THE
PIONEER BIBLE TRANSLATORS
ASSOCIATION
OF
PAPUA NEW GUINEA,
INCORPORATED 

MISCELLANEOUS
INFORMATION
MANUAL 

Version 3.0
April 2003 

This page  intentionally left blank. 

Table of Contents 

1.    Goals and Objectives    1 

    1.1.    A Mission Organization    1 

    1.2.    A Linguistic Organization    1 

    1.3.    A Service Organization    1 

    1.4.    A Non-Profit Organization    1 

    1.5.    An Educational Organization    1 

2.    PBT Housing    1 

    2.1.    PBT Ownership    1 

    2.2.    Transient Housing    1 

        2.2.1.    General Statement.    1 

        2.2.2.    Priority of Usage    1 

        2.2.3.    Emergency Housing    2 

    2.3.    Resident Housing    2 

        2.3.1.    General Statement    2 

        2.3.2.    Priority of Assignment    2 

    2.4.    Rental Rate Structure    2 

        2.4.1.    General Statement    2 

        2.4.2.    Rent Charges    2 

    2.5.    Furnishings Provided by PBT    2 

        2.5.1.    All Housing    2 

        2.5.2.    Transient Housing    2 

    2.6.    Administrative Responsibility    2 

3.    PBT Vehicles    2 

    3.1.    Ownership    2 

    3.2.    PBT Rental Vehicles    2 

        3.2.1.    Charges.    2 

        3.2.2.    Priority of use.    2 

        3.2.3.    Length of rental.    3 

        3.2.4.    Type of vehicles.    3 

    3.3.    Charging the Use of PBT Rental Vehicles    3 

    3.4.    Charging for Use of Personal Vehicles    3 

    3.5.    Necessity of Member’s Purchasing a Vehicle    3 

        3.5.1.    General expectations.    3 

        3.5.2.    Requirements.    3 

        3.5.3.    Exemptions.    3 

    3.6.    General Care of Vehicles    3 

    3.7.    Responsibility in Case of Damage    3 

4.    Group Service     4 

    4.1.    Definition     4 

    4.2.    Time Expectations     4 

    4.3.    Single Member Teams     4 

    4.4.    Former Executives     4 

    4.5.    Job Outlines     4 

    4.6.    Costs Involved In Group Service Assignments     4 

5.    Vacation & Home Assignment (Furlough)     4 

    5.1.    Vacation     4 

    5.2.    Home assignment (Furlough)     4 

        5.2.1.    Length of Field Term     4 

        5.2.2.    Home assignemnt (Furlough) Planning     4 

        5.2.3.    Pre-Home Assignment (Furlough) Packing     4 

        5.2.4.    Length of Home Assignment (Furlough)     4 

        5.2.5.    Home assignment (Furlough) Activities     4 

        5.2.6.    Home Assignment (Furlough) Reporting     5 

6.    Due Process for Members     5 

    6.1.    Philosophy     5 

    6.2.    Development of New Members     5 

    6.3.    Discipline of Members     5 

    6.4.    Bases for Discipline     5 

        6.4.1.    Lack of Self-Discipline     5 

        6.4.2.    Lack of Ability     5 

        6.4.3.    Poor Health     5 

        6.4.4.    Emotional Problems     5 

    6.5.    Disciplinary Action Relating to Non-Productivity    5 

    6.6.    Disciplinary Action Relating to Violation of PBT Principles     6 

    6.7.    Disciplinary Action Relating to Immorality     6 

    6.8.    Appeal Mechanisms     6 

7.    Guidelines for House Building     6 

    7.1.    Financial Resources    6 

    7.2.    Estimating Cost    6 

    7.3.    Starting to Build    6 

    7.4.    Short Funded    6 

    7.5.    Delaying until Second Term    6 

8.    Orientation for New Members     6 

    8.1.    Components of the Orientation    6 

        8.1.1.    Directors’ Briefings     7 

        8.1.2.    Pacific Orientation Course     7 

        8.1.3.    Attendance at a PBT/PNG Meeting as a Non-Voting Observer     7 

    8.2.    Oversight     7 

    8.3.    Voting     7 

9.    Continuing Education     7 

10.    Births in PNG    7 

1. 

Goals and Objectives 

1.1. 

A Mission Organization 

Pioneer Bible Translators is made up of Christians who are committed to providing the New Testament scriptures to each language group in its own language. We enter each country we serve as a mission organization and receive support on the basis of being a mission organization. It is not our primary purpose to start new churches, but rather to translate the Scriptures into the languages of the people with whom we work and help them to become literate. If no church exists among the people with whom we work, then we feel it is our responsibility to teach them the Scriptures and try to lead them to salvation in Jesus Christ. We would then seek aid from another mission who could send a national pastor to strengthen and build the church. Therefore, we pose no threat to other missions, but rather by providing the Scriptures in the language of the people, we can be of help to all missions. 

