Parent Teacher Organization (FRISB)

FRISB Board Meeting Minutes

FRISB Board of Directors:

ISB Principal – Andrew Gilford

Meeting Minutes

Welcome and Call to Order

Approval of February 13th Meeting Notes: Dominique DeSpain motioned for approval, Sandy Chung seconded,  and the motion was approved by the remaining Board members present.

Principal Update - Mr. Andrew Gilford

            At the most recent staff meeting, Mr. Gilford and teachers discussed how several events over the next 6 weeks will bring both a very busy schedule and a deepened educational experience for ISB.   Students will be engaging in experiences to sharpen their international lens; however, this puts pressure on time in class. Some examples of upcoming student and school day activities include Holi celebration, Science Fair, Civics Week.  These events affect teachers’ schedules, but teachers are also making great things happen for our students: leadership team to build opportunities, teachers creating moments for students to gain a wide breadth of perspectives.  This is exhausting and exhilarating at the same time.

           IB exams are coming up in May for Seniors, and we will need proctors for each test.  Senior parents are not allowed to proctor, so it’s an excellent chance for other HS parents to learn what Seniors will someday be doing for their exams, and we can see the actual tests for this year.

            Mr. Gilford will be asking parents and guardians to participate in this year’s IB evaluations.  This process involves evaluators from the IB Program assessing if ISB is aligning with the IB standards and practices for an IB accredited school.  This evaluation takes place every 5 years. Hearing parents’ perspectives of their students' experience is part of this process. The process has become more reflective over the years, less “ticking the boxes,” which really gives ISB meaningful feedback on our curriculum, methods, and approaches to achieving IB goals.  Ms. Schuff has been an evaluator at other local IB schools for several years, and she has been able to provide great insight and feedback as well to ISB.

Treasurer’s Report - Xiaosheng Wang is not able to attend the meeting so Dominique DeSpain, FRISB President, will deliver the Report provided by the Treasurer.

●      Message from Xiaosheng for FRISB to try to make amendments to budget prior to spending over the budget line item amount

●      Go over Budget vs. Actuals and Accounts to Date reports

●      Cash flow question - Mr. Gilford can go over line items on FRISB budget and identify when throughout the school year the funds for each item are needed to help FRISB with Cash Flow planning.

President New Business - Dominique DeSpain

●      Question for Mr. Gilford - How could the BSD budget deficit affect ISB next year?

○      Short about $10million in the district, our enrollment is steady but they might change the formula for teacher to student ratio to adjust for the deficit.

●      Spring FRISB Social

○      We will invite current parents and next year’s incoming parents as well

○      To be scheduled week of May 5th - 9th

○      Dominique will look for venue

●      Dominique will be revising FRISB Board position descriptions to bring them up to date and submitting them for Board approval at the April meeting

VP for Fundraising - Sandy Chung

●      Planning for distributing appreciation snacks to advisory classes

●      Treats are purchased

●      Mr. Gilford is going to randomly select Advisory - Sandy will distribute treats on Wednesday or Thursday before Spring Break

VP for Community Building - Baya Batamunkueva

●      Update on swag progress - samples of hoodie, hat, sweatpants, tech vest and then selling t-shirts at the MS Social.

●      We need to have a variety of price points for items

●      Can we mix and match on the online store?

●      Baya will email us some estimates and the company that we’re going with

●      Baya will be meeting with Mr. Gilford to select items and sort out color combos

Volunteer Coordinator - Shiva Doreswamy

●      IB Exam Proctoring - sign up is looking really good already

●      Other upcoming volunteer opportunities - MS Spring Social coming up on April 25th

Grad Night Update - No one from the Grad Night Committee attended the meeting.

Board members have several questions for Grad Night Committee:

●      What is the budget for the Grad Night Party:

○      Venue Rental Cost

○      Food Cost

○      Transportation Cost

○      Other Costs

○      Total Cost of Grad Night Event

●      How much has been raised to date

●      Projected funds to be raised by ticket and yard sign sales

●      Upcoming/planned fundraising events

●      Transportation Plan

●      Since the Graduation Ceremony runs from 7 - 9PM, what is the plan to feed students before they go on the bus?

●      If not enough funds are raised, what is Plan B for the Grad Night Event?

Open Forum - nothing was raised during Open Forum

Next FRISB Meeting and Monthly Schedule:

April 3rd, 6 - 7:30 PM - Zoom

May 1st, 6 - 8:00PM - in person - Setting 2025-26 Budget

Upcoming Calendar Dates

April 14^th – Meal for Teachers for Staff Development Day

April 25^th – Volunteer need for MS Spring Social

?          Staff Appreciation Week

Adjournment

FRISB Board Meeting Notes

FRISB Board of Directors:

ISB Principal – Andrew Gilford

Meeting Minutes

Welcome and Call to Order

Approval of January 16th Meeting Notes: Motion raised, seconded and approved

Principal Update - Mr. Andrew Gilford

Thank you to FRISB for all their help to make International Night and Culture Week a success.  The funds collected will be distributed soon to the student clubs.

Soon a group of around 50 10th graders are traveling to DC, as part of the Close Up program in Washington D.C..  For the rest of the students, there will be a civics curriculum focused week, with field trips to the State Capitol, meeting local Senators and Representatives, and lessons in civics and how the government functions. ISB staff has put a lot of work into creating an educational and engaging week for students who will remain at school.

Next week there will be the middle school Science fair.  There will be presentations by grade.

Treasurer’s Report - Xiaosheng Wang

Financial status:

FRISB checking:  As of February 13th :  46,453.40

FRISB Saving:    As of February 13th:    10,018.18

GN Checking:     As of February 13th:    3,739.82

The budget will be adjusted as the expenses are made, reflecting the real budget-expenses.

President New Business - Dominique DeSpain

1.   Student Club and Teacher Grant Requests for Funds:

Approved Grant Requests for Round 2 below:

2.     Next year’s FRISB positions

●      President - Dominique DeSpain

●      Co-VP Fundraising - Sandy Chung

○      Special Appointed Fundraising Director - VACANT

●      Co-VP Community Building/Staff Appreciation - VACANT

●      Treasurer - Xiaosheng Wang

●      Secretary - VACANT

●      Co-Volunteer Coordinator - Maria Calderon

●      Co-Volunteer Coordinator - VACANT

●      Member At Large - VACANT

●      Social Media Coordinator - Niloofar Jafari

 3.     ISB Swag

●      Mr. Gilford would really like to see swag made available to the community this year, possibly by MS Social in late April.

