Parent Teacher Organization (FRISB)

Friends of the International School of Beaverton (FRISB) – Notes from Meeting on Wednesday, April 26, 2023

Board Members present:

„  President – Barbara Simon-Evrenosoglu

„  Secretary – Alexandra Yau

„  Treasurer – Lai McClure

„  VP, Community Building – Bing Theobald

„  Co-VP, Fundraising – Aysegul Jezewski

„  Co-VP, Fundraising – Alison Anderson

„  Co-Volunteer Coordinator – Shiva Doreswamy

„  Co-Volunteer Coordinator – Andrea Martinelli

Also present:

„  ISB Principal: Andrew Gilford

„  Parent: Maria Calderon

„  Parent: Nabil Badereddine

Treasurer update:

„  Overbudget expense for science department: $70 approved by board, seconded by Barbara Simon-Evrenosoglu and Bing Theobald

„  $1,300 Harvard Grant paid to ISB to use to fix the courtyard. Need to be cleaned up and will plant after that.

„  Budget for portable furniture: the school might have enough money to buy the furniture but asked if FRISB would help to furnish and pay difference if needed. With the staff increase this year, they lost office space, classroom space, and after the people in the portable moved to a different BSD building, they got authorization to use the portable, but it was empty. The space is divided into 3: conference room, tech repair room, and staff lounge. Because classrooms are shared and always in use, teachers don’t have a place to do pre-work. This portable will allow them to have space to do it. Currently it has a conference table and 9 chairs but needs more furniture. Andrea and Alexandra will go shopping, make a budget, once approved, will order it for delivery. They will use student artwork to decorate the room. Alison offered to paint the walls.

Secretary Update:

Incoming Family Event: June 15 from 6:00 AM to 8:00 PM. After Principal and FRISB president presentation, families tour the school on their own with a provided map. There will be volunteers along the way to answer questions and make sure nothing gets disturbed. In the Gym we will have posters board displaying more information about yearly ISB activities, as well as FRISB table, Spirit Wear / Yearbook table, Staff Appreciation Committee table, volunteer table sign up, Spirit wear, food, Culture Week table to recruit. All board members will be there. Possible raffle with 2 Spirit Wear apparel to win.

Spirit Wear fundraising (Lai and Alexandra): no stock left, use Big Frog but considering Hometown Apparel used by BSD or My T Print in Forest Grove. Will have a set for display. School will store Spirit Wear.

Logo for FRISB & Banners (FRISB, Staff Appreciation, Grad Night, Red Envelop): Naomie will work with Aysegul and Alexandra.

FRISB Calendar proposal: Will be created for next year by the secretary.

 

Volunteer Update:

Has being very hard to get volunteers to help with IB exams, school events in general.

Reasons: change of work schedule, Covid vaccine requirement, but also because of Covid a lot of people did not volunteer for the past 2 years and consequently they have been removed from the system.

VP Community Event Update:

Once every quarter, FRISB will organize a happy hour for the ISB families. Most central place will be Cedar Hills. FRISB don’t pay for space but will pay for soft drinks and appetizers.

Next School Community Happy Hour: Wednesday, May 17^th at 5:30 PM at McMennamins Cedar Hill.

Culture Week: Need to recruit a committee. Rory from ISB Staff will be at the Incoming Families Event to recruit.

Teacher appreciation week and Staff Development Day: Need to recruit parents for next year.

Staff and Teacher appreciation week (May 1^st to 5^th): too late to have parents sign up for it so the board members will take it on this year: Staff Appreciation Lunch:  64 people to feed - 3 Lunches 10:30 AM/11:15 AM/12:00 PM

-       Tuesday May 2nd: Bread and drink (Barbara), Filipino main dish (Lai) pastries (Alexandra and Nabil)

-       Friday May 5th: Drinks (Andrea), Tacos main dish (Allison & Aysegul), Salad (Maria), Dessert (Bing)

Next Breakfast for Staff Development Day will be on May 26^th.

Principal update:

Plea from the Principal to the parents – “make sure to keep an eye on your kid’s phone usage as we are having more than usual MS drama as well as sleepy students. HS not so much.”

Outdoor School went great, great set up. Andrew and Kelly spent 1 night there. Students came back exhausted from all the fun activities. Random combination of students for activities, lunches, dorms which helped them make new connections. Photos available on Instagram and Facebook

MS Social Event: was a success.

Upcoming events:  

-       April 28^th Turkiye Fundraiser Dinner.

-       May 3^rd to 19^th: IB exams (only for ISB students)

-       May 5^th: 9^th grade retreat on

-       May 16^th: 10^th grade MYP celebration night

-       May 18^th; 10^th grade retreat at Pinball Museum during school time.

Next Year Students attendance:

-       8^th graders are staying for High School! Unusual as in the past about 80/90 – 8^th graders would stay and about 30/35 new students would be admitted. This year, about 125 – 8^th graders are staying, so only 10/11 new students were admitted.

-       Juniors & Seniors are usually around 80-90 to stay but now 102 juniors and 104 seniors will be staying for next school year. Consequently, they were only able to admit 2 for 10^th grade and zero for 11^th grade.

ISB will have a few extra staff for the next school year. However, the facility is reaching its maximum capacity so they will probably have to accept fewer 6^th graders in next school year’s lottery.

Board Positions:

New board members will be voted on at the next meeting in June.

As of today, possible candidates for the following positions are:

Secretary: Maria Calderon

Treasurer: Alexandra Yau

Member-At-Large: Nabil Badereddine

Audit: Lai McClure

Possible positions available:

Co-chair VP Community Event

Co-chair VP Fundraising

Next Board meeting schedule:

Wednesday June 14 *Considered our annual meeting where we will vote on next year’s budget & Board.