1.2. 

A Linguistic Organization 

The very nature of PBT’s ministry requires that our members be trained in linguistics. The training varies with  individuals.  The International Service Center in Dallas will have the most recent information. 

We have a Board of Directors in the USA which is responsible for recruitment and screening of potential members. These potential members are required to meet specific academic, moral, physical and psychological standards established by the Board for each category of worker. These standards help to insure that we will be able to accomplish the things we have promised our host country. 

As linguists, we shall aid and participate in linguistic research and share our findings in academic publications to help increase understanding of Papua New Guinea languages. 

1.3. 

A Service Organization 

Pioneer Bible Translators is involved in service to the people of language groups in which we work, other missions, and the government of PNG. 

We serve people through our literacy programs and, when possible, through community development. We also provide resources for information about development projects of interest to the people. 

Our primary services to missions and the PNG government are linguistic and anthropological research, literacy programs, and translation ministries. Our services to the government concentrate on the Provincial level and the Department of Education. 

1.4. 

A Non-Profit Organization 

The Constitution of Pioneer Bible Translators, which is on record with the Registrar General of Papua New Guinea, states: 

“Any income and property of the organization wheresoever derived shall be applied solely towards the promotion of the objects of the organization as set forth in the constitution, and no portion thereof shall be paid or transferred directly or indirectly by way of dividend, bonus or otherwise by way of profit to the members of the organization.” 

According to our policy we will never at any time involve ourselves in any type of business which would divert us from our purpose or involve our personnel in types of work unrelated to our special ministry. 

All of our income comes from gifts and grants from individuals and churches in the U.S.A. Funds are channeled to Papua New Guinea by Pioneer Bible Translators in the United States via telex to our bank in Madang. These funds are disbursed as allowances for members’ personal and mission expenses. 

1.5. 

An Educational Organization 

Pioneer Bible Translators is an educational organization committed to involve and train nationals. 

The aims of our organization as stated in our constitution are: 

a. assist in spreading the Christian Gospel; 

b. encourage nationals to train for and undertake linguistic research and religious instruction within Papua New Guinea; 

c. train nationals for translation; 

d. assist wherever possible in the literacy needs of the people; 

e. involve our own personnel also in the linguistic research, linguistic analysis, literacy, Bible translation, and community development. 

2. 

PBT Housing 

2.1. 

PBT Ownership 

PBT has purchased property to assist its members in meeting their housing needs. The availability of housing with reasonable rents is limited and the security of leases which stabilize rental rates and confirm length of occupancy is limited or nonexistent. Members in non-PBT housing usually find themselves moving several times during a term. 

PBT-owned housing assures us that some of our members will have stable and secure housing available to them for transient and resident use. (We do not have enough PBT-owned housing to meet everyone’s needs.) It also enables PBT to offer housing at below commercial rates. 

PBT-owned (or leased) housing must be as fully utilized as possible in order to meet the costs of ownership (or lease). Members are expected to cooperate to that end. Members should not expect the Director to approve non-PBT housing if the branch has suitable housing available which will be vacant during all or a significant part of the period concerned. This principle applies to both transient and resident housing. 

2.2. 

Transient Housing 

2.2.1. 

General Statement. 

PBT arranges transient housing for its members and guests who are in Madang or Ukarumpa for short periods of time. PBT owns housing in both places but it is inadequate to meet all temporary housing needs. It will try to secure non-PBT owned accommodations as needed. 

If not otherwise stated the policy statements relate to PBT-owned housing. 

2.2.2. 

Priority of Usage 

1. PBT members and their guests have priority over non-members. 

2. Members who book first will have priority over later bookings, in most cases. 

3. Members (and non-members) whose bookings would result in considerably greater utilization may be given priority over earlier bookings. Before this becomes effective the person who booked first must have suitable housing (i.e., acceptable to him) booked elsewhere for him. If the rebooking results in a higher rental rate PBT must pay the difference. 

4. Members who need housing for work-related purposes may be given priority over those needing housing for vacation purposes, particularly in the case of workshops at Ukarumpa. However, with planning and cooperation such conflicts of needs should be avoided. Early scheduling for workshops is important. 

5. Non-PBT bookings can be made at any time but can only be confirmed four weeks before the date of desired occupancy. 

6. Non-PBT bookings can only be confirmed for two weeks of occupancy with the option to extend if the following days or weeks are not needed by the members. 

7. PBT member’s medical emergency related housing has priority over non-member bookings even if the bookings have been confirmed. However, PBT should make every effort to find other accommodations for the non-member. If the non-member already occupies PBT accommodations, it is preferable to book the PBT member in comparable housing if available. Other factors may also determine the wisest course to take. 

