Kchou: Created page with "Christian Academy in Japan
Board of Directors Meeting
Matsukawa Place
January 16, 2018
===Attendance=== #Gerald May (TEAM) #Kennichi Shinagawa (Member at Lar..."

2018-11-14T08:26:32Z

Created page with "Christian Academy in Japan<br> Board of Directors Meeting<br> Matsukawa Place <br> January 16, 2018<br> ===Attendance=== #Gerald May (TEAM) #Kennichi Shinagawa (Member at Lar..."

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Christian Academy in Japan<br>
Board of Directors Meeting<br>
Matsukawa Place <br>
January 16, 2018<br>

===Attendance===
#Gerald May (TEAM)
#Kennichi Shinagawa (Member at Large and Educator)
#Johanna Leenders (Mieke Sasaki)(CRJM)
#John Winter (SEND)
#Jaine Yeong Yueh Chung (Jaine Loh) (World Venture)
#Daniel Sexton (OMS)
#Joel Peterson (Member at Large)
#Anda Foxwell (Interim Head of School)
#Grant Buchholtz (ECC)

====Supervisor-auditors:====
#Sobi Abraham
#Carol Love

===SY 17-18:58 Call to order===
Meeting called to order at 8:45 am.
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===SY 17-18:59 Opening prayer and Devotions: Jon Winter===

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===SY 17-18:60 Time of sharing and prayer for CAJ (B4.6.7) ===

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===SY 17-18:61 Approval of agenda (B 4.3.5.3) ===
<b>MSC</b> to approve agenda as amended
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===SY 17-18:62 Consent agenda (B 4.3.3)===
Board Ends review: B 1.2
* program is built around the core values.

Board policy review: B 3.1 (B 4.1.6)<br>

Board policy compliance: B 3.2; 3.3 (B 4.2.2.4)<br>

*November 7, 2017 Board of Directors minutes (B 4.2.9.5)
*December 12, 2017 Board of Directors minutes (B 4.2.9.5)
*January 9, 2018 Finance and Audit Committee minutes(B 4.7.6.3.2)(Financial Statements as received)

<b>MSC</b>to approve consent agenda
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===SY 17-18:63 Head of School monitoring reports presented by Anda Foxwell B 2.4, End – B 1.2 (program) ===
*Monitoring report January 2018
- 2.4.1.1: to be discussed by the Governance and Policy Review Committee.

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===SY 17-18:64 Staff member interaction: Damon Ealey, Curriculum Coordinator ===
*overview of the upcoming WASC report
*school wide action plan
*Prayer needed for the right people to be on the WASC accreditation committee
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===SY 17-18:65 Acceptance of monitoring report ===
<b>MSC</b> to approve the monitoring report
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===SY 17-18:66 Head of School Report by Anda Foxwell (B 2.1.5) ===
- hiring of new staff in process<br>
- staff technology training project<br>
- switch to block schedule preparation <br>
- teaching for transformation: tools for Biblical Perspective teaching in our classes<br>
- Stephanie Ban: marketing plan in place; new school brochure <br>
- facilities up keep<br>

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===SY 17-18:67 Finance and Audit Committee report(B 4.8.2) ===
*presented by Daniel Sexton
<b>MSC</b> to approve the Finance and Audit Committee report

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===SY 17-18:68 Governance and Policy Review Committee report(B 4.8.1) ===
*Kenichi Shinagawa gave a verbal report on committee activities
*report about what will be happening in the next few weeks
*seeking recommendation of names for possible new board members
*discussion regarding alternating terms of service of board members so as to maintain an ongoing presence of experienced members

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===SY 17-18:69 Report from Building Project Committee (Joel Peterson) ===
*two architects came in December. A proposal for a plan by the end of February.
*proposal of financial plans
*future action plans of the building project

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===SY 17-18:70 General discussion related to Cambodia Policy Governance Conference ===
* discussion about Cambodia’s conference pros and contras
*discussion of recommendations given to us by David Bartlett

