Councilors who submitted written Proxy===
#Carlson, Pauline
#King, Dixie
#Shew, Paul Tsuchido
#Spalink, Lawrence
#Taylor, Ken

===Absent===
#Balona, Melinda (proxy submitted but received after meeting)
#Berg, Gaius

===Ex-Officio & Observers===
None

===Quorum===
10 members needed for quorum.

===Notation conventions in the minutes:===
#Act of Endowment is quoted as AE §chapter.article (number).
#All motions were moved and seconded.

===Opening Devotional and Prayer===
Devotions were given by Councilor Gerald May, followed by a time of prayer.

=== SY 15-16:19 Call to Order and Establish Quorum===
The meeting was called to order by Vice Chair of the Board of Directors, Kenichi Shinagawa, at 8:45 AM. Seventeen of the nineteen (17/19) Councilors were in attendance (including 5 by proxy). A majority (ten) is necessary to establish a quorum in accordance with AE §21.8.
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=== SY 15-16:20 Election of the Meeting Chair ===
Motion to elect Gerald May to serve as meeting chair in accordance with AE §21.7
The motion passed.
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===SY 15-16:21 Election of the Secretary for the Meeting===
Motion to elect Kenichi Shinagawa to serve as secretary for the meeting.
The motion passed.
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===SY 15-16:22 Approval of the Agenda===
Motion to approve the agenda as amended.
The motion passed.
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===SY 15-16:23 Signers of the Minutes===
Motion to designate Karen Stoesz and Grant Buchholtz, in addition to Board of Councilors Chair Gerald May, as signers for the minutes of the May 16, 2016 Board of Councilors meeting.
Unanimously approved.
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===SY 15-16:24 Approval of Prior Minutes ===
Motion to approve the minutes of BOC meeting of March 14, 2016.
The motion passed.
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===Discussion and Actions===

===SY 15-16:25 Review and Approval of 2015-2016 Fiscal Statement and Audit===
Business Manager Rick Seely reported the Fiscal Statement for the fiscal year ending March 31, 2016, with operating revenue of ¥787,259,967 and operating expenses of ¥779,729,249. He also presented the Independent Auditor’s Report from Mr. Wada of Wada Certified Public Accountant Office for the fiscal year ended March 31, 2016, including explanations of balance sheet, profit and loss results and cash flow.
The Fiscal Statement and Auditor’s Report were both accepted unanimously.
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===SY 15-16:26 Review and Approval of Overtime Pay Proposal===
Business Manager Rick Seely presented the Overtime Pay Proposal to move from a fixed overtime pay rate to a rate based on individual base pay.
The Overtime Pay Proposal was accepted unanimously.
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===SY 15-16:27 Capital Budget for 2016 Fiscal Year===
Report by Business Manager, Rick Seely on capital budget proposal for 2016 fiscal year (April 1, 2016 - March 31, 2017).<br>
Motion to approve the capital budget of ¥78,000,000 as proposed.<br>
The motion passed unanimously.
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===SY 15-16:28 Election of Board of Councilors for 2016 – 2018===
This item was tabled until the next meeting.
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===SY 15-16:29 Election of Board of Directors for 2016-2018===
This item was tabled until the next meeting.
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===SY 15-16:30 Approval of Supervisor – Auditors for 2016- 2018===
At the March 14 BOC meeting, Sobi Abraham and Joel Peterson were approved as auditors and recommended to the Board of Directors (SY 15-16:11). However, the Board of Directors in accordance with AE §7 elected Sobi Abraham and John Winter as auditors to serve July 1, 2016 - June 30, 2018. Motion to approve Sobi Abraham and John Winter as auditors for the above term (AE §3.7) as elected by the BOD. This supersedes the previous action SY 15-16:11.
The motion passed.
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===SY 15-16:31 Election of Councilor Officers for 2016-2017 SY===
Lawrence Mutenda was nominated as the Chair of the Board of Councilors by Jonathan Winter and Grant Buchholtz seconded. Moved to elect Lawrence Mutenda as the Chair.<br>
The motion passed.<br>
<br>
Daniel Sexton was nominated as the Vice Chair of the Board of Councilors by Tom Norton and Grant Buchholtz seconded. Moved to elect Daniel Sexton as the Vice Chair.<br>
The motion passed.<br>
<br>
Paul Shew was nominated as the Secretary of the Board of Councilors by Lawrence Mutenda and Grant Buchholtz seconded.
The election was tabled until the next meeting.<br>
<br>
Aileen Selander was nominated as the alternative Secretary of the Board of Councilors by Grant Buchholtz and Jonathan Winter seconded.
The election was tabled until the next meeting.
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===SY 15-16:32 Report from the Head of School===
The Head of School Tom Norton reported about the current situations of CAJ.
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===SY 15-16:33 Date of Next Meetings===
The next meeting of the Board of Councilors was set for 8:45 am on May 30th of 2016 at Matsukawa Place, Higashi Kurume, Tokyo.
<br>
Gerald May announced the Board of Councilors meeting dates for 2016-2017 SY as follows:<br>
March 20th of 2017<br>
May 15th of 2017<br>
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===SY 15-16:34 Review and Approval of the Minutes===
It was decided to review and approve the minutes of this meeting at the next meeting on May 30th of 2016.
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===SY 15-16:35 Closing Prayer===
Paul Johnson, Jonathan Winter, Aileen Selander, and Kenichi Shinagawa prayed to close the meeting.
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===SY 15-16:36 Adjournment===
The meeting was adjourned at 12:34pm.
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<br>Respectfully submitted with special thanks to Councilors Kenichi Shinagawa and Hiroaki Tada for taking notes during the meeting,<br><br>

_________________________________________<br> Paul Tsuchido Shew<br>Board of Councilors Secretary

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===Signatures: May 16, 2016 Christian Academy in Japan Board of Councilors Minutes Approved===

<br><br> _________________________________________ (seal)<br> Gerald May<br> Board of Councilors Chair

<br> _________________________________________ (seal)<br>Karen Stoesz<br> Board of Councilors Member

<br> _________________________________________ (seal)<br>Grant Buchholtz<br> Board of Councilors Member
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2016, March 14 Board of Councilors Minutes

2016-07-13T02:43:10Z

Rmartin: Created page with 'CAJ Gakkou Houjin Board of Councilors Meeting<br> March 14, 2016, 8:45 a.m.<br> Matsukawa Place, Meeting Room <br> 1-2-12 Shinkawa-cho, Higashi-Kurume-shi, Tokyo 203-0013<br> ''…'

CAJ Gakkou Houjin Board of Councilors Meeting<br>
March 14, 2016, 8:45 a.m.<br>
Matsukawa Place, Meeting Room <br>
1-2-12 Shinkawa-cho, Higashi-Kurume-shi, Tokyo 203-0013<br>

'''Current Board of Councilor Members: 19 (AE §25)'''

===Attendance===
==== Councilors Present ====
#Carlson, Pauline (ECC)
#Buchholtz, Grant
#Balona, Melinda
#Berg, Gaius
#Johnson, Paul
#May, Gerald
#Mutenda, Lawrence
#Leenders, Johanna
#Selander, Aileen
#Sexton, Daniel
#Shew, Paul Tsuchido
#Stoesz, Karen
#Tada, Hiroaki
#Taylor, Ken
#Norton, Tom
#Winter, Jonathan

===Councilors who submitted written Proxy===
#King, Dixie
#Shinagawa, Kenichi

===Absent===
#Spalink, Lawrence (CRJM) (Proxy submitted but not completely filled in).

===Ex-Officio & Observers===
None

===Quorum===
10 members needed for quorum.

===Notation conventions in the minutes:===
#Act of Endowment is quoted as AE §chapter.article (number).
#All motions were moved and seconded.

===Opening Devotional and Prayer===
Devotions were given by Councilor Gerald May, followed by a time of prayer.

=== SY 15-16:1 Call to Order and Establish Quorum===
The meeting was called to order by Chair of the Board, Pauline Carlson, at 8:45 AM. Eighteen of the nineteen (18/19) Councilors were in attendance (including 2 by proxy). A majority (ten) is necessary to establish a quorum in accordance with AE §21.8.
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=== SY 15-16:2 Election of the Meeting Chair ===
Motion to elect Gerald May to serve as meeting chair in accordance with AE §21.7
The motion passed.
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===SY 15-16:3 Approval of the Agenda===
Motion to approve the agenda as amended.
The motion passed.
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----

===SY 15-16:4 Approval of Prior Minutes ===
Motion to approve the minutes of BOC meeting of May 19, 2015 as corrected.
The motion passed.
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----

===SY 15-16:5 Signers of the Minutes===
Motion to designate Paul Johnson and Jonathan Winter, in addition to Board of Councilors Chair Gerald May, as signers for the minutes of the March 14, 2016 Board of Councilors meeting.
Unanimously approved.
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----

===Discussion and Actions===

===SY 15-16:6 Tuition Increase for SY 2016-2017===
Report by Business Manager, Rick Seely, on proposed tuition increases for 2016-17.
Motion to set tuition for the 2016-17 school year with increases ranging from 0.74% to 6.9%. (Chart in appendix.)<br>
The motion passed unanimously.
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===SY 15-16:7 Operating Budget for 2016 Fiscal Year===
Report by Business Manager, Rick Seely on the operational budget proposal for 2016 fiscal year (April 1, 2016 - March 31, 2017).<br>
Motion to approve budget as proposed with revenue of ¥780,700,000 and expenses of ¥780,384,000 in accordance with Act of Endowment §4.23(1)<br>
The motion passed unanimously.
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===SY 15-16:8 Capital Budget for 2016 Fiscal Year===
Report by Business Manager, Rick Seely on capital budget proposal for 2016 fiscal year (April 1, 2016 - March 31, 2017).<br>
Motion to approve the capital budget of ¥78,000,000 as proposed.<br>
The motion passed unanimously.
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===SY 15-16:9 Election of Board of Councilors for 2016 – 2018===
The Chair presented the following nominations for members of the Board of Councilors in accordance with AE §4.25.
<br>
Nominations from among those recommended by the missionary bodies in accordance with §4.25(1).
#Buchholtz, Grant
#Johnson, Paul
#Leenders, Johanna
#Loh, Jaine
#May, Gerald
#Mutenda, Lawrence
#Peterson, Jim
#Selander, Aileen
#Sexton, Daniel
#Sexton, Keiko
#Shinagawa, Kenichi
#Spalink, Lawrence
#Stoesz, Karen
#Taylor, Ken
#Winter, Jonathan
<br>
Report on nomination from among staff members recommended by the Board of Directors in accordance with AE §4.25(2).
#Tada, Hiroaki
<br>
Elected the above 16 nominees to the Board of Councilors in accordance with AE §4.25.
The term for the above elected councilors is July 1, 2016 to June 30, 2018 in accordance with AE AE §4.26.
<br>
Reported by the Chair that in addition to the 16 councilors above, the following two members were elected by the Board of Directors to the BOC for term July 1, 2016 to June 30, 2018.
#Berg, Gaius (Member at Large and Alumni Representative) AE §4.25(3)
#Shew, Paul Tsuchido (Member at Large and Educator) AE §4.25(4)
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===SY 15-16:10 Election of Board of Directors for 2016-2018===
The term of all BOD members is set to expire June 30, 2016. The Chair presented the following nominations for members of the Board of Directors in accordance with AE §3.6(2), and all seven were elected to the Board of Directors for a 2-year term July 1, 2016 to June 30, 2018.
#Buchholtz, Grant
#Leenders, Johanna
#Loh, Jaine
#May, Gerald
#Sexton, Daniel
#Shinagawa, Kenichi
#Stoesz, Karen
<br>
The Chair reported that in addition to the seven members above, the following two members were elected to the Board of Directors by the Directors in accordance with AE§3.6, to make nine members of the Board.
#Thomas Norton (Head of School) AE§3.6(1)
#Lee, Chong Eun (Grace Fukuzawa) (Member at Large and Educator) AE§3.6(3)
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===SY 15-16:11 Approval of Supervisor – Auditors for 2016- 2018===
Nominated to be supervisor-auditors for approval by Councilors.<br>
#Abraham, Sobi
#Peterson, Joel
Approved of auditors as nominated for term July 1, 2016 - June 30, 2018, and referred to the BOD for election. (§3.7)
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----

===SY 15-16:12 Chair of Board of Directors Report===
Pauline Carlson reported as the Chair of the Board of Directors.
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===SY 15-16:13 Head of School report===
Tom Norton reported as the Head of the School.
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===SY 15-16:14 Report related to preparation of Councilor meeting minutes===
The Chair reported that the preparation Councilor minutes are being coordinated to ensure that our Japanese minutes are an accurate representation of the English-language minutes approved by this Board.
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===SY 15-16:15 Date of Next Meetings===
The next meeting of the Board of Councilors is set for May 16 of 2016 at Matsukawa Place, Higashi Kurume, Tokyo.
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===SY 15-16:16 Review of the Minutes===
Minutes were reviewed to confirm the actions of this meeting.
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===SY 15-16:17 Closing Prayer===
Melinda Balona closed in prayer.
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===SY 15-16:18 Adjournment===
The meeting was adjourned at 12:27pm.
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<br>Respectfully submitted,<br><br>