2.2.3. 

Emergency Housing 

Sometimes there will not be time to arrange housing for someone coming to Madang on medical emergency, or there is none available at the moment. In such cases support teams will provide temporary accommodations until other housing can be arranged. 

2.3. 

Resident Housing 

2.3.1. 

General Statement 

Members requiring permanent housing in Madang will be assigned to housing.  If  a member is in PBT housing and he wishes to relocate, he may do so as long as it does not increase PBT’s financial burden or create other significant problems. This is subject to the Director’s approval. Housing can then be arranged by the member by direct transaction with a person or organization outside PBT. He may not contract for a period longer than his current term on the field (unless he is purchasing the house). PBT does not enter into any financial obligation to the member or vendor. All details of the transaction must be approved by the Director before the member can commit himself to the vendor. 

2.3.2. 

Priority of Assignment 

The Assistant Director of Support Services will assign housing to support families in PBT owned housing when they arrive in Madnag.  The size of the family, length of term, and housing not already occupied will be the considerations of assignment.  If returning members wish to live in the same house that they did before, every consideration will be given toward that end. 

2.4. 

Rental Rate Structure 

2.4.1. 

General Statement 

PBT wishes to ensure that adequate housing is available for both transient and resident use. Rental charges are established to cover the expenses of operation, interest on loans, insurance, maintenance, and a small portion to help reduce the capital portion of loans. The goal in setting rental charges is to seek to be as fair as possible in distributing the overall cost of housing. Charges seek to take into account both the needs of the individual and the group, short-term and long-term. 

The Assistant Director of  Support Services reviews the rent charges annually and submits a proposal to the Director and Advisory Committee before the Annual General Meeting, at which the approved figure is incorporated into the proposed budget. 

The Assistant Director of  Support Services will consider the following factors: 

1. Current market value of similar rental property 

2. Operating expenses (facilities maintenance, insurance, taxes, lease fees, loan interest, and where applicable, utilities, water and rubbish, and grounds maintenance) 

3. Capital expenditures (loan principal and improvements) 

4. Resources of members 

5. Impact on PBT budget 

6. Occupancy rate 

Rent will be set so that all expenses except the total principal on any mortgage will be covered by the rent collected for both resident housing and transient housing. 

2.4.2. 

Rent Charges 

PBT owns several three bedroom houses, two houses with two bedrooms, two one bedroom houses, and an efficiency flat.  Rent charges are based on the size of the house and not on the number of people living in the house.  The rent charges are all figured in USA dollars and converted to kina using the monthly telex rate.  Please check with the Assistant Director of Support Services and the Finance office for the current rates. 

Support families will pay for their own electricity, gas and phone.  Families in transient housing will pay electricity by a kilowatt hour and they will pay for all their phone calls.  Phone rental and gas for transient housing will be included in the cost of rent. 

2.5. 

Furnishings Provided by PBT 

2.5.1. 

All Housing 

PBT provides furniture for all the rooms in the houses, kitchen appliances, washing machine, and curtains.  There is both tank water and town water at each house. 

2.5.2. 

Transient Housing 

Transient housing will also have adequate linens and pillows for each bedroom in the house, adequate bath towels, hand towels, and wash cloths.  Adequate kitchen linens, miscellenous kitchen items, and other furniture as required for living with out personal house hold items.  If there seems to be something missing from a transient house please advise the Assistant Director of Support Services and the Administrator of Logistics so it can be purchased. 

2.6. 

Administrative Responsibility 

The Administrator of Logistics is responsible for implementing the housing policy under the direction of the Aisstant Director of Support Services. 

3. 

PBT Vehicles 

The PBT branch owns vehicles to meet the needs of the support staff in doing their work and for translators use while in Madang.  All support staff are required to purchase  a vehilce for their personal and work use.  Exceptions to this will be refered to the Director. 

3.1. 

Ownership 

All vehicles are registered in PBT’s name and listed as a capital asset of PBT. This means that the vehicle is owned by PBT. 

The one who purchases a vehicle becomes the steward of it, responsible for the maintenance and use of the vehicle. 

Expenditures to purchase vehicles are considered mission expenditures, and thus are not subject to income tax. 

3.2. 

PBT Rental Vehicles 

3.2.1. 

Charges. 

PBT maintains some vehicles for group use. A per kilometer rate is established to cover operational costs but not replacement costs. Check with the Finance Office for current cost. 

3.2.2. 

Priority of use. 

The priority of  use is determined in relationship to the purpose for which the vehicles were purchased. The primary purpose of the rental vehicles is two-fold: to provide short-term transportation for 

1. translators who do not need to own a vehicle but need one while in town and 

2. support teams who do not own the kind of vehicle needed to perform certain services (such as buying/shipping or hauling large items). 