July - summer meeting date TBD

 

Questions? frisboard@gmail.com

 

Friends of the International School of Beaverton (FRISB) – Notes from Meeting on Wednesday, March 15, 2023

Board Members present:

„  President – Barbara Simon-Evrenosoglu

„  Secretary – Alexandra Yau

„  Treasurer – Lai McClure

„  Co-VP, Community Building – Bing Theobald

„  Co-VP, Fundraising – Aysegul Jezewski

„  Co-VP, Fundraising – Alison Anderson

„  Co-Volunteer Coordinator – Shiva Doreswamy

Also present:

„  ISB Principal: Andrew Gilford

„  ISB Community Services: Rory Williamson

„  ISB Grad Night Committee Leader: Aimee Cessna

Grad Night Leader update:

Organizing a Grad Night party to celebrate the seniors’ accomplishment. This party is a safe and sober activity that take place just after graduation. Have raised about $10,000 so far and will be raising more in the next few months. Work closely with Kelly and Andrew to come up with some fundraising activities, specifically for the seniors’ classes and maybe one larger fundraiser for the all school. To run a Grad Night party, based on previous years examples, it somewhere between $13,000 and $17,000. Grad Night table at International Night raised successfully $300. Senior parents will soon receive communication to purchase ticket for the event and yard sign. Grad event will take place just after graduation on the night of June 12.

Treasurer update:

Regarding the $35,397, that was left from previous year of fundraising but did not get to be spent because of Covid-19 situation, $10,000 are placed in the FRISB saving account and $25,397 are on the checking account. The board approve that this money is to be used for the next few years to cover the gap between FRISB incomes and expenses. This year the fundraising goal was $37,000 but the budgeted expenses $48,848. The board feels, it is better to increase over the next few years the fundraising goal and meanwhile use the leftover money to complete the gap. However, some of this money could be used in case something comes up, such as a projector need, an additional field trip, etc. 

Board approved the following adjustment to the current budget:

·       Line 4003 “Special Fundraiser”: amount changed from $15,000 to $8,511 to match the “new expense budget” that was approved last January. Approved by Bing Theobald, seconded by Aysegul Jezewski.

·       Line 5101 “Check Campaign”: Move $100 to the line 5401 to cover extra grant request. Approved by Aysegul Jezewski, seconded by Lai McClure.

·       Line 5003 “Unexpected Emergency Fund”: Move $1,500 to the line 5401 to cover extra grant request. Approved by Aysegul Jezewski, seconded by Lai McClure.

·       Line 5401 “FRISB Grants/RFF”: Increased from $16,000 to $17,600. Approved by Aysegul Jezewski, seconded by Lai McClure

·       Line 5402 “Science Department”: Increase budget from $1,000 to $1,137.50. Approved by Barbara Simon-Evrenosoglu, seconded by Lai McClure.

·       Line 5401 “FRISB Grants/RFF”: $1,300 grant request for MUN Club to cover for teachers’ expenses and students who can’t pay. Approved by Shiva Doreswamy, seconded by Barbara.

·       $1,300 from Harvard Grant: this grant must be spent to fix the ISB courtyard this school year. A check will be written to ISB to be cashed before June 30.

Additionally:

The board agreed to use the budgeted “FRISB parent Outreach” to make banners for FRISB, Staff Appreciation, and Grad Night.

Based on the principal feedback:

·       Line 5501 “Honorariums Intercultural Programs,” line 5503 “International Visitor Hospitality & Gifts,” and line 5316 “Middle School Author Event”: totaling $3,850 are in the process to be used for an additional author visit.

·       The “High School Retreats” (line 5305), with $3,000 left will not be spent this school year. This helps reduce the gap between FRISB income and planned expenses from -$4,246 to - $1,246.

·       A grant request will be present at the next board meeting to help furnish the new portable that was made available to the school this year, just across the parking lot. The new space has been partly furnished by BSD and the board is agreeing to help with the missing furniture. Previously teachers would grade papers or prepare their next class in the hallway of the school. This new space allows them to work in a quiet and more comfortable settings.

VP Fundraising update:

Preparing a questionnaire to ask parents feedback on what their expectations are when it comes to FRISB, how they want their donations to be spent, etc. Will prepare it for the next board meeting for inputs.

Volunteer Coordinator update:

Three positions need to be filled:

-       Teacher Appreciation Committee lead and members.

-       Culture Week Committee lead and members.

Regarding staffing needs and timeline for the culture week next year, Rory Williamson will provide inputs. The “volunteer system” requires date and time to be launched. Shiva Doreswamy recommends reaching out to parents as early as possible, getting a core group starting this year and adding more members at the beginning of the school year.

As of today, one more event scheduled this year: Staff Appreciation week in May

VP Community update:

Bing Theobald reached out to the same group of parents who successfully provided the last staff appreciation meal and is getting ready for the Staff Appreciation Week coming up in May. Suggestion was made to reach out to the rest of the community to allow a more diverse participation.

Community events are organized at the school to offer opportunities to parents to explore the school and pick at classrooms.

The “Staff Development Day” breakfast to be provided by FRISB on April 13, will be replaced by a lunch. To avoid coordination issue, the school will place their order and FRISB will cover the cost.

Secretary update:

Alexandra Yau will organize a welcome event for the incoming students and parents (2023-2024 school year) at the end of May. There are about 150 students starting 6^th grade and about 25 more students for the other grades.

President update:

Suggesting Happy Hours with a theme for parents to meet outside school. We can invite upcoming families as well.

Open board positions for next year:

-       Secretary

-       Co-VP, Community Building

-       Member at Large

New position is a 2 year-long commitment and are voted during the June meeting.

 

Principal update:

Recent events include:

-       On March 14, new ISB record for Pi (3.14) Day is 302 digits. During each lunch period the staff ran a competition to see who could recite “Pi” to the greatest number of digits. Each lunch period’s winner received an actual pie to take home.

-       Middle and High School choir concert last week. Great music choices, international pieces, and solos.

-       National Honor Society inductions was a fun celebration. Had 50 to 60 new inductees.

Upcoming events:

-       9^th grade retreat has been rescheduled for May 5^th.

Other news:

-       11^th grade students are beginning their extended essays. Over the last year and a half, couple of teachers have worked hard on restructuring how we approach the extended essay. The goal has been to offer more support along the way to the students during school hours, including an entire class dedicated to this 4,000-word research essay.