_________________________________________<br> Paul Tsuchido Shew<br>Board of Councilors Secretary

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----

===Signatures: March __, 2016 Christian Academy in Japan Board of Councilors Minutes===

<br><br> _________________________________________ (seal)<br> Gerald May<br> Board of Councilors Chair

<br> _________________________________________ (seal)<br>Elected Signer<br> Board of Councilors Member

<br> _________________________________________ (seal)<br>Elected Signer<br> Board of Councilors Member
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Appendix: Tuition fees set for 2016-2017 School Year
<br>
Kindergarten
*PreApproved: 535,000
*Missionary: 680,000
*General: 1,320,000
*Corporate: 1,523,000
<br>
Elementary
*PreApproved: 588,000
*Missionary: 798,000
*General: 1,498,000
*Corporate: 1,695,000
<br>
Middle School
*PreApproved: 641,000
*Missionary: 929,000
*General: 1,680,000
*Corporate: 1,876,000
<br>
High School
*PreApproved: 679,000
*Missionary: 929,000
*General: 1,808,000
*Corporate: 2,081,000

2015, May 19 Board of Councilors Minutes

2016-07-13T02:40:17Z

Rmartin: Created page with 'CAJ Gakkou Houjin Board of Councilors Meeting<br> May 19, 2015, 8:45 a.m.<br> Matsukawa Place, Higashi Kurume, Tokyo<br> === Devotions === Gerald May led the board in devotion…'

CAJ Gakkou Houjin Board of Councilors Meeting<br>
May 19, 2015, 8:45 a.m.<br>
Matsukawa Place, Higashi Kurume, Tokyo<br>

=== Devotions ===
Gerald May led the board in devotions and opening prayer.
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===Attendance===
==== Present ====
#Carlson, Pauline (ECC)
#Balona, Melinda (Member at Large)
#Berg, Gaius (for World Venture and Alumni Representative)
#Buchholtz, Grant (ecc)
#Johnson, Paul (Member at Large)
#King, Dixie (OMS)
#Leenders, Johanna (Mieke Sasaki) (CRJM)
#May, Gerald (TEAM)
#Mutenda, Lawrence (Member at Large)
#Selander, Aileen (TEAM)
#Sexton, Daniel (OMS)
#Shew, Paul (Member at Large and Educator)
#Shinagawa, Kenichi (Member at Large)
#Spalink, Lawrence (CRJM)
#Stoesz, Karen (SEND International)
#Tada, Hiroaki (Staff)
#Taylor, Ken (World Venture)
#Vander Haak, Brian (Head of School)
#Winter, Jonathan (SEND International)

====Proxy====
None

====Absent====
None

====Ex-Officio====
#Abraham, Sobi (Supervisor-Auditor)
#Morimoto, Taizo (Supervisor-Auditor)
#Norton, Thomas (Observer – next Head of School)

====Observers====
#Fukuzawa, Grace (BOD)

====Abbreviations====
MS - moved and seconded
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=== SY 14-15:15 Call to Order ===
The meeting was called to order at 8:45 a.m. with nineteen of the nineteen (19/19) Councilors present (0 by proxy). A majority (ten) is necessary to establish a quorum.
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=== SY 14-15:16 Election of the Meeting Chair ===
MS to elect Gerald May to serve as meeting chair. <br>

'''The motion passed.'''
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===SY 14-15:17 Approval of the Agenda===
MS to approve the agenda.<br>

'''The motion passed.'''
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===SY 14-15:18 Presentation of the Audit===
Rick Seely presented the Independent Auditor’s Report from the Nagao Accountancy Corporation for the fiscal year ended March 31, 2015, including explanations of balance sheet, profit and loss results and cash flow.
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===SY 14-15:19 Acceptance of the Audit===
MS to accept the Independent Auditor’s Report from the Nagao Accountancy Corporation for the fiscal year ended March 31, 2015.

'''The motion passed.'''
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===SY 14-15:20 Tax Deductible Receipt Status Approval===
Hiroki Tada reported on a proposal to apply for tax-deductible status as educational foundation (jun-gakkou hojin).
MS to apply for certified status to receive tax-deductible donations according to Japanese law.

'''The motion passed.'''
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===SY 14-15:21 Resignation from the Board of Councilors===
MS to accept Brian Vander Haak’s resignation from the BOC effective June 30, 2015.

'''The motion passed.'''
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===SY 14-15:22 Approval of New Board of Councilors Member===
MS to accept Brian Vander Haak’s resignation from the BOC effective June 30, 2015.

'''The motion passed.'''
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===SY 14-15:23 Report from Head of School===
MS to accept with appreciation Brian Vander Haak’s Report as the Head of the School, including his Annual Report.

'''The motion passed.'''

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===SY 14-15:24 Approval of Prior Minutes===
MS to approve the minutes of BOC meeting of March 10, 2015.

'''The motion passed.'''
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===SY 14-15:25 Signers of the Minutes===
MS to designate Dixie King and Jonathan Winter, in addition to Board of Councilors Chair Gerald May, as signers for the minutes of the May 19, 2015 Board of Councilors meeting.

'''The motion passed.'''
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===SY 14-15:26 Date of Next Meeting===
The next meetings of Christian Academy in Japan Board of Councilors are set for Monday, March 14 and Monday, May 16 of 2016 at Matsukawa Place, Higashi Kurume, Tokyo.
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===SY 14-15:27 Closing Prayer===
Lawrence Mutenda closed in prayer.
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===SY 14-15:28 Adjournment===
MSC to adjourn the meeting at 11:07 p.m.
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<br>Respectfully submitted,<br><br>

_________________________________________<br> Paul Tsuchido Shew<br>Board of Councilors Secretary

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===Signatures: May 19, 2015 Christian Academy in Japan Board of Councilors Minutes Approved===

<br><br> _________________________________________ (seal)<br> Gerald May<br> Board of Councilors Chair

<br> _________________________________________ (seal)<br>Dixie King<br> Board of Councilors Member

<br> _________________________________________ (seal)<br>Jonathan Winter<br> Board of Councilors Member
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2016, March 14 Board of Directors Meeting

2016-03-24T08:14:44Z

Rmartin: Created page with 'Board of Directors Meeting<br> Matsukawa Place <br> March 14, 2016<br> ===Attendance=== ====Present==== #Pauline Carlson (ECC) #Daniel Sexton (OMS) #Karen Stoesz (SEND) #Thomas …'

Board of Directors Meeting<br>
Matsukawa Place <br>
March 14, 2016<br>

===Attendance===
====Present====
#Pauline Carlson (ECC)
#Daniel Sexton (OMS)
#Karen Stoesz (SEND)
#Thomas Norton (Head of School)
#Gerald May (TEAM)
#Johanna Leenders (Mieke Sasaki)(CRJM)
#Gaius Berg (for WorldVenture)

====Ex-Officio====
#Sobi Abraham (Supervisor-Auditor)
#Taizo Morimoto (Supervisor-Auditor)

====Proxies====
#Kennichi Shinagawa (Member at Large) - gave his proxy to Pauline Carlson
#Grace Fukuzawa (Chong Eun Lee) (Member at Large and Educator) - Gave her proxy to Gaius Berg

===SY 15-16:61 Call to order (Act of Endowment, Chapter 3, Articles 18.3, 18.8)===
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===SY 15-16:90 Call to order===
The meeting was called to order at 8:30 am.
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===SY 15-16:91 Approval of agenda (B 4.3.5.3)===
MSC to approve the agenda.
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===SY 15-16:92 Elections===
*Election of Director designated as the educator on the Board of Directors – Grace Fukuzawa

**'''MSC to elect Grace Fukuzawa as the educator on the Board of Directors.'''

*Election of supervisor- auditors – Sobi Abraham, Joel Peterson

**'''MSC to elect Sobi Abraham and Joel Peterson as supervisor-auditors'''

*Recommendation of staff member to serve on the Councilors – Hiroaki Tada

**'''MSC to recommend Hiroaki Tada as the staff member on the Board of Councilors'''

*Election of alumni (1) to serve on the Board of Councilors – Gaius Berg

**'''MSC to elect Gaius Berg as the alumni on the Board of Councilors'''

*Election of 1 person experienced in education to serve on the Board of Councilors – Paul Shew

**'''MSC to elect Paul Shew as the educator on the Board of Councilors'''
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===SY 15-16:93 Adjournment===
MSC to adjourn the meeting. The meeting was adjourned at 8:35 p.m.
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<br>

Respectfully submitted,

________________________________ (seal)<br>
Karen Stoesz<br>
Board Secretary

________________________________ (seal)<br>
Pauline Carlson<br>
Board Chair

________________________________ (seal)<br>
Daniel Sexton <br>
Board Member

________________________________ (seal)<br>
Tom Norton<br>
Head of School and Board Member

________________________________ (seal)<br>
Gaius Berg<br>
Board Member

________________________________ (seal)<br>
Johanna Lenders (Mieke Sasaki)<br>
Board Member

________________________________ (seal)<br>
Gerald May<br>
Board Member

2016, January 19 Board of Directors Meeting

2016-03-24T08:14:05Z

Rmartin: Created page with 'Board of Directors Meeting<br> Matsukawa Place <br> January 19, 2016<br> ===Attendance=== ====Present==== #Pauline Carlson (ECC) #Daniel Sexton (OMS) #Kennichi Shinagawa (Member…'

Board of Directors Meeting<br>
Matsukawa Place <br>
January 19, 2016<br>

===Attendance===
====Present====
#Pauline Carlson (ECC)
#Daniel Sexton (OMS)
#Kennichi Shinagawa (Member at Large)
#Karen Stoesz (SEND)
#Thomas Norton (Head of School)
#Grace Fukuzawa (Chong Eun Lee) (Member at Large and Educator)
#Gerald May (TEAM)
#Johanna Leenders (Mieke Sasaki)(CRJM)
#Gaius Berg (for WorldVenture)

====Ex-Officio====
#Sobi Abraham (Supervisor-Auditor)
#Taizo Morimoto (Supervisor-Auditor)

===SY 15-16:61 Call to order (Act of Endowment, Chapter 3, Articles 18.3, 18.8)===
The meeting was called to order at 8:50 am.
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===SY 15-16:62 Devotions===
Kenichi Shinagawa gave the devotions.
Acts 8- Syria is the place that the early church was scattered from. The people were scattered and every place they went they shared the Gospel. It’s good to have trained people and finances to do evangelism. Acts 1:8- when the disciples were given the power to share the Gospel, they weren’t going out. Only when persecution broke out and Stephan was killed did they go out.
Today, many refugees are fleeing Syria and Iraq. Many are Christians and Muslims. Many missionaries are helping these people by giving them food and water and sharing the Gospel in the refugee camps.
We always think that more training and funding is necessary, but God is touching people’s lives without these things in the refugee camps.
In Japan, the church was sent out, against their will, after the 3/11/11 earthquake. It wasn’t a mission’s plan; God sent them out. God has plans to take us out of our comfort zone greater than our thoughts or plans. God uses persecution and pain, things we don’t expect, to help us grow.
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===SY 15-16:63 Time of prayer for the school (B 4.6.7)===
We spent time in prayer for CAJ.
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===SY 15-16:64 Approval of agenda (B 4.3.5.3)===
MSC to approve the agenda.
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===SY 15-16:65 Review of core values (A 4.3)===
We reviewed the core values first by dividing into groups and discussing an assigned core value, and then as a full board did further brainstorming about possible other core values.
We will continue this discussion at the board training in February.
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===SY 15-16:66 Strategic planning process scheduling ===
We will not meet with Dr. Pue this school year.
For SY16-17, Tom will arrange for Dr. Pue to visit CAJ on the following dates:
September 16-25, 2016 (Board meeting on Sept. 20, follow-up meeting on Sept. 23)
November 1-9, 2016 (Board meeting on Nov. 8, 2016)
January 4-12, 2017 (Board meeting on Jan. 10, 2017)
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===SY 15-16:67 Governance and Policy Review Committee (B 4.8.1)===
Kenichi Shinagawa gave the G&PR Committee report.
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===SY 15-16:68 Board Level Grievance Policy ===
G&PR committee will continue to work on this policy.
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===SY 15-16:69 Insert the definition of evangelical to B4.2===
MSC to accept recommendation.<br>
Recommend: Put an asterisk by “Evangelical” in B4.2 linking the definition to the bottom of the page as a footnote with a reference to the board minute where the board agreed upon the definition of Evangelical and a reference to a file of the article from the NAE website.
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===SY 15-16:70 Amend B4.1.5 – First Reading===
Referred back to the G&PR committee for further discussion.
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===SY 15-16:71===
Sobi Abraham left the meeting after lunch.
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===SY 15-16:72 Finance and Audit Committee (B 4.8.2)===
Gaius Berg gave the Finance and Audit Committee report.
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===SY 15-16:73 Approval of Auditor===
Recommend that Masao Wada be retained to do the audit for April 1, 2015- March 31, 2016.
Gaius Berg moved and Mieke Sasaki seconded.
MSC to accept the recommendation to retain Masao Wada to do the audit for April 1, 22015-March 31, 2016.
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===SY 15-16:74 Matsu Ad===
MSC to accept recommendation.<br>
Recommend that the board purchase a Matsu ad again this year in line with previous years. We also recommend that this approval be on going so that this will not need board approval each year.
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===SY 15-16:75 Head of School report (B 2.1.5)===
Tom Norton gave the Head of School report.
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===SY 15-16:76 Head of School monitoring reports: B 2.4; End – B 1.2 (program) (B 2.1.1, 2.5.1, 3.5.2.1)===
Tom Norton gave the monitoring reports.
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===SY 15-16:77 Acceptance of monitoring reports===
MSC to accept the monitoring reports.
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===SY 15-16:78 Board Ends review: B 1.2 (program) (B 4.1.5, 4.3 Overview)===
The board reviewed B 1.2 (program) by answering this question:<br>
What does our ownership demand from this organization in the area of program?
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===SY 15-16:79 Discussion regarding board self-evaluation (B 4.1.6, 4.1.7)===
Normally we do an on-line evaluation. Do we continue using the same tool?
G&PR Committee was asked to discuss possible options to use for board self-evaluation.
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===SY 15-16:80 Approval of consent agenda (B 4.2.3)===
*November 17, 2015 Board of Directors minutes (B 4.2.9.5)
*January 12, 2016 Governance and Policy Review Committee minutes (B 4.7.6.3.2)
*January 12, 2016 Finance and Audit committee minutes (B.4.7.6.3.2)
*Approval of second readings (B 4.1.9)
**B 4.1.1
**B 4.1.2
**B 4.1.3
**B 4.1.8
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===SY 15-16:81 Board policy review B 3.1 (B 4.1.6)===
The board reviewed B 3.1.
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===SY 15-16:82 Board policy compliance: B 3.2; 3.3 (B 4.2.2.4)===
The board reviewed B 3.2, 3.3 for compliance.