Other uses should not limit or interfere with the primary purpose. Special considerations are subject to administrative approval. 

3.2.3. 

Length of rental. 

Length of rental is determined by group needs and priority of needs. It is not intended that an individual keep a rental vehicle in his custody for lengthy periods which would restrict its availability to others who need to use it. Vehicles are intended to meet the needs of the group and must be shared when the demand is greater than the supply. 

3.2.4. 

Type of vehicles. 

PBT will try to have sufficient vehicles to meet the average demands of its two-fold purpose. The fleet should include a combination of vehicles able to meet the following needs: general transportation in town, buying/shipping, Directors’ visits to road allocations, and transportation of equipment and supplies for building maintenance. 

3.3. 

Charging the Use of PBT Rental Vehicles 

Logs are provided in each vehicle for the purpose of recording all information necessary to correctly and informatively charge the appropriate party. It is necessary to sufficiently describe the purpose of the vehicle’s use so that the party being charged knows what was done on his behalf. This equally applies to charges made for administrative use; this is necessary for tracking vehicle use, especially for auditing purposes. 

The use of a PBT rental vehicle should be charged to the person or entity for whom the services are being rendered. If the vehicle is being used for one’s personal benefit, he should charge himself. This includes traveling to and from one’s home and normal work center (office, shop) when providing support services. 

Members should check the logbook each time before driving a vehicle, to make sure that the end mileage recorded in the logbook matches that on the odometer. If it does not, he may either: 

1. try to find the person who last used the vehicle, so that they can record the mileage correctly 

2. take the logbook to the Director or the Administrator of Finance, so that they can decide how the missing mileage should be recorded, or 

3. go ahead and write his name in the logbook, in which case he will be charged for the missing mileage. 

3.4. 

Charging for Use of Personal Vehicles 

A member may elect to charge others for the use of his vehicle, whether or not he or they are driving it, under the following conditions: 

1. There is not a PBT rental vehicle available. It undermines the purpose for the branch’s investment in rental vehicles if they are not used and can result in the need to raise the per kilometer rate to cover operational expenses. 

2. There is an approved account against which the charge can be made. Not every use of a vehicle on behalf of PBT is reimbursable. This is because PBT has provided vehicles for most of its group needs and has established accounts only for the exceptional transportation needs. PBT also expects members to share in the costs of providing support services beyond the limits of the Team Ministry Fund, such as using their purchased vehicle in performing their support services when a PBT rental vehicle is not available. 

3.5. 

Necessity of Member’s Purchasing a Vehicle 

3.5.1. 

General expectations. 

1. if a member needs a vehicle to travel to and from work he is expected to purchase one; 

2. if a member needs a vehicle to perform his routine work he is expected to purchase one; however, PBT does provide some vehicles to assist support personnel in carrying out certain tasks that may require a vehicle different from what they own. 

Most village-based translators do not need to purchase a vehicle. Most do not have road access to their allocation and PBT vehicles are available for rent when the translator is in town, though the supply is limited. Those who do have access to a road, and who are only able to receive supplies and access the village via that road, are strongly advised to purchase a vehicle for their use. This avoids the many frustrations involved in trying to locate a Public Motor Vehicle (PMV). PMVs are usually vans or pick-up trucks rather than buses. 

Most town-based support workers need a vehicle to provide adequate transportation for themselves around town. There is PMV service in town which could get a person to and from work at certain hours but would be quite unreliable or unavailable at other hours. Families would find PMVs particularly unsuitable to their needs. PBT rental vehicles may not be available when needed. 

3.5.2. 

Requirements. 

All town-based personnel who will serve a term of two or more years are required to purchase a vehicle to meet their personal transportation needs. Those serving more than a year but less than two years will be either encouraged or required to purchase their own vehicle. If circumstances allow, STAs will not be required to purchase; however, the lack of availability of PBT rental vehicles coupled with distance of residence from one’s work center could make it necessary for even one-year STAs to purchase their own vehicle. 

3.5.3. 

Exemptions. 

Under certain conditions a support team may be exempted from purchasing a vehicle, subject to the Director’s approval. Some factors include location of residence in reference to work center, availability of PBT rental vehicles, financial considerations, length of term, nature of work, and personal non-work related transportation needs. Support teams preparing to come to PNG should raise funds for a vehicle unless they have a written exemption from the Director. 

3.6. 

General Care of Vehicles 

Any time that someone uses a group vehicle, he should remove all paper, boxes, sacks, pop containers, etc. before returning it for others to use. He should also report to the Technical Services department anything that he notices that needs checked or worked on. 