-       STEM Expo middle school is on March 16. New this year, it is done in the classrooms. 6^th graders will go first.

-       Regarding the recent Turkey and Syria’s earthquakes, ISB is going to bring more awareness and support about it. Next Wednesday, the students will learn more about it in their advisory classes as well as through a school wide assembly. Two speakers have been invited. The first speaker is someone from the Oregon Turkish Associate who will be coming to talk about what they have been doing with the Turkish community here in Oregon and the organizations in Turkey. The other speaker is a Turkish restaurant owner here in Portland who lost some family members during this earthquake and have other family members currently without a home. We agreed to sell items from his restaurant to students to raise some funds to support Turkey. Still in discussion: hold a ticket and event dinner with auction that would be catered by this restaurant for our ISB community. Students from the National Honor Society is helping with this.

-       Next month we will get our staffing allocation for next year. Because our enrollment has been steady, no one should be losing their position. However, the budget allocated is always changing, forcing us to make decisions, some staff might need to change school, etc. This situation always put the staff on edge a little.

-       We are noticing that less students are leaving ISB which could impact future lottery. We are close to 900 students, but we would like to keep it closer to 850.

Next Board meeting schedule:

Wednesday April 19, in-person

Wednesday June 14 *Considered our annual meeting where we will vote on next year’s budget & Board.

July - summer meeting date TBD

 

Questions? frisboard@gmail.com

 

Friends of the International School of Beaverton (FRISB) – Notes from Meeting on Wednesday, February 15^th, 2023

Board Members present:

„  President – Barbara Simon-Evrenosoglu

„  Secretary – Alexandra Yau

„  Treasurer – Lai McClure

„  Co-VP, Community Building – Bing Theobald

„  Co-VP, Fundraising – Aysegul Jezewski

„  Co-Volunteer Coordinator – Andrea Martinelli

„  Co-Volunteer Coordinator – Shiva Doreswamy

„  Member at Large – Naomi Morrison

 

Principal updates:

Culture Week and International Night went very well. Lot of outside groups. Some workshops ran by students as well. Suggestion: run a survey to rate workshops.

Big event coming up is the 9^th grade retreat. Thanks for FRISB support. This event will take place at a camp in Welches. This field trip creates an inclusive environment to help 9^th graders bound via games and to come together as a whole class that will stay at ISB for the next 4 years. We will share photos after the event.

STEM expo, on March 16^th at 6:00 PM, will present a variety of projects from all middle school students as well as some high school students.

Thanks to State funding, the Outdoor school for 6^th grade students will take place on April 17-20 at Camp Magruder (Oregon coast). All the 6^th graders will stay together at that camp. Trained volunteers’ high schoolers (10^th and up) will help supervised. Information night will be on March 7 from 6:30 - 7:30 pm via Zoom. Suggestion to have students who went previously to share their experience.

Oregon Statewide Assessment for grades 6th to 8th and 11th are coming up soon.

Last fall ACT exam, some parents did not get the results yet, principal will check.

Testing coordinator hired recently.

Waiting for MUN adjusted grant request for approval.

School newsletter: 75% opens it.

Proposal: May event for incoming families to be organized by FRISB

 

 

FRISB Role:

ISB Principal and teachers are accessible to students and parents. So, what is the role of FRISB besides managing the parents’ donation? How can FRISB help connect the parents and ISB as a community? 5 minutes introduction of FRISB at Open House, organize 2 FRISB events (limited because school already does a lot), have a parents’ lounge at International Night? Form a Teacher Appreciation Committee, movie night committee, new parents’ welcome event and more. Also have events to help new parents with their questions or junior-senior parents.

Proposal for April: run a survey asking parents where they would like their money spent.

 

Budget:

Need to review budget and determinate how much was left from last year and if we can cover all planned budget this year. Will reach out to teachers and school clubs for additional grant requests. Will re-increase the Staff Appreciation budget if possible.

 

Grad Night Committee:

Starting this year, the board has approved that the Grad Night Committee must leave $2,000 as seed money in the Grad Night bank account at the end of the school year. This will allow the next year committee to have money to secure a venue.

Therefore, a small percentage of FRISB donations was given to Grad Night Committee to provide the $2,000 seed money as well as to support their effort to organize a fun and safe party for our ISB seniors.

It was also decided that Grad Night Committee should be encouraged to continue running restaurants fundraising twice a month until May 1^st. After that the following Grad Night Committee will take over.

 

 

Next Board meeting schedule:

Wednesday March 15 (open to public)

Wednesday April 19

Wednesday June 14 (open to public) *Considered our annual meeting where we will vote on next year’s budget & Board

July - summer meeting date TBD

 

Questions? frisboard@gmail.com

 

 

Friends of the International School of Beaverton (FRISB) – Notes from Meeting on Wednesday, January 4^th, 2023

Board Members present:

„  President – Barbara Simon-Evrenosoglu

„  Secretary – Alexandra Yau

„  Treasurer – Lai McClure

„  Co-VP, Fundraising – Aysegul Jezewski

„  Co-VP, Fundraising – Alison Anderson

„  Co-VP, Community Building – Bing Theobald

„  Co-Volunteer Coordinator – Andrea Martinelli

The board reviewed the total amount of incomes, the current expenses, and the scheduled expenses to be able to approve more grants requests and cancel the $15,000 Spring Fundraising originally approved last school year 2021-2022.

The spreadsheet generated by QuickBooks for the period 07/01/2022 to 12/31/2022 provide the following numbers (simplified version):

As of 12/31/2022…	Amount	Annual Budget
FRISB Fundraisers	$44,583.21	$55,200.00
Grad Night Fun Fundraisers	$ 2,251.84	$0
Total income	$46,835.05	$55,200.00
FRISB Expenses	$19,489.26	$55,000.00
Grad Night Expenses	$2,343.52	$0.00
Total expense	$21,832.78	$55,000.00

Based on the above table, FRISB is short of [$44,583.21 - $55,000 =] - $10,416.79 (TOTAL 1) to be able to finance all the expected expenses for this school year.

