The Board of Governors at Highlands Lutheran International School comprises seven members, four elected parent representatives and three appointed representatives from the faculty, the provincial government and the Gutnius Lutheran Church of Papua New Guinea. They meet once during each of the four academic terms of the school year as the final authority of school business and policy. The HLIS Board Constitution is posted below.
HIGHLAND LUTHERAN INTERNATIONAL SCHOOL
Adopted by the Boards of Governors on 9 November 2017
Adopted by the Parents and Citizen’s Association on 25 November 2017
The name of this educational institution shall be Highland Lutheran International School.
Land, Registration and Ownership
The school is registered as a Permitted (Independent/Private) School under the Papua New Guinea Education Act of 1983 and adheres to all laws and regulations pertaining to Permitted Schools unless these are in direct conflict to the Biblical Laws as understood by the Gutnius Lutheran Church of Papua New Guinea.
The Gutnius Lutheran Church of Papua New Guinea leases the land on which the school is situated. All property, movable and unmovable is registered in the name of the school and is the school’s sole property, with ownership vested in the Board of Governors.
The school and all its operations are recognized as a non-profit institution by the National Government of Papua New Guinea.
Purpose and Objectives
The purpose of Highland Lutheran International School is to serve the Church, missionaries, national and international families and the greater Papua New Guinea community by providing Christ-centered excellence in education.
The primary objectives of Highland Lutheran International School are students who:
- Believe in the triune God who creates, redeems and sanctifies all humanity.
- Acquire thinking skills and a comprehensive knowledge of the world around them and integrate that knowledge into a Christian frame of reference.
- Develop and willingly use spiritual, intellectual, physical, social and artistic resources and talents in Christian life.
Any additional long-range goals, short-term objectives, educational practices and recreational activities must be in harmony with and support these objectives.
Membership of Parents and Citizens Association
Membership in the Parents and Citizens Association at Highland Lutheran International School shall be open to all parents who have children attending the school, faculty members and members of the Church Council of the Gutnius Lutheran Church of Papua New Guinea. Citizens at large may be members provided they demonstrate support for the mission of the school, show a sincere interest in the well being of the school and attend Parents and Citizens Association meetings and other school events on a regular basis.
Board of Governors Membership and Officers
Board of Governors Membership
The Highland Lutheran International School Board of Governors shall consist of seven voting members who are responsible to the Parents and Citizens Association and, except for the teacher’s representative, must not be employed regularly by the school. Board members should demonstrate an interest in Christian Education and be willing and able to provide advice, expertise, time or other contributions to assist the progress of the school.
- One representative of the Gutnius Lutheran Church of Papua New Guinea (GLCPNG) elected or appointed by the GLCPNG Church Council.
- One representative of the Enga Provincial Education Department elected or appointed by the Provincial Education Board.
- One teacher’s representative elected by the faculty of HLIS.
- Four members of the Parents and Citizens Association elected by that body at an official Annual General Meeting.
School Board Officers
The officers of the Highland Lutheran International School Board of Governors shall consist of a Chairperson, a Vice Chairperson and a Secretary as appointed and/or elected at a board meeting following the election of members by the Parents and Citizens Association.
The Parents and Citizens Association may meet on an as needed basis: however, they are required to have one Annual General Meeting no later than 15 November of each academic year. The Parents and Citizens Association must meet during non-operating hours of the school. The headmaster / principal will submit an annual report at this meeting.
The Highland Lutheran International School Board of Governors shall meet at least once every term of the normal academic year. All members of the Board of Governors shall faithfully attend board meetings. Any member missing two successive meetings may be removed from the board at the discretion of the Board Chairperson. Board meetings will be open to School Board members and those invited by the Board to attend.
Special meetings of the Board of Governors may be called by the Board Chairperson at his/her discretion or at the written request of any two of the other six board members.
Amendments to this constitution may be made by a two thirds majority of the Board of Governors itself, but the certification of those amendments shall require a majority vote approval by a convened meeting of the Parents and Citizens Association.
Responsibilities of the Board of Governors
The responsibilities of the Highland Lutheran International School Board of Governors are as follows:
- To support and maintain the stated mission and objectives of Highland Lutheran International School.
- To maintain good relations with the Gutnius Lutheran Church of PNG and the Lutheran Church Missouri Synod.
- To work in collaboration with the Gutnius Lutheran Church of Papua Nee Guinea to insure the school has a head administrator (Headmaster. principal).
- To assist with the positive promotion of the school, locally, nationally and internationally.
- To consider suggestions of the local and international communities regarding the operation of HLIS.
- To assist the administration of HLIS in setting goals for the school and in evaluating the extent to which they have been implemented and achieved.
- To maintain and improve international quality facilities for the benefit of the school’s total program. This includes (but is not limited to) classrooms, teaching materials, student and faculty housing, sporting facilities and student transportation.
- To assist the head administrator with the recruitment of quality faculty (both national and expatriate) needed to maintain superior quality international Christian education.