MSC to amend B 3.3.3.2 as follows:

Current reading:
B 3.3.3.2 Additional consideration may be given to leadership qualities and areas related to the following head of school's job description. (SY 06-07:46)

Amend B 3.3.3.2 as follows:
Additional consideration may be given to leadership qualities and areas related to the head of school's job description. (SY 15-16:83)
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===SY 15-16:83 Board housekeeping===
Mission representatives meeting (Jan. 28, 2016) (B4.4.4)
February 9, 2016 board training/discussion (B 4.1.6, 4.10.1.1) – topics for the day,
Core Value discussion, Shepherd Servanthood
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===SY 15-16:84 Monthly review of board process: verbal (B 4.1.7)===
The board reviewed the board process by answering the following questions:
*Did we, as a board, just react to the head of school or did we initiate things?
*Did we, as a board, do work that had long-term impact outside of the organization?
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===SY 15-16:85 Closing Prayer===
Taizo Morimoto closed in prayer.
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===SY 15-16:86 Adjournment===
MSC to adjourn the meeting. The meeting was adjourned at 2:57 p.m.
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===SY 15-16:87 Signing of November 17, 2015 minutes (B 4.2.9.5)===
The board members signed the minutes:
<br>

Respectfully submitted,

________________________________ (seal)<br>
Karen Stoesz<br>
Board Secretary

________________________________ (seal)<br>
Pauline Carlson<br>
Board Chair

________________________________ (seal)<br>
Kenichi Shinagawa<br>
Board Vice Chair

________________________________ (seal)<br>
Daniel Sexton<br>
Board Member

________________________________ (seal)<br>
Chong Eun Lee (Grace Fukuzawa)<br>
Board Member

________________________________ (seal)<br>
Tom Norton<br>
Head of School and Board Member

________________________________ (seal)<br>
Gaius Berg<br>
Board Member

________________________________ (seal)<br>
Gerald May<br>
Board Member

2015, November 17 Board of Directors Meeting

2016-01-14T05:01:32Z

Rmartin: Created page with 'Board of Directors Meeting<br> Matsukawa Place <br> November 17, 2015<br> ===Attendance=== ====Present==== #Pauline Carlson (ECC) #Daniel Sexton (OMS) #Kennichi Shinagawa (Membe…'

Board of Directors Meeting<br>
Matsukawa Place <br>
November 17, 2015<br>

===Attendance===
====Present====
#Pauline Carlson (ECC)
#Daniel Sexton (OMS)
#Kennichi Shinagawa (Member at Large)
#Karen Stoesz (SEND)
#Thomas Norton (Head of School)
#Grace Fukuzawa (Chong Eun Lee) (Member at Large)

====Ex-Officio====
#Sobi Abraham (Supervisor-Auditor)
#Taizo Morimoto (Supervisor-Auditor)

====Absent====
#Johanna Leenders (Mieke Sasaki)
#Gaius Berg
#Gerald May

====Proxies====
#Johanna Leenders (Mieke Sasaki) gave her proxy to Pauline Carlson.
#Gaius Berg gave his proxy to Pauline Carlson.

===SY 15-16:32 Call to order (Act of Endowment, Chapter 3, Articles 18.3, 18.8)===
The meeting was called to order at 8:45 am.
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===SY 15-16:33 Devotions===
Taizo Morimoto led devotions. He reminded us that God is Jehovah Jireh (my provider), Jehovah Nissi (reign in victory), Jehovah Shalom (prince of peace).
God sees everything and knows everything and He always provides (Gen.22:1-14). God reigns in victory (Gen.17:15-16).
God gives peace (Col 3:15).
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===SY 15-16:34 Time of prayer for the school (B 4.6.7)===
We spent time in prayer for staff, board, students and the school.
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===SY 15-16:35 Approval of agenda (B 4.3.5.3)===
MSC to approve the agenda.
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===SY 15-16:36 Board policy review: B 3.2, 3.3 (B 4.1.6)===
The board reviewed B 3.2 and 3.3.
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===SY 15-16:37 Board Ends review: B 1.1 (students) (B 4.1.5, 4.3 Overview)===
The board reviewed B 1.1 (students).
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===SY 15-16:38 Staff report===
Winnie Langelaar (MS principle) gave a report on recent Middle School activities.
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===SY 15-16:39 Discussion: Strategic planning process===
The board began discussion on the strategic planning process by briefly reviewing our core values. The board discussed also the importance of keeping to the purpose for the school that was set by the founders. As an interesting note, when CAJ was working on making the change in legal status, the government officials also stressed the importance of keeping close to the original intent of the founders in starting the school.
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===SY 15-16:40 Governance and Policy Review committee report (B 4.8.1)===
Kenichi Shinagawa gave the Governance and Policy Review Committee report.
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===SY 15-16:41 Board Level Grievance Policy Proposal===
Governance and Policy Review Committee proposed a board level grievance policy. The board agreed with the proposal and tasked the G&PR Committee to continue working on the wording.
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===SY 15-16:42 Amend B 4.11.2.1===
The board referred this recommendation back to the G&PR Committee.
*Current reading: B 4.11.2.1 The process of addressing a grievance is based on the following principles:
*Recommend: B 4.11.2.1 The process of addressing a complaint or grievance is based on the following principles:
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===SY 15-16:43 Amend B 4.1.1 - First Reading===
MSC to amend B 4.1.1. as follows:

*Current Reading:
We believe that Scriptures of the Old and New Testaments are inspired by God and inerrant in the original writings, and that they are of supreme and final authority in faith and conduct.

*Amended as follows:
We believe that all Scriptures (OT and NT) are inspired by God and without error in the original manuscripts, and are our full and final authority for faith and practice.
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===SY 15-16:44 Amend B 4.1.2- First Reading===
MSC to amend B 4.1.2 as follows:

*Current Reading:
We believe that deriving practical applications from and modeling God’s Word are essential to completing our mission consistent with biblical truth.

*Amended as follows:
We believe that in order to complete our mission, it is essential that God’s Word be taught, modeled, and applied in our daily lives.
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===SY 15-16:45 Amend B 4.1.3- First Reading===

Referred back to the G&PR Committee for further discussion.

*Current Reading: Christian Academy in Japan, in its hiring and other activities, will not discriminate on the basis of race, national origin, age, handicap, or gender. The school’s activities, with the exception of personnel matters, shall be open and accessible to scrutiny by its owners, sponsors, and supporters.
*Recommend: Christian Academy in Japan, in its hiring and all other activities, will not discriminate on the basis of race, national origin, age, handicap, or gender. The school’s activities, with the exception of personnel matters and financial records, shall be open and accessible to scrutiny by its owners, sponsors, and supporters.
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===SY 15-16:46 Amend B 4.1.8- First Reading===
MSC to amend B 4.1.8 as follows:

*Current Reading:
Though members may respectfully express their personal disagreement, each member of the board will support, as the board's position, the final determination of the board concerning any particular matter.

*Amended as follows:
Though members may respectfully express their personal disagreements, each member of the board will fully support the final decision of the board on all matters.
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===SY 15-16:47 Grace Fukuzawa left the meeting at 12:30. She gave her proxy to Karen Stoesz.===
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===SY 15-16:48 Definition of Evangelical===
MSC to approve the definition of “evangelical” proposed by the G&PR Committee.
We define evangelical as being:

*Converted- the belief that lives need to be transformed through a “born-again” experience and a life long process of following Jesus.

*Active- the expression and demonstration of the gospel in missionary and social reform efforts.

*Bible-based- a high regard for and obedience to the Bible as the ultimate authority.

*Cross-centered- a stress on the sacrifice of Jesus Christ on the cross as making possible the redemption of humanity.
(Definitions based on a document from the National Association of Evangelicals. “What is an Evangelical?.” nae.net)
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===SY 15-16:49 Head of School Monitoring Reports: B 2.3, End – B 1.1 (students) (B 2.1.1, 2.5.1, 3.5.2.1)===
Tom Norton gave the monitoring reports.
2.3.1.2.2 English Proficiency – partial compliance. Board expects full compliance by beginning of SY 16-17.

MSC to accept the partial compliance of 2.3.1.2.2 English Proficiency and set the date of full compliance to be no later than the beginning of SY 16-17.
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===SY 15-16:50 Acceptance of Monitoring Reports===
MSC to accept monitoring reports.
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===SY 15-16:51 Update from Head of School on Compliance with B 2.2.8===
Tom reported full compliance with B 2.2.8.
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===SY 15-16:52 Head of School Decision Preparation Report (B 2.1.5)===

*Business office: need for bookkeeper, accounting manager-looking at some excellent candidates.
*Language survey- sent to parents for feedback on what languages to add to the language program at the MS and HS levels.
*EAL/ Support Team – Looking at different ways to effectively support EAL needs and support needs.
*PFO (Pre Field Orientation)- orientation for living in a different culture. Tom is considering using this program to orient new staff.
*Admissions- Looking into hiring a multi-lingual staff person.
*Norton Christmas party- Tom & Sheila Norton invited the Leadership Team and board and their spouses to a Christmas party on December 5, 2015 at 11-2pm.
*Staff/Board Christmas Party- The board and their families are invited to the staff/board Christmas party on December 17, 2015 at 5pm.
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===SY 15-16:53 Head of School Incidental Report (B 2.1.5)===

*Thrift Shop- big success.
*OCC Christmas boxes
*SSS sports day November 14, 2015
*Flossie Epley went to CPI and made some good contacts for SSS. Some Tohoku missionaries asked CAJ to consider starting a satellite school.
*Tennis team- Okinawa, Volley ball team- Korea
*Speech team – 25 students, 2 golds and the All Star award
*Robotics team – won the VEX Robotics Championship. This team gets to
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===SY 15-16:54 Finance and Audit Committee Report (B 4.8.2)===
Pauline Carlson gave the Finance and Audit Committee report.
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===SY 15-16:55 Consent Agenda (B 4.3.3)===
MSC to approve the consent agenda as follows:

*October 20, 2015 Board of Directors minutes (B 4.2.9.5)
*October 20, 2015 Executive Action minutes(B 4.2.9.5, 4.2.9.2.4, 4.2.9.4)
*November 5, 2015 Finance Committee minutes (B 4.7.6.3.2)
*November 12, 2015 Governance and Policy Review Committee minutes (B 4.7.6.3.2)
*Financial reports
**2015 Cash Flow
**September 2015 Financial Statement
***Profit and Loss | Balance Sheet
**August 2015 Financial Statement
***Profit and Loss | Balance Sheet
**July 2015 Financial Statement
***Profit and Loss | Balance Sheet
**June 2015 Financial Statement
***Profit and Loss | Balance Sheet
**May 2015 Financial Statement
***Profit and Loss | Balance Sheet
**April 2015 Financial Statement
***Profit and Loss | Balance Sheet
*Second readings (B 4.1.9)
**B 4.9.4
**A 4.1
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===SY 15-16:56 Board Compliance with B 4.1 (B 4.2.2.4)===
The board reviewed these policies for compliance.
B 4.1.5 – G&PR committee to review the wording of this policy to clarify its meaning.
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===SY 15-16:57 Board Housekeeping – Date of Christmas tea===
December 17, 2015 Board/Staff Christmas tea.
January 18 & 19, 2016 – meetings with Dr. Alan Pue.
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===SY 15-16:58 Monthly Review of Board Process: paper (B 4.1.7)===
The board reviewed the board process.
*Did we, as a board, just react to the head of school or did we initiate things?
*Did we, as a board, do work that had long-term impact outside of the organization?
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===SY 15-16:59 Closing Prayer===
Tom Norton closed in prayer.
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===SY 15-16:60 Adjournment===
MSC to adjourn the meeting. The meeting was adjourned at 2:45 p.m.
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===Signing of Previous Minutes (B 4.2.9.5)===
The board members signed the following sets of minutes:
*May 19, 2015 Board of Directors minutes (B4.2.9.5).
*May 19, 2015 Board of Directors Executive Action minutes (B4.2.9.5).
*October 20, 2015 Board of Directors minutes (B 4.2.9.5).
*October 20, 2015 Board of Directors Executive Action minutes (B 4.2.9.5).