Grad Night Account:

Grad Night is “considered” a separate account as it is to raise money specifically for seniors. However, it is managed under the same account as FRISB. Therefore, it appears as one of the lines when generating spreadsheet from QuickBooks. To have it appears as a separate account, we would have to pay more to upgrade the software. The board feels it is not necessary.

Therefore, the total income amount listed above $46,835.05 includes Grad Night fundraising $2,251.84 (which will keep increasing throughout the year as fundraising continues). However, the Annual budget does not include either “income” $0 or “expenses” $0 for Grad Night. This gives a wrong interpretation of how much FRISB still needs to raise to be able to cover the “Annual Budget” expenses of $55,000.  

Based on previous years, it is safe to estimate that Grad Night would likely raise and spend about $10,000. So, to allow parents and board members to better understand the spreadsheet generated by QuickBooks, the board voted to:

-       Merge line 4004 “GN Fundraisers” with line 4010 “GN Fundraisers of the year”

-       Adjust the ‘Annual Budget” line 4010 income from $0 to $10,000 and the line 5503 expense from $0 to $10,000

Income	Account Name	Actual	Budgeted
4010	GN Fundraisers of the year	$ 2,251.84	$10,000
Expense	Account Name	Actual	Budgeted
5503	GN Expense of the Year	$2,343.52	$10,000

 

Reviewing budget:

The board proceeded to review which “expenses” planned were not used or will not be used as of today January 4^th, 2023

Expenses	Planned	Spent	Difference
Check campaign (line 5101)	$ 500	$ 100.00 ⃰	+ $ 400
Community Service Day (line 5301)	$ 1,000	$ 0.00	+ $1,000.00
Back to School Picnic (line 5303)	$ 3,000	$ 1,411.62	+ $ 1,588.38
Fall movie night (line 5311)	$ 1,000	$ 0.00	+ $1,000.00
GN Seed money (line 5315) (they will reimbursed)	$ 500	$ 0.00	+ $ 500
Honorariums Intercultural Programs (line 5501)	$ 3,000	$ 2,500.00	+ $ 500
TOTAL (2)			$4,988.38

⃰ estimated amount, waiting for receipts to be processed

Reviewed expenses that went above budget so far this year:

Expenses	Planned	Spent	Difference
Student planners (line 5403)	$ 4,075	$ 4,273.95	- $198.95
TOTAL (3)			- $198.95

After talking to a few high schoolers’ parents, it appears that their children do not use the provided “school planner.” So instead of buying a planner for all the ISB Students, the FRISB President will talk with the ISB Principal about paying only for the middle schoolers and the “free or reduced lunch” high schoolers who request it. If needed, we could run a survey amount the high schoolers to determinate the real necessity for planners.

 

 

 

Staff Appreciation Budget: The board voted to reduce the planned amount.

	Planned	Revised	Difference
Staff Appreciation (line 5204)	$5,000	$3,500	$1,500
TOTAL (4)			$1,500

The new amount was decided based on the following information:

„  FRISB provided or will provide breakfast for each of the 7 “Staff Development Day” happening this year. Based on the 3 breakfasts already provided, it is a budget of about $300 per breakfast. So, estimation of expenses $300 x 7 = $2,100

„  FRISB will provide 1 breakfast and 1 lunch during the Week of Staff Appreciation (May 1-5): estimation of expenses: $1,400

„  For reference in previous years FRISB spent:

2019-2020: $266

2020-2021: $1,595

2021-2022: $1,081

Parents used to provide food. But with Covid-19, the Beaverton School District would no longer allowed homemade baked food. FRISB President will find out if we could go back to previous system of food donation. Need volunteers to recreate a “Staff Appreciation Committee.”

Revised budget:

TOTAL (1)	Money needed based on a $55,000 Planned Budget	- $10,416.79
TOTAL (2)	Unused expenses from the planned budget	+ $4,988.38
TOTAL (3)	-       Over budget expenses	-       $198.95
TOTAL (4)	Revised budget	+ $1,500.00
TOTAL	Money still needed after revised Planned Budget	- $4,127.36

The board voted to approve that if needed, we will use the leftover money from the previous school year fundraising to cover any difference.

 

Grants Request approved:

Because of the Planned Budget adjustment, the board is approving the following grants request for a total of $8,183.80

·       TOK Field trip to Oregon Historical Society and Portland Art Museum: $675

·       Ink for the science department color printer (poster print size): $1,248

·       Healthy snack for Wellness Center: $400

·       Snacks for High School students working with Grad mentor: $400

·       New document cameras for 11 classrooms and choir: $5,230.80

·       Female products: $230

Total Grants Request approved, from this meeting and previous one, is:

$6,525.44 (previous meeting) + $8,183.80 (this meeting) = $14,709.24

Grant Request still for consideration:

·       Oregon Model United Nations Spring Conference: $2,500

The board voted to approve paying for students with “free or reduced lunch” as well as for teachers. So, the total amount needs to be adjusted accordingly and resubmitted to the board for approval.

·       Special item: $5,000

Purchase furniture to provide a staff lounge area in the front portable (Teachers lost access to the conference room because more office spaces were needed. So, teachers sharing classrooms are forced to grade papers in the hallway). They did get a new portable, but it needs furniture.

As of today, we cannot fund the special item as we are already above budget for the grants request and short on fundraising money. However, the FRISB President will propose to the ISB Principal that if the staff wishes, they can use up the money budgeted for the 4 upcoming breakfasts (3 for Staff Development Day and 1 for Appreciation Week) toward this special item for a total amount of $1,200.

 

Volunteer Coordinator Update:

Difficulty for the volunteer coordinator to add “volunteer opportunities” under app.betterimpact.com. Suggesting using www.signupgenius.com instead to drop food at the front desk for certain events.

Will send an email to recruit volunteers for:

-       Staff Appreciation Committee

-       Auditor: If we cannot find a parent, the board approved to hire an auditor this year using the leftover money from last year.

