2016, March 14 Board of Councilors Minutes

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

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

Attendance

Councilors Present  

  1. Carlson, Pauline (ECC)
  2. Buchholtz, Grant
  3. Balona, Melinda
  4. Berg, Gaius
  5. Johnson, Paul
  6. May, Gerald
  7. Mutenda, Lawrence
  8. Leenders, Johanna
  9. Selander, Aileen
  10. Sexton, Daniel
  11. Shew, Paul Tsuchido
  12. Stoesz, Karen
  13. Tada, Hiroaki
  14. Taylor, Ken
  15. Norton, Tom
  16. Winter, Jonathan

Councilors who submitted written Proxy

  1. King, Dixie
  2. Shinagawa, Kenichi

Absent

  1. 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:

  1. Act of Endowment is quoted as AE §chapter.article (number).
  2. 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.


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.


SY 15-16:3 Approval of the Agenda

Motion to approve the agenda as amended. The motion passed.


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.


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.


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.)
The motion passed unanimously.


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).
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)
The motion passed unanimously.


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).
Motion to approve the capital budget of ¥78,000,000 as proposed.
The motion passed unanimously.


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.
Nominations from among those recommended by the missionary bodies in accordance with §4.25(1).

  1. Buchholtz, Grant
  2. Johnson, Paul
  3. Leenders, Johanna
  4. Loh, Jaine
  5. May, Gerald
  6. Mutenda, Lawrence
  7. Peterson, Jim
  8. Selander, Aileen
  9. Sexton, Daniel
  10. Sexton, Keiko
  11. Shinagawa, Kenichi
  12. Spalink, Lawrence
  13. Stoesz, Karen
  14. Taylor, Ken
  15. Winter, Jonathan


Report on nomination from among staff members recommended by the Board of Directors in accordance with AE §4.25(2).

  1. Tada, Hiroaki


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.
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.

  1. Berg, Gaius (Member at Large and Alumni Representative) AE §4.25(3)
  2. Shew, Paul Tsuchido (Member at Large and Educator) AE §4.25(4)


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.

  1. Buchholtz, Grant
  2. Leenders, Johanna
  3. Loh, Jaine
  4. May, Gerald
  5. Sexton, Daniel
  6. Shinagawa, Kenichi
  7. Stoesz, Karen


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.

  1. Thomas Norton (Head of School) AE§3.6(1)
  2. Lee, Chong Eun (Grace Fukuzawa) (Member at Large and Educator) AE§3.6(3)


SY 15-16:11 Approval of Supervisor – Auditors for 2016- 2018

Nominated to be supervisor-auditors for approval by Councilors.

  1. Abraham, Sobi
  2. Peterson, Joel

Approved of auditors as nominated for term July 1, 2016 - June 30, 2018, and referred to the BOD for election. (§3.7)


SY 15-16:12 Chair of Board of Directors Report

Pauline Carlson reported as the Chair of the Board of Directors.


SY 15-16:13 Head of School report

Tom Norton reported as the Head of the School.


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.


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.


SY 15-16:16 Review of the Minutes

Minutes were reviewed to confirm the actions of this meeting.


SY 15-16:17 Closing Prayer

Melinda Balona closed in prayer.


SY 15-16:18 Adjournment

The meeting was adjourned at 12:27pm.



Respectfully submitted,


_________________________________________
Paul Tsuchido Shew
Board of Councilors Secretary





_________________________________________ (seal)
Gerald May
Board of Councilors Chair



_________________________________________ (seal)
Elected Signer
Board of Councilors Member 



_________________________________________ (seal)
Elected Signer
Board of Councilors Member 


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