Respectfully submitted,

________________________________ (seal)<br>
Karen Stoesz<br>
Board Secretary

________________________________ (seal)<br>
Pauline Carlson<br>
Board Chair

________________________________ (seal)<br>
Kenichi Shinagawa<br>
Board Vice Chair

________________________________ (seal)<br>
Daniel Sexton<br>
Board Member

________________________________ (seal)<br>
Chong Eun Lee (Grace Fukuzawa)<br>
Board Member

________________________________ (seal)<br>
Tom Norton<br>
Head of School and Board Member

2015, October 20 Board of Directors Meeting

2016-01-14T05:00:54Z

Rmartin: Created page with 'Board of Directors Meeting<br> Matsukawa Place <br> October 20, 2015<br> ===Attendance=== ====Present==== #Pauline Carlson (ECC)Gaius Berg (for WorldVenture) #Daniel Sexton (OMS…'

Board of Directors Meeting<br>
Matsukawa Place <br>
October 20, 2015<br>

===Attendance===
====Present====
#Pauline Carlson (ECC)Gaius Berg (for WorldVenture)
#Daniel Sexton (OMS)
#Kennichi Shinagawa (Member at Large)
#Karen Stoesz (SEND)
#Thomas Norton (Head of School)
#Gaius Berg (World Venture)
#Grace Fukuzawa (Chong Eun Lee) (Member at Large)

====Ex-Officio====
#Sobi Abraham (Supervisor-Auditor)

====Absent====
#Johanna Leenders (Mieke Sasaki) (CRM)
#Taizo Morimoto (Supervisor-Auditor)
#Gerald May (TEAM)

====Proxies====
#Gerald May gave his proxy to Pauline Carlson.
#Johanna Leenders (Mieke Sasaki) gave her proxy to Pauline Carlson.
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===SY 15-16:8 Call to order (Act of Endowment, Chapter 3, Articles 18.3, 18.8)===
The meeting was called to order at 8:45 am.
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===SY 15-16:9 Devotions===
Gaius Berg led in devotions.
He encouraged us with the reminder that we will be with Jesus forever, face to face.
The best way to prepare to enjoy Jesus face to face is to enjoy Him now.
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===SY 15-16:10 Time of Prayer for the school (B4.6.7)===
We spent time in prayer for staff, board, students and the school.
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===SY 15-16:11 Approval of agenda (B 4.3.5.3)===
MSC to approve the agenda.
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===SY 15-16:12 Staff Report ===
Rick Seely gave the business office report. (B2.1.4)
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===SY 15-16:13 Executive Session===
An Executive Session was convened and adjourned.
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===SY 15-16:14 Finance and Audit Committee Report (B 4.8.2)===
Gaius Berg gave the Finance and Audit Committee report.<br>
MSC to approve the invitation of Dr. Alan Pue to come help the board work on a strategic plan.
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===SY 15-16:15 Governance and Policy Review Committee Report (B 4.8.1)===
Kenichi Shinagawa gave the Governance and Policy Review Committee report.
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===SY 15-16:16 Policy Addition B4.9.4- First reading===
MSC to add B4.9.4 as follows:
*B4.9.4: In case of the sudden resignation or incapacitation of a member-at-large or a supervisor-auditor, the board chair will contact the Executive Committee. The Executive Committee will recommend one of the Board of Councilors who is in the member-at-large category to replace the member who has stepped down. The replacement will serve out the remainder of the term of the board member that has stepped down. The Councilor will then be replaced by the process outlined in B4.9.3.
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===SY 15-16:17 Amend A4.1 School Philosophy, d. Students- First reading===
MSC to amend A4.1 School Philosophy, d. Students as follows:
*Current reading:
**d. Emotional and social maturity includes the ability to meet life's situations as a responsible Christian; to act with poise, initiative, decisiveness, and self-reliance; to relate to others with love, care, and forgiveness; and to value one's cross-cultural identity.
*Amended as follows:
**d. Emotional and social maturity includes the ability to meet life's situations as a responsible Christian; to act with poise, initiative, decisiveness, and self-reliance; to relate to others with love, care, and forgiveness; and to value one's own and others’ cultural identities.
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===SY 15-16:18 Discussion===
Pauline Carlson led the board in a discussion about owners verses stakeholders, which is a key policy governance principle. (B4.4.1.1)
The board also discussed the definition of “evangelical”. The G&PR committee was tasked with the refining of a definition.
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===SY 15-19:19 Board Policy review: B 4.1, Governing Styles and Values (B4.1.6)===
The board reviewed B4.1. Some wording changes were suggested and were referred to the G&PR committee.
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===SY 15-16:20 Board Ends review: B 1.4- staff (B4.1.5, 4.3 Overview)===
The board reviewed B 1.4.
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===SY 15-16:21 Head of School Monitoring Report (B2.1.1)===
Tom Norton presented the monitoring report.
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===SY 15-16:22 Acceptance of Monitoring Report===
MSC to accept the partial compliance for B 2.2.8 and request that Tom Norton give the board an update on progress at the Nov. 2015 board meeting.
MSC to accept the monitoring report.
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===SY 15-16:23 Head of School Decision Preparation Report (B2.1.5)===
*Report on hiring practices (B2.2.11).
*The staff will be asked to fill out a survey on church attendance and participation (B2.2.1.2).
*All staff will be asked to become certified in CPR. An additional trainer was added to assist staff in their certification.
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===SY 15-16:24 Head of School Incidental Report (B2.1.5)===
*The Crisis Team report.
*The cancellation of the fall drama.
*Possible addition of up to two languages at the Middle School and High School levels.
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===SY 15-16:25 Consent agenda (B4.3.3)===
MSC to accept the consent agenda as follows:
*May 19, 2015 Board of Directors minutes (B 4.2.9.5)
*May 19, 2015 Executive Action minutes (B 4.2.9.5, 4.2.9.2.4, 4.2.9.4)
*October 6, 2015 Finance Committee minutes (B 4.7.6.3.2)
*October 6, 2015 Governance and Policy Review Committee minutes (B 4.7.6.3.2)
*Second readings (B 4.1.9)
**B 2.2.1.7
**B 4.6.5
**B 4.7.4
**B2.2.1.5
**B4.2.3
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===SY 15-16:26 Committees Review B 4.8===
The chair of each committee was asked to review B 4.8 with their committee members at their next meeting.
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===SY 15-16:27 Board Compliance (B4.2.2.4)===
The board reviewed these policies for compliance: B3.0, 4.0 Overview.
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===SY 15-16:28 Board Meeting Schedule===
MSC to change the board meeting schedule as follows:
*January 18, 2016 to become board training/discussion
*February 9, 2016 to become a board meeting.

The Mission Representatives meeting was changed to January 28, 2016. (B 4.4.4)
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===SY 15-16:29 Monthly Review of Board Process: verbal (B 4.1.7)===
The board reviewed our process throughout today’s meeting.
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===SY 15-16:30 Closing prayer===
Daniel Sexton closed in prayer.
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===SY 15-16:31 Adjournment===
MSC to adjourn the meeting. The meeting was adjourned at 2:08 p.m.
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===Signing of previous minutes===
The board members signed the following sets of minutes:
*May 19, 2015 Board of Directors minutes (B4.2.9.5).
*May 19, 2015 Board of Directors Executive Action minutes (B4.2.9.5).

Respectfully submitted,

<br>_________________________________________ (seal) <br>Karen Stoesz<br>Board Secretary

<br> _________________________________________ (seal) <br> Pauline Carlson<br> Board Chair

<br>__________________________________________(seal) <br>Kenichi Shinagawa<br>Board Vice Chair

<br>__________________________________________(seal) <br>Gaius Berg<br>Board Member

<br>_________________________________________(seal) <br>Daniel Sexton<br> Board Member

<br>__________________________________________(seal) <br>Chong Eun Kee (Grace Fukuzawa)<br>Board Member

<br>_________________________________________(seal) <br>Thomas Norton<br>Board Member and Head of School
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2015, September 8 Board of Directors Meeting

2016-01-14T05:00:10Z

Rmartin: Created page with 'Board of Directors Meeting<br> Matsukawa Place <br> September 8, 2015<br> ===Attendance=== ====Present==== #Pauline Carlson (ECC)Gaius Berg (for WorldVenture) #Johanna Leenders …'

Board of Directors Meeting<br>
Matsukawa Place <br>
September 8, 2015<br>

===Attendance===
====Present====
#Pauline Carlson (ECC)Gaius Berg (for WorldVenture)
#Johanna Leenders (Mieke Sasaki) (CRJM)
#Grace Fukuzawa (Chong Eun Lee) (Member at Large and Educator)
#Daniel Sexton (OMS)
#Kennichi Shinagawa (Member at Large)
#Karen Stoesz (SEND)
#Thomas Norton (Head of School)
#Gaius Berg (World Venture)

====Proxies====
#Grace Fukuzawa (Chong Eun Lee) (Member at Large and Educator) gave her proxy to Karen Stoesz.
#Gerald May gave his proxy to Karen Stoesz. He is participating in the meeting by Skype.

====Ex-Officio====
#Sobi Abraham (Supervisor-Auditor)

====Absent====
#Taizo Morimoto (Supervisor-Auditor)
#Grace Fukuzawa (Chong Eun Lee)
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===SY 15-16:1 Call to order (Act of Endowment, Chapter 3, Articles 18.3, 18.8)===
The meeting was called to order at 11:50 am.
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===SY 15-16:2 Approval of agenda (B 4.3.5.3)===
MSC to approve the agenda. Kenichi Shinagawa moved. Daniel Sexton seconded.
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===SY 15-16:3 Election of Board Chair for SY 15-16 (B 4.2.7; 4.2.8)===
Daniel Sexton nominated Pauline Carlson. Gaius Berg seconded. Tom Norton motioned to close nominations. Kenichi Shinagawa seconded. MSC to close nominations.
MSC to elect Pauline Carlson as Board Chairperson for SY 15-16.
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===SY 15-16:4 Election of Vice Chair for Finance for SY 15-16===
Pauline Carlson nominated Kenichi Shinagawa as vice chair. Daniel Sexton seconded. Tom Norton motioned to close nominations. Pauline Carlson seconded. MSC to close nominations.
MSC to elect Kenichi Shinagawa as Board Vice Chair for SY 15-16.
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===SY 15-16:5 Election of Vice Chair for Finance for SY 15-16===
Daniel Sexton nominated Gaius Berg for vice chair for finance. Kenichi Shinagawa seconded. Mieke Sasaki moved to close nominations. Daniel Sexton seconded. MSC to close nominations.
MSC to elect Gaius Berg as Vice Chair for Finance for SY 15-16.
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----

===SY 15-16:6 SY 15-16:6 Approval of Minutes===
MSC to approve the minutes. Kenichi Shinagawa motioned to approve minutes. Mieke Sasaki seconded.
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===SY 15-16:7 Adjournment===
Gaius Berg moved to adjourn. Daniel Sexton seconded. MSC to adjourn.
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===Signatures===

Respectfully submitted,

<br>_________________________________________ (seal) <br>Karen Stoesz<br>Board Secretary

<br> _________________________________________ (seal) <br> Pauline Carlson<br> Board Chair

<br>_________________________________________(seal) <br>Johanna Leenders (Mieke Sasaki)<br>Board Member

<br>_________________________________________(seal) <br>Daniel Sexton<br> Board Member

<br>_________________________________________(seal) <br>Kenichi Shinagawa<br>Board Vice Chair

<br>_________________________________________(seal) <br>Gaius Berg<br>Board Member

<br>_________________________________________(seal) <br>Thomas Norton<br>Board Member and Head of School
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2015, May 19 Board of Directors Meeting

2016-01-14T04:57:04Z

Rmartin: Created page with 'Board of Directors Meeting<br> Matsukawa Place<br> May 19, 2015<br> ===Attendance=== ====Present==== #Pauline Carlson (ECC) #Chong Eun Lee (Grace Fukuzawa) (Member at Large and E…'

Board of Directors Meeting<br>
Matsukawa Place<br>
May 19, 2015<br>
===Attendance===
====Present====
#Pauline Carlson (ECC)
#Chong Eun Lee (Grace Fukuzawa) (Member at Large and Educator)
#Gaius Berg (World Venture)
#Johanna Leenders (Mieke Sasaki) (CRJM)
#Gerald May (TEAM) 
#Daniel Sexton (OMS)
#Kenichi Shinagawa (Member at Large)
#Karen Stoesz (SEND)
#Brian Vander Haak (Head of School)