 

Treasurer Update:

The board approved to rename the “Spring Fundraising” to “Special Fundraising” and move the $788.38 from “Back to School Picnic” (line 5303) to the Special Fundraising line (4003)

 

 

Next Board meeting schedule:

Wednesday February 15

Wednesday April 19

Wednesday June 14 (last day of school is 6/21)

July - summer meeting date TBD

Community Meeting schedule: 

Wednesday March 15

Wednesday June 14 *Considered our annual meeting where we will vote on next year’s budget & Board

Questions? frisboard@gmail.com

 

 

Friends of the International School of Beaverton (FRISB) – Notes from Zoom Meeting on Wednesday, December 14^th, 2022

Board Members present:

„  President – Barbara Simon-Evrenosoglu

„  Co-VP, Fundraising – Aysegul Jezewski

„  Co-VP, Fundraising – Alison Anderson

„  Co-VP, Community Building – Bing Theobald

„  Secretary – Alexandra Yau

„  Co-Volunteer Coordinator – Andrea Martinelli

„  Treasurer – Lai McClure

„  Member at Large – Naomi Morrison

Also present:

ISB Principal - Andrew Gilford

Guests

 

Grant reviews and approvals:

Treasurer: We cannot approve everything because we still have the budget deadline that needs some funds. Our projected budget for this year is $55,000. This fall we raised $37,000. We might need to raise another $15,000 next spring to meet our projected budget.

As of today, we are even if requests fall under the scheduled budget, but it does not. So, we have to figure what we can cover as of December 14th, 2022. We decided to use the leftover money from last year which is about $10,000 and revisited the requests at the next board meeting based.

 

Budgeted (line 5401) grant request approved by the board effective immediately: $6,525.44

·       Support to the ISB Dances – cost of DJ: $1,800

·       Replacements for balls used during lunch: $280

·       Robotic Kits: $300

·       Table linens to use during community events: $254

·       Art supplies: $535.94

·       Fixing ISB Courtyard (Harvard grant): $322

·       Spanish language word game: $108.72

·       Variety of markers, sign making, etc for Spanish class: $160.98

·       2 new projectors for PE (cardio room and gym): $1,262.80

·       10 replacement projector bulbs: $720

·       Supplies for the wellness center: $300

·       Printer for the new front portable: $481

Budgeted (line 5503) grant request approved by the board effective immediately: $2,500

·       Ten 90-minute sessions with storyteller Alton Chung: $2,500

Meeting on Wednesday November 2^nd, 2022

Board Members present:

„  President – Barbara Simon-Evrenosoglu

„  Co-VP, Fundraising – Aysegul Jezewski

„  Co-VP, Community Building – Bing Theobald

„  Secretary – Alexandra Yau

„  Co-Volunteer Coordinator – Shiva Doreswamy

„  Co-Volunteer Coordinator – Andrea Martinelli

„  Treasurer – Lai McClure

„  Member at Large – Naomi Morrison

 

Secretary Position

Floor opened for nomination for the position of secretary, Lai nominated Alexandra Yau, new FRISB secretary for 2022-2023, Shiva Doreswamy and Aysegul Jeweski seconded it.

Fundraising

Fundraising update from Aysegul: The fundraising team reached about 2% above their goal and collected as of today $37,650. They are still expecting some money to come in from company matching. Plan on sending an update to parents, on setting a table with balloons and small treat for each kid to celebrate reaching FRISB’s goal. Then, sometimes in December, prizes will be given randomly to one family per grade.

School Directory

Barbara is working closely with the staff to produce a pdf document soon.

Culture week

Not been announced yet. Usually take place at the end of January. Last year needed volunteers to set up and find speakers. This year, ISB has hired a Community Service Coordinator, Rory Williams. She will oversee the Culture Week. FRISB will still need to provide volunteers to help run event.

Graduation night

Grad night Committee have their own account. Trying to raise $15,000. Already raised $500 from Mod Pizza Event.

Staff appreciation week

FRISB will support all the 5-6 meetings (lunch, breakfast)

Back to School Night

Spent $3,000 but earned about $3,700 at the event. So, FRISB made an extra $700.

Grant Requests

The grant requests are due one week before the next FRISB meeting on Dec 14, 2022. Grant requests can be made from teachers or students club leaders.

Next FRISB Community Meeting

December 14, 2022, at 6:00 PM in-person.

FRISB meeting 10/12

Guest speaker- Nadia Hassan

Equity

Evaluation

Encouragement

Education

Engagement

Engineering

Active kids perform 20% better than kids who are not active

Walk and roll to school provides daily activity 

Strengthening community connections.

23,500 lbs of carbon emission saved

93% can bus, 30% of kids are driven to school

Www.Beaverton.k12.or.us/safe routes (double check this web address) Create an arrival/ departure map with ISB

Example ACMA

Walkable area routes on BSD Schools

Ongoing problems with motorist behavior, infrastructure (like missing sidewalks)

Advocacy for increased safe routes on the way to ISB

County Site analysis for several school crossings throughout the district 170th and Blanton, 174th and Blanton, 182nd and Blanton

In Oregon every intersection is a crosswalk whether its painted with white lines or not.

When a pedestrian is showing intent to cross (like a foot in the road) motorists by law must  stop and allow them to cross.

Coordinated enforcement at school arrival and departure.

Apply for a mini-grant $500.00 (could be used to test public bus passes, for gift arts to get  people started, etc)

Carpool to school- SchoolPool test with charter and option schools to connect carpool  drivers together

Needs a school manager to facilitate

Messaging toolkit 2022/23 in English and Spanish is available

Ruby Bridges walk to school day November 16th, Take a Walk for Justice! Tools and free prizes available. 

BSD safe routes- repost social posts

Sonita Garug - School board member, Zone 4

School option levy- Teacher levy

Levy expires in June 2023- provides 18% of teacher salaries

If the levy does not pass, we will not be able to fund our current teacher base next year 5 teachers at ISB would be impacted if the levy does not pass

Beaverton school district option levy Q&A

Yes for Beaverton schools.org 

Reach out to Sonita Garag or Dr. Perez with any questions.

We encourage and invite all parents to participate in FRISB events. All members of the 

community are considered members of FRISB- parents, teachers, students.