Baya will look into getting some sample items so we can see the quality before we select which items to sell as swag, along with estimated cost, and Dominique will help as she can.

Staff Development Day Meal for February 18th - Baya Batamunkueva - Board approved $1,000.00 for February 18th Staff Meal.  Meal will be sourced from Magnolia Fusion Halal.

Fundraising Appreciation - Sandy Chung - Sandy will put together an estimate for some goodies/snacks and email the Board for approval.

https://docs.google.com/document/d/1PjYsXOi6zErkG1HD8_K14ckozF8mn7AV/edit

Grad Night Update - Grad Night is behind on fundraising, but will be doing more in the next few months.  Jamba Juice is their next fundraising activity in March. They currently have about $3400.00.  They made $100.00 from the See’s Candy event.

Open Forum

Next FRISB Meeting and Monthly Schedule:

March 6th, 6 - 7:30PM - in person

April 3rd, 6 - 7 PM - Zoom

May 1st, 6 - 8:00PM - in person - Setting 2025-26 Budget

Upcoming Calendar Dates

February 18^th – Staff Meal for Staff Development Day

April 14^th – Meal for Teachers for Staff Development Day

April 25^th – Volunteer need for MS Spring Social

?          Staff Appreciation Week

Adjournment

FRISB Board Meeting Notes

FRISB Board of Directors:

ISB Principal – Andrew Gilford

AGENDA

Welcome and Call to Order

Review and Approval of November 14th and December 5th Meeting Minutes

Motion for approval was raised,  second and approved.

Principal Update - Mr. Andrew Gilford

The last week of the semester is called Opportunity week and will be more intense for High School students, as they have finals.  Tuesday is a full day, while Wednesday thru Friday will be half days, with classes done at 11:00AM.

Cultural week will be the next week, short week, 4 days. Wednesday’s performances will include Irish folk dancing and DJ Angelie, a mix of hip hop and South Asian dancing.  Tuesday will hold the Parade of Flags, and the Keynote Speaker is Indigenous American

International night on Friday, fun and chaos, great night, tons of activities.  All Honor Societies will be participating.  So many more activities happening. 

President New Business - Dominique DeSpain

1.              ISB use of Zettle Devices

We have opened a third checking account to help ISB fundraise.  We will be using Zettle devices at International Night, along with the PayPal and Venmo QR codes.  Xiaosheng and Dominique will help sell tickets with Tracy Muilenburg and Cindy Dickerson.

2.         FRISB support during Culture Week/International Night - see above bullet point

3.         Recruitment for next year’s FRISB positions

Maria Calderon volunteered to slide into the Co-Volunteer Coordinator position being vacated by Shiva Doreswamy, as Maria is coming to the end of two years as Secretary.  Baya Batamunkueva announced that she and her family will not be at ISB next year, so that opens up the position of VP - Community Building/Staff Appreciation.  This leaves the Secretary position needing a volunteer.

Traffic and Pedestrian Crosswalk update - Sandy Chung

Sandy will be looking into which organization would be responsible for installing a system for addressing traffic along Blanton St. at the ISB entrance and exits.  This could be the county or the school district. We are identifying which organization would be most effective for sending ISB communication and petitions to.

Treasurer Update - Xiaosheng Wang

More funds for International night will be discussed via email.

Grad Night Update - no one from the Grad Night committee was present at the meeting.

Open Forum - no other issues were raised

Next FRISB Meeting and Monthly Schedule:

February 13th, 6 - 7 PM - in-person RFF student funds

March 6th, 6 - 7:30PM - in person

April 3rd, 6 - 7 PM - Zoom

May 1st, 6 - 7:30PM - in person

Upcoming Calendar Dates

January 17^th – Meal for Teachers for Staff Development Day

January 28^th – 31^st – Volunteers for Cultural Week

January 31^st – International Night

February 18^th – Meal for Teacher for Staff Development Day

April 14^th – Meal for Teacher for Staff Development Day

April 25^th – Volunteer need for MS Spring Social

Adjournment

FRISB Board Meeting Notes

FRISB Board of Directors:

ISB Principal – Andrew Gilford

AGENDA

Welcome and Call to Order

Review and Approval of October 3rd, 2024 meeting notes. Motion was raised, second and approved. November minutes will be emailed to the Board along with December notes for review, prior to the January meeting.

Principal Update - Mr. Andrew Gilford

President New Business - Dominique DeSpain

1.     Amend Budget

The motion to amend the Budget based on the income and the initial balance on the checking account was raised, second and approved.

Based on the surplus in the checking account that FRISB had at the begging of the school of $20,000, the amendments are as follow:

●           To accurately reflect the intended budget of 2024-25, we would set Budget Line 5005 to $5,000 and Budget Line 5505 to $2,000.

●           To move towards the goal of FRISB funds benefiting the students and staff within the year the donations were made, we would increase the following 2024-25 budget lines:

Budget Line 5002 Board Discretionary - from $500 to $2,000

Budget Line 5204 Staff Appreciation - from $3,000 to $8,000

Budget Line 5401 FRISB Grants/RFF - from $10,000 - to $13,500

Vote on December 9th Staff Meal

The decision was made to buy 60 meals for Lunch at Panera with the meal for Soup and Salad. 

The motion was Raised, second and approved

Vote on Teacher Grants and RFFs

The following are the Grants and RFF’s approved in this first round:

Is important to notice that there are few departments that have already a line in our Budget like Science, Wellness Center (snacks)

The following Grants will need further explanation and information to be approved:

In our January meeting we will discuss if there are additional grants that will require to be funded, specially student Clubs. 

Volunteer Opportunities Update - Shiva Doreswamy

The big Volunteering needs will be for cultural week. We are waiting for the needs and what the specific needs are.

Traffic and Pedestrian Crosswalk update - Sandy Chung did not attend the meeting, so we did not have an update.

Treasurer Update - Xiaosheng Wang

As of 12/04/2024  the summary of the accounts balances are:

FRISB Checking:   $61,784

FRISB Savings:     $10,017

GN Checking:        $3,471.

