Christian Academy in Japan
Board of Councilors Meeting Minutes
Date and Time​: 10 February 2020, 8:45am
Meeting Place​: Harvest Hall, Matsukawa Place
Higashi-Kurume-shi, Tokyo 203-0013
Current Board of Councilor Members​: 19 (​AE​ §​25​)
Councilors Present
1.
Buchholtz, Grant
2.
Carlson, Pauline
3.
Duhrkoop, Pamela
4.
May, Gerald
5.
Mutenda, Lawrence
6.
Peterson, Joel
7.
Potter, Nelle
8.
Roberts, Mark
9.
Roberts, Poppy
10.
Sexton, Daniel
11.
Shew, Paul Tsuchido
12.
Spalink, Lawrence
13.
Stoesz, Karen
14.
Tada, Hiroaki
Councilors who submitted prior opinions (written ballot) on the agenda
1.
Chung, Jaine Yeong Yueh
2.
Reasoner, Jonathan
3.
Selander, Aileen
4.
Taylor, KenAbsent
1.

Gho, Jeong

Ex-officio
1.
Abraham, Sobi
2.
Foxwell, Anda
3.
Rood, Jennifer
4.
Seminoff, Jeremy
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.
Votes were YES for all items by all members providing a written ballot.
SY19-20:12 Call to Order and Establish Quorum
The meeting was called to order at 9:05 a.m. by Chair of the Board of Directors, Gerald May.
Eighteen of the nineteen (18/19) Councilors were in attendance including four who submitted theiropinions on the agenda items in advance (AE §21.9). A majority (ten) is necessary to establish aquorum in accordance with AE §21.8.
SY19-20:13 Election of the Chair for this meeting
Motion to elect Pauline Carlson to serve as chair for this meeting.
Unanimously approved
SY19-20:14 Election of the Secretary for this meeting
Motion to elect Karen Stoesz to serve as secretary for this meeting.
Unanimously approved
SY19-20:15 Approval of the agenda
Moved to approve the agenda as presented.
Unanimously approved
SY19-20:16 Determination of Signers of today’s Minutes
Moved to designate Pauline Carlson (chair) and Nelle Potter and Lawrence Spalink as signers of theminutes for today’s meeting.
Unanimously approved
SY19-20:17 Approval of Fiscal 2020 Operating Budget
Moved to approve an operating budget of ¥812,308,000 revenues (net of scholarship and bad debt
expenses of 74,450,000) with anticipated expenses of ¥709,902,000 plus depreciation of 72,364,000
from April 1, 2020 to March 31, 2021, producing a cash surplus of ¥102,406,000.
Unanimously approved
SY19-20:18 Approval of Fiscal 2020 Capital Budget
Moved to approve the capital budget of ¥605,000,000 from April 1, 2020 to March 31, 2021, including¥40,000,000 usual operating capital expenditure, ¥550,000,000 building construction costs and¥15,000,000 to continue required rectifications of existing buildings.
Unanimously approved
SY19-20:19 Approval of tuition and fee increases for School Year 2020-21

Summary of recommendations and background information.
- Tuition fees increase from between ¥16,000-¥50,000 as per proposed schedule.
- The Elementary EAL Entrance fee of ¥100,000 to become an annual program fee and only apply
from Grade 3 while students remain in the program. Not to apply to those who have already paid anEntrance fee.
Moved to approve the tuition and fee increases for school year 2020-2021 as presented.
Unanimously approved
SY19-20:20 Approval of the compensation table
Moved to approve the compensation table for school year 2020-2021 starting July 1, 2020 aspresented.
Unanimously approvedSY19-20:21 Approval of building project expansion
Joel Peterson, BoD representative to the Building Committee, presented updates to the value andscope of the project over last year’s proposal.
Moved to approve a new total expenditure of ¥840 million to include the new building, field expansion
with artificial turf, playground structure replacement and rectification of current buildings. This
supersedes the approval given at the March 19, 2018 (SY 17-18:10) meeting.
Unanimously approved
SY19-20:22 Approval for expanded building project loan
Moved to approve a loan in the amount of ¥420 million be taken for project funding (with theunderstanding that collateral will consist of the piece of land on which the building will stand.)
Unanimously approved
SY19-20:23 Approval for use of building fund moneys
Moved that the ¥160 million of reserves in the 2019 Financial Statement’s Balance Sheet, with thetitle of ‘#2 Basic Fund”, plus an additional ¥40million to be transferred to the fund for the 2019
Financial year, be approved to be used for the purposes of the new building, field, playgroundstructure and related building rectifications.
Unanimously approved
SY19-20:24 Approval for correcting the reported square meterage of school buildings to local
authorities
Moved that the Board note in their minutes that the reported square meterage to the government ofschool buildings is to be adjusted to include minor alterations not previously noted. These are theguard house construction, the kindergarten restrooms, alterations to the Industrial Arts building
including connection and loft, and a reduction in area as a result of a gym balcony which was neverbuilt after drawings were submitted for the 1993 construction.
Unanimously approved