Fundraising goal- 37,000.00. Currently just under 25,000.00

Community VP:

Community Picnic/ Back to School stats

Total cost: $1915.00

Profit: $788.38

Tips for Student Council: $285.00

Future event: Culture Week

Budget is posted next to front office and on website

Board approval is required for spending over $200

Grant request review dates:

December 14th, 2022

February 15h, 2023

April 19th, 2023

Grant requests from teachers and student clubs welcome!

Volunteer coordinators

Donate to the Red Envelope Campaign

Join the Culture Week Committee

Help with staff appreciation week

participate in fundraising events

Chaperone a school trip or dance

There is also ongoing support needed for lost and found, office support, and current help is needed for the Friday teacher  appreciation breakfast and the MS harvest festival. Also seeking AVID volunteers.

Please make sure to submit a background check application on the volunteer page.

Grad Night 2023

Aimee Cessna

Support our students hard work with the GN 2023 celebration! It’s drug free, alchol free, and safe. Secret location and food.

Fundraising opportunities coming up- dining night out is coming right up!

Giving Tuesday is coming up! First Tuesday after Thanksgiving, where many employees do a 2X match for any donation.

Principal Gilford update:

Clubs start 11/13! HS clubs meet after school, MS clubs meet during the school day.

Everything from kick back to D&D to Karaoke to science club…

Every student got one of their top three choices.

Faculty and administrative team focused on elevating the fun and community environment of ISB, recognizing that kids give up  some electives from their home high school to pursue their IB.

Culture Week needs volunteers!! We want family members to volunteer as speakers! Your stories matter in building our  community.

ISB FRISB Board Meeting Notes                                                             8/31/2022 6:00 – 8:00 pm

Welcome, Introductions

Attendees:

President – Barbara Simon-Evrenosoglu

Co-VP, Fundraising – Aysegul Jezewski, Alison Anderson (on Zoom)

Co-VP, Community Building – Bing Theobald     

Co-Volunteer Coordinator – Shiva Doreswamy  

Co-Volunteer Coordinator – Andrea Martinelli  

Treasurer – Lai McClure

Member at Large – Naomi Morrison/ absent

Andrew Gilford, ISB Principal

President

ParentSquare: postings are great for updates and share information, great reach to community

By-Laws - Roles and Responsibilities: reminder to everyone on the board to get familiar with the by-laws, https://isb.beaverton.k12.or.us/connect/parent-teacher-organization

Make Student council - teachers aware they can attend board meetings: Andrew will follow up with Cindy Dickerson

School Directory – will send another opt out reminder in this week’s newsletter, we will then create a PDF and share with the community. Andrew mentioned that so far 3 families (with 4 students) opted out.

Will extend Meeting time from one hour to 1:30h

Fundraising:

Aysegul and Alison will update last year’s weekly fundraising emails, adding more information and media (pictures of how the money is spent) and new content.

Will start first week after back to school, continue with write a check campaign, goal is $25k including matching funds

Payments can be made via PayPal, cash or check. Last year, Barbara sent receipts to all the participants to be used for tax deduction and for company matching. PayPal can create such reports and receipts, Shiiv will help with this effort.

 

Shared drive with weekly blurb ideas and photos, need to submit to Maritza prior to posting for approval, Thermometer available at the school , we will consider doing another competition or other ways to increase participation.

Treasurer

Accounting system software (Alpine) tripled their rates from $560 to $1430; the treasurer made adjustments to the contract to lower the cost to $1285. No other option for this year but will review other software such as Quickbooks for next years’ budget.

We need an external auditor, preferably a parent, volunteer coordinators can you reach out?

Member at Large - Naomi Morrison absent

6:40 ISB Principal Updates/Announcements

School has the highest enrollment ever: 910 students! 9^th grade at 140 students, fewer students left after 8^th grade and 10^th grade.

ISB #1 school in Oregon.

Teachers are excited about back-to-school next week. Some new teachers (10 new certified staff including the vice principal), normal to rotate teachers within BSD.

There will be more half time teachers than before, including a new design teacher and two half time math teachers.

We also have a new counselor which will focus on keeping middle school graduates within ISB

Community VP:

Upcoming events: 

October 6th: Back to school night:

o   5:00 – 6:30pm: community picnic (food available to purchase-cash only),

o   6:30 – 8:00 pm back to school night

●      FRISB Picnic: discussed food plan: need ready to eat food, will not use food carts as it is too long to prepare food and they all have minimum sales of $1000+.

●      Final decision is to order:

o   40 XL pizzas from Bellagio, cut into 8 slices (instead of the usual 12), $15 per pizza/ 20 cheese/ 10 veggie/ 10 meat, they also will bring drinks to sell for $1 (Alternatively, we can purchase drinks from Costco and store them at school, they have giant coolers) 🡪 Bing will get something written from Bellagio that they commit to deliver that day. Please keep the board posted and let us know if you need help.

o   40 burritos from Qdoba that can be cut in half 🡪 Andrew will check

●      Possible sell at a higher price as a fundraiser 🡪 Aysegul/ Alison please set sales prices, cash only

●      If the weather is nice, we set up outside; hopefully 200 people will attend this first time event prior to back to school night.

●      FRISB will have a table, so will Grad Night (GN). For the FRISB table, we need buttons for board members to wear, all board members should be present at 5:00pm and help promote our work. Decorations (Balloons/ sign/ table cloth) Bing to purchase after checking stock at the school in the file cabinet FRISB drawer underneath the volunteer log in computer in the office, or chack with ISB front desk staff.

●      Volunteers: Student council and National Honor society can serve/sell the food/drinks, Andrew to check with Cindy

Community Meeting: September 21 - 6:00 - 7:30 pm: Postponed to October 12

 

Volunteer coordinators: need volunteers to plan -🡪 Shiiv/ Andrea to create sign up sheet for the entire year, request for a staff appreciation lead parent to coordinate events. Dates below:

Staff Development/Work Days

October 14

November 28

January 13

February 21

April 13

May 26

May 1-5 staff appreciation week -

 

Barbara and Lai will agree on board Grant review request dates, teachers can create requests throughout the year but the proposals will only be reviewed by the board and the results will be announced at specific dates. First date will be after the conclusion of the fundraiser at the end of October.