Grad Night Update - No representative from Grad Night attended the meeting.

Open Forum

FRISB Board Meeting Agenda

FRISB Board of Directors:

ISB Principal – Andrew Gilford

AGENDA

Welcome and Call to Order

Review and Approval of October 3rd, 2024 Meeting Minutes.

The minutes will be sent via email to be approved once they are in the FRISB google Drive.

Principal Update - Mr. Andrew Gilford

BSD Cell phone policy focus group

BSD does not have an official Cell Phone use policy for students. What is currently implemented is called Pack it or Park it and is optional for the school / teacher to choose what will work better.  To implement a policy that will be the same for all schools, the district is asking for feedback from parents.  All the parents present in this meeting did fill out cards with the Pros and Cons of restricting or not cellphones to students. 

Questions re: potential strike:

At this moment there is no news if there is going to be a strike or not, what is known is that the teachers’ union and the district will start the mediation process tentatively on November 22^nd, this date can change due to availability of the state mediators.

President New Business - Dominique DeSpain

World Peace Garden Update:

Good news is that there is the possibility of using bond money to buy some things for the garden like picnic tables and plant beds.  There are some restrictions that are vague on how the bond can be used, one is that the thing bought needs to be installed as a whole and not assembled.  This will be discussed with the district to see what can be done.

As part of their CAS program, a group of students want to take the project of maintaining the garden.

Upcoming Staff Appreciation Meal on Monday, Dec. 9th - Board to create plan

The decision is to cater lunch for that Monday and use the existing budget for it.  Motion raised, seconded and approved by majority.

Culture Week Committee

Cultural week will be on the week of  January 28th - 31st

Reach out to Rory Williamson rory_williamson@beaverton.k12.or.us  or Dominique DeSpain frisboard@gmail.com  or Shiva Doreswamy isbvolunteers@gmail.com to learn more or volunteer during Culture Week/International Night

Traffic Safety update

Sandy Chung was able to contact the district employees and discussed with them what has been done, what is up to the district.  She is currently gathering all the information to present a proposal of what will be the best way to advocate for better pedestrian infrastructure.

Grant Requests during Dec meeting; can we change from Zoom to in-person?

The Grant requests will be discussed and analyzed in our next meeting on December 6 and will be in person.  Location TBD.

BEF request for PTOs to donate $60 to feed students during breaks

There is a request to all the PTOs of the District to donate a minimum of $60.00 to the BEF campaign Feed My Body and Feed My Brain, that is set to help families in need from across the district during the 2 weeks of winter break.

Motion for donating $60 to BEF raised, seconded and approved by majority.

How to support ISB students during breaks

The principal recommendation is to contact the school social worker Mr. Robbins and check with him if any extra help is needed.

Budget discussion

Spending our extra

Increasing budget line amounts

Increasing Board Discretionary

Budget changes go through a communication and approval process

The president will be sending the letter that will include the increased proposal of the budget.  This proposal is based on the fact that FRISB started the year with around $20,000 on its account.

The Budget items that will be on the increased proposal are:

Board Discretionary

Staff Appreciation

FRISB Grants

The following lines will need to be modified to be properly reflected on the budget.

Special Projects (Peace Garden $5,000)

IB Diploma Fees.

Once the new budget is voted upon, it will be published on the ISB/FRISB website.

Volunteer Opportunities Update - Shiva Doreswamy

The new system seems to be working well, (Parent Square).  There are some limitations but so far, it’s working.

Treasurer Update - Xiaosheng Wang

Review of current accounts / General Balance Status

Explanation of and request of auditing committee

Board to vote on hiring accountant for tax Filing

Motion to request funds for hiring an accountant has been Raised, Second and Approved. 

Grad Night Update - no committee member present or update provided

Open Forum

For next meeting: 

How much to keep in Savings - what is the “necessary” amount to operate FRISB if we fail our fundraising goals?

How much to carry forward in Checking to cover expenses at the beginning of the year?

What projects, needs, goals do ISB have that we could help fund this year - give Mr. Gilford and teachers time to discuss.

Next FRISB Meeting and Monthly Schedule:

December 5th, 6 - 7 PM - TBD

January 16th, 6 - 7:30 PM - in person

February 13th, 6 - 7 PM - Zoom

March 6th, 6 - 7:30PM - in person

April 3rd, 6 - 7 PM - Zoom

May 1st, 6 - 7:30PM - in person

Upcoming Calendar Dates

December 9^th – Meal for teachers for Staff Development Day

January 17^th – Meal for Teachers for Staff Development Day

January 28^th – 31^st – Volunteers for Cultural Week

January 31^st – International Night

February 18^th – Meal for Teacher for Staff Development Day

April 14^th – Meal for Teacher for Staff Development Day

April 25^th – Volunteer need for MS Spring Social

Adjournment

FRISB BOARD MEETING

ISB Assistant Principal – Kelly Bordwell

FRISB Board of directors:

AGENDA

Welcome and Call of Order 

Review and approve minutes from the last meeting (September 12, 2024) 

Motion raised, seconded and approved by all members present.

PRESIDENT NEW BUSINESS

World Garden Update

Around 15 people came to help on September 28th. The Garden looks very nice. Three out of eight benches have been completed, with the goal of seating 30 - 35 students in the Outdoor Classroom Space.

Upcoming Staff Appreciation Meal on Oct. 11th - Board to create plan

Was decided that we will offer Lunch, Baya Co -VP Community Building, will be asking for quotes to find the best option (yet to decide if we are going to serve breakfast or lunch.)

Culture Week Committee recruitment meeting - Date TBD

Takes a lot of organization and support, with a lot of volunteer opportunities.  Rory Williamson has overseen the idea of putting together a group of parents and community members to start working on Cultural Week.

New VP of Fundraising

Sandy Chung has accepted the position as Co-VP, Fundraising

To proceed with the approval of her nomination, the respective vote will be carried out:

Motion raised, seconded and approved by all members present

Sandy Chung is the new Co-VP, Fundraising

Thank you very much Sandy for accepting this position and helping us out.

Traffic Safety update from Sandy Chung

Director of transportation and other employees of the district have already been working on a project to improve the traffic hazards for pedestrians.  Sandy is waiting for the document and there will be further updates on this issue. 

