2011, September 20 Board of Directors Minutes

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Attendance

Present

  1. Gaius Berg (for World Venture)
  2. Pauline Carlson (ECC)
  3. Eline de Wilde (Member at Large)
  4. Misook Gho (CRJM)
  5. Gerald May (TEAM)
  6. Kenichi Shinagawa (Member at Large)
  7. Steven Tarter (SEND)
  8. Brian Vander Haak (Headmaster)
  9. Taizo Morimoto (Supervisor-Auditors)
  10. John Sakurai (Supervisor-Auditors)

Absent

  • Dixie King (OMS)

Observer

  • Louis Lau (for OMS)



SY 11-12:1 Call to Order

The meeting was called to order at 8:53 a.m.



SY 11-12:2 Devotions

Pauline Carlson led the board in devotions on Proverbs 3:5-6.



SY 11-12:3 Prayer Time for the Board and the School



SY 11-12:4 Approval of Agenda

MSC to approve the agenda.



SY 11-12:5 Signers of the Minutes

MSC for Kenichi Shinagawa and Gerald May to be signers of the September 20, 2011, minutes, in addition to Pauline Carlson (board chair) and Steven Tarter (board secretary).



SY 11-12:6 Board Orientation

The Board reflected on policy governance, types of policies, its job description, governance and board-headmaster linkage policies, and reading monitoring reports.



SY 11-12:7 Approval of Consent Agenda

MSC to approve the following consent agenda items:

  • May 24, 2011 Board of Directors Minutes
  • May 24, 2011 Executive Action Minutes
  • Headmaster monitoring reports (B 2.2, 2.3, 2.7.11, 2.7.11.1, 2.7.11.2, 2.7.11.3, 2.8, 2.9, 2.0)



SY 11-12:8 Headmaster Report

The headmaster reported compliance with Board Policy 2.7.10, requested the board's input regarding Board Policy 2.2.11 on giving only one-year contracts for non-administrators as practice, and shared that the Board/Staff Dinner is scheduled for June 12. He outlined possible impacts of the current financial situation and the nuclear power plant situation on student enrollment, and he gave an update on CAJ's development campaigns and on his doctoral program. At the headmaster's request, Michael Essenburg gave an overview of the school improvement process, and Rick Seely gave an overview of financial reports for April through August.



SY 11-12:9 Receiving Revised Budget in November 2011

MSC to receive the revised SY 2011-2012 budget at the November 2011 board meeting as an exception to Board Policy 2.6.9.2.



SY 11-12:10 First Reading - B2.7.11.3

The headmaster recommended:

  • Current reading: Applicants for preferential tuition assistance who do not hold a religious activities visa must present at the time of application:
  • Proposed reading: Applicants for preferential tuition assistance who are not members of a pre-approved mission must present at the time of application:

MSC to accept as first reading.



SY 11-12:11 First Reading - B2.7.11.3.2

The headmaster recommended:

  • Current reading: A statement as to primary purpose in Japan, description of missionary endeavor, indication of time commitment, source(s), and amount of support.
  • Proposed reading: A statement as to the primary purpose in Japan, qualification (usually ordination or personal ministry history), description of missionary endeavor, indication of time commitment, and proof of income statements (for both spouses if applicable).

MSC to accept as first reading.



SY 11-12:12 Executive Session

The board went into executive session.




SY 11-12:13 Financial Reports

MSC to receive financial reports for April, May, June, July, and August of 2011.



SY 11-12:14 Audit Approval

The Audit Committee recommended the provisional acceptance and approval of the audit for the year ending June 30, 2011, dependent on final review by the Audit Committee of the original copy received from the auditor.

MSC to provisionally accept and approve the audit for the year ending June 30, 2011, dependent on final review by the Audit Committee of the original copy received from the auditor.



SY 11-12:15 Approval of Auditor's Findings and Recommendations

The Audit Committee recommended the provisional acceptance of the auditor's findings and recommendations for the year ending June 30, 2011, dependent on final official copy will be reviewed by the Audit Committee.

MSC to provisionally accept the auditor's findings and recommendations for the year ending June 30, 2011, dependent on final reivew by the Audit Committee of the original copy received from the auditor.



SY 11-12:16 Executive Committee Report

The Executive Committee minutes were presented.



SY 11-12:17 Second Reading - B2.10.12 (Cf. 10-11:200)

The board accepted the following on May 24, 2011, as a first reading:

  • Current: Fail to establish an annual fund-raising program that meets clearly articulated board-approved goals.
  • Proposed: Fail to to maintain a fundraising plan, assessed annually, which includes clearly articulated goals.

MSC to approve as second reading.



SY 11-12:18 Second Reading - B2.10.9 (Cf. SY 10-11:201)

The board accepted the deletion of B2.10.9 on May 24, 2011, as a first reading:

Allow fund-raising to become a low priority with regard to the headmaster job requirements.

MSC to approve as second reading.



SY 11-12:19 Committee Planning

Committees planned dates for their next meetings.



SY 11-12:20 Board Retreat

The chair asked for volunteers to help with the board's October mini retreat.



SY 11-12:21 Review of Board Process

The Board reviewed its process.



SY 11-12:22 Closing Prayer

Brian Vander Haak closed in prayer.



SY 11-12:23 Approval of September 20, 2011, Minutes

MSC to approve the September 20, 2011, minutes, pending a minute for meeting adjournment.



SY 11-12:24 Adjournment

MSC to adjourn the meeting at 3:36 p.m.



Signatures


Respectfully submitted,


_________________________________________
Steven Tarter
Board Secretary



_________________________________________
Pauline Carlson
Board Chair



_________________________________________
Kenichi Shinagawa
Board Member



_________________________________________
Gerald May
Board Member