====Ex-Officio====
#Sobi Abraham (Supervisor-Auditor)
#Taizo Morimoto (Supervisor-Auditor)
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===SY 14-15:102 Call To Order (Act of Endowment, Chapter 3, Articles 18.3, 18.8)===
Pauline Carlson called the meeting to order at 11:20 a.m.
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===SY 14-15:103 Time of Prayer for the School (B4.6.7)===
Board members prayed for the needs of the school.
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===SY 14-15:104 Approval of Agenda===
MSC to approve the agenda.
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===SY 14-15:105 Finance Committee Reports (B 4.8.2)===
Gaius Berg presented the report from the finance committee.<br>
Rick Seely came into the meeting to present the 2014-2015 audit.
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===SY 14-15:106 Approval of Audit (B 2.7.12.2)===
MSC to accept the audit for the fiscal year April 1, 2014 to March 31, 2015.
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===SY 14-15:107 Approve Receipt of Cash Donations===
MSC to acknowledge cash donations from parents, guardians, or school related persons and approve the receipt of such donations for the purpose of promoting CAJ’s educational facility and equipment.
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===SY 14-15:108 Tax Deductible Status Application===
MSC to approve making an application to the competent authority to obtain certified status to allow donors to claim tax deductions for such donations.
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===SY 14-15:109 Governance and Policy Review Committee Report (B 4.8.1)===
Gerald May presented the Governance and Policy Review Committee report.
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===SY 14-15:110 Amend B 2.2.1.7 – First Reading===

MS to amend B.2.2.1.7 as follows:<br>

Current reading:<br>
*2.2.1.7 Commitment to acquire a basic knowledge of Japanese, commensurate with length of service<br>

Amended as follows:<br>
*B2.2.1.7 Cross-culturally aware and responsible<br>

Approved as first reading.
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===SY 14-15:111 Amend B 4.6.5 - First Reading===
MS to amend policy B 4.6.5 as follows:

Current reading:<br>
*B4.6.5 Continuing Education Each board member is expected to make appropriate annual efforts toward continuing education in governance.<br>

Amended as follows:<br>
*B4.6.5 Continuing Education Each board member is committed to further her or his understanding of governance

Approved as first reading.
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===SY 14-15:112 Amend B 4.7.4 – First Reading===

MS to amend policy B 4.7.4 as follows:<br>

Current reading:<br>
*B4.7.4 Committees will be used sparingly and ordinarily in an ad hoc capacity. This policy comes straight out of policy governance model manual. But at CAJ board, we use committees differently and their roles are already stated in B4.8.<br>

Amended as follows:<br>
*B4.7.4 Other than the board approved standing committees, committees will be used sparingly and ordinarily in an ad hoc capacity

Approved as first reading

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===SY 14-15:113 Amend B 2.2.1.5.2 - Second Reading===
MS to amend B 2.2.1.5.2 as follows:<br>

Current reading:<br>
*Accordingly, the head of school shall not fail to:
**2.2.1 Employ staff that meet the following qualifications:<br>
**2.2.1.5 Share the same beliefs as CAJ that the following areas of sexual activity are inappropriate and prohibited by Scripture:<br>
**2.2.1.5.2 Homosexual activity (Rom. 1:24-27, Lev. 20:13)

Recommend to remove the Lev. 20:13 cross reference

Approved as second reading

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===SY 14-15:114 Amend B2.2.1.5 – First Reading===
MS to amend B 2.2.1.5 as follows:<Br>

Current reading:<br>
*B2.2.1.5 Share the same beliefs as CAJ that the following areas of sexual activity are inappropriate and prohibited by Scripture:

Amended as follows: <br>
*B2.2.1.5 Share the same beliefs as CAJ that the following areas of sexual activity are inappropriate and prohibited by Scripture, and demonstrate a willingness and ability to abide by CAJ behavioral expectations.

Approved as first reading.

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===SY 14-15:115 Amend B4.2.3 - First Reading===
MS to amend B4.2.3 as follows:<br>

Current Reading:<br>
*The board shall appoint a head of school who is qualified to carry out the program and policies of the school. Initial appointment shall require a two-thirds majority vote of the board. Contract renewal shall also require a two-thirds majority vote.

Amended as follows:<br>
*B4.2.3 The board shall appoint a head of school who is qualified to carry out the program and policies of the school. Initial appointment shall require a two-thirds majority vote of the board of directors and simple majority vote of the board of councilors. Contract renewal shall also require a two-thirds majority vote of the board of directors.

Approved as first reading.
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===SY 14-15:116 Board Meeting Schedule===

The board decided to keep the current schedule with the understanding that Board of Councilors meetings for the 2015-16 school year will be held on the preceding Monday morning in the March and May meetings.
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===SY 14-15:117 Annual Board Agenda===

Pauline presented a suggested board agenda for the next school year.<br>

MSC to approve the Annual Board Agenda for SY 2015 - 2016

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===SY 14-15:118 Executive Session===

An Executive Session was convened at 1:00 p.m.

The Executive Session was adjourned at 3:57 p.m.

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===SY 14-15:119 Head of School Monitoring Report (B 2.1.1)===

*Brian Vander Haak Presented his monitoring report – B 1.0
*Report on graduating seniors (according to B2.4)
*Announced acting Head of School from May 20-June 1: Rick Seely (According to B2.5.2)

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===SY 14-15:120 Acceptance of Head of School Monitoring Report===

MSC to accept the Head of School monitoring report.
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===SY 14-15:121 Head of School Decision Preparation Report (B 2.1.5)===
MSC to accept Brian Vander Haak as Acting Head of School July 1 - August 11, 2015: Brian (According to B2.5.3)
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===SY 14-15:122 Head of School Incidental Report (B 2.1.5)===
*Report on Child Safety Seminar and progress on child safety audit
*Love in Action: Nepal
*Employment process changes
*New Staff Introductions

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===SY 14-15:123 Election of Board Secretary for SY 15-16 (B 4.2.7.1.2)===

MSC to elect Karen Stoesz as board secretary for SY 15-16 to complete Gerald May’s unfinished term of service.
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===SY 14-15:124 Consent Agenda (B 4.3.3)===

MSC to approve the Consent agenda, as follows:<br>

*Second readings (B 4.1.9)
*B 2.6.2
*B 2.5.5
*4.10.2.1, 4.10.2.2
*B 2.4.13
*March 10, 2015 Board of Directors minutes
*March 10, 2015 Board of Directors Executive Action minutes (B 4.2.9.2.4, 4.2.9.4)
*May 12, 2015 Finance and Audit Committee minutes (B 4.7.6.3.2)
*April 30, 2015 Governance and Policy Review Committee minutes (B 4.7.6.3.2)
*Follow up on partial and non-compliance monitoring reports (B 4.4.6)
*Board chair report on usage of Head of School professional development funds (B 4.4.7)
*Board chair report on B 3 and B 4 (B 4.4.8)

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===SY 14-15:125 Board Housekeeping===
Pauline Carlson presented a number of items for board consideration, as follows:<br>

*Committee assignments (B.4.4.3)
*Graduation attendance Participation Poll
*Dinner with Brian location – June 9 at a Chinese restaurant in Kiyose.
*Board/staff dinner attendance: June 11, 2015 at 6:00 pm in the CAJ cafeteria

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===SY 14-15:126 Acceptance of Committee Assignments===

MSC to accept board committee assignments for 2015-16

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===SY 14-15:127 Monthly Review of Board Process – verbal (B 4.1.7)===

The board reviewed our process throughout today’s meeting.

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===SY 14-15:128 Closing Prayer===
Kenichi Shinagawa closed the meeting in prayer.
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===SY 14-15:129 Adjournment===
MSC to adjourn the meeting. 
The meeting was adjourned at 5:07 pm.
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===Signing of Previous Minutes:===

Board Members signed the following sets of minutes:
*March 10, 2015 Board of Directors minutes (B 4.2.9.5)
*March 10, 2015 Board of Directors Executive Action minutes (B 4.2.9.5)
*November 18, 2015 Board of Directors Executive Action minutes (B 4.2.9.5)

Respectfully Submitted,<br>

Gerald May<br>
Secretary, SY 2014-15

<br>
<br>_________________________________________ (seal)<br>
Gerald May<br>
Board Secretary<Br>
<br>_________________________________________ (seal)<br>
Pauline Carlson<br>
Board Chair<br>
<br>_________________________________________(seal)<br>
Gaius Berg <br>
Board Member<br>
<br>_________________________________________(seal)<br>
Chong Eun Lee (Grace Fukuzawa) <br>
Board Member<br>
<br>_________________________________________(seal)<br>
Johanna Leenders (Mieke Sasaki)<br>
Board Member<br>
<br>_________________________________________(seal)<br>
Daniel Sexton <br>
Board Member<br>
<br>_________________________________________(seal)<br>
Kenichi Shinagawa<br>
Board Vice Chair<Br>
<br>_________________________________________(seal)<br>
Karen Stoesz <br>
Board Member<br>
<br>_________________________________________(seal)<br>
Brian Vander Haak <br>
Board Member and Head of School<br>
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2015, March 10 Board of Councilors Minutes

2015-06-04T02:24:36Z

Rmartin: Created page with 'CAJ Gakkou Houjin Board of Councilors Meeting<br> March 10, 2015, 8:45 a.m.<br> Matsukawa Place, Higashi Kurume, Tokyo<br> === Devotions === Gerald May led the board in devoti…'

CAJ Gakkou Houjin Board of Councilors Meeting<br>
March 10, 2015, 8:45 a.m.<br>
Matsukawa Place, Higashi Kurume, Tokyo<br>

=== Devotions ===
Gerald May led the board in devotion on God’s plan to equip us to impact the world, and the board had a time to prayer.
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===Attendance===
==== Present ====
#Carlson, Pauline (ECC)
#King, Dixie (OMS)
#May, Gerald (TEAM)
#Sasaki, Mieke (CRJM)
#Selander, Aileen (TEAM)
#Sexton, Daniel (OMS)
#Shinagawa, Kenichi (Member at Large)
#Spalink, Lawrence (CRJM)
#Stoesz, Karen (SEND International)
#Tada, Hiroaki (Staff)
#Taylor, Ken (World Venture)
#Vander Haak, Brian (Head of School)
#Winter, Jonathan (SEND International)

====Proxy====
#Balona, Melinda (Member at Large): proxy to Gerald
#Berg, Gaius (for World Venture and Alumni Representative): proxy to Gerald
#Mutenda, Lawrence (Member at Large): proxy to Gerald
#Shew, Paul (Member at Large and Educator): proxy to Gerald

====Absent====
#Buchholtz, Grant (ECC)
#Johnson, Paul (Member at Large)
====Ex-Officio====
#Abraham, Sobi (Supervisor-Auditor)
#Fukuzawa, Grace (Chong Eun Lee) (Observer)
#Morimoto, Taizo (Supervisor-Auditor)
#Norton, Thomas (Observer – next Head of School)
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=== SY 14-15:1 Call to Order ===
The meeting was called to order at 8:55 a.m. with thirteen Councilors present and four valid proxies out of nineteen members (13+4=16/19). Ten members (a majority) are necessary to establish a quorum.
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=== SY 14-15:2 Election of the Meeting Chair ===
MSC to elect Gerald May to serve as meeting chair.

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===SY 14-15:3 Approval of the Agenda===
MSC to approve the agenda.

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===SY 14-15:4 Signers of the Minutes===
MSC to designate Karen Stoesz and Lawrence Spalink, in addition to Board of Councilors Chair Gerald May, as signers for the minutes of the March 10, 2015 Board of Councilors meeting.
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===SY 14-15:5 Tuition Increase for SY 2015-2016===
MSC to approve a tuition increase for school year 2015-2016.

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===SY 14-15:6 Operating Budget for April 1, 2015 - March 31, 2016===
MSC to approve the operating budget with revenue of ¥727,664,000 and expense of ¥724,038,000 for April 1, 2015 – March 31, 2016.

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===SY 14-15:7 Capital Budget for April 1, 2015 - March 31, 2016===
MSC to approve the capital budget of ¥48,350,000 for April 1, 2015 – March 31, 2016.

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===SY 14-15:8 Approval of a Dedicated Building Fund===
MSC to establish a dedicated building fund that sets aside 40 million yen per year for 5 years starting 2014 fiscal year for replacement of the elementary classroom building in 2019 fiscal year.

