Christian Academy in Japan
Board of Directors Minutes
Annex Meeting Room
8:45 a.m. - 4:00 p.m.
May 14, 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
Jennifer Rood
Sobi Abraham
ObserverLawrence Spalink (CRJM)
SY18-19:118 Devotions
Joel Peterson shared from 2 Timothy 1:3-7. He encouraged us to reflect and honor God with theunique gifts He has given each one of us.
SY18-19:119 Time of prayer for CAJ (B 4.6.7)
Time was spent in prayer.
SY18-19:120​ ​Call to order
The meeting was called to order at 9:04 a.m. and a quorum was established with all memberspresent.
SY18-19:121 Approval of Agenda
MSC to approve the agenda
SY18-19:122 Consent agenda (B 4.3.3)
MSC to accept the consent agenda
2.6.9.1: Fulfillment of all the Japanese government legal requirements. Do we need to add
compliance with criminal law/labor laws in the policy? G&PR committee next school year.
● Head of School monitoring report for May 2019 (B 2.1.1)● March 19, 2019 BoD minutes (B 4.2.9.5)● March 19, 2019 Executive Action minutes● May 7, 2019 G&PR committee minutes (B 4.8.1)● May 7, 2019 Finance committee minutes (B 4.8.2)
Second readings:

B1.4 Staff: Christian staff who are qualified, proficient, effective,
and committed to professional growth.
Addition of: B4.2.9.6 All board related documents will be posted toBRENDA by the board secretary or the board chair who will receive
training as needed.
Board Chair Reports● B3 and B4 (B 4.4.8)● May 2019 Partial and Non-compliance report (B 4.4.6)● HoS use of ProD funds for 2018-2019.
SY18-19:123 Finance and Audit Committee actions (B 4.8.2)
Motion to Approve the audit from April 1, 2018 to March 31, 2019 (B 2.7.12.2)
Member of the Board of Directors Joel Peterson presented 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, 2019.
Unanimously approved.
SY18-19:124 Approval of results of audit from April 1, 2018 to March 31, 2019
MSC to approve the results for the fiscal year 2018.4.1 – 2019.3.31 with revenue of ¥839,367,990
and expenses of ¥842,903,438 resulting in a loss of ¥3,535,448.
SY18-19:125 Acceptance of the Business Report
MSC to accept the business report for April 1, 2018 - March 31, 2019
SY18-19:126 Establish/Approve Ad Hoc Development Committee.
Motion to formalize the establishment of a joint board/administration ad hoc Development committee
to work with the Head of School to organize a comprehensive fundraising program. The existence ofthe committee will be reviewed yearly in May.
MSC to approve
SY18-19:127 Head of School “temperature check.”(B 2.1.5)
Anda Foxwell gave the Head of School report
MSC to accept the report with great thanks.
SY18-19:128 Staff Interaction: Damon Ealey, High School principal.
High School Principal Damon Ealey was invited to join the meeting to reflect on his experience atCAJ.
Head of School Anda Foxwell voiced her appreciation for Damon’s contribution to the LT and theschool.
Various board members voiced their appreciation for Damon’s positive influence on the students.
Various members prayed for Damon and his family as they transition back to Canada.
SY18-19:129 Head of School Professional Development Fund use proposal for SY 2019-20​.
No specific proposal was made for SY 2019-2020.
SY18-19:130 Governance and Policy Review Committee recommendations (B 4.8.1)
Members resigning from the Board of Directors:
Mieke Sasaki (CRJM)

Motion to accept the resignation of Johanna Leenders’ (Mieke Sasaki) from the Board ofDirectors effective June 30, 2019.
Unanimously accepted with thanks for faithfully serving at CAJ as a teacher and as a board member.
Nominees from Missions for Board of Directors:
Lawrence Spalink (CRJM) - completing Mieke Sasaki’s term on BoD (2019-2020)
Motion to elect Lawrence Spalink (CRJM) to complete Johanna Leenders’ (Mieke Sasaki) termon the Board of Directors from July 1, 2019 to June 30, 2020.
Unanimously approved.