We have the FB account back!  Instagram is awesome, thank you Niloo for reviving our social medias accounts.

FUNDRAISING UPDATE

The Venmo link has been fixed, and we have raised around $20,000.

After October 15 we might have a better idea of how close we are to reaching our fundraising goal

Dec 3^rd is giving Tuesday; the idea is to make a final request as part of the fundraising.

Important to let people know that many companies match the volunteer hours of their employees.

Venmo QR Code updated on FRISB donation website

Currently raised - $20,173

VOLUNTEER OPPORTUNITIES

MS Social on October 24^th. 

Starts as schools is done, this year will go util 2:30 to 5:000

2-hour commitment, is a very nice

Already in Parent square. 

PRINCIPAL UPDATE - Assistant Principal Ms. Bordwell attending on behalf of ISB

Thank you to all for the constant support, we have amazing kids, working hard the garden looks great.

Middle school and high school clubs will be helping with the garden. 

OPEN FORUM 

From Parents attending the meeting: “Sounds like there are a lot of activities/volunteer needs. I am sure there are parents who would like to get involved but do not know how (me). If you can create a summarized list of needs and volunteer opportunities, that would be helpful.”

ADJOURNMENT

NEXT FRISB MEETING

November 14th, 6 - 7:30 PM - in person at ISB Cafeteria

December 5th, 6 - 7 PM - Zoom  

January 16th, 6 - 7:30 PM - in person 

February 13th, 6 - 7 PM - Zoom 

March 6th, 6 - 7:30PM - in person 

April 3rd, 6 - 7 PM - Zoom 

CALENDAR DATES: 

October 11^th – Meal for teachers for Staff Development Day 

October 24^th – Volunteers needed for MS Harvest Social 

December 9^th – Meal for teachers for Staff Development Day 

January 17^th – Meal for Teachers for Staff Development Day 

January 28^th – 31^st – Volunteers for Cultural Week 

January 31^st – International Night 

February 18^th – Meal for Teacher for Staff Development Day 

April 14^th – Meal for Teacher for Staff Development Day 

April 25^th – Volunteer need for MS Spring Social 

FRISB BOARD MEETING

ISB Principal – Andrew Gilford

AGENDA

Welcome and Call of Order 

Review and approve minutes from the last meeting (August 22nd) 

Minutes of the August 22nd meeting were approved.

PRESIDENT NEW BUSINESS 

Motion to buy a money box for FRISB. 

Motion raised and approved by all members present.

Back to School Night

Acknowledging the hard work of Baya taking care of the logistics for Back to School Night.   

General about the day:

There was quite a bit of pizza left over and next year we might have to order less (20 Costco pizzas cut into 16 pieces).

The rest of the leftover snacks were delivered to the school to be distributed by the Wellness Center.

The teacher's “supplies wish” apple tree was a great idea; can we consider another round at International night during Culture Week?

Dominique DeSpain needs to write a thank you note to Student Counsel students for their support and work during Back to School Night.

Feedback re: Back to School Night from the community:

It would be better to hold it on Friday. 

Long commutes in between classes for students, especially  for students that have to walk to and from the portables.

It’s good to have it so early in the year as it lets families meet the teachers and experience what will be the rest of the year.  

Enjoy having the department tables and have the opportunity to talk to teachers and see the curriculum of each subject.   

Vote to release funds for Courtyard $5,000. 

Motion raised and approved. 

Vote to release funds for MS Socials $1,000 

Tracy Muilenburg has requested the MS Socials funds to be released in the full budget amount at the beginning of the year so she can plan and purchase the supplies as needed.  She will be updating the Board with what she purchases throughout the year.  She might request additional funds in the form of a grant for the 8th Grade Dance.  The blow-up obstacle course for the MS Socials is quite expensive but really enjoyed by the students.

Motion raised and approved by all the members present.  

ParentSquare Communication plan to coordinate FRISB fundraising, Volunteer requests, and Grad Night posts 

FRISB requests a meeting with Admin to plan how and when communication will be carried out in Parent Square since it is the tool that will be used even to request volunteers, FRIBS information, Grad night, etc… 

It is important to be aware of avoiding excess information, especially if we add the  Grad Night (event only for seniors) fundraising events.  

Parents will need to understand more about how Parent Square works, and the district is working on sending communications about it.

The FRISB volunteer email has been reset and is ready.  FRISB will start to use it.  

As a Reminder please “Reply to All” when voting through email, as is required by FRISB Bylaws.

FUNDRAISING UPDATE

Fall fundraising event started on September 10th and will last until October 31st. 

The fall fundraiser is the only main fundraiser done by FRISB.  Although donations are welcome all year long especially at Giving Tuesday in November, it is known that many companies match the donations with an extra percentage.

Benevity takes some time to transfer the money to the FRISB account, creating a big time gap before the money is available to access.

Venmo QR code will be fixed for upcoming flyers.  We are looking into solving the tech issue as it is not working while it's used in a smartphone. Although it works through the website.  

Cash and checks are the best option as they don’t incur any additional fees. But we know how important it is to provide the community with different ways to make payments.

Sandy Chung will be helping FRISB with the follow up with the fundraising communication and will be helping send the Tax donation recipes.

TREASURER UPDATE

Back to School Night raised $425,  expense $478 the line 5305 on budget  for $1,000.  

The idea of having a picnic at Back to School night is to give the opportunity to the community to get together, meet each other, and to get familiar with the school.

So far we have spent $1,459.00 of the $41,800 expenditure on the Budget.

Revenue on Budget is: $33,000 from fall fundraising plus $10,000 corporate matching; $1,000 for Corporate Donations and  miscellaneous income of $2,000.  Grand total Revenue of Budget is $46,500.  

The bank accounts look very healthy, with a Balance of $27,443.61 in the checking account, $2,297 in the Grad Night Checking account and $10,016 in the Savings account. 

We will start to see more movement as the amount from donations will be deposited on the account and we start providing the funds to the school. 

GRAD NIGHT UPDATE

Grad Night Committee Is a group of senior’s parents organizing the grad night that is held the same day of the senior’s graduation ceremony, and it’s about a celebration that takes place in a secret place (secret for the students).  There will be someone from the Grad Night Community joining us and giving updates. 

