Christian Academy in Japan
Board of Directors Minutes
Harvest Hall, Matsukawa Place and scheduled online video conference
8:45 a.m.
May 11, 2021
Attendance:
Gerald May (TEAM)
Joel Peterson (Member-at-Large)
Anda Foxwell (Head of School)
Daniel Sexton (OMS)
Jeremy Seminoff (Member-at-Large and Educator)
Pauline Carlson (ECC)
Lawrence Spalink (CRJM)
Karen Stoesz (SEND)
Jaine Chung (Jaine Loh) (JVENTURE)
Supervisor- Auditors
Akira Endo
Takahito Iwagami- attended by video conference until 10 a.m.
SY20-21:114 Devotions
Joel Peterson shared from Psalm 28:7.
SY20-21:115 Time of prayer for CAJ (B4.6.7)
Time was spent in prayer for CAJ.
SY20-21:116 Call to order / Determination of Quorum (AoE Chap 3, 18.8)
The meeting was called to order at 9:08 a.m. A quorum was established according to policy.
SY20-21:117 Approval of agenda (B 4.3.5.3)
MSC to approve the agenda as presented.
SY20-21:118 Approval of signers for today’s minutes (AoE Ch. 3, 20.2)
MSC to approve Gerald May, Lawrence Spalink and Karen Stoesz as signers for these minutes.
SY20-21:119 Approval of Business ReportMotion to approve the Business Report for 2020-2021
Unanimously approved.
SY20-21:120 Acceptance and Approval of the Audited Financial Statements
Motion to accept the Audited Financial Statements and approve the results for the fiscal year April 1,2020 – March 31, 2021 with revenue of ¥844,846,728 and expenses of ¥760,591,218 resulting in an
accounting surplus of ¥84,255,510.
Unanimously approved.
SY20-21:121 Acceptance of Supervisor-Auditors report
Motion to accept the Supervisor Auditors’ audit report for 2020-2021.

Unanimously approved with thanks to Akira Endo and Takahito Iwagami.
SY20-21:122 Approval of third-party Audit (AE §23.1)
The Audit Opinions from the Independent Auditor’s Report from Mr. Wada of Wada Certified Public
Accountant Office for the fiscal year ending March 31, 2021 was distributed to the board members.
Motion to approve the third-party audit for financial year April 1, 2020 to March 31, 2021.
Unanimously approved
SY20-21:123 Approval of Increase to Building Project and 2021-2022 Capital Budget
Motion to approve a ¥50,000,000 increase in the building project budget. This resolution effectivelyincreases the fiscal 2021/22 capital budget from ¥430,541,110 to ¥480,541,110. Therefore, thissupersedes the approval in BoD Minutes SY20-21:89. It is also noted that this resolution effectively
increases the entire project amount from ¥840,000,000 to ¥890,000,000. Therefore, this supersedes
the approval in BoD minutes SY19-20:82.
Unanimously approved.
SY20-21:124 Governance and Policy Review Committee Assignments● The G&PR committee was asked to review the updated Compensation Plan (B2.9.1) and toreview the updated TAP process.
● Policy shows that the BoD needs to approve the hiring of the principals, Business Managerand SSS heads. With the increase in the LT should this change to include all the LT or none ofthe LT? B2.2.10 When hiring principals, the business manager, or the director of School
Support Services, bring the respective candidate’s file to the board meeting for review,
discussion and approval. (SY 07-08:72; SY 09-10:140; SY 11-12:183)○ Safeguarding integrity in hiring○ Timing could be difficult to gain board approval when in the midst of the hiring process○ The board doesn’t approve who is on the LT● 4.3.6 The board shall select a process to review the school philosophy (A 5.1)(should be 4.1)
and mission statement (A 5.2)(should be 4.2) and their implementation in the year preceding
the full WASC self-evaluation and in the year preceding the mid-term WASC review.
SY20-21:125 Monitoring ReportAnda Foxwell presented the monitoring report.
MSC to approve the May 2021 Monitoring Report with great thanks.
SY20-21:126 Historical Abuse Investigation Update
An update was given.
SY20-21:127 Strategic Discussion
Maintaining CAJ’s Spiritual Core
See three presentations in board Drive - “Spiritual Formation – Daniel Egeler”
This discussion was deferred to next school year.