SY18-19:131 Mission Statement Approval (First Reading)
Proposed Mission statement: CAJ equips students for servant leadership by providing guidance for
their spiritual journeys, cultivating individual excellence, fostering healthy relationships and building asense of local and global responsibility in a Christ-centered, nurturing, diverse and inspiring learning
community.
Motion to approve the proposed Mission Statement.
Unanimously approved
SY18-19:132 Update numbering in board manual and on website
Motion to Update numbering in board manual and on website:
Recommend A 4.2 be redesignated Vision Statement
Recommend the addition of Mission Statement as A 4.3
Recommend the renumbering of Core Values as A 4.4
Teaching of Origin of the Universe, Life, and Man as A 4.5
Standards of Conduct as A 4.6
Unanimously approved
SY18-19:133 Amend 1.3 Culture (First Reading)
MSC to amend 1.3 Culture as follows
1.3 Culture: We will serve Japan and the world for Christ in a culture reflecting our core values: God
is the author of all truth; God created humans in His image; God designed people for community.
SY18-19:134 Amend Core Values (First Reading)Recommend amendment to Core Values
Current Reading:​ God created humans for community
MSC to Amend:​God designed people for community (Acts 2:42-47)
SY18-19:135 Executive Session
An executive session was convened.
SY18-19:136 Report from Supervisor-Auditors on board activitiesSobi Abraham and Jennifer Rood reflected on the board’s activities.
The board was encouraged to make sure to provide enough information to board members on allboard related matters.
Motion to accept the verbal report with thanks.
Unanimously acceptedSY18-19:137 Board housekeeping
Gerald May reported on the following points:● Finalized Board calendar proposal for SY 19-20 (Gerald May will email to all board members)● Finalized Annual agenda proposal for SY 19-20 (Gerald May will email to all board members)● Attendance for joint governance retreat - Monday Sept. 30 to Friday Oct. 4 2020
Joel Peterson, Gerald May will attend.
● Board Social Activities Coordinator- Jaine Loh graciously agreed to be the Board SocialActivities Coordinator from July 1, 2019 to March 31, 2020
● Discuss board member CAJ email account and use of Google Docs for futureboard interaction. Training in the use of Google Docs will be provided at the September board
meeting.
● Graduation attendance – June 7, 2019 (Stephen, Jaine, Joel, Karen, Sobi,and Gerald willattend)● Board/staff dinner attendance: June 13, 2019
● Next BoD meeting:○ Tuesday, September 17, 2019 (possible mini-retreat with LT)
Note: Future Board of Directors meetings will be held in the Annex meeting room.
SY18-19:138 Election of Board Officers for 2019 – 2020 (B 4.2.7)
Supervisor-Auditors Sobi Abraham and Jin Rood lead the elections using written ballots per policy.
● Board Vice Chair election​- Pauline Carlson was unanimously elected Vice Chair from July 1,
2019 to March 31, 2020.
● Vice Chair for Finance election​ – Joel Peterson was unanimously elected Vice Chair forFinance from July 1, 2019 to March 31, 2020.
● Board Secretary election ​- Karen Stoesz was unanimously elected as Secretary from July 1,
2019 to March 31, 2020.
SY18-19:139 Review of the work of the board and Monthly review of board process – verbal (B4.1.7​) Each board member was invited to reflect on their experience on the Board of Directors for
SY18-19.
Comments were as follows:
Appreciate the candid discussions. Appreciate the diversity of the board. It’s been fun. Learned a lot.
Close knit group. Appreciate the questions. Appreciate the wisdom from each person. Supportiveenvironment. Speaking with kindness and compassion. Appreciate the respect for each other.
A few suggestions were made:Provide documents earlier rather than later.
Post documents for each meeting in one location for easy access.
Provide a platform for interaction with reports ahead of the board meeting.
Explore making meetings possible through SKYPE.
SY18-19:140 Closing prayer
Mieke Sasaki closed in prayer.
SY18-19:141 Adjournment and Signing and putting seals on minutes (B 4.2.9.5)
MSC to adjourn at 3:46 p.m. The board members signed the following sets of minutes:
March 19, 2019 Board of Directors Minutes
March 19, 2019 Board of Directors Executive Action 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