Christian Academy in Japan
Board of Councilors Meeting Minutes
Scheduled online video conference
September 13, 2021
8:45 a.m.
Current Board of Councilors Members: 19 (AE §25)
Councilors Present
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.

Buchholtz, Grant
Carlson, Pauline
Chung, Jaine Yeong Yueh
Duhrkoop, Pamela
Matsumaru, Yoshiya (Joshua)
May, GeraldMay, JamesPeterson, Joel
Potter, NelleRoberts, MarkRoberts, Poppy
Sexton, Daniel
Shinagawa, Kenichi
Spalink, Lawrence
Stoesz, KarenTada, Hiroaki

Supervisor-Auditors
1. Endo, Akira
2. Iwagami, Takahito
Absent
1. Gho, Jeong
2. Selander, Aileen
3. Skipper, Heidi
Ex-Officio
1. Foxwell, Anda
2. Seminoff, Jeremy
3. Trim, Kathy
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.
DevotionsJoshua Matsumaru shared from Jeremiah 1:11, 12.
Opening Prayer
Time was spent in prayer for CAJ.
SY21-22:1 Call to Order and Establish Quorum
The meeting was called to order at 9:12 a.m. by Chair of the Board of Directors, Gerald May. Sixteenof the nineteen (16/19) Councilors were in attendance. A majority (ten) is necessary to establish aquorum in accordance with AE §21.8.
SY21-22:2 Election of Chair for this meeting
Motion to elect Gerald May to serve as chair for this meeting.
Approved*It was noted that the Board of Councilors Operating Procedures needs to be reviewed and updated
to make sure they are in compliance with the Act of Endowment. The Board of Directors was tasked
with the review of the Board of Councilors Operating Procedures.
SY21-22:3 Election of Secretary for this meeting
Motion to elect Karen Stoesz to serve as secretary for this meeting.
Approved
SY21-22:4 Approval of the Agenda
Motion to approve the agenda as presented.
Approved
SY21-22:5 Approval of the Selection of the Signers of the Minutes
Motion to designate Grant Buchholtz and Nelle Potter, in addition to the elected meeting chair Gerald
May, as signers for the minutes of the September 13, 2021 Board of Councilors meeting.
Approved
SY21-22:6 Resignation of Aileen Selander from Board of Councilors
Motion to accept the resignation of Aileen Selander as TEAM mission representative from the Boardof Councilors effective September 13, 2021 (AE §27.2.2).
Approved with thanks for her many years of service.
SY21-22:7 Election of Kathy Trim to Board of Councilors
Motion to elect Kathy Trim as replacement for Aileen Selander as TEAM mission representative on
the Board of Councilors effective September 13, 2021 and fulfilling the remainder of her term to June30, 2022 (AE §25.1).
Approved
SY21-22:8 Head of School ReportAnda Foxwell reported as the Head of School focusing especially on the following issues.

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COVID Safety Protocols
Student and Program update
Staff update
Update regarding the historical abuse investigation

Motion to accept the Head of School report including a report on the historical abuse investigation.
Accepted with thanks.
SY21-22:9 Update regarding historical abuse investigation
An update was given in the Head of School report.
SY21-22:10 Update from Head of School Search Committee
Gerald May gave an update from the Head of School Search Committee.
There have been six responses to the initial posting of the Head of School position. The committee isworking on reaching out to the respondents for further information.
Motion to accept the Head of School Search Committee report.
Approved
SY21-22:11 Discussion regarding intent to serve on Councilors for next term, 2022-2024
All board members were asked to consider their service and communicate their intent to Karen
Stoesz, chair of the Governance and Policy Review Committee, by September 30, 2021.
All board members were also asked to provide the Governance and Policy Review Committee withnames of others who might be a good fit on both boards.
SY21-22:12 Governance Training (Overview of Material from board resource and data pages)
Gerald May gave an overview of board governance and process.
SY21-22:13 Review and approve the 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.
Approved
SY21-22:14 Adjournment
Motion to adjourn at 12:11 p.m.
Approved
Respectfully submitted,
Karen Stoesz
Board of Councilors secretarySignatures:_________________________________________ (seal)Elected Signer: Gerald May
Board of Councilors Chair_________________________________________ (seal)
Elected Signer: Grant Buchholtz
Board of Councilors Member_________________________________________ (seal)
Elected Signer: Nelle Potter
Board of Councilors Member