SY20-21:128 Executive Session
An executive session was convened at 12:36 p.m. and ended at 1:14 p.m.
SY20-21:129 Acceptance of Head of School Resignation
In accordance with board policy B2.5.4 regarding head of school succession, Anda has informed theboard of her intention to leave her position as head of school effective June 30, 2022.
MSC to accept the resignation of Head of School Anda Foxwell effective June 30, 2022.
SY20-21:130 Board of Directors Chair Reports● B.3, B.4 policy compliance report● Partial-compliance items○ 4.3.6 The board shall select a process to review the school philosophy (A 5.1)(shouldbe 4.1) and mission statement (A 5.2)(should be 4.2) and their implementation in theyear preceding the full WASC self-evaluation and in the year preceding the mid-term
WASC review.
○ This policy needs updating in reference numbers and terminology. However, the intent
is to direct our attention to our school philosophy and mission statement in the yearpreceding the mid-term WASC review. We actually completed the mission statement
review and rework in the 2019-2020 school year. However, I neglected to direct ourattention to our philosophy statement this past year. This needs to be addressed before
the next full WASC review.
● Non-compliance○ 4.4.5 The board chair shall annually have the board review the last five years of staff
exiting reports to discern possible trends.
○ I was able to gather very limited information on staff departures for the last 2 years,
none based on actual exit reports.
■ This item will be added to the Annual Agenda to make sure this happens.
○ 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.
○ I neglected to have this discussion with the Head of School.
■ One way to make sure this conversation happens is to put this item on thefinance committee agenda regarding budget matters and the board AnnualAgenda.
MSC to accept the B.3, B.4 policy compliance report with thanks.
SY20-21:131 Approval of Head of School’s professional development budget for the 2021-2022
school year (B3.3.4)
MSC to approve the Head of School’s professional development budget of ¥500,000 for the2021-2022 school year.
SY20-21:132 Consent agenda● March 16, 2021 Board of Directors Minutes● April 26, 2021 Board of Directors Executive Action Minutes● April 21, 2021 Head of School Evaluation Committee Minutes● April 29, 2021 Head of School Evaluation Committee Minutes● May 4, 2021 Head of School Evaluation Committee Minutes● May 2021 Policy Partial and Non-compliance Report● 2020-2021 HoS Professional Development Fund Use Report

● May 11, 2021 HoS Report
MSC to approve the consent agenda.
SY20-21:133 Board Housekeeping● Approve Annual Agenda for SY 2021-2022○ MSC to approve the Annual Agenda SY 2021-2022● WASC review online meeting attendance – Tuesday, May 18, 10:30 a.m. – 11:30 a.m. (Anda,Gerald, Pauline, Larry, Joel)● The board was asked to read: Understanding Gender Dysphoria: Navigating Transgender
Issues in a Changing Culture. The purchase of this book is reimbursable.
● Board officers will be elected at the September 13, 2021 BoD meeting. Current officers willcontinue to serve until the election on September 13, 2021.
SY20-21:134 Review and approve minutes of this meeting
Minutes were reviewed to confirm the actions of this meeting.
Motion to approve the minutes of today’s meeting with the understanding that minor corrections may
be approved at our next Board meeting.
MSC to approve these minutes.
SY20-21:135 Closing Prayer
Larry Spalink closed the meeting in prayer.
SY20-21:136 Adjournment
MSC to adjourn the meeting at 3:06 p.m.
SY20-21:137 Signing of previous Board of Directors meeting minutes (B 4.2.9.5)
The designated signers signed the following sets of minutes:
March 16, 2021 Board of Directors Minutes
April 26, 2021 Board of Directors Executive Action Minutes
Respectfully submitted,
Karen Stoesz
Board secretary
Signers________________________________
Gerald May- Board Chair________________________________
Lawrence Spalink- Board Member________________________________
Karen Stoesz- Board Member