<b>David Bartlett report - Key categories summarized </b>

<ol>
<li>Communication and IT
<ol style="list-style-type:lower-alpha">
<li>Sorting SOPHIE into policies and general information to make it simpler to maintain and search...comprehensive simplification of the data base.
<li>Staff handbook compiling the "need to know" items; consolidation of parent and student handbooks to make information easier to find
<li>Communications policy, including email guidelines
<li>IT Masterplan
<li>Simplification of resources to make them less dependent on 1 person
</ol>
<li>Development
<ol style="list-style-type:lower-alpha">
<li>use of market planner (already in development)
</ol>
<li>Leadership Team
<ol style="list-style-type:lower-alpha">
<li> Develop standard format for policy writing
<li> Role clarification for reporting and accountability relationships
<li> Explore use of Trello for clearly articulated meeting outcomes
<li> Clarified LT portfolios
<li> 2 executive groups formed to meet fortnightly: Education and Operations
<li> Clarified communications protocol internally and externally
<li> Keep a student centric focus (rather than staff centric or parent centric) for CAJ
</ol>
<li> LT and Board
<ol style="list-style-type:lower-alpha">
<li>Meet together once or twice a year to better understand ends, core values, vision for the school
<li>Have clear leadership transition plans for both LT and Board
</ol>
<li>Board
<ol style="list-style-type:lower-alpha">
<li>More streamlined approach to meetings
</ol>
<li>HR/Business/Board
<ol style="list-style-type:lower-alpha">
<li>Continue systematic approaches to staff pro-D, discipline, welfare, work regulations, benefits, and salaries
</ol>
<li>Business Manager/Business Office
<ol style="list-style-type:lower-alpha">
<li> Improved budget processes to allow for an annual and3-year budget planning process
<li> Consider budget categories that include broader, K-12 approaches
<li> KPIs for setting staff levels for the future to have a better balance with staffing needs and financial constraints
<li> Review Resolve
<li> Consider using Fee Management Solution pack (provided with report)
<li> Appoint new Business Manager with accounting strengths, with suggestions given for placement ads
<li> Segregation of duties and internal accounting controls be reviewed and established
<li> Overhaul purchasing, payables, petty cash, payroll, debtors, and financial reporting
</ol>
<li>SSS
<ol style="list-style-type:lower-alpha">
<li>Consider enfolding SSS into the overall educational program of CAJ (we are talking about this already -- the timing seems right)
</ol>
<li>School improvement
<ol style="list-style-type:lower-alpha">
<li>Continue developing improvement plans that are linked with strategic plan, facilities plan, staff development plan, communications plan, marketing plan and financial plan (3- year budget).
</ol>
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===SY 17-18:71 Board housekeeping: ===
February 13: meeting at Mitaka Team Center from 9am-4pm
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===SY 17-18:72 Closing prayer by Carol Love ===

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===SY 17-18:73 Adjournment ===
<b>MSC</b> to adjourn at 14:30pm

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Sign and seal (hanko) Board of Directors previous meeting minutes (B 4.2.9.5)

(KPI = key performance indicators)

<br>

Respectfully submitted,

________________________________ (seal)<br>
Johanna Leenders<br>
Board Secretary

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

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

________________________________ (seal)<br>
Daniel Sexton<br>
Vice Chair of Finance

________________________________ (seal)<br>
John Winter<br>
Board Member

________________________________ (seal)<br>
Joel Peterson<br>
Board Member

________________________________ (seal)<br>
Grant Buchholtz<br>
Board Member

________________________________ (seal)<br>
Jaine Yeong Yueh Chung (Janie Loh)<br>
Board Member

________________________________ (seal)<br>
Anda Foxwell<br>
Head of School , Board member

January 16, 2018 - Revision history

Kchou: Created page with "Christian Academy in Japan Board of Directors Meeting Matsukawa Place January 16, 2018 ===Attendance=== #Gerald May (TEAM) #Kennichi Shinagawa (Member at Lar..."

Kchou: Created page with "Christian Academy in Japan
Board of Directors Meeting
Matsukawa Place
January 16, 2018
===Attendance=== #Gerald May (TEAM) #Kennichi Shinagawa (Member at Lar..."