 

8:00 Thank You! / Meeting Adjournment

 

 

FRISB Summer Meeting minutes: July 14, 2022

Attendees: Barbara, Andrew, Lai, Shiva, Bing, Aysegul, Andrea, Jeannie (virtual), Naomi 6:46pm Welcome and budget overview

Thank you for joining us, welcome new members! We have a wonderful school, keep recruiting please. We still have open roles on the FRISB board.

 

6:47                Andrew: Calendar overview, back to school night Barbara recommends to combine with picnic. Bring in food trucks (Andrew advises to park in back). Discussion about picnic and back to school night- what is valuable to families? “happy hour” set up- 5:00- 6:30, then meet teachers, perhaps dessert at the end?

 

First day back for teachers is 8/29

First day back for 6th graders and new 9th graders (and other new students) 9/6 All students first day 9/7

 

Beginning of the year teacher get together Thursday 9/1 Looking for a new venue for graduation! Venue size 700- 999. Seeking grad night 2023 volunteers!

Join us at 5:30 for meet and greet, questions? We have answers Parking guidance needed for school events.

Potential Information topics at back to school:

Winter sports overview

After school clubs- students give overview

 

Motion to have back to school night and picnic at the same time- FRISB responsible for 5:00-6:30

Administration responsible for 6:30- 8:00

Ice cream from 8:00- 9:00

Fundraising conversation and giving Tuesday target. Fundraising topics included:

•      Grants support materials for your classroom and experiences you want to offer your students

•      Flags- 80 5’x8’- can they be hung in the main entry, vertically against the walls

•      Fund student clubs with seed money

 

•      Fun run- donate $1 per lap, hosted during the school day, link to online website (spring fundraiser) Fall- red envelope

•      Fundraisers- bottle drop bags to families, Amazon smiles

•      Restaurant sign up- Chipotle and Mod Pizza, dining night out, distribute flyers ahead of time so families sign up (Jeannie had great guidance here)

•      Rock your ISB gear at restaurant night!

 

Newsletter dates- First and third Fridays of the month

All content due to Maritza Tuesday night before the newsletter is due.

 

Coordinate and organize with student council to support teachers- FRISB to support monthly staff meetings and/or staff development day May 1st- 5th is staff appreciation week

Classified staff week

 

Preliminary Budget discussion:

July 1st 2022- June 30 2023

Line by line review, suggested amounts Class experience for each class-

6th grade outdoor school-

6k for high school and middle for grades other than 6th Lai will send a detailed budget to the group.

FRISB Board meetings will take place on third Wednesday of the month. Next steps:

Create a digital directory next year. Include opt in/opt out information in directory for parent

registration.

 

9:00 meeting concludes

May 11^th, 2022

FRISB Board in attendance:

JoLanda Starke - President

Shiva Doreswarmy – Co-VP Volunteer Coordinator

Hirally Santiago – Secretary (exiting – need replacement)

Barbara Simon-Evernosoglu - VP Fundraiser

 

FRISB Board Not in attendance:

Lai McClure – Treasurer

 

General meeting started 5:45pm

 

Welcome, Introductions 

FRISB Board Members:

·       Next year board positions are mostly covered, but we are still looking for secretary role.

o   Secretary – time commitment is between 2hrs to 4hrs in a month, attend meetings and capture minutes and coordinate with school to have them posted on website along with other accompanying documents such as board members information or budget. May help with collecting and providing FRISB board announcements to school newsletter.

·       Last meeting is currently schedule for June 8^th and will elect the new board. Need all exiting and incoming members in attendance.   

·       Volunteer, it has been a busy last couple of weeks with ISB testing, big thanks to all who helped.

·       Budget, no significant updates, the board help coordinate staff and teacher appreciation lunch.

ISB Principal

·       Thank you to FRISB for the support across year, even last moment request to provide treats to seniors as they entered their ISB

·       Thank you to Shiv to get volunteer that been able to proctor.

·       Students were nervous entering the first day of testing, but after their first session and during the break they looked more at ease.

·       MYP celebration night is on Thursday May 12^th

·       Visiting author by end of the month with 7th grader the author of the Red Scarf book.

·       May is a very busy time of the year for schools with a lot of logistical challenges closing out the year: prom is coming up, HS senior ceremonies, middle school field day, middle school assembly.

·       Not so great update is that the COVID numbers still happening and had a spike. District policy is 5days before return, and mask is optional.  Student ratio of mask/no mask has not changed but staff is using their masks more often.

·       Last day is June 21^st and is an early release day, during summer the only assignment is to select a book out of a list of books teachers will publish.

·       We plan on doing in-person registration “dragon day” for those that want to come in person.

 

Adjourn 6:20pm

March 16^th, 2022

FRISB Board in attendance:

JoLanda Starke - President

Lai McClure – Treasurer

Hirally Santiago – Secretary (exiting – need replacement)

Barbara Simon-Evernosoglu - VP Fundraiser

 

FRISB Board Not in attendance:

Shiva Doreswarmy – Co-VP Volunteer Coordinator

 

General meeting started 5:45pm

 

Welcome, Introductions 

Vote on FRISB Budget Revisions

·       Proposal to remove items from budget that were not used due to Covid restrictions and move to Grants as the requests continue to come and we want to approve. Total of those line items is $6,600 that will be redirected to Grants.  The Vote is for approving the total amount to redirect.

o   Hirally Motion to Approve

o   Barbara Second to Motion

o   All APPROVE

·       Get the details from the emails

FRISB Budget Updates & Revisions

·       Copy from EMAIL

·       As of today – we spent about $24k out of $36k.  New grant requests that total about $2,800 that will be funded from the redirected funds.