PRINCIPAL UPDATE

Dominique DeSpain and Jason Robey (part of FRISB community) alongside Andrew Gilford (ISB principal) have built the benches that will serve to create the classroom space seating and give more utility to the courtyard.  In addition to the benches, there will be planters all around. 

On September 24th, the 9th graders will have their retreat, that is one day of community building and fun games.  

ISB now has a new Cardio room, cardio and weight room: before they were located in separate spaces, making it difficult for PE classes held together.

ISB has less space than it needs, and many teachers share space while in their prep time.  So that is why ISB is always looking for ways to improve space for teachers and students.  A and B halls now have new flooring.

ISB admin encourages parents to speak to teachers, especially in high school as it has a sophisticated grading system that covers many criteria.  The difference you might see this year is that Grading books are open from the beginning, whereas before it was only open just before grading days.  Parent view is the best way of looking at grades and daily assignments grading. 

Canvas will have the day to day information for each class, and it’s recommended that parents use their students’ Canvas portal because it has more information than the Parents’ portal.

Cell phone policy is going really well.  There is consensus that this is working at the district level. It is worth noting that at ISB the excessive use of phones has not been an issue. Even so, a change is noticeable. 

One of the recurring concerns is how dangerous the intersections of ISB at SW Blanton Street are, as they have very poor signage.  Traffic does not respect the speed limit (including ISB parents), and it is really dangerous for students trying to cross the street, particularly at SW 178th avenue. 

FOR NEXT MEETING

Budget in the Website.  

NEXT FRISB MEETING

 Adjournment 

CALENDAR DATES

FRISB BOARD MEETING

AGENDA

Selecting a monthly meeting day and time:

Start as soon as September 5th using Back to School Night to launch the fundraising.

Article I.  Name/Purpose

Section 1 – Name: The name of this nonprofit Corporation shall be the Friends of the International School of Beaverton (FRISB or Friends of ISB).

Section 2 – Purpose: The Friends of the International School of Beaverton is organized exclusively for charitable, scientific and education purposes as stated in the Articles of Incorporation.

Article II. Mission

To inspire, inform and support an internationally centered education at the International School of Beaverton in the Beaverton School District. This mission may be expressed, and is not limited to:

a) Fundraising and resource development to support the ISB, its projects and programs, and the projects and programs of its students;

b)  Enhancing of the school’s basic curriculum through volunteerism in the school and student enrichment programs in cooperation with the school’s administration and staff;

c) Modeling the positive skills and behaviors that contribute to a balance of environmental, social, and economic responsibilities in the school, the community and the larger world.

Article III. Membership 

Section 1 – Eligibility: Membership open to all parents, guardians, teachers, and staff associated with the ISB Program.

Section 2 – Conditions:

a) Membership begins upon the acceptance of a parent or guardian’s student into the school or through the acceptance of an offer to teach or to assume a staff position.

b)  Membership eligibility may be verified against student and employment rosters maintained by the school.

c) Membership is terminated upon a student’s graduation, transfer or withdrawal, or the transfer, retirement or resignation of a teacher or staff member.

Section 3 – Fees: There are no fees or dues as a requirement of membership. The Friends of the International School of Beaverton is open to anyone meeting the conditions as defined.

Section 4 – Voting: Each member is entitled to one vote.

Section 5 – Code of Ethics:

a)  Members are committed to conducting themselves in a manner befitting the

Friends of ISB, the International School of Beaverton, and the Beaverton School District, and in accordance with any policies adopted by the Board of Directors.

b) No member may represent or speak on behalf of FRISB unless expressly permitted by the Board of Directors or these Bylaws.

Section 6 – Conflicts of Interest:

a) In the event that any Member has a conflict of interest that might properly limit such Member’s fair and impartial participation in Board deliberations or decisions, such Member shall inform the Board as to the circumstances of such conflict. If those circumstances require the nonparticipation of the affected Member, the Board may nonetheless request from the Member any appropriate non-confidential information that might inform its decisions.

b)  "Conflict of interest," as referred to herein, shall include but shall not be limited to, any transaction by or with the Corporation in which a Member has a direct or indirect personal interest, or any transaction in which a Member is unable to exercise impartial judgment or otherwise act in the best interests of FRISB.

c) No Member shall cast a vote, nor take part in the final deliberation in any matter in which he or she, members of his or her immediate family or any organization to which such Member has allegiance, has a personal interest that may be seen as competing with the interest of the Corporation. Any Member who believes he or she may have such a conflict of interest shall so notify the Board prior to deliberation on the matter in question, and the Board shall make the final determination as to whether any Member has a conflict of interest in any matter.

d)  The minutes of the Board meeting shall reflect disclosure of any conflict of interest and the disqualification of the interested Member’s vote.

e) Should any Member become aware of a potential or actual conflict of interest involving a fellow Member that has not been disclosed, he or she shall ask the fellow Member to disclose the conflict, and if the fellow Member does not do so, shall bring the matter to the attention of the Board of Directors.

Article IV. BOARD OF DIRECTORS

Section 1 – Powers: There shall be a Governing Board responsible for the overall policy and direction of the Friends of ISB, which shall supervise and control the business, property, and affairs of the Corporation, except as otherwise expressly provided by law, the Articles of Incorporation, or these Bylaws.

Section 2 – Number and Qualifications: The Board shall be composed of no less than seven (7) and no more than nineteen (19) elected individuals drawn from the membership. In addition, there shall be no more than four (4) appointed or ex- officio seats. All Directors are required to be members of the Friends of ISB at the time of their election. All Directors must remain as members in good standing of the Corporation for the duration.

Section 3 – Composition:

a) Elected Directors (Officers): The elected Board will consist of President, 1st Vice President, 2nd Vice President, Secretary, Treasurer, 1st Volunteer Coordinator, 2nd Volunteer Coordinator, and the Member-at-Large.

The Officers will have the sole responsibility for the management of the business of Friends of ISB. In the management and control of the property, business, and affairs of FRISB, the officers are vested with all the powers possessed by FRISB itself, so far as this delegation of power is not inconsistent with the Oregon Nonprofit Corporation Act, The Articles of Incorporation, or these Bylaws. Each officer is expected to attend all meetings of FRISB and participate in all discussions and votes. No one person may hold more than one office.

b)  Ex-Officio Directors: The Principal and Vice Principal(s) of ISB shall be considered ex-officio members of the Board. The Student Council of ISB is invited to select two representatives, one from each program level (MYP and Diploma Program) to sit as ex-officio members at each meeting. Ex-officio members will have no voting rights at Board meetings but serve in an advisory capacity and have full ability to enter into the discussions.

c) Special Appointed Director: At the discretion of the Board of Directors, one (1) individual may be appointed to a voting seat on the Board for a one (1) year term.