When using the vehicles for extended periods (more than a day or two), a person is also responsible to keep it in reasonably clean condition inside and out, and to check the radiator, battery, tires, and oil approximately once a week. 

3.7. 

Responsibility in Case of Damage 

All PBT vehicles are covered by insurance. However, in the case of damage to a PBT vehicle, all charges to repair the damage which are not covered by the insurance will be paid by the person using the vehicle at the time it was damaged. If there is an accident in a PBT vehicle a police report must be received so that an insurance claim can pe made.  If a police report is not obtained then the person involved in the accident will be charged for the repairs to the PBT vehicle. 

This policy  applies to all PBT vehicles, group and members’, unless a member who allows others to use his vehicle specifies differently. 

4. 

Group Service 

4.1. 

Definition 

Group service is defined as any job or service which is performed on behalf of the group or an individual member, in keeping with the overall aims and goals of the organization, but which is outside the realm of a member’s declared role on the field. Service falling into the above category is not considered group service unless the task is specifically assigned by the Director (or any other person or group so empowered by the Branch). Group service is further defined as pertaining only to the activities of non-support personnel. Support personnel serve the needs of the membership but their activities are not called `group service’. 

4.2. 

Time Expectations 

The maximum amount of group service expected of a member is thirteen weeks average per year on the field. Members may serve more than this maximum if they so desire. Also, any member who wishes to do several months of group service at one time in order to have large blocks of uninterrupted time later in his term may do so provided the group has needs. 

Averaging a member’s group service time shall only be done for the period of his current field term. (For example, if a member serves only 48 weeks of group service during a four year term, he cannot be later obligated to serve four additional weeks during his next term. Conversely, if a member serves 55 weeks during the same term, the 3 extra weeks will not be subtracted from his maximum obligation in his next term.) 

If all members have already served the maximum time and the Branch still has needs, the Director may disregard the above limitations. 

4.3. 

Single Member Teams 

For the purpose of calculating group service time, teams composed of two single members shall be regarded as a single unit and service by one member of the team shall be counted as group service by both members. 

4.4. 

Former Executives 

A member elected to an executive position shall be exempted from group service assignment for a period equal to his term as executive. The full period of exemption may be claimed regardless of furlough breaks. 

4.5. 

Job Outlines 

At the beginning of a group service assignment, a member must be given a detailed, written job outline listing and explaining the specific duties and responsibilities he will have during his period of service. 

4.6. 

Costs Involved In Group Service Assignments 

Members are expected to bear all personal expenses (such as food and housing) during group service assignments. Additionally, members will bear the cost of transportation for group service (except assigned linguistic surveys) unless financially unable to do so. Under these circumstances the organization will bear the cost. The member will determine his ability to handle the costs and, if he decides he is unable, he may apply to the Aisstant Director of Support Services for reimbursement. 

5. 

Vacation & Home Assignment (Furlough) 

5.1. 

Vacation 

All members are required to take four weeks holiday per year at some location other than their assigned location.  Variations must be approved by the Director. 

Each member must submit his intended vacation plan for the coming year in writing to the Director before the Annual Meeting. 

5.2. 

Home assignment (Furlough) 

5.2.1. 

Length of Field Term 

Ordinarily a term of field service will be three to four years . Most support personal have changed to two year terms to make it easier to maintain consistacy in support operations in Madang. Terms outside of this range require approval of the Director and the Vice Presdent of Overseas affairs. 

5.2.2. 

Home assignemnt (Furlough) Planning 

At least six months prior to home assignemnt (furlough) obtain a  Planning Packet from the Director’s Office. The materials contained in the packet will assist you in planning and will provide the Directors with the information they need concerning your time out of the country. All forms in the packet and all information requested must be on file with the Director before you leave the country. 

Each member or team will confer with the Director to review plans for home assignment (furlough) and next term and to discuss financial quotas. 

Translators and literacy workers are required to submit to the Assistant Director of Language Affairs a detailed plan for language proficiency and village contact maintenance during their absence. This plan should be received by the Assistant Director of Language Affairs at least one month before scheduled departure. 

5.2.3. 

Pre-Home Assignment (Furlough) Packing 

Since there is a possibility that due to extenuating circumstances a member might not return from furlough, all members are required to pack their possessions before furlough. 

All items should be packed in two categories: 

(1) Items that are to be shipped back to the USA. 

These items must be packed in labeled containers ready for shipment should you not return. You must make a list of the contents for insurance and customs purposes. Items that are PBT property should not be included unless you make arrangements with the Director for their purchase should you fail to return. 

(2) Items that are to remain in PNG. 

Any special instructions concerning the disposition of these goods should you not return must be filed with the Director. 