SY19-20:25 Approve the extension of our status as a ‘charitable organization’ in Japan, as
originally obtained from the government in June 2015.
This needs to be updated every 5 years and will allow Japanese taxpayers to continue to receive tax
deductions for capital donations to CAJ.
Moved to approve the extension of our status as a ‘charitable organization’ in Japan.
Unanimously approved
SY19-20:26 Approval of Business Plan for Fiscal 2020
The Business Plan for the 2020 fiscal year (April 1, 2020 - March 31, 2021) was presented.
Moved to approve the business plan for Fiscal 2020 as presented.
Unanimously approved
SY19-20:27 Approval of Revised Act of Endowment
As a result of code changes in Private School Laws, which comes into effect on April 1, 2020, theBoard approved the revised Act of Endowment as presented. Effective date of the revision is on April
1, 2020 or the date when the governor of Tokyo approves it. In the case where minor changes inwording are found to be needed, the Board agrees to leave such changes to the Chairperson of theBoard of Directors.
Unanimously approved
SY19-20:28 Head of School ReportAnda Foxwell reported as the Head of School focusing especially on the following issues.
● Report on steps taken to prevent the spread of the Coronavirus● News on student events and activities● Update on investigation into historical accusations of abuse● Report on Labor Audit (November 25-29, 2019) - A request was made for theSupervisor-auditors of the Board of Directors to receive the official Labor Audit report and to
update the Board of Councilors at the May 11, 2020 Board of Councilors meeting.
● Staffing needs for next school year
Moved to accept the Head of School report
Report accepted with thanks.

SY19-20:29 Building Committee Report
Joel Peterson, Board of Directors representative to the Building Committee, reported on the work ofthe committee and progress of the project.
Moved to accept the Building Committee Report
Report accepted with thanks.
SY19-20:30 Board of Directors Chair Report
Gerald May gave the Board of Directors Chair’s report.
Moved to accept the Board of Directors Chair’s report.
Report accepted with thanks.
SY19-20:31 Introduction to Orientation Material
Gerald May introduced the new orientation material for the Board of Councilors members.
SY19-20:32 Approve dates for Board of Councilors meetings for 2020-21
Moved to approve the dates for Board of Councilors meetings for SY 2020-21 as follows:
Monday, September 14, 2020, 8:45 a.m. (orientation and training)
Monday, February 15, 2021, 8:45 a.m.
Monday, May 10, 2021, 8:45 a.m.
Unanimously approved
SY19-20:33 Other Matters- Date of next Board of Councilors meeting, Monday, May 11, 2020, 8:45am- Mission Representatives Meeting, Tuesday, April 21, 2020 9:00 a.m.
SY19-20:34 Review and Approval of the Minutes
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.
Unanimously Approved
SY19-20:35 Closing prayer
Closed in prayer.
SY19-20:36 Adjournment
The meeting was adjourned at​ ​12:31 p.m.
Respectfully submitted,Karen Stoesz, Board of Councilors SecretarySignatures:_________________________________________ (seal)
Elected Signer: Pauline Carlson
Board of Councilors Chair_________________________________________ (seal)
Elected Signer: Nelle Potter
Board of Councilors Member_________________________________________ (seal)
Elected Signer: Lawrence Spalink
Board of Councilors Member