Christian Academy in Japan
Board of Directors Meeting
Matsukawa Place
October 16, 2018

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
SY18-19:23 ​Devotions
Jaine Loh shared devotions from Matt. 3:16-17. Our identity in Christ is not based onwhat we do. God’s acceptance of us is simply given, not earned.

SY18:19:24 Time of prayer for CAJ (B4.6.7)
Time was spent in prayer.

SY18:19:25 Call to order / Determination of Quorum (AoE Chap 3, 18.8)
The meeting was called to order at 9:17 a.m. All members were present.

SY18:19:26 Approval of agenda (B 4.3.5.3)
MSC to approve the agenda.

SY18:19:27 Approval of Consent Agenda (B 4.3.3)
MSC to approve the consent agenda.
September 18, 2018 Board of Directors minutes (B 4.2.9.5)
September 18, 2018 Executive Action minutes (B 4.2.9.5, 4.2.9.2.4,
4.2.9.4)
September 6, 2018 Executive Committee minutes
July 2, 2018 Board of Directors minutes
October 5, 2018 Finance Committee minutes (B 4.7.6.3.2)
Head of School ​monitoring report (B 2.2, 2.9; B1.4
(Staff)​ (​B2.1.1.​, ​2.5.1​, ​3.5.2.1​)
Professional growth rubric - Anda talked about how this is used
Parent responsibility agreement - Anda talked about the rationale behind
introducing this agreement for use at CAJ
Board Ends review: B 1.4 - staff (B4.1.5, 4.3 Overview)▪

Question to answer: What does our ownership demand from thisorganization in the area of staffing?

▪

Board Policy review: B 4.1, Governing Styles and Values (B 4.1.6)

SY18:19:28 Staff report – Human Resources - Pam Kumate
Pam Kumate gave a staff report.
B2.2.11.1 ​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)
Pam reported that there are changes coming to the retirement age in the U.S., Japan,
and Canada. A review of the above policy is needed.
A copy of the chart used in the report will be filed with this set of minutes.
Jennifer Rood prayed for Pam. Gerald May thanked Pam for all her work in the HR
department.

SY18:19:29 Head of School Report – School “Temperature Check”

Anda Foxwell gave the HoS report.
Jacquie Willson is acting Head of School Oct. 24-28 while Anda and the principals areat an EARCOS conference.

SY18:19:30 Discussion: B 2.3.1.1.3 Non-Christian homes (Anda Foxwell)
Gerald prayed for the afternoon sessions.
Time was spent discussing B2.3.1.1.3.
We must remain very true to the purpose of the school.
Purpose) Act of Endowment Chapter 2
3 The Corporate Body shall have as its purpose the establishment of a private school(hereinafter, "The School") based on the Fundamental Education Law and School
Education Law, the provision of Christian based school education for the children of
Christian missionaries and other Christians who live in Japan, and the development of
talented people who can serve God and people.

SY18-19:31 MSC to approve the review of the following policies by theGovernance and Policy Review Committee:
B 2.3.1.1.3. , 2.2.11.1, 2.7.11.3, 2.7.11.3.1, 2.7.11.3.2

SY18:19:32 Strategic Discussion: Ends Review
The board discussed the Ends by answering the following question:o What are Ends? Why do we need them?
Discussion points:
TargetEnd product for students and the school
Desired outcome of our activity
Where do they fit?
Static? Changing?
FoundationalSnapshot of purpose; are we actually achieving our purpose?
Purpose - Ends, Student objectives used to meet the purpose?
Russian Doll image:Outside shell: Act of Endowment (Statement of Purpose), Next shell: Constitution, Next
shell: Ends, Next shell: Vision Statement, Next shell: Mission Statement, Next shell:Core Values, Next shell: Student Objectives
Do our Ends speak to our Purpose?
When starting a school you need students, staff, facilities, finance (resources), legal
compliance, program (curriculum, co-curriculum), culture, management, communication
Ends
Students (Parents?)
Program
Culture (parents could fit in this category)
Staff
Finance
Facilities
Development?
Governance? Actually falls under the Act of endowment more than the ends
Constitution Article III- refers to parents

The board evaluated Ends B 1.4 by answering the following questions:
Does this encapsulate the end result we desire?
Does this express that desired result clearly?
o Current reading: ​End B 1.4​ – ​Staff: Qualified Christian staff working toachieve board ends

SY18-19:33 Proposed amendment to Ends B 1.4- Staff (first reading)Current reading: ​End B 1.4​ – ​Staff: Qualified Christian staff working to achieve board
endsProposed amendment:
End B 1.4 - Staff: Christian staff who are qualified, proficient, and effective​.
MSC to amend B 1.4 Staff (first reading)

SY18:19:34 MSC to have G&PR committee review Division B Policies section 1
Ends 1.3 to edit the board approved values to match new core values.

SY18:19:35 Other items (Development discussion- to be continued at theNovember 20 BoD meeting)
How can the board support the administration’s creation of a development program?
Brainstorming: Development (ongoing discussion)
Use connections/pool resources (church member, organizations, experts)
Grant writers
Families’ pastors
Student recruitment
Corporate sponsor- Japanese/American (ongoing discussion as to what is meant inpolicy regarding corporate sponsorship)
American Club
Chamber of Commerce
Missions

SY18:19:36 Board housekeeping
Gerald May reminded the board of upcoming meeting dates.
Nov. 20 next BoD meeting
Oct. 25 G&PR Committee meeting
Nov. 13 Finance Committee meetingDec.11 Board/staff Christmas tea (tentative)

SY18:19:37 Monthly review of board process: verbal (B 4.1.7)
The board reviewed the board process.

SY18:19:38 Closing prayer
Stephen Duhrkoop closed in prayer.

SY18:19:39 Adjournment
MSC to adjourn

SY18-19:40 Sign and put seals on Board of Directors meeting minutes (B 4.2.9.5)
The board members signed the following sets of minutes:
September 18, 2018 Board of Directors minutes
September 18, 2018 Executive Action minutes
September 6, 2018 Executive Committee minutes
July 2, 2018 Board of Directors minutes
October 5, 2018 Finance Committee 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