If you do not return, PBT/PNG would prefer that all goods and supplies under your stewardship be used by your replacements in support of the allocation or the ministry where you have worked. 

5.2.4. 

Length of Home Assignment (Furlough) 

Ordinarily home assignment (furlough) will be for a specified period not exceeding one year. The member, in consultation with the PNG Branch Director and the Vice President of Overseas Affairs will establish the length of the home assignment (furlough) period before it begins. If a member is unable to return to the field at the end of the that period, his status will be reviewed by the Vice President of Overseas Affairs and the PNG Branch Director. Extension may be granted according to the situation. 

5.2.5. 

Home assignment (Furlough) Activities 

For each year of field service during a given term a member is entitled to and encouraged to use one month of personal time during the next furlough. This time is to be used for rest and meeting personal and family needs. 

The remainder of the time is to be spent on deputation, meeting needs for further educational and personal development, and group service for PBT/PNG or PBT/USA. These activities are to be undertaken in coordination with the PBT/PNG and PBT/USA Administration. 

5.2.6. 

Home Assignment (Furlough) Reporting 

During home assignment (furlough) members must report monthly to both the International Servcie Center and the PNG Branch Director. 

6. 

Due Process for Members 

6.1. 

Philosophy 

As all members of PBT are brethren in Christ, we have love obligations to aid each other in spiritual growth or spiritual restoration. Therefore, the due process for membership discipline or dismissal which follows is for problems on a Branch level. Personal conflicts should be settled personally according to Scriptural principles. If they cannot be solved personally, they become Branch problems and will be solved by discipline or due process. 

The motivation and purpose behind discipline and due process is to build up the members, not to intimidate or punish. It is concerned with the productivity and protection of both the members and the Branch. Every effort will be made in the discipline process before any due process action is initiated. 

Please read the copy of the branch covenant that is included in the Orientation Manual.. 

6.2. 

Development of New Members 

Personnel coming to Papua New Guinea are members of PBT/USA by the prior approval of PBT/USA’s Board of Directors. Continued membership in PBT/USA can only be revoked by the Board of Directors. Negative evaluation by the Pacific Orientation Course (POC) staff cannot result in any action stronger than placing an individual or team on probation for one year with the PNG Branch. 

If the PNG Branch Director deems it necessary to place the individual or team on probation, he must do so in a private session separate from the POC evaluation session. 

During the private session in which the probation is made known the following must be made clear and presented in writing to the member: 

1. That the member is on probation. 

2. The specific reasons for the probation. 

3. The length of the probationary period. 

4. That the probation will be reviewed at designated intervals or the end of the probationary period. 

The PNG Branch Director will inform the International Office of the probation, the reasons for it, and its terms. The Director will indicate the specific changes or progress that will be expected to be accomplished during, or by the end of, the probation period. He will also convey (1) that the successful completion of the probation period is desired, and (2) that insufficient progress during the probation period means failure resulting in the member being sent back to the PBT/USA Board for reassignment or dismissal. 

Counseling may be offered, or in some cases required, in an effort to help resolve existing problems. 

At the successful completion of the probationary period, the member and the International Office will be notified by the PNG Branch Director that the probation has been lifted. 

6.3. 

Discipline of Members 

The gauge to determine if disciplinary action is needed will be a member’s lack of productivity or serious health or emotional problems. The root cause of the problem will be sought and direction and help will be given the member in an effort to solve the problem. A probationary period will be set to achieve certain goals or improvements. If at the end of the probationary period the goals have not been reached or satisfactory improvement has not been made, then the Director has the authority to take the necessary action for the good of the team. Even if there should be satisfactory progress, but apparent health or emotional problems remain, the Director may still initiate action that is in the best interests of the member’s welfare. 

6.4. 

Bases for Discipline 

The lack of productivity could be caused by problems arising in one or more of the following areas: 

1. lack of self-discipline 

2. lack of ability 

3. poor health 

4. emotional problems 

6.4.1. 

Lack of Self-Discipline 

In the case of lack of self-discipline, specific achievements will be assigned for accomplishment within a certain period. Severe failure to accomplish the assignments (under normal conditions) will be serious enough to warrant return of the member to the PBT/USA Board for reassignment or dismissal. Failure but marked improvement will merit a second probationary period with similar conditions. Failure during this second period will result in return to the PBT/USA Board for reassignment or dismissal. Successful completion of the assigned tasks or continued marked improvement will result in the termination of the probation period. 

6.4.2. 

Lack of Ability 

Should the cause of the lack of productivity be determined as lack of ability, the team will be put on probation during which assistance will be given but specific achievements will be assigned to be accomplished during a specified period. Failure during this probation period will mean that the member will be given the option of being reassigned to a different function within the Branch or being returned to PBT/USA for reassignment or dismissal. 

