Vientiane International School

3.4 Board Duties and Responsibilities 

The Board’s duties and responsibilities shall include:

• selection and employment of a competent Director  for the School;
• approval of the draft Statute and draft By-Laws and adoption of school policies (Policy manual and Finance Manual)
• evaluation and approval of an annual capital and financial budgets, including salaries, salary ranges, and increases, as well as of tuition rates, fees and scholarships;
• submit on a yearly basis detailed reports to the Parents on (a) academic progress; (b) financial status; (c) Director and other Staff;
• ensure that the Staff’s opinion and status is a regular subject of discussion;
• purchase, take on lease, exchange, hire or otherwise acquire any interest in lands, buildings, easements, privileges, concessions or movable and immovable property of any kind or tenure, necessary or convenient for carrying out the object of the School; and to construct, provide, maintain, repair and alter any buildings, works, stores, plants and things which may from time to time be deemed requisite for any of the purposes of the School; and also to sell, lease, borrow, mortgage, dispose of, turn to account, or otherwise deal with the whole or any part of the property and rights of the School;
• set ceilings to financial actions by the Director and/or the Business Manager;

explore all practical sources of alternative income;
ensure proper accounting and reporting including a yearly audit by a renowned firm;
review and approval of audits of the School;
evaluation of the Director on an annual basis;
monitoring of the educational program of the School;
ensuring compliance with all governmental and local regulations and statutes;
entering into contractual or other legal obligations on behalf of the ‘School’
acquisition or disposition of all moveable property (above a Board-approved minimum level) and immovable property, including mortgages and leases;
insurance policies covering assets of the School; and
general policies for admissions of students, and class size.

3.5 Delegation

The Board delegates certain executive powers in the areas of administration, staff selection, and curriculum implementation to the Director to manage the School according to the Board's policies. As the School’s chief executive officer, the Director shall be responsible for the administration of the Board’s policies, the execution of its decisions, the efficient operation of the School, and for keeping the Board informed about School operations and problems. Although the Director carries responsibility for the day-to-day administration of the School, the Board retains the ultimate legal and financial responsibility for the School on behalf of the Parents

3.6 Division of Work/Meetings

A quorum of 50% of the Board Members with a vote is needed for a meeting to be an official Board meeting.

3.6.1 The Board shall have various committees (e.g. on policy, finance, facilities, community relations, parents/teacher cooperation, etc.) and may, in its discretion, create such other (temporary) positions as it deems necessary or desirable. Committees shall have a chair, to be appointed by the Board as a whole.

3.6.2 To promote full and frank discussion of School issues, meetings of the Board will be open to Members only, but for the presence of staff and/or parents as per paragraph 3.3.6. The Board may agree that a non-Board-member may take notes in order to prepare the minutes.

3.6.3 Minutes shall be on file and accessible to all board members and after twelve months also to all Parents. The Secretary shall provide a summary of the outcome of each Board meeting (inclusive of voting patterns) to be posted in the School, or to be otherwise disseminated to parents.

3.6.4 Meetings of the Board shall be conducted in the following manner:

-           The Board shall meet no less than once per month during the School year.

-           Special Board meetings may be called by the Chair at any time or upon the request by a majority of Board Members with the right to vote.

-           Board meetings shall be conducted according to Robert’s Rules of Order.

3.7 Communication

On a regular basis, the Director and/or chair shall inform the school community at large (e.g. by announcements in relevant school publications) about developments, issues and/or decisions. Use shall also be made of the School Forum to inform and discuss with the parents various developments, policies or other issues of concern relating to the well-being of the school at large. The Board shall organize these Fora on a regular basis and at least five times per year.

3.8 Functions of the various Board Officers

3.8.1 The Chair shall:

- represent the Board before the parents and represent the School before external bodies;

- preside over all meetings of the Board, enforce the rules governing meetings, and provide for the efficient conduct of business;

- cast a vote in accordance with Robert’s Rules of Order;

- distribute a copy of the School Statute, By-Laws, an extract of Robert’s Rules of Order, and the current policy and financial manuals to all newly elected or appointed Board Members;

- ensure that parents receive information regarding Board activities

3.8.2 The Vice-Chair shall:

- assume the duties of the Chair in the absence of the Chair;

- oversee the revision, update and implementation of the School policy manual;

- assume the duties of the Secretary in the absence of the Secretary.

3.8.3 The Treasurer shall:

- chair the Board’s Finance Committee;

- ensure that an accurate and full account of all finances of the School are kept within generally accepted accounting practices;

- provide monthly reports to the Board as to the financial situation of the School;

- cooperate with the Director in the preparation of the annual operating budget;

- oversee the revision, update and implementation of the School finance manual;

- monitor the annual School audit and report to the Board the outcome of the audit.

3.8.4 The Secretary is responsible for:

- accurate recording and dissemination of the minutes of Board meetings;

- maintaining the confidentiality of the minutes of Board meetings;

- the drafting and dissemination of formal correspondence of the Board and maintaining the records of the Board;

- maintaining the Board’s historical archives;

- supervising the proper conduct of all elections for and within the Board, in accordance with these By-Laws and Board policies.