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===SY 14-15:9 Review and Approval of Amended Board of Councilors Operating Procedures===
(See Board of Councilors minutes – SY 13-14:21 ; SY 13-14:22)
MSC to accept interim report of the ad hoc committee amending Board of Councilors operating procedures. Furthermore, moved by Lawrence Spalink and seconded by Pauline Carlson to elect Jonathan Winter to replace Michael Essenburg as a member of the committee.
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===SY 14-15:10 Approval of New Head of School===
MSC to approve Dr. Thomas Norton as the Head of School of Christian Academy in Japan beginning July 1, 2015 with thanks to the search committee.
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===SY 14-15:11 Introduction of New Head of School===
Dr. Thomas Norton was introduced to the Board of Councilors and he shared his vision and thoughts.
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===SY 14-15:12 Date of Next Meeting===
The next meeting of Christian Academy Board of Councilors is scheduled for Tuesday, May 19, 2015 beginning at 8:45 a.m. at Matsukawa Place, Higashi Kurume, Tokyo.
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===SY 14-15:13 Closing Prayer===
Dixie King closed the meeting with prayer.
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===SY 14-15:14 Adjournment===
Lawrence Spalink moved and Daniel Sexton seconded to adjourn the meeting at 12:03 p.m.
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<br>Respectfully submitted,<br><br>

_________________________________________<br> Kenichi Shinagawa<br>Board of Councilors Member

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===Signatures: March 10, 2015 Christian Academy in Japan Board of Councilors Minutes Approved===

<br><br> _________________________________________ (seal)<br> Gerald May<br> Board of Councilors Chair

<br> _________________________________________ (seal)<br>Lawrence Spalink<br> Board of Councilors Member

<br> _________________________________________ (seal)<br>Karen Stoesz<br> Board of Councilors Member
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2015, March 10 Board of Directors Meeting

2015-06-04T02:17:54Z

Rmartin: Created page with 'Board of Directors Meeting<br> Matsukawa Place<br> March 10, 2015<br> ===Attendance=== ====Present==== #Pauline Carlson (ECC) #Grace Fukuzawa (Chong Eun Lee) (Member at Large and…'

Board of Directors Meeting<br>
Matsukawa Place<br>
March 10, 2015<br>
===Attendance===
====Present====
#Pauline Carlson (ECC)
#Grace Fukuzawa (Chong Eun Lee) (Member at Large and Educator)
#Johanna Leenders (Mieke Sasaki) (CRJM)
#Gerald May (TEAM) 
#Daniel Sexton (OMS)
#Kenichi Shinagawa (Member at Large)
#Karen Stoesz (SEND)
#Brian Vander Haak (Head of School)
====Proxies====
#Gaius Berg (for WorldVenture) gave his proxy to Gerald May
====Ex-Officio====
#Sobi Abraham (Supervisor-Auditor)
#Taizo Morimoto (Supervisor-Auditor)
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===SY 14-15:76 Call To Order (Act of Endowment, Chapter 3, Articles 18.3, 18.8)===
The meeting was called to order at 1:42 p.m.
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===SY 14-15:77 Approval of Agenda===
MSC to approve the agenda.
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===SY 14-15:78 Time of Prayer For The School (B 4.6.7)===
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===SY 14-15:79 Finance Committee Reports (B 4.8.2)===
Brian Vander Haak presented the report from the finance committee, with several suggestions for the board to consider.
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===SY 14-15:80 Approval of Tuition Increase (B 4.6.2)===
MSC to approve the tuition increase according to the proposed schedule for the 2015 fiscal year.
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===SY 14-15:81 Approval of Operating Budget (B 2.6.1, 2.6.3, 2.6.9.2)===
MSC to approve an operating budget of ¥724,038,000 with anticipated revenue of ¥727,664,000 for the 2015 fiscal year.
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===SY 14-15:82 Approval of Capital Budget (B 2.6.1)===
MSC to approve a Capital Budget of ¥48,350,000 for the 2015 fiscal year.
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===SY 14-15:83 Approval of Building Fund (B 2.6.1)===
MSC to set aside 40 million yen per year for 5 years for replacement of the elementary classroom building in 2019.
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===SY 14-15:84 First Reading - B 2.6.2===

MSC to approve the following amendment to B 2.6.2

Current reading
*2.6.2 Increases individual tuition and/or fees more than one percent in any one fiscal year.

Amended reading
*2.6.2 Increases individual tuition or enrollment fees without board approval.
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===SY 14-15:85 First Reading - B 2.5.5===

MSC to approve the following amendment to B.2.5.5

Current reading:
*2.5.5 Maintain a head of school search fund with a 5 million yen balance for the purpose of funding head of school search expenses.

Amended reading:
*2.5.5 Make available to the board funds as requested for head of school search expenses.
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===SY 14-15:86 First Reading - 4.10.2.1, 4.10.2.2===

MSC to approve the following amendments to 4.10.2.1 and 4.10.2.2

Current reading:
*4.10.2.1 Up to ¥550,000 per year for training, including attendance at conferences and workshops, retreats and monthly meetings.
*4.10.2.2 Up to ¥250,000 annually for surveys, focus groups and opinion analyses.

Amended readings:
*4.10.2.1 The Board chair will work with the head of school to recommend an appropriate amount for board education for the following year’s budget.

Remove policy 4.10.2.2.
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===SY 14-15:87 Ends Review - B 1.4===
Pauline Carlson led a review on Ends for B1.4 - Staff
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===SY 14-15:88 Grievance Ad Hoc committee (B 4.8.1)===
MSC to appoint an ad hoc committee consisting of Mieke Sasaki, Karen Stoesz and Gerald May to study the board grievance policy.
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===SY 14-15:89 Policy Cross-reference corrections - B2.2.16, B2.3.9===
MSC to approve the following corrections to B2.2.16, B2.3.9
The Governance and Policy Review committee suggested the following corrections to cross-references, as follows:
*Cross reference listed as B2.2.16 should be B2.2.17 b.
*Cross reference listed as B2.3.9 should be B2.3.8
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===SY 14-15:90 First Reading - B 2.4.13===
MSC to approve the following amendment to B2.4.13

Current reading:
*B2.4.13 Maintain a historical archive for the preservation of the history of evangelical missions in Japan and report on its activities. This will be included in the school’s annual budget.

Amended reading:
*B2.4.13 Maintain a historical archive for the preservation of the history of evangelical missions in Japan and report on its activities annually.
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===SY 14-15:91 Executive Session===
The board went into executive session.
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===SY 14-15:92 Time of Prayer and Thanks for Brian===
The board prayed for Brian and shared expressions of thanks for his years of service as Head of School.
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===SY 14-15:93 Approval of Head of School Succession Plan (B4.2.5)===
The board discussed the proposed Head of School succession plan.

MSC to approve the succession plan as presented.
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===SY 14-15:94 Head of School Monitoring Report B 2.6., 2.7 (excluding 2.7.11) (B 2.1.1)===
Brian reported himself to be in full compliance with the following policies: B 2.6. 2.7

MSC to accept the head of school’s monitoring report and agree that all of the policies in the monitoring report are in full compliance.
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===SY 14-15:95 Head of School Decision Preparation Report===
Brian reported on the following item:
*Official Japanese translation of mission statement. Brian recently included this in his blog page. Board agreed that the current Japanese version is acceptable.
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===SY 14-15:96 Head of School Incidental Report===
Brian reported on the following items:
*WASC mid-cycle visit and report
*2014-15 Parent Survey
*Staffing update
*March Head of School Blog: Mission Statement
*February Head of School Blog: Celebrating 65 Years
*Health and Safety Committee, Minutes
*First Aid/AED/CPR training and revised policy
*Artscape
*March 6 Staff professional development day
*Serving Japan and the world: program
*Child safety audit update
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===SY 14-15:97 Approval of Consent Agenda===

MSC to approve the consent agenda items, as follows:
*Board minutes January 20, 2015
*Second readings (B 4.1.9)
*B4.5.2.3
*B4.5.2.4
*B4.5.2.2
*B4.5.2.5
*B2.9.4.1
*Finance Committee minutes February 24, 2015 (B 4.7.6.3.2)
*Governance and Policy Review minutes February 26, 2015 (B 4.7.6.3.2)
*Report on Mission Representatives Meeting (B 4.4.4)
*Notes on February 10, 2015 board training and discussion
*December 2014 Financial Statement
**Profit and Loss | Balance Sheet
*November 2014 Financial Statement
**Profit and Loss | Balance Sheet
*October 2014 Financial Statement
**Profit and Loss | Balance Sheet
*September 2014 Financial Statement
**Profit and Loss | Balance Sheet
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===SY 14-15:98 Board Housekeeping===
Pauline covered the following in discussion with the board:
*Checked on who might possibly attend the MK school retreat
*Do we want to continue to have back-to-back BoD & BoC meetings?
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===SY 14-15:99 Monthly Review of Board Process – (verbal) (B 4.1.7)===
The board members reviewed and evaluated the day’s meeting process.
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===SY 14-15:100 Closing Prayer===
Brian closed the meeting in prayer.
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===SY 14-15:101 Adjournment===
MSC to adjourn the meeting. 
The meeting was adjourned at 5:07 pm.
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<br>
<br>_________________________________________ (seal)<br>
Gerald May<br>
Board Secretary<Br>
<br>_________________________________________ (seal)<br>
Pauline Carlson<br>
Board Chair<br>
<br>_________________________________________(seal)<br>
Chong Eun Lee (Grace Fukuzawa) <br>
Board Member<br>
<br>_________________________________________(seal)<br>
Leenders, Johanna (Mieke Sasaki)<br>
Board Member<br>
<br>_________________________________________(seal)<br>
Daniel Sexton <br>
Board Member<br>
<br>_________________________________________(seal)<br>
Kenichi Shinagawa<br>
Board Vice Chair<Br>
<br>_________________________________________(seal)<br>
Karen Stoesz <br>
Board Member<br>
<br>_________________________________________(seal)<br>
Brian Vander Haak <br>
Board Member and Head of School<br>
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2015, February 10 Board of Directors Training

2015-06-04T02:17:03Z

Rmartin: Created page with 'Board of Directors Training Notes<br> Matsukawa Place<br> February 10, 2015<br> ===Attendance=== ====Present==== #Gaius Berg (for WorldVenture) #Pauline Carlson (ECC) #Grace Fuku…'

Board of Directors Training Notes<br>
Matsukawa Place<br>
February 10, 2015<br>
===Attendance===
====Present====
#Gaius Berg (for WorldVenture)
#Pauline Carlson (ECC)
#Grace Fukuzawa (Chong Eun Lee) (Member at Large and Educator)
#Johanna Leenders (Mieke Sasaki) (CRJM)
#Gerald May (TEAM) 
#Daniel Sexton (OMS)
#Kenichi Shinagawa (Member at Large)
#Karen Stoesz (SEND)
#Brian Vander Haak (Head of School)
====Ex-Officio====
#Sobi Abraham (Supervisor-Auditor)
#Taizo Morimoto (Supervisor-Auditor)

====Others in Attendance====
#Rick Seely (Business Manager)
#Tom Norton (Head of School elect)
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===Call To Order===
 The meeting was called to order at 8:45 a.m.
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===Devotions===
Daniel Sexton led in devotions, sharing the background of singer Lynn DeShazo for whom the Scriptures became the primary inspiration for her music. He led us in singing the modern hymn “Ancient Words” written by Ms. DeShazo.
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===Prayer Time For The School===
The board held a time of prayer for the needs of the school.
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===Reading Financial Statements===
Rick Seely gave a presentation explaining how to read school financial statements.
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===Hiring Policy Discussion===
Brian Vander Haak and Tom Norton gave presentations and led a discussion regarding our hiring policy and application.
Brian led a brainstorming session asking what the board sees as necessary qualities for teachers and staff under the headings “CAJ is seeking teachers/staff who are/do” and “CAJ wants to avoid teachers/staff who aren’t/don’t.”
Reviewed Exec. Limitations 2.2 Staff and discussed each policy’s appropriateness. Using the input from the discussion, the Governance and Policy Review Committee will review the policies during the next committee meeting.
Tom lead a discussion of various scenarios related to the school hiring policy.
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===School Philosophy Review===
DIVISION A DOCUMENTS Section 4 Position Statements 4.1 School Philosophy was reviewed as part of a planned review cycle.
We noted recommendations to reword sections including:
*Foundation of Education section has dated, unaccessible language. Suggest rewording.
*Reconsider wording under Point 2, Students / Part d “to value one’s cross cultural identity”
**possibly change to “cultural identity” or “one's own and others' cultural identities”
*These will be referred to the Governance and Policy Review Committee for further review
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===WASC Mid-term Report Review===
Brian presented the school’s mid-term report that has been sent to the WASC mid-cycle visiting team. The campus visit by the team will be held March 1-3, 2015.
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===Closing Prayer===
Kenichi Shinagawa closed the meeting in prayer.
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===Adjournment===
The meeting was adjourned at 2:55 pm.
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----
<br>
Respectfully submitted, <br>

_________________________________________ <br>
 Gerald May <br>
Board Secretary<br>

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2015, January 20 Board of Directors Meeting

2015-04-09T02:59:38Z

Rmartin: Created page with 'Board of Directors Meeting<br> Matsukawa Place<br> January 20, 2015<br> ===Attendance=== ====Present==== #Gaius Berg (for WorldVenture) #Pauline Carlson (ECC) #Chong Eun Lee (Gra…'

Board of Directors Meeting<br>
Matsukawa Place<br>
January 20, 2015<br>
===Attendance===
====Present====
#Gaius Berg (for WorldVenture)
#Pauline Carlson (ECC)
#Chong Eun Lee (Grace Fukuzawa) (Member at Large and Educator)
#Johanna Leenders (Mieke Sasaki) (CRJM)
#Gerald May (TEAM) 
#Daniel Sexton (OMS)
#Kenichi Shinagawa (Member at Large)
#Karen Stoesz (SEND)
#Brian Vander Haak (Head of School)