6.4.3. 

Poor Health 

If there should come a time when prolonged poor health or continual recurring health problems seriously affect a member’s productivity or personal well being, the Director shall have the right to seek a doctor’s advice for making a decision concerning the physical welfare of the member, should he be unable to be objective about it himself. The Director shall have the authority to impose the advice of the doctor upon the member to the extent of: calling him in from his village allocation for diagnosis, treatment or recuperation; restraining him from returning to his assignment until recovery is complete or it is deemed medically safe to do so; or imposing a medical leave from the field for further diagnosis, treatment or recuperation. 

6.4.4. 

Emotional Problems 

Should emotional problems be the suspected or apparent cause of unproductivity or other problems of a serious nature relating to the welfare of the member, his partner or family, the Director shall have the authority to refer him to and require that he receive counseling from a competent counselor. If counseling help is not available in this country, the Director can impose an immediate or early furlough for counseling or require counseling on the member’s next scheduled furlough. The recommendations of the counselor concerning the member’s return to his assignment or to this country for continued service in his former responsibilities or in a new capacity shall be upheld by the Director. 

6.5. 

Disciplinary Action Relating to Non-Productivity 

Any probation or action and the reasons for and terms of such, which is imposed by the Director shall: 

– be done privately with the member involved and kept private from the rest of the Branch. 

– be made known to the International Office. 

The final decision of the Director in any of the above cases can be appealed following the procedures outlined in Section 6.8. 

6.6. 

Disciplinary Action Relating to Violation of PBT Principles 

1. Any member accused of committing any act that is in violation of the goals, objectives, legislation, or general welfare of the PBT/PNG Branch, is subject to be summoned by the Director for disciplinary counseling or action. 

2. The director will explain the nature of the summons fully and honestly to the member. 

3. The summoned member will be given opportunity to deny the accusation or to explain the reason for and defend the act. 

4. If desired, the Director and the member may each ask one other person of their choice to be present during the meeting as a witness to the proceedings. 

5. The Director will decide if counseling or disciplinary action is required. 

6.7. 

Disciplinary Action Relating to Immorality 

Any member accused of committing an act of gross immorality is subject to immediate dismissal from the Branch membership and residence in PNG. In lieu of this, he may choose to resign and leave the country as soon as it has been decided by the PNG Branch Director to be in the best interests of the Branch to dismiss him. Removal from PBT membership or any further disciplinary action or reassignment will be decided by the PBT/USA Board. 

6.8. 

Appeal Mechanisms 

In any disciplinary action a member has the right to appeal the decision and action of the Director. 

1. The appeal must be made within 24 hours after the Director notifies the member of his decision. 

2. A committee shall then be formed consisting of a member of the accused member’s choice (other than spouse or team member), a member of the Director’s choice, and a member of mutual choice. 

3. The appeal shall be directed to this committee and there shall be a hearing as soon as possible. 

The committee shall have the power to uphold the Director’s decision or reject or modify the Director’s decision and prescribe a new course of action or probation with different assignments to be achieved. If the disciplinary action involves probation the committee shall: 

(a) inform the team of the specific details of the probation, 

(b) appoint one of its members to evaluate the member’s progress, 

(c) keep the proceedings of the probation process in confidence. Only the PNG Branch Director and the International Office will be kept informed. 

Should the member fail to perform satisfactorily during the second probation period, he will again be referred to the Director for reassignment or dismissal from the Branch. The decisions of the committee shall be final relating to the PNG Branch. 

The verdict of this hearing shall be final relating to the Branch. Any further appeal must be directed to PBT/USA with the accused person returning to the USA for the appeal. 

7. 

Guidelines for House Building 

Purpose: To provide members with a practical plan for house building as efficiently, timely, and economically as possible. 

7.1. 

Financial Resources 

Financial resources are the most important consideration. You should have enough funds available to finish your house before you start to build. Group policy will allow some limited overspending during the house building phase, but you should allow for unexpected and untimely expenses. You should not include overspending against group funds in your financial plans. 

7.2. 

Estimating Cost 

You should estimate the cost of each portion of your house, its furnishings, and equipment needed to live in the village. Each house project will differ but the following things should always be estimated: 

Posts
Floor - includes bearers, joists, and flooring
Walls - interior and exterior
Cabinets, closets, sinks
Plumbing, toilet, water tanks
Roof, rafters, joists or trusses, guttering, insulation
Tools
Labor
Transport
Tables, chairs, beds, mattresses, refrigerator, stove
Storage - inside and outside
Radio and masts
Energy generators
Boat and motor or car or truck
Fuels, petrol, kerosene
Any other items 

7.3. 

Starting to Build 

If you have the funds for the entire project you are ready to set the date to start. You must first have the Director review the entire plan. 