Section 4 – Election: The officers shall be elected by a majority vote of the membership present at the meeting of the election. The election of officers will generally occur at the regular FRISB General Meeting in May of each year. Such election will occur by secret written ballot unless, by unanimous consent of the membership, the president dispenses with written ballots for such election and does a hand count.

Section 5 – Term of Office: All elected Board Members shall serve for a term of one (1) year, but are eligible for re-election for up to five (5) consecutive years. Officers, with the exception of the Treasurer, shall assume their official duties at the close of the last membership meeting in June and shall serve for a term continuing  until the regular meeting of the membership in May of the following year and the election of their successors. The Treasurer shall assume his or her duties on July 1, and shall serve until June 30 of the following year.

Section 6 - Board Vacancies:

a) Vacancies: The remaining members of the Board of Directors shall appoint new members to fill vacancies for the remainder of the term by a simple vote of the majority.

b)  Resignation: Any Director may resign at any time by giving written notice to the Board President. Such resignation shall take effect at the time specified within the notice, or, if no time is specified, at the time of acceptance of the resignation is made by the President. Should the Board President resign, they shall submit their resignation to the 1st Vice President.

c) Absences: Any Director may be removed for excessive absences from Board meetings and Board work as determined by an unexcused absence from three

(3) consecutive Board meetings or work sessions.

d)  Removal: Any Director may be removed from such office, with or without cause, by a majority vote of the voting members of the Corporation at any regular or special meeting of the members called expressly for that purpose. In addition,   the Board of Directors may declare vacant the office of any Director who fails or ceases to meet any required qualification that was in effect at the beginning of that Director’s current term of office.

Article V. DUTIES OF BOARD OF DIRECTORS

Section 1 – Responsibilities: All Directors of FRISB shall:

a) Perform the duties prescribed in the Bylaws and any additional duties which may be identified by the Board; and

b)  Attend all scheduled and announced special meetings of the Board and General Membership. It is the responsibility of each member of the Board, who cannot attend, to provide prior notice to the Board of their absence.

c) Board members shall deliver to their successors all papers, files, and records pertaining to their duties and responsibilities at the final and joint meeting of the old and new Boards at the end of a school year in June.

d)  Ensure that a budget is prepared according to the budgeting policies established earlier in the year and in accordance with the financial practices laid down in these Bylaws.

Section 2 – President:

a) Shall convene and preside over all meetings of the membership and Board and create and distribute the agenda for the meetings.

b) The President shall be the official representative of the Friends of ISB, and shall act on behalf of FRISB in connection with the Administration of the School.

b) The President shall coordinate with various committees appointed by the Board.

Section 3 – Vice-Presidents:

a) The 1st Vice-President shall support the work of the President and fulfill the duties of the President in the President’s absence.

b) The 1st  Vice-President shall lead fundraising efforts.

c) The 1st Vice-President shall perform such other duties as may be assigned by the Board of Directors.

d) The 2nd Vice-President shall coordinate community building and community service projects for the general membership.

e) The 2nd Vice-President shall perform such other duties as may be assigned by the Board of Directors.

Section 4 – Secretary:

a) The Secretary shall be responsible for keeping accurate records of Corporate actions, including overseeing the taking of minutes at all general and Board meetings, sending out meeting announcements, distributing copies of minutes to each Board member, and assuring that corporate records are maintained, and such other duties as may be assigned by the Board President.

b)  The Secretary shall supervise and coordinate the writing and publication of any newsletters of FRISB (hard copy or electronic).

c) The Secretary shall ensure that a reference copy of these Bylaws, minutes from previous meetings of the Board, and a list of all committees, their responsibilities and committee minutes be kept on file.

d) The Secretary will ask ISB’s web master to post minutes from each meeting, the current budget and the current revision of the Bylaws to the FRISB webpage in a timely manner.

Section 5 – Treasurer:

a) The Treasurer shall be responsible for, oversee and carryout all financial transactions and duties involving the Friends of ISB, and make a report concerning the Corporation’s fiscal condition at each meeting of the Board and General Membership.

b) The Treasurer is responsible for ensuring that the Board of the Friends of ISB files annual reports to the IRS, the State of Oregon and other governmental bodies as required by law.

c) The Treasurer shall monitor, update and correct errors in online reports (e.g. GuideStar, corporate giving organizations) concerning the charitable activities of the corporation when necessary.

d) The Treasurer will keep copies of all financial records back to the original date of incorporation of FRISB. The Treasurer will keep a copy of the current budget on file for reference at FRISB meetings and provide it whenever a copy is requested. The Treasurer will make sure that all financial records are secured and that the current fiscal year’s budget is posted on the FRISB web page.

Section 6 – Volunteer Coordinators: Two (2) Volunteer Coordinators shall facilitate member and community involvement in the International School of Beaverton.

Their duties are to be divided and will include but not be limited to:

a)  Organize and manage the volunteer identification system,

b) Organize and manage the tracking of volunteer hours of participation,

c) Help members find volunteer opportunities to support ISB,

d) Assist staff and committees in the assignment of volunteers where needed,

e)  Work with the Board and its committees to ensure appropriate acknowledgments are forwarded to volunteers and donors to the Friends of ISB.

Section 7 - Member-at-Large: The duties will include but not be limited to:

a)  Produce the ISB school directory (hard copy and digital copy),

b)  Provide additional support to the Board as needed.

Article VI. COMMITTEES

Section 1 – Committee Formation: The Board may, by a resolution adopted by a majority of the Directors in office, create and appoint any committees, workgroups or taskforces that facilitate the work of the Board as needed. The Board President appoints all committee chairs who shall be members of FRISB. No committee shall have the authority to amend or repeal these Bylaws, elect or remove any officer or Director, adopt a plan of merger, or authorize the voluntary dissolution of the Corporation.