- To help determine and approve all teaching faculty contracts.
- To evaluate and make final decisions regarding disputed issues at HLIS.
- To oversee and review the school’s finances, including:
- Approving an annual budget proposal as prepared by the school administration;
- Approving regular financial reports and statements as prepared by the school administration;
- Securing financial support and donations for the school from the government and business sector, local, national and international;
- Determining school fees as needed;
- Acting on parents who default on school fees;
- Appointing signatories to the school checking account;
- Giving a financial report to the annual meeting of the P&C; and
- Arranging for the finances of HLIS to be audited regularly.
- To support, evaluate and encourage the head administrator on a regular basis.
- To support and provide direction for the leadership and management of the school on behalf of and under the authority of the Gutnius Lutheran Church of PNG, The Lutheran Church Missouri Synod and the Parents and Citizens Association.
- To prepare an agenda and conduct at least one Parent and Citizens Association Annual General Meeting (and other special meetings as needed) each year in order to report to the stake holders concerning the overall condition of the school and its mission. Notice of each meeting is to be given at least fourteen days prior to the meeting, and minutes are to be kept by the school board.
Operating Procedures of the Board of Governors
- Parents wishing to express concerns about the operation or policies of the school are to present concerns first to the appropriate teacher then the head administrator and then, if not satisfied, to a member of the Board of Governors.
- Four members of the Board of Governors shall constitute a voting majority. All matters of business will be decided by a majority vote. In the event of absences, five Board members shall constitute a quorum. Should four or fewer members attend, the meeting shall be limited to the discussion of the agenda. No voting shall take place.
- The Chairperson of the Board of Governors is elected by the Board for a term of two years with a maximum of two consecutive terms. The Chairperson’s duties include but are not limited to the following:
- To call and conduct the meetings of the Board.
- To appoint one of the members of the Board as Deputy Chairperson in the absence of the Chair.
- To assign appropriate committee responsibilities to each School Board member.
- To prepare the agenda for board meetings in consultation with the head administrator. The agenda shall be sent to members at least one week in advance of the meeting. In the event of a special or emergency convening of the Board, sufficient notice shall be given to every board member by the Chair to facilitate attendance by all members of the Board. The agenda will be distributed at the beginning of that meeting.
- To represent the Board in an official capacity.
- To be available to hear the concerns of the staff serving under the Board.
- To meet regularly with the head administrator and visit the school periodically during school hours.
- To perform other duties as delegated to him by the Board.
- The Deputy Chairperson of the Board is appointed by the Board Chair as necessary to function as Chairperson should the Chairperson be absent.
- Each year the Board of Governors shall appoint one of the elected members as The duties of the Board Secretary shall be:
- To record the minutes of the meetings and to forward copies of these minutes to members of the Board only within one week following the meeting. Changes and/or approval shall be made at the following meeting.
- To assist with the work of the Board as requested by the Board Chairperson.
Terms of Membership of the Board of Governors
- The HLIS head administrator is an appointed member of the School Board. The head administrator serves as an ex-officio member and as a professional advisor but does not vote.
- The two appointed members of the Board of Governors representing the GLCPNG and the Provincial Education Board shall be elected or appointed by their respective contingencies. The term of office shall be two years, with a maximum of two consecutive terms.
- The teacher’s representative on the Board of Governors shall be elected by the HLIS faculty in meeting. The term of office shall be two years with a maximum of two consecutive terms.
- The four Parents/Citizens Association Representatives shall be selected for a two-year term (with a maximum of two consecutive terms) by a majority vote of those attending an Annual General Meeting of that association. The Chairperson of the Board of Governors shall call the meeting prior to the end of every school year.
- The newly elected representatives will begin serving at the first Board meeting of the following year.
- To allow for continuity, terms should be staggered.
- Any person who is a parent of an HLIS student and is a member of the Parents/Citizens Association is eligible for membership as that Association’s representative on the HLIS Board.
- Candidates for election must have a proposer and two seconders.
- Elected members must:
- Have at least one student enrolled and attending full time class at HLIS,
- All school fees current and paid to date, and
- Be willing and able to attend all school board meetings in person.
- Two parents shall be elected to represent Wabag students and two to represent Wapenamanda students.
- A member shall hold only one voting position on the Board per term of service.
- No member on the Board of Governors may receive any financial gain or profit from his/her position on the Board, other than his/her contract salary as an employee of the school.
- Vacancies in membership caused by resignation or frequent absenteeism shall be filled by the election or appointment of a replacement by the appropriate contingency.
- Vacancies in membership caused by resignation or absenteeism of a Parents/Citizens Association Representative shall remain vacant until the election of a replacement by the next Annual General Meeting.
- Vacancies to appointed positions will remain vacant until the election of a replacement by the appropriate contingency.
Amendments to these Bylaws may be made by a two thirds majority of the Board of Governors itself, but the certification of those amendments shall require a majority vote approval by a convened meeting of the Parents and Citizens Association.