7.4. 

Short Funded 

Should you find that your funds are short, it is recommended that you purchase and assemble the materials as you have funds to do so. This is based on previous experience that it is best to buy the materials when available as they may not be there when you are ready to buy the next time. You should plan on doing the major pricing and purchasing yourself to free the buyer/shipper to devote himself to the allocated teams. The season of the year will affect your building plans considerably. So, you will need to consider that in your plans. 

7.5. 

Delaying until Second Term 

You may want to consider delaying house building until your second term. Much of your first term is taken up with jungle camp, group service, surveys and introducing yourself to the people. If a suitable temporary village house could be arranged, you would have more time to spend with the people and the language before going on furlough and you would then be able to raise the funds for your permanent bush house while on furlough. 

8. 

Orientation for New Members 

PBT/PNG accepts new members on the basis of the recommendations of the PBT/USA Board of Directors. However, these new members must become acquainted with Papua New Guinea and PBT/PNG before they can contribute effectively to the decision-making processes of the PNG Branch. The purpose of this orientation is to provide enough pertinent information to enable the new member to make informed, responsible decisions concerning the Branch. Therefore, new members will become eligible to vote in all Branch meetings only upon successful completion of the PBT/PNG Orientation for New Members described herein. 

8.1. 

Components of the Orientation 

The PBT/PNG Orientation for New Members is comprised of the following three components. Upon successful completion of these three phases (not necessarily in the order listed below), the new member will be eligible to vote in all Branch meetings.  An Orientation Manual will be given to a new member when they arrive in Madang. 

8.1.1. 

Directors’ Briefings 

The Directors will provide the new member with information pertaining to the Branch organizational structure, group policies, operating procedures, finances, the member’s job, intra/inter-mission relations and public relations, PNG etiquette, and other subjects at the Directors’ discretion. 

8.1.2. 

Pacific Orientation Course 

Successful completion of the POC will give the new member valuable insights into PNG geography, government, thought patterns, cultures, trade language, people, etc. and will give the new member a deeper understanding of cross-cultural communication and the Bible translation ministry. In the case of new members who have done field training other than the POC, or who have field experience, the Director will decide what additional training, if any, the new member must obtain to learn about PNG in particular. The Director’s decision regarding successful completion of this phase will be based on his review of the POC staff’s evaluation and his personal evaluation. 

8.1.3. 

Attendance at a PBT/PNG Meeting as a Non-Voting Observer 

This phase provides an opportunity to observe and learn the proceedings of the PBT/PNG meetings. If a new member is unable to attend sessions of a meeting, the Director will decide whether the limited attendance constitutes sufficient time to complete this phase. The Director shall also decide if a given meeting is sufficient exposure to meet this requirement. If a new member is unable to attend a meeting during his first year of residence in PNG for reasons beyond his control, this phase of the orientation shall be waived. 

8.2. 

Oversight 

The Director will oversee the orientation and will decide if the new member has completed it successfully. After each phase the Director will inform the new member whether he has successfully completed that phase. Failure in one or all of the phases will result in the new member’s being unable to vote until the Director determines that the orientation has been satisfactorily completed. The Director will be responsible for ensuring that expedient action is taken to correct any deficiencies in the new member’s orientation. The new member has the right to appeal the decisions of the Director as they pertain to him in this matter. (This appeal shall be handled according to the Branch’s established appeal procedure.) 

8.3. 

Voting 

Failure to complete this orientation will result only in the member not being able to vote. However, if personal problems are encountered which, in the Director’s opinion, may hinder the development of the new member, these problems will be dealt with in the appropriate manner and will be separate from the orientation process. 

9. 

Continuing Education 

All members can increase their value to PBT (and increase the value of PBT itself) by making plans to continue their education, staying current and improving their academic status. Translators and Literacy teams are especially encouraged to make an appraisal of their interests and/or abilities in one of the following areas: phonology, grammar, literacy, translation or anthropology. Effort should then be made to develop themselves through further training and readings in these areas. Please feel free to consult the Director for guidance or suggestions if you so desire.  Support teams are encouraged to further their education when  it will help them to fulfill their individual jobs within the branch. 

10. 

Births in PNG 

A complex process is required by both PNG and USA laws to properly register the birth of a child of a citizen of the USA. 

It is necessary to follow these procedures exactly to insure that the rights of the newborn child are protected. 

If you are anticipating the birth of a child, you must contact the Administrator of Logistics immediately to make sure plans are laid to complete all of the necessary paperwork. 

The detailed procedures are contained in the documents: 

Procedure for Registration of PNG Births and Obtaining Birth Certificate/Passport. 

and 

Registration of Births in PNG and Passports for PNG-Born Children.