Section 2 – Term of Office: Each member of a committee shall serve for a minimum of one year or until a successor is appointed, unless the committee is sooner dissolved or otherwise defined to have shorter terms.

Section 3 – Vacancies: The Board, together with the committee chair, may fill vacancies in the membership of committees.

Section 4 – Rules: Each committee and task force may adopt rules for its meetings not inconsistent with these Bylaws or with any rules adopted by the Board of Directors.

Article VII. MEETINGS

 Section 1 - Types of meetings: Three types of meetings by the Membership and the Board are permitted by these Bylaws: regular, annual and special.

a) Regular meetings:

i)  Regular meetings of the General Members shall be held no more than once per month, at a time and place designated by the Board.

ii)  Regular meetings for the Board of the Directors shall be held monthly at such a time, day and place as shall be determined by the Board of Directors.

iii) Any member in good standing may be present as an observer at any regular Board Meeting. At the President’s discretion, an open forum period may be added to the agenda to take comments from the broader membership.

b)  Annual meetings: An Annual Meeting of the Members shall take place in the month of May, at a time and place designated by the Board. At the Annual Meeting the Members shall elect Directors.

c) Special meetings:

i)  Special meetings of the General Members may be called by the Board, or by a petition signed by five percent (5%) of the General Membership.

ii)  Special meetings of the Board may be called at the direction of the President or by a majority of the voting Directors then in office.

Section 2 – Rescheduling: Regular meetings of the General Members may be rescheduled as necessary, with not less than five (5) days prior notice to the announced date of the membership meeting.

Section 3 – Notice of meetings:

a) Notice of each regular meeting shall be given to each voting member electronically by school calendar, school website, and/or by school newsletter, not less than ten (10) days prior to the meeting.

b)  Notice of special meetings of the Board or General Membership shall be given at least two (2) days prior to the meeting. The purpose for which a special meeting is called shall be stated in all notices.

Section 4 – Quorum:

a) The total number of Members in attendance at a meeting of the General Membership shall be considered quorum.

b)  A 2/3 majority of the Board shall constitute a quorum for the transaction of business at any meeting of the Board of Directors.

Section 5 – Voting:

a)  At both general meetings of the membership and meetings of the Board of Directors all issues to be voted on shall be decided by a simple majority of quorum, except in the case of alterations to these Bylaws and the Articles of Incorporation where a 2/3 majority must pass a motion.

b) All voting of the board will occur at meetings held in person except where:

i)  Unanimous Electronic Consent in Lieu of a Meeting: The Board may take action without a meeting if consent to the action is given by all of the Directors through email.

ii) Telephone Meeting: Any one or more Directors may participate in a meeting of the Board of Directors by means of a conference telephone or similar telecommunications device, which allows all persons participating in the meeting to hear each other. Participation by telephone shall be equivalent to presence in person at the meeting for purposes of determining if a quorum is present.

Section 6 – Governance: The rules of procedure for meetings of the Friends of ISB, as to matters not expressly governed by these Bylaws or the Articles of Incorporation, shall be those prescribed in Robert’s Rules of Order, Revised.

Article VIII. ACCOUNTING, ANNUAL BUDGET SPENDING AUTHORITY

Section 1 – Accounting Standard: The generally accepted standard expressed in documents and policies of the Financial Accounting Standards Board (FASB), Generally Accepted Accounting Procedures (GAAP), the IRS, and the Oregon Attorney General’s Office shall be followed.

Section 2 – Annual reports: Reports are required to be developed and submitted to the Board and Membership at the Annual Meeting showing income, expenditures, and pending income.

Section 3 – Records Inspection: The financial records of the CORPORATION are public information and shall be made available to the Membership, Board members,  and the public upon reasonable notice, defined here as five 5) business days.

Section 4 – Fiscal Year: The fiscal year shall be July 1 to June 30.

Section 5 – Security of Deposits: All funds of the Friends of ISB are to be placed into insured deposit accounts in either a bank or savings and loan institution as directed by the Board. The Board may in the future decide to adopt a policy concerning the investment of Corporation funds. However, these investment policies should seek to maintain the security of funds invested.

Section 6 – Budget Development Amendment: The Board, in whole or through committee, shall develop and approve an annual budget each year. The budget will be approved in a timely manner so as to start the next fiscal year with an approved budget. The Board shall take input from the general membership to the budget process.

The FRISB Budget may be amended by the members at any regular meeting or at any special meeting called for that purpose, provided that a written proposal for any such amendment is presented to the Board no later than 21 days prior to the next regular meeting. Written notice of this budget amendment must be given to the members at least ten (10) days prior to any meeting at which members will be asked to consider and vote on the amendment. Request for Budget increases made at any regular meeting, will follow this procedure as well, and be voted on at the next regularly or specially scheduled meeting.

Section 7 – Cash Handling:

a)  The Board of the Friends of ISB shall maintain a policy concerning the handling and management of cash and gifts in accordance with Section 1 above.

b) Accounts Receivable: Receipt of all gifts, contributions and cash shall be recorded in an electronic recording system. A receipt will be sent to the donor at their request. Two people will be present to count and verify cash receipts.

c) Accounts Payable: Claims for reimbursement of expenses must use the reimbursement process, with the submission of a claim form with attached receipts and explanations of expenses. Any claim exceeding the budgeted amount must be presented at the next board meeting for approval prior to any funds being disbursed.

d) Compensation: No member of the Corporation shall receive compensation or inurnment for service to the organization except as identified by the approved budget.

e)  Payments and Withdrawals: All checks drawn on any of FRISB’s accounts shall be signed by at least one Director with signatory authority. At least three, but no more than four, Directors will be authorized to sign on FRISB’s checking and savings accounts.

f) Spending Limits:

i) Members will not receive reimbursement beyond the budgeted expenses; unless approved in advance by the General Membership.

ii) Non-budgeted expenditures must be voted on by the General Membership as an amendment to the budget. Funds from the Board’s Discretionary Fund may be used to cover overages by a simple majority vote.

iii) No Board member requesting a reimbursement will be permitted to sign the check for that reimbursement or to sign as the “Approved” signer on the reimbursement request form.