====Ex-Officio====
#Sobi Abraham (Supervisor-Auditor)
#Taizo Morimoto (Supervisor-Auditor)
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===SY 14-15:50 Call To Order (Act of Endowment, Chapter 3, Articles 18.3, 18.8)===
 The meeting was called to order at 8:45 a.m.
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===SY 14-15:51 Devotions===
Gaius Berg led in devotions. Referring to the governance articles that the board members read in preparation for the board meeting, Gaius spoke about our relationship with our ultimate Owner, the Lord God. The board broke into groups of two to discuss the school values and the scriptural foundations for those values.
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===SY 14-15:52 Prayer Time For The School===
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===SY 14-15:53 Approval of Agenda===
Kenichi Shinagawa moved, Daniel Sexton seconded. <br>MSC to approve the agenda.
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===SY 14-15:54 Ends Review - B 1.5; B 1.6===
Pauline Carlson led a review on Ends for B1.5 - Finance and B1.6 - Facilities.
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===SY 14-15:55 Head of School Monitoring Report B 2.10, 2.4===
Brian reported himself to be in full compliance with the following policies: B 2.10, 2.4;
Gaius Berg moved and Mieke Sasaki seconded that we accept the Head of School monitoring reports and agree that all of the policies in the monitoring report are in full compliance.<br>
MSC to accept the head of school’s monitoring report.
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===SY 14-15:56 Head of School Decision Preparation Report===
Brian reported on the following items:
*Head of School transition plan
*Calendar for 2015-16 and the projected start and end dates for the next three years
*Japanese translation of mission statement
*Securing board files
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===SY 14-15:57 Head of School Incidental Report===
Brian reported on the following items:
*Statement of Faith implementation
*65th anniversary celebration underway
*Staffing for SY 2015-16
*WASC mid-term accreditation visit March 1-3
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===SY 14-15:58 Preparation for Mission Representatives Meeting===
Pauline Carlson directed the board to three articles by “The Governance Coach” related to Moral Ownership, Stakeholders and Beneficiaries of CAJ. We discussed our understanding of these concepts in terms of who are our owners are and how we connect with them and fulfill our purpose. We also discussed questions to ask the mission representatives at the upcoming meeting.
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===SY 14-15:59 Amendments to B4.5.2 - Current Reading===
Gerald May presented a series of amendments to B4.5.2 as recommended by the Governance and Policy Review Committee.
The current reading is as follows:

B4.5.2 Board members may not attempt to exercise individual authority over the organization except as explicitly set forth in board policies.<br>
B4.5.2.1 Board members’ interaction with the head of school or with staff must recognize
the lack of authority vested in individuals, except when explicitly board authorized.<br>
B4.5.2.2 Board members’ interaction with the public, the press, or other entities must
recognize the same limitation and the inability of any board member to speak for the board, except to repeat explicitly stated board decisions.<br>
B4.5.2.3 Board members will give no consequence or voice to individual judgments of head
of school or staff performance.<br>
B4.5.2.4 Board members should be conscious that their words and actions can be perceived
as representing the board even when that is not the intent.<br>
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===SY 14-15:60 First Reading - B4.5.2.3===
Brian Vander Haak moved and Mieke Sasaki seconded that B4.5.2.3 be renumbered as B4.5.2.2. <br>
MSC as first reading<br>
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===SY 14-15:61 First Reading - B4.5.2.4===
Daniel Sexton moved and Grace Fukuzawa seconded that B4.5.2.4 be renumbered as B4.5.2.3 <br>
MSC as first reading<br>
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===SY 14-15:62 First Reading - B4.5.2.2===
Karen Stoesz moved and Kenichi Shinagawa seconded that B4.5.2.2 be renumbered as B4.5.2.4 and reworded to read as follows:<br>

B4.5.2.4 At no time should a board person comment to outside entities on behalf of (or
as could be construed as being a spokesman or representative of) the board except to
repeat explicitly stated board decisions.<br>

MSC as a first reading
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===SY 14-15:63 First Reading - B4.5.2.5===
Daniel Sexton moved and Grace Fukuzawa seconded to add a new policy numbered B4.5.2.5 as follows:<br>

B4.5.2.5 During a crisis, tragedy, scandal or sensitive situation, all requests by reporters, organizations and individuals for information, comment or opinion should be deferred to the head of school and/or the board designated spokesperson.<br>
MSC as a first reading
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===SY 14-15:64 Amendments to B4.5.2 - Full Amended Reading===
The final amended reading based on the preceding actions under B4.5.2 is as follows:<br>

B4.5.2 Board members may not attempt to exercise individual authority over the organization except as explicitly set forth in board policies.<br>
B4.5.2.1 Board members’ interaction with the head of school or with staff must recognize
the lack of authority vested in individuals, except when explicitly board authorized.<br>
B4.5.2.2 Board members will give no consequence or voice to individual judgments of head
of school or staff performance.<br>
B4.5.2.3 Board members should be conscious that their words and actions can be perceived
as representing the board even when that is not the intent.<br>
B4.5.2.4 At no time should a board person comment to outside entities on behalf of (or
as could be construed as being a spokesman or representative of) the board except to
repeat explicitly stated board decisions.<br>
B4.5.2.5 During a crisis, tragedy, scandal or sensitive situation, all requests by
reporters, organizations and individuals for information, comment or opinion should
be deferred to the head of school and/or the board designated spokesperson.<br>
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===SY 14-15:65 First Reading - B2.9.4.1===
Kenichi Shinagawa moved and Daniel Sexton seconded that a new policy be added under B2.9.4 as point B2.9.4.1 as follows:<br>

B2.9.4.1 fail to report annually on any compensation from CAJ beyond the established head of school salary and benefits.<br>

MSC as first reading
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===SY 14-15:66 Remove from Consent Agenda B2.4.13===
Gerald May moved and Gaius Berg seconded to remove B2.4.13 (see SY 14-15:34) from the consent agenda to allow for further review and discussion of the proposed policy.
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===SY 14-15:67 Amendment to B2.4.13 - Megumi Mission Archive Policy===
MSC to refer B2.4.13 to the Governance and Policy Review Committee for further study.
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===SY 14-15:68 Approval of Consent Agenda===
Gerald May moved and Kenichi Shinagawa seconded to approve the consent agenda items.
*Second readings, B2.8.7, B4.8.2.1, B2.9.1, B4.2.9.5, B2.4.3.6, B4.3.6.1
*November 28, 2014 Board of Directors minutes
*November 28, 2014 Board of Directors Executive Action minutes
*January 13, 2015 Governance and Policy Review minutes

MSC unanimously to approve the consent agenda items
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===SY 14-15:69 Board Policy Review B3.1, 4.10, 4.11===
The board reviewed policies related to head of school qualifications, cost of governance, and grievances, whistle blowing and complaints. It was noted that the Governance and Policy Review Committee currently has B4.11 under study and will come with recommendations for the March board meeting.
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===SY 14-15:70 Head of School Qualifications B3.1.2.12, B2.2.1.7===
MSC to refer B3.1.2.12 (and related B2.2.1.7) to the Governance and Policy Review Committee for further study.
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===SY 14-15:71 Board Compliance Report on B3.2, 4.5, 4.6, 4.7===
Individual board members reviewed and determined that the board is in compliance with policies B3.2, 4.5, 4.6, and 4.7.
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===SY 14-15:72 Board Housekeeping===
Pauline Carlson discussed preparation for the online board self-evaluation.
She also presented the idea of removing the pdf policy files from the board manual in BRENDA thereby using only the web interface (“wiki”) for online record keeping. All board members and auditors agreed this was appropriate.
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===SY 14-15:73 Monthly Review of Board Process - verbal (B 4.1.7)===
The board members reviewed and evaluated the day’s meeting process.
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===SY 14-15:74 Closing Prayer===
Brian Vander Haak closed the meeting in prayer.
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===SY 14-15:75 Adjournment===
Brian Vander Haak moved and Daniel Sexton seconded to adjourn the meeting.  MSC unanimously.  The meeting was adjourned at 2:35 pm.
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<br>
<br>_________________________________________ (seal)<br>
Gerald May<br>
Board Secretary<Br>
<br>_________________________________________ (seal)<br>
Pauline Carlson<br>
Board Chair<br>
<br>_________________________________________ (seal)<br>
Gaius Berg<br>
Board Vice Chair for Finance<br>
<br>_________________________________________(seal)<br>
Chong Eun Lee (Grace Fukuzawa) <br>
Board Member<br>
<br>_________________________________________(seal)<br>
Leenders, Johanna (Mieke Sasaki)<br>
Board Member<br>
<br>_________________________________________(seal)<br>
Daniel Sexton <br>
Board Member<br>
<br>_________________________________________(seal)<br>
Kenichi Shinagawa<br>
Board Vice Chair<Br>
<br>_________________________________________(seal)<br>
Karen Stoesz <br>
Board Member<br>
<br>_________________________________________(seal)<br>
Brian Vander Haak <br>
Board Member and Head of School<br>
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2014, November 18 Board of Directors Meeting

2015-01-23T05:08:18Z

Rmartin: Created page with ' Board of Directors Meeting<br> Matsukawa Place <br> November 18, 2014<br> ===Attendance=== ====Present==== #Pauline Carlson (ECC) #Grace Fukuzawa (Chong Eun Lee) (Member at L…'

 Board of Directors Meeting<br>
Matsukawa Place <br>
November 18, 2014<br>

===Attendance===
====Present====
#Pauline Carlson (ECC)
#Grace Fukuzawa (Chong Eun Lee) (Member at Large and Educator)
#Leenders, Johanna (Mieke Sasaki) (CRJM)
#Gerald May (TEAM) 
#Daniel Sexton (OMS)
#Kenichi Shinagawa (Member at Large)
#Karen Stoesz (SEND)
#Brian Vander Haak (Head of School)

====Proxies====
#Gaius Berg (for WorldVenture) gave his proxy to Gerald May

====Ex-Officio====
#Sobi Abraham (Supervisor-Auditor)
#Taizo Morimoto (Supervisor-Auditor)
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===SY 14-15:21 Call To Order (Act of Endowment, Chapter 3, Articles 18.3, 18.8)===
 The meeting was called to order at 8:45 a.m.
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===SY 14-15:22 Devotions===
Taizo Morimoto lead in devotions based on Ephesians 3:14-21
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===SY 14-15:23 Prayer Time For The School===
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===SY 14-15:24 Approval of Agenda===
Kenichi moved, Mieke seconded
MSC to approve the agenda
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===SY 14-15:25 Ends Review - B 1.2; B 1.3===
Pauline led a review on Ends Review for B1.2 - Program and B1.3 - Culture <br>
Brian pointed out that these Ends are all-encompassing, basically referring to pretty much everything the school does.
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===SY 14-15:26 Approval of Second Reading of Mission Statement (B 4.3.6, B 4.1.9)===
The board accepted on October 1, 2014 as a first reading the following change to B 4.3.6, B 4.1.9

Equipping students to serve Japan and the world for Christ.

MSC unanimously to accept as second reading
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===SY 14-15:27 Executive Limitation Amendment===
Brian Vander Haak moved and Kenichi Shinagawa seconded that the following amendment be made to B2.8.7

Current Reading: Fail to invest available school funds in low risk investment instruments in accordance with Japanese law, US law, and after consultation with the finance committee. The finance committee will review the terms of current investments on an annual basis. (SY 06-07:88)

Amendment: Fail to invest available school funds in low risk investment instruments in accordance with Japanese law, US law, and after consultation with the finance committee.

MSC unanimously as first reading
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===SY 14-15:28 Board Committee Policy Amendment B4.8.2.1 – Finance Committee Product===

Gerald May moved and Karen Stoesz seconded to amend B4.8.2.1 as follows:

Current Reading:
Product: Preliminary review of annual operating and capital budgets, monthly financial statements, long-term financial trends, and financial implications of program changes. Provide financial orientation and continuing education of board members as directed by the board. Set specifications and scope of outside audit and select and approve audit firm by no later than the January board meeting each year. (SY 12-13:132)

Add the phrase “terms of current investments” to read as follows, and link this to B2.8.7:
Product: Preliminary review of annual operating and capital budgets, terms of current investments, monthly financial statements, long-term financial trends, and financial implications of program changes. Provide financial orientation and continuing education of board members as directed by the board. Set specifications and scope of outside audit and select and approve audit firm by no later than the January board meeting each year.

MSC unanimously as first reading

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===SY 14-15:29 Amendment to Compensation Policy B2.9.1===

Daniel Sexton moved and Grace Fukuzawa seconded to add the following as a new point under B2.9.1

B 2.9.1.1 Fail to assign staff to compensation categories based on clearly defined job descriptions.

MSC unanimously as first reading
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===SY 14-15:30 Amendment to Staff Placement Policy B2.9.1===

Brian Vander Haak moved and Daniel Sexton seconded to add the following as a new point under B2.9.1

2.9.1.2 Fail to report to the finance committee annually on staff category placements.

MSC unanimously as first reading
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===SY 14-15:31 Report on Compensation Proposal===
Brian presented an overview of the new compensation proposal.
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===SY 14-15:32 Amendment to B4.2.9.5 Signing of Board Minutes===
Gerald May moved and Daniel Sexton seconded that B4.2.9.5 be amended as follows:

Current Reading:
B4.2.9.5 Board minutes, including executive action, shall be reviewed and signed by the board chair and two board members to be decided at each meeting.

Amendment:
B4.2.9.5 Board minutes, including executive action, shall be reviewed and signed by all board members present at the meeting documented by the minutes.

