Christian Academy in Japan
Board of Directors Minutes
Matsukawa Place
January 15, 2019

Attendance:
Gerald May (TEAM)
Johanna Leenders (Mieke Sasaki) (CRJM)
Joel Peterson (Member-at-Large)
Anda Foxwell (Head of School)
Pauline Carlson (ECC)
Stephen Duhrkoop (OMS)
Jeremy Seminoff (Member-at-Large and Educator)
Jaine Chung (​Jaine Loh) (Japan Baptist Fellowship)
Karen Stoesz (SEND)Supervisor-Auditors
Sobi Abraham
Jennifer Rood
SY18-19:60​ Devotions
Jeremy Seminoff shared from Matthew 14.
SY18-19:61 ​Time of prayer for CAJ (B4.6.7)
Time was spent in prayer.
SY18-19:62 ​Call to order / Determination of Quorum (AoE Chap 3, 18.8)
Gerald May called the meeting to order at 9:15 a.m. A quorum was established with allmembers present.
SY18-19:63 ​Approval of agenda (B 4.3.5.3)
MSC to approve the agenda.
SY18-19:64 ​Approval of Consent Agenda (B 4.3.3) (15 min)
MSC to approve the consent agenda.
1. November 20, 2018 Board of Directors minutes (B 4.2.9.5)

2. November 27, 2018 Governance and Policy Review Committee minutes(B 4.7.6.3.2)
3. January 8, 2019 Governance and Policy Review Committee minutes (B4.7.6.3.2)
4. January 8, 2019 Finance and Audit Committee minutes (B 4.7.6.3.2)
5. Head of School ​monitoring report (B​ 2.4, End – B 1.1(students) (B2.1.1., 2.5.1, 3.5.2.1)
6. November 20, 2018 Second Readings▪

Removal of 2.7.11.3, 2.7.11.3.1, 2.7.11.3.2▪

Renumbering 2.7.11.4 as 2.7.11.3▪

Rewording of 2.7.11.1▪

NOTE – new action related to B4.2.9.6 will be presented by theGovernance and Policy Review Committee today.

7. Board Policy review: B 2.4 Program (B 4.1.6)
8. Board policy compliance: B 4.2, 4.3
SY18-19:65 ​Review November 20, 2018 Executive Action minutes (B 4.2.9.5, 4.2.9.2.4,4.2.9.4) The November 20, 2018 EA minutes were reviewed and one change wasmade.
MSC to approve the November 20, 2018 Executive Action minutes.
SY18-19:66 ​Finance report (B 2.1.4)
Bryan Lewis and Joel Peterson gave the finance report.
SY18-19:67​ ​Approval of Operating Budget​ ​(B 2.6.1, 2.6.3. 2.6.9.1, 2.6.9.2)
Recommendation: That the BOD approves the 2019/20 budget as presented. Revenue
754,844,000 Expense 675,536,133 Change in net assets 74,807,867
MSC to approve an operating budget of ¥754,844,000 with anticipated expensesof ¥675,536,133 from April 1, 2019 to March 31, 2020​.
SY18-19:68​ ​Approval of Capital Budget​ ​(B 2.6.1)
Recommendation: That the BOD approves the 2019/2020 capital budget as presentedof 60,000,000.

MSC to approve the capital budget of ¥60,000,000 from April 1, 2019 to March 31,2020.
SY18-19:69 ​Approval of 5 Year Plan (2019-2023)
Recommendation: That the BOD approves the 2019-2023 5 Year Plan as presented.
MSC to approve the 5 year plan (2019-2023) as presented.
A copy of the 5 year plan will be filed with these minutes.
SY18-19:70​ Approval to call an early Board of Councilors meeting for February
Recommendation: That the Board of Directors request the board chair to move up theBoard of Councilors meeting from March to February to review the budget and to allow
early communication of fee changes to the school community and to support loanapplications.
MSC to approve the calling of an early Board of Councilors meeting for February.
Gerald May to suggest a Feb. 12, 2019 BoC meeting in place of the March 18, 2019
meeting.
SY18-19:71 The Board of Directors recommends to the Board of Councilors that
the March Board of Councilors meeting be moved to February as an establishedschedule, to allow early communication of fee changes to the CAJ community.
MSC to approve this recommendation.
SY18-19:72 ​Approval to sanction a Fundraising and Development Committee
Recommendation: That the Board of Directors sanctions the Head of School toestablish a working committee to address the needs of fundraising and development.
During board discussion it was decided that the board did not need to vote on theforming of a Fundraising and Development committee. The head of school has theauthority to establish a Fundraising and Development Committee.
Anda Foxwell asked the board to suggest names for possible committee members. Theboard members suggested some names.
Gerald May asked the board members to consider being part of the committee. GeraldMay volunteered to be part of this committee.
SY18-19:73​ Governance and Policy Review Committee report
Mieke Sasaki gave the committee report.
SY18-19:74​ Amend 2.2.11(First reading)Current reading:
2.2.11 Limit contract periods to one or two years at a time and one year for staff over
the age of 65. (SY 07-08:66; SY 13-14:93)
Recommend the following amendment to 2.2.11:
2.2.11​ ​Limit contract periods to one or two years at a time.
MSC to amend 2.2.11 as recommended.
SY18-19:75 ​Amend 2.2.11.1 (First reading)Current reading:
2.2.11.1 Notify staff prior to the retirement age of 65 that contract terms will be
renegotiated for service rendered beyond the retirement age. (SY 11-12:88)
Recommend the rewording of 2.2.11.1 as follows:
2.2.11.1 To maintain the retirement age of 65.
MSC to amend 2.2.11.1 as recommended.
SY18-19:76 ​Addition of 2.2.11.2 (First reading)Recommend the addition of 2.2.11.2:
2.2.11.2 Make provision for limited exceptions of the retirement age up to the ageof 67.
MSC to approve the addition of 2.2.11.2 as recommended.
SY18-19:77​ Addition of 2.2.11.3 (First reading)Recommend the addition of 2.2.11.3:
2.2.11.3 Communicate with staff about the retirement age at the appropriate timeprior to retirement.
MSC to approve the addition of 2.2.11.3 as recommended.
SY18-19:78​ Approval of Policy addition B4.2.9.6 (First reading)Recommend the addition of the following policy:
B4.2.9.6 All board related documents will be posted to BRENDA by the board
secretary, the board chair, or the head of school, who will receive training as
needed prior to the first board meeting of the school year. (SY18-19:)
MSC to approve the addition of 4.2.9.6 as recommended.
Note: this new policy needs to be reflected in the policies regarding the job descriptionof the board chair and secretary.
The updating of the policy manual on BRENDA and the links to SOPHIE need to beconsidered.
SY18-19:79​ Approval of Policy addition B4.2.9.6.1(First reading)Recommend the addition of the following policy:

B4.2.9.6.1 The executive action minutes will only be posted to BRENDA by theboard secretary or the board chair.(SY18-19:)
MSC to approve the addition of 4.2.9.6.1 as recommended.
SY18-19:80 ​Head of School Report – School “Temperature Check”
Anda Foxwell gave the Head of School Report.
MSC to accept with great thanks.
SY18-19:81 ​Strategic Plan Review
Anda Foxwell gave a brief update on the administration’s plan.
The board will work on this in the following months.
SY18-19:82 ​Executive Session
An executive session was convened.
SY18-19:83 ​Building Committee Report
Joel Peterson reported that the building committee will meet with the architects onJanuary 16, 2019.
The cost of materials is quite high due to the 2020 Olympics. The committee continues
to work on the details of the building project.
SY18-19:84 ​Strategic Discussion: Ends Review
Evaluate End B 1.1 - Students achieving the student objectives
The board discussed and determined a change is not needed to the wording of thisEnd.
SY18-19:85 ​Amend End B 1.4 - Staff (First reading)Recommend the following amendment to End 1.4- Staff:
End B 1.4 - Staff: Christian staff who are qualified, proficient, effective, ​and committed
to professional growth​.
MSC to amend End 1.4-Staff as recommended.
SY18-19:86​ Mieke Sasaki left the meeting at 2:30 p.m. and designated Pauline Carlson
as her proxy.
SY18-19:87 ​Other items (as needed)
No new items were added to the agenda.
SY18-19:88 ​Board housekeeping

Gerald May lead in the discussion of the following items:o Invitation to Governance Retreat in Indonesia- Sept. 30- Oct. 4, 2019Hillcrest School in Papua, Indonesia - Dr. Dan Egeler Topic “MK schools
as healthy communities of faith” and Hope International CEO Peter Greer(via skype). Budget constraints prohibit paying for every member toattend. The board would like to send up to 3 people. Gerald will let
Hillcrest School know our intention to send up to 3 people.The members
would be asked to contribute to part of the cost of the conference.
MSC to approve sending up to 3 people to the governance retreat at
Hillcrest School in Papua, Indonesia from Sept. 30-Oct. 4, 2019 andthat CAJ will cover the conference fees.
o Head of School Evaluation Committee- Stephen Duhrkoop volunteered to
be on this committee. Gerald May will ask a few more members to be on
this committee at a later date.
o Mission Representatives Meeting- This meeting will be scheduled to meeton March 18 with lunch at Ruchira to say thank you to the mission
representatives.
o Funding request from board chair- 2019 Face-to-Face Consultants’Forum: Advanced Practice Forum (February 2019) - Gerald May
requested the school to pay for the $425.00 registration fee. ​MSC that
CAJ covers the $425 registration fee for board chair, Gerald May, toattend 2019 Face-to-Face Consultants’ Forum: Advanced Practice
Forum.
o Board members’ intentions for 2019-2020- Stephen Duhrkoop will be
replaced by Daniel Sexton for SY19-20.
o Social activities coordinator role - The Governance and Policy Review
Committee was tasked to review this role (4.2.11, 4.2.11.1, 4.2.11.2).
SY18-19:89 ​Monthly review of board process: verbal (B 4.1.7)
The board process was reviewed.

SY18-19:90 ​Closing prayer
Joel Peterson closed in prayer.
SY18-19:91 ​Adjournment
The meeting was adjourned.
SY18-19:92​ Sign and put seals on Board of Directors meeting minutes (B 4.2.9.5)
The board members signed the following minutes:
November 20, 2018 Board of Directors minutes

Respectfully submitted,_________________________(seal)
Karen Stoesz- Secretary_________________________(seal)
Gerald May- Board Chair_________________________(seal)
Johanna Leenders (Mieke Sasaki)- Board Vice Chair_________________________(seal)
Joel Peterson- Vice Chair of Finance_________________________(seal)
Anda Foxwell- Head of School/Board Member

_________________________(seal)
Pauline Carlson- Board Member_________________________(seal)Stephen Duhrkoop- Board Member_________________________(seal)
Jeremy Seminoff- Board Member_________________________(seal)
Jaine Chung (​Jaine Loh)- Board Member