Section 8 – Audit:

a)  Monthly Audit: Each month the Treasurer shall present all transactions from the month to a committee made up of 2 Officers and one General Member for verification.

b) Annual Audit:

i) An Audit Committee designated by the Board shall examine the accounts of FRISB at the end of each fiscal year.

ii) The Audit Committee will be coordinated by the Treasurer and will include the current Treasurer, the incoming Treasurer, one additional Officer, and at least one General Member that is not a director and has accounting experience.

iii) Satisfied that the Treasurer’s report is correct, the Audit Committee shall sign a statement to that effect at the end of the report. The Treasurer will present the report at the first general meeting in September so that its completion may be recorded in the meeting minutes. The report will become part of the FRISB records.

Article IX. INDEMNIFICATION

Section 1 – Unless otherwise prohibited by law, the Friends of ISB shall indemnify, to the extent of insurance coverage, any Director or officer or any former Director or officer, and may by resolution of the Board of Directors indemnify any employee, against any and all expenses and liabilities incurred by him or her in connection with any claim, action, suit, or proceeding to which he or she is made a party by reason of being a Director, officer, or employee, if he or she acted in good faith and in a manner he or she reasonably believed to be in the best interests of the Corporation and, in the case of a criminal proceeding, had no reasonable cause to believe their conduct was unlawful.

Section 2 – Amounts paid in indemnification of expenses and liabilities may include, but shall not be limited to, counsel fees and other fees; costs and disbursements; and judgments, fines, and penalties against, and amounts paid in settlement by, such Director, officer, or employee. The Corporation may advance expenses or, where appropriate, may itself undertake the defense of any Director, officer, or employee. However, such Director, officer, or employee shall repay such expenses if it should be ultimately determined that he or she is not entitled to indemnification under the Article.

Section 3 – The Board of Directors shall also authorize the purchase of insurance on behalf of any Director, officer, employee, or other agent against any liability incurred by him that arises out of such person's status as a Director, officer, employee, or agent, whether or not the Corporation would have the power to indemnify the person against that liability under law.

Article X. AMENDMENTS

These Bylaws may be amended at any meeting of the General Membership by a two-thirds (2/3) majority of those members present and voting at such meeting, provided there has been at least a 21-day prior notice given of the proposed amendments to all members of   the Friends of ISB. Notice will be made electronically either through the school website, by email, by notice in the prior month’s meeting and noted in the minutes on the school website, and/or listed in the school newsletter.

Article XI. DISSOLUTION

In the event that the Friends of ISB is dissolved, all of its assets shall be distributed in accordance with the provisions articulated in the Corporation’s Corporate Articles of Incorporation.

These Bylaws were amended and restated by the members of Friends of ISB Parent Teacher Organization on November 5, 2008.

Approved November 7, 2008

These Bylaws were amended and restated by the members of Friends of ISB Parent Teacher Organization on January 15, 2015.

Approved February 9, 2015

These Bylaws were amended and restated by the members of Friends of ISB Parent Teacher Organization on April 9, 2018.

To Be Approved May 14, 2018

FRISB Articles of Incorporation

Introduction

This document sets forth the procedures for requesting expense reimbursements or for check advancements.

Prior to incurring expense for a budget line item, the committee chairperson of the event will present an overview of the event budget to the FRISB Board. The Board can provide guidance on how much is budgeted for each event or for each budgeted line item. The most recent approved budget can be found on FRISB’s webpage. Contact information for the current year Board members can also be found on FRISB’s webpage.

All service contracts must be pre-approved by the FRISB Board. The Board will need to see that the cost is comparable to other vendors. Contact the FRISB Board President to request to be on the FRISB agenda for the next meeting. FRISB has the responsibility to spend funds wisely and within the IRS guidelines for a 501(c)3.

Prior to paying expenses, the FRISB Treasurer will verify that the expenditure along with all cumulative expenses (for that fiscal year as of request date) does not exceed the budget for that line item. If the expenses exceed the budget and a revised budget is needed, the Treasurer will assist in bringing this issue to the FRISB Board (at the next scheduled Board Meeting) and to the General Members (at the next scheduled General Meeting) for consideration and approval. If the budget revision is approved, the expense will be paid, however, if not approved the Treasurer will communicate that decision to the requestor and will determine if another alternative is available.

FRISB Check Request Form

For IRS purposes, all expense reimbursement requests must be accompanied by a completed and signed FRISB Check Request Form and appropriate supporting documentation (i.e. copies of receipts showing the amounts paid or an invoice).

Advanced Payment

If an advanced check is needed on the day of an event to pay an entertainer or to pay for goods or services, the FRISB Check Request Form should be completed and signed with supporting documentation. In this case supporting documentation may be a copy of an email between the parties agreeing to the amount, a bid form, etc. Upon delivering the check, the requestor must obtain a receipt or the vendor’s signature on the FRISB Check Request Form. The Treasurer will coordinate with the requestor to obtain these documents. For any questions on supporting documentation specific to your advance check request, please email the FRISB Treasurer. The current Treasurer’s email address can be found on FRISB’s webpage at the link provided above.

Requests must be approved in writing:

• The person requesting the reimbursement must sign the FRISB Check Request Form.
• The expense must be approved by the appropriate FRISB Board Member or the school Administrator. For example:
• Expenses which relate to school socials should be approved by the Volunteer Coordinator.
• Expenses which are being requested by the school’s staff (such as reimbursements for intern lunches or staff appreciation) must be approved by the Principal or the Assistant Principal in his/her absence.
• When a physical signature cannot be obtained prior to submitting the FRISB Check Request Form, an email with the person’s approval must be forwarded to the Treasurer. The Treasurer will work with this approving individual to obtain his/her physical signature at a later date.

Other Considerations

• Please provide the address or location of where the check should be mailed or delivered.
• Please indicate if a check is needed by a specific date. If this is the case, you may also email the Treasurer to expedite the process and to ensure that you check is received by the request date.
• Completed FRISB Check Request Forms should be placed in the Treasurer’s inbox in the school’s production room or the form can be given to the school’s administrative personnel to place in the Treasurer’s inbox.
• Checks in excess of $200 require a second signature. The Treasurer will work with the secondary check signers to obtain their signature and to deliver your check in an expedited manner.
• The Treasurer will check the designated inbox periodically. However, if the reimbursement is needed immediately, the completed form with supporting documentation can be scanned and emailed to the Treasurer.

If there are any questions, please email the FRISB Treasurer.

FRISB Check Request Form