MSC as first reading
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===SY 14-15:33 Policy Numbering===
Grace Fukuzawa moved and Kenichi Shinagawa seconded to create a new policy about Megumi Mission Archive as B2.4.13 after B2.4.12 which is the policy about School Support Service, and renumber current B2.4.13 as B2.4.14 since it is a general policy about procedure of policy modification.
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===SY 14-15:34 Megumi Mission Archive Policy===
Karen Stoesz moved and Gerald May seconded that the following policy be established:

B2.4.13 Maintain a historical archive for the preservation of the history of evangelical missions in Japan and report on its activities. This will be included in the school’s annual budget. (cf SY14-15:34)

MSC as first reading
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===SY 14-15:35 Review of School Philosophy and Mission Statement===
Karen Stoesz moved and Mieke Sasaki seconded to amend B4.3.6 as follows:

Current Reading:
B4.3.6 The board shall review the school philosophy (A 5.1) and mission statement (A 5.2) in the year preceding the full WASC self-evaluation and in the year preceding the mid-term WASC review.

Amendment
B4.3.6 The board shall select a process to review the school philosophy (A 5.1) and mission statement (A 5.2) and their implementation in the year preceding the full WASC self-evaluation and in the year preceding the mid-term WASC review.

MSC unanimously as first reading
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===SY 14-15:36 Policy Deletion - B4.3.6.1 Agenda Planning===

Brian Vander Haak moved and Grace Fukuzawa seconded that we Remove B4.3.6.1 from policy.

Current Reading:

B4.3.6.1 The board shall establish a committee of board members, staff and administrators to

review and evaluate the school’s philosophy and mission statement and their implementation.

To be chaired by the board chair.

MSC unanimously as first reading
----

===SY 14-15:37 Presentation by Caitlin Potter===
Caitlin Potter gave an overview of the of the Guidance Department’s programs. She particularly focused on the department’s use of the “Naviance” high school academic planning program. She also presented life trends evident among current and graduating students.
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===SY 14-15:38 Approval of Consent Agenda (B 4.3.3)===
Karen Stoesz moved and Brian Vander Haak seconded to approve the consent agenda items.

*October 1, 2014 BOD minutes
*November 11, 2014 Finance and Audit committee minutes
*November 10, 2014 Minutes Governance and Policy Review minutes

MSC unanimously to approve the consent agenda items
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===SY 14-15:39 Head of School Monitoring Report B 2.3, 2.8; 2.9; 2.0; 2.1; 2.5===

Brian reported himself to be in full compliance with the following policies:
B 2.3, 2.8; 2.9; 2.0; 2.1; 2.5

Gerald May moved and Kenichi Shinagawa seconded that we accept the Head of School monitoring reports and agree that all of the policies in the monitoring report are in full compliance.

MSC to accept the head of school’s monitoring report.
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===SY 14-15:40 Head of School Decision Preparation Report===

Brian reported on the following items:
*Statement of Faith implementation
*Invitation to 2015 board governance retreat in Penang, Malaysia
*Contract signing anomaly for next year
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===SY 14-15:41 Changes to 2015-16 Schedule (B2.4.6)===
The Head of School announced changes of dates for SY 2015-16 as follows:
From August 28 to August 25 (students) and from June 10 to June 7 (students) (HS student orientation on August 24)
From August 24 to August 19 (staff) and from June 15 to June 10 (staff)
From August 19 to August 17 (new staff).
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===SY 14-15:42 Head of School Incidental Report===

Brian reported on the following items:
*The board is Invited to the staff Christmas social: December 16, 4-5 p.m. in the cafeteria (catered by Cezars Kitchen)
*Cinnamon rolls were made by Cesars and given to staff as a gift from board
*Child safety audit update – A professional consultant will come to campus to discuss the child safety audit.
*Head of School blog reference to Health and Safety Committee, Minutes – taking note of the Ebola crisis. Influenza shots are made available to all staff.
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===SY 14-15:43 Board Policy Review B 3.2, 3.3, 4.3, 4.7===
The board reviewed the following policies: B 3.2, 3.3, 4.3, 4.7
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===SY 14-15:44 Board Compliance Review B 3.1, 4.1, 4.2, 4.3, 4.4===
Board members reviewed their assigned policy points and reported that the board is in compliance on all points.
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===SY 14-15:45 Executive session===
The board went into executive session
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===SY 14-15:46 Board Housekeeping===
Pauline updated the board on the following: 
*Mission representatives meeting will be held on January 27, 2015
*Christmas gifts for staff – flowers or gift cards
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===SY 14-15:47 Monthly Review of Board Process - paper (B 4.1.7)===
The board members reviewed and evaluated the day’s meeting process.
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===SY 14-15:48 Closing Prayer===
Kenichi Shinagawa closed the meeting in prayer.
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===SY 14-15:49 Adjournment===
Karen Stoesz moved and Grace Fukuzawa seconded to adjourn the meeting. MSC unanimously The meeting was adjourned at 3:48 pm.
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<br>

<br>_________________________________________ (seal)<br>  
Gerald May <br>
Board Secretary<br>

<br>_________________________________________ (seal)<br>  
Pauline Carlson <br>
Board Chair<br>

<br>_________________________________________(seal)<br>  
Chong Eun Lee (Grace Fukuzawa) <br>
Board Member<br>

<br>_________________________________________(seal)<br>  
Leenders, Johanna (Mieke Sasaki)<br> 
Board Member<br>

<br>_________________________________________(seal)<br> 
Daniel Sexton <br>
Board Member<br>

<br>_________________________________________(seal)<br>  
Kenichi Shinagawa <br>
Board Vice Chair<br>

<br>_________________________________________(seal)<br>  
Karen Stoesz <br>
Board Member<br>

<br>_________________________________________(seal)<br>  
Brian Vander Haak <br>
Board Member and Head of School<br>
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2014, October 1 Board of Directors Meeting

2015-01-13T23:31:11Z

Rmartin: Created page with 'Board of Directors Meeting<br> Seimei no Mori<br> October 1, 2014<br> ===Attendance=== ====Present==== #Gaius Berg (for WorldVenture) #Pauline Carlson (ECC) #Grace Fukuzawa (Cho…'

Board of Directors Meeting<br>
Seimei no Mori<br>
October 1, 2014<br>

===Attendance===
====Present====
#Gaius Berg (for WorldVenture)
#Pauline Carlson (ECC)
#Grace Fukuzawa (Chong Eun Lee) (Member at Large and Educator)
#Leenders, Johanna (Mieke Sasaki) (CRJM)
#Gerald May (TEAM)
#Kennichi Shinagawa (Member at Large)
#Karen Stoesz (SEND)
#Brian Vander Haak (Head of School)

====Absent====
#Suzanne Warren (OMS)

====Ex-Officio====
#Daniel Sexton (OMS)
#Sobi Abraham (Supervisor-Auditor)
#Taizo Morimoto (Supervisor-Auditor)
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===Devotions===
Devotions and prayer time done jointly with the Morrison Academy board prior to the respective board meetings.

A time of devotions was led by Kenichi Shinagawa.
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===SY 14-15:1 Call to order (Act of Endowment, Chapter 3, Articles 18.3, 18.8)===
The meeting was called to order at 10:02 am.
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===SY 14-15:2 Approval of agenda (B 4.3.5.3)===
'''MSC to approve the agenda.'''
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===SY 14-15:3 Welcome and introduction of board members===
Board members gave brief self-introductions
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===SY 14-15:4 Board Orientation===
The Board Reviewed:
*How board members should respond to problems brought to individual board members and proper conflict resolution.
*How to read and interact with Head of School Monitoring Reports.
*Review and brain storm regarding board governing styles and values.
*Ends: Student Objectives. Discussion of how we determine if those objectives are being reached.
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===SY 14-15:5 Policy form correction B.4.1 (a)===
Current Reading: Biblically-based values including integrity and truthfulness in all methods and practices. (SY 11-12:108)

Brian Vander Haak moved and Kennichi Shinagawa seconded that we remove the period at the end of the phrase to maintain parallel phrasing with other points in the End statement.

New reading: Biblically-based values including integrity and truthfulness in all methods and practices (SY 11-12:108)
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===SY 14-15:6 Adoption of new school mission statement.===
Gauis Berg moved and Brian Vander Haak seconded that the school mission statement be changed to read: “Equipping students to serve Japan and the world for Christ.”

'''MSC unanimously as a first reading.'''
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===SY 14-15:7 Adoption of Article II of Constitution (Statement of Faith)===
Recommended by Brian Vander Haak, seconded by Grace Fukuzawa that we adopt Article II of the Constitution (Statement of Faith) as presented by the ad-hoc committee.

'''MSC unanimously.'''
*Proposed Article II (Japanese needs updating to changes made in May)
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===SY 14-15:8 Review of Policies B 3.4, 3.5; Read B 4.5, 4.6===
The Board reviewed the following policies as part of the annual review:
*B 3.4 Delegation to the Head of School
*B 3.5 Monitoring of Head of School Performance
*B 4.5 Board Members’ Code of Conduct
*B 4.6 Board Members’ Individual Responsibilities
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===SY 14-15:9 Head of School Monitoring Report B2.1.1 B 2.2; 2.7.11===
Kennichi Shinagawa recommended and Mieke Sasaki seconded that the board accept the Head of School monitoring report for October 2014.

'''MSC unanimously'''
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===SY 14-15:10 Head of School decision preparation report (B2.1.5)===
Brian Vander Haak reported on the following:
*Child protection
**CAJ is engaging in an extended process of auditing its safety and child protection policies and practices. Case studies from other schools were presented and discussed.
*Megumi Mission Archives privacy and potential issues discussed.
*Institutionalizing Megumi Mission Archives giving consideration to B2.4.12? B2.6.8?
**The board directed this discussion to be considered by the Governance and Policy Review Committee.
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===SY 14-15:11 Head of School incidental report===
Brian Vander Haak reported on the following:
*New support staff for board
*New staff for this school year
*Staffing projections for 2015-16
*General report on enrollment (more detailed report to be given in November)
*The administration is looking at the school climate
**Spiritual climate discussion
**This was one focus of the Leadership Team retreat.
**Hospitality has been introduced as the theme for head of school meeting devotions 2014-15
*School theme: The theme for SY 2014-15 is Rooted, Growing, Seeking
*Work is continuing on the 65th anniversary celebration preparations.
*Development and archive office suit: Megumi Mission Archive and offices.
*Cezars Kitchen is the school’s contracted catering service beginning this school year.
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===SY 14-15:12 Discussion: board confidentiality.===
Pauline emphasized to the board the need for confidentiality of all board discussions.
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===SY 14-15:13 Executive session (B4.2.9.2.4)===
Reviewed the September 2, 2014 Head of School Search Committee minutes
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===SY 14-15:14 Governance and Policy review Committee minutes===
Based on a recommendation from the Governance and Policy Review committee, the board directs the Finance and Audit committee to review B2.8.7 and develop a corresponding committee-related product under B4.8.2.
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===SY 14-15:15 Consent agenda (B 4.3.3)===
Karen Stoesz moved, Kenichi Shinagawa seconded to approve the consent agenda

'''MSC unanimously.'''
*2014, May 20 Board of Directors Meeting
*Executive action 5-20-14
*Governance and Policy Review Minutes 9-16-14
*August 2014 Financial Statement
*July 2014 Financial Statement
*June 2014 Financial Statement
*May 2014 Financial Statement
*April 2014 Financial Statement
*March 2014 Financial Statement
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===SY 14-15:16 Board compliance with B 3.0 and 4.0 Overview===
Review of our compliance with B 3.0 Board-Head of School Linkage and b 4.0 Governance Process. Determined that we are in compliance.
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===SY 14-15:17 Board housekeeping===
Because of changes in the management of the cafeteria the board has decided to discontinue making cinnamon rolls at the CAJ Thrift Shop.
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===SY 14-15:18 Monthly review of board process – verbal (B 4.1.7)===
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===SY 14-15:19 Closing prayer===
Sobi Abraham closed the session in prayer.
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===SY 14-15:20 Adjournment===
Karen Stoesz moved to adjorn the meeting, Brian Vander Haak seconded

'''MSC to adjourn at 3:55 pm'''

(Signing and putting seals on meeting minutes by Board of Directors (Act of Endowment: Chapter 3, #20.2) – will need to be done during the next board meeting.
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<br>_________________________________________ (seal) <br>Gerald May<br>Board Secretary

<br> _________________________________________ (seal) <br> Pauline Carlson<br> Board Chair

<br>_________________________________________(seal) <br>Chong Eun Lee (Grace Fukuzawa)<br>Board Member

<br>_________________________________________(seal) <br>Leenders, Johanna (Mieke Sasaki)<br> Board Member

<br>_________________________________________(seal) <br>Kenichi Shinagawa<br>Board Vice Chair

<br>_________________________________________(seal) <br>Karen Stoesz<br>Board Member

<br>_________________________________________(seal) <br>Brian Vander Haak<br>Board Member
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Grievance Policy, Student and Family (Japanese)

2014-11-13T00:58:09Z

Rmartin: Created page with '<sophie article="Grievance_Policy,_Student_and_Family_(Japanese)"/> Category: SOPHIE Link'

<sophie article="Grievance_Policy,_Student_and_Family_(Japanese)"/>
[[Category: SOPHIE Link]]