2013, January 22 Board of Directors Minutes

MSC for Gerald May and Eline de Wilde to be signers of today’s minutes, in addition to Pauline Carlson (board chair) and Steven Tarter (board secretary).

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SY 12-13:73 Second Reading - B4.5.1.3 (Cf. SY 12-13:44)

The board accepted the following on November 20, 2012, as a first reading for B4.5.1.3:

Current reading: Board members must not use their positions to obtain employment for themselves, family members, or close associates. Should a board member desire employment within the organization, he or she must first resign.
Proposed reading: Board members must not use their positions to obtain employment for themselves, family members, or close associates. (cf 2.2.23)

MSC to accept as second reading.

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SY 12-13:74 Second Reading - B2.2.23 (Cf. SY 12-13:45)

The board accepted the following addition of B2.2.23 on November 20, 2012, as a first reading: Give no preference to board members, their family members, or those recruited by board members. (cf 4.5.1.3)

MSC to accept as second reading.

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SY 12-13:75 Second Reading - B2.2.23.1 (Cf. SY 12-13:46)

The board accepted the following addition of B2.2.23.1 on November 20, 2012, as a first reading: Report to the board when a board member is employed by CAJ for the first time.

MSC to accept as second reading.

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SY 12-13:76 Second Reading - B2.2.23.2 (Cf. SY 12-13:47)

The board accepted the following addition of B2.2.23.2 on November 20, 2012, as a first reading: Report annually to the board about board members employed by CAJ.

MSC to accept as second reading.

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SY 12-13:77 Second Reading - B2.3.1.1.3 (Cf. SY 12-13:49)

The board accepted the following on November 20, 2012, as a first reading for B2.3.1.1.3:

Current reading: Non-Christian homes, up to 20% per class, where the parent(s) or guardian(s) agree to cooperate with the school’s Christian objectives, provided the applicant is not from the home of a proselytizing religious group.
Proposed reading: Non-Christian homes, up to 20% per grade level, where the parent(s) or guardian(s) agree to cooperate with the school’s Christian objectives, provided the applicant is not from the home of a proselytizing religious group.

MSC to accept as second reading.

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SY 12-13:78 Second Reading - B2.2.1.5.2 (Cf. SY 12-13:53)

The board accepted the following on November 20, 2012, as a first reading for B2.2.1.5.2:

Current reading: Homosexual or lesbian sexual activity (Rom. 1:24-27, Deut. 20:13)
Proposed reading: Homosexual activity (Rom. 1:24-27, Deut. 20:13)

MSC to accept as second reading.

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SY 12-13:79 Second Reading - B2.2.22 (Cf. SY 12-13:54)

The board accepted the following on November 20, 2012, as a first reading for B2.2.22:

Current reading: Ask exiting staff to give a written reason for leaving, note response, put a copy in the staff personnel file and give a copy to the board chair (cf 4.4.5)
Proposed reading: Ask exiting staff to give a written reason for leaving, summarize the responses, put a copy in the staff personnel file and give a copy to the board chair (cf 4.4.5)

MSC to accept as second reading.

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SY 12-13:80 Finance Committee

The Finance Committee shared its review of the philosophy of compensation and its discussion of liability insurance. The committee recommended that CAJ choose Nagao Accountancy Corporation (NAC) to conduct a standard operational audit per B4.8.2.1 in the CAJ Board of Directors Manual.

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SY 12-13:81 Receiving Finance Committee Minutes

MSC to receive the Finance Committee Minutes of January 15, 2013.

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SY 12-13:82 Board Review of B3.1, 4.10, and 4.11

The board reviewed and discussed policies regarding headmaster qualifications, the cost of governance, and grievances, whistle-blowing, and complaints. One board member recommended that all references to the leadership team be capitalized, and other board members suggested ways to get further training. The administration and Policy Review/Governance Committee were asked to look into when to report wrongdoing to Japanese legal authorities.

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SY 12-13:83 Headmaster Report

The headmaster reported that CAJ is accredited through 2018, that the January 15 meeting regarding the legal status change went well, and that this year is a low turnover year for staff. He shared that this week is Spiritual Life Emphasis week for secondary students, and he explained how CAJ responded to a recent security situation. He then introduced Kim Essenburg, English Department chair and Social Studies Department chair, who gave an overview of how CAJ is carrying out its mission. She showed student work samples, reviewed the connections between board policy and teacher practice, and explained the increased emphasis on reading skills.

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SY 12-13:84 Headmaster Report on Policy in Partial Compliance

Headmaster Brian Vander Haak reported that B2.4.13 is in partial compliance.

MSC to recognize the headmaster's report on partial compliance.

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SY 12-13:85 Response to Partial Compliance of B2.4.13

MSC to recognize the lateness of compliance on B2.4.13, with the understanding that there will be compliance when the headmaster reports on this policy next school year.

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SY 12-13:86 Executive Session

The board went into executive session.

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SY 12-13:87 Policy Review/Governance Committee Report

The committee recommended policy changes, reported on its review of B2.3.1.1.3, and proposed discussion topics for future board meetings, including the February board training. The committee was asked to look at instances where the board is referred to as the "school board." The committee then solicited questions to ask mission representatives at the January 24 meeting. The board then discussed "Board Stability" and "Toward Consistent Governance" in terms of new board member training and board term minimums and limits.

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SY 12-13:88 First Reading - B4.8.1

The Policy Review/Governance Committee recommended the combination of B4.8.1 and B4.8.5 into B4.8.1 and, consequently, the deletion of B4.8.5:

Current reading:
- 4.8.1 Governance Committee
- 4.8.5 Policy Review Committee
Proposed reading: 4.8.1 Governance and Policy Review Committee