·       Panera Breakfast treats for the teachers: $437.32

·       Staff Appreciation:  TOTAL: $1682.50 

• • $25 Gift Cards for Valentine’s Day (67/Staff Members @ $25.00/ea.) $1675.00 
  • Gift Card Holder/Stickers: $7.50 

·       Staff Grant Requests: 

o   Staff: Wilde – Music for Students - $1.000.00 

o   Staff: Moss – Classroom Text Set - Hardcover Version - (40/copies @ $14.30/ea.) - $575.60 

o   Staff: Frewing – Variety of Education Card/Games for grades 8-12 Spanish - $1094.25 + $345.29 shipping > TOTAL: $1439.54 

o   Staff: Multiple – Epson Projector - I unit $949.00

o   Staff: Cheng – Water Cloth for Chinese Classes (36 piece-set) $63.00 

 

Art Museum

Seattle

Art Supplies

FRSIB Board Members Updates/Announcements 

·       Seeking for new board position volunteers

·       Looking for Thursday, April 21^st for the parent community get together, details will come out soon.

·       Volunteers – find district new protocol - COVID-19 Protocol Information

ISB Principal Updates/Announcements 

·       90% of kids still wearing masks, all being respectful

·       Outdoor school was great and look forward to next year outdoor.

·       STEM Expo is coming up

·       Some volunteer opportunities are opening up and will connect to Shiv to get those open to the community.

o   Lost and found gotten out of hand need some help – thinking getting them on a table during STEM Expo

o   IB Testing as Proctors – the only condition is that your student can’t be testing

Open Questions/Comments

 

Adjourn x:xxpm

February 16^th, 2022

FRISB Board in attendance:

Lai McClure – Treasurer

Hirally Santiago – Secretary (exiting – need replacement)

Barbara Simon-Evernosoglu - VP Fundraiser

Shiva Doreswarmy – Co-VP Volunteer Coordinator

 

General meeting started 5:45pm

 

Brief introductions by board members – and what we do on the board

·       Barbara – Co-VP Fundraiser

·       Shiv - Co-Volunteer Coordinator

·       Hirally  - Secretary – position is open for next year, low commitment time 😊 take minutes

 

Special Guest – information regarding BSD Bond 2022, on the ballot on May

·       Carl Mead Deputy super intendent of building services

·       The current bond is expiring and need to continue to forward support.

·       Over 60 building to maintain across the district.

·       Video shared to display the projects supported on the bond – can be found on the district website.  Added cost is an additional 25cents per $1000 of assessed value over what is currently taxed.

·       https://bond.beaverton.k12.or.us/

 

Budget:

·       Between Red Enveloped & Matching grants -we surpassed the fundraising goal

·       Want to give a lot of gift card to all staff members - teachers and entire gift card as an appreciation.

·       Also supported culture week with guest speaker funds.

·       Grants for teachers are open, and want to support ASAP.

 

NEED new BOARD members for next year… the earlier the better so we can properly prepare and pass-down for coming year.

 

Principal:

·       Culture Week occurred the week of Feb 7^th, had a parade on the hallways, a keynote speaker and a story-teller.

·       Outdoor School (for 6^th Graders) – will happen in person but it will not be overnight, the kids will be out at a variety of sites and do activities in nature.  Will we be able to have HS volunteers? Maybe is not clear as this was just approved but looking into it.

·        Winter formal had to be cancelled due to COVID restrictions, but Prom still happening.

·       Will there be a possibility for parents to go into the school for any activity.  Maybe, we hope for the end of year we anticipate for end of year concerts. We had some parents presents for choir and band concerts.

 

Need BOARD members volunteers for next school year!!!

 

Adjourn 6:53pm

Account Number	Account Name	Actual	YTD Budget	Difference
Income
4001	Dragon Run/Check Campaign	$0.00	$19,000.00	-$19,000.00
4002	Dragon Run/Check Campaign Corporate Match	$0.00	$18,000.00	-$18,000.00
4003	Spring Fundraiser	$0.00	$15,000.00	-$15,000.00
4007	Corporate Donations	$0.00	$3,000.00	-$3,000.00
4009	Miscellaneous Income	$0.00	$200.00	-$200.00
Total Income		$0.00	$55,200.00	-$55,200.00
Expense
5001	Administrative	$0.00	$2,000.00	-$2,000.00
5002	Board Discretionary	$0.00	$1,000.00	-$1,000.00
5003	Unexpected Emergency Fund	$0.00	$2,000.00	-$2,000.00
5101	Check Campaign	$0.00	$500.00	-$500.00
5201	Volunteer Appreciation	$0.00	$200.00	-$200.00
5204	Staff Appreciation	$0.00	$5,000.00	-$5,000.00
5301	Community Service Day	$0.00	$1,000.00	-$1,000.00
5302	Field Day	$0.00	$300.00	-$300.00
5303	Back to School Picnic	$0.00	$3,000.00	-$3,000.00
5305	High School Retreats	$0.00	$6,000.00	-$6,000.00
5306	Middle School Socials	$0.00	$1,000.00	-$1,000.00
5309	MYP/DP Student Support	$0.00	$1,000.00	-$1,000.00
5310	FRISB Parent Outreach	$0.00	$500.00	-$500.00
5311	Fall Movie Night	$0.00	$1,000.00	-$1,000.00
5312	HS Coffee House	$0.00	$500.00	-$500.00
5315	GN Seed Money	$0.00	$500.00	-$500.00
5316	Middle School Author Event	$0.00	$750.00	-$750.00
5318	ISB After School Clubs	$0.00	$475.00	-$475.00
5401	FRISB Grants/RFF	$0.00	$16,000.00	-$16,000.00
5402	Science Department	$0.00	$1,000.00	-$1,000.00
5403	Student Planners	$0.00	$4,075.00	-$4,075.00
5404	7th Grade Publishing	$0.00	$400.00	-$400.00
5405	Science Fair	$0.00	$200.00	-$200.00
5501	Honorariums Intercultural Programs	$0.00	$3,000.00	-$3,000.00
5502	Cultural Week	$0.00	$3,000.00	-$3,000.00
5503	International Visitor Hospitality & Gifts	$0.00	$600.00	-$600.00
Total Expense		$0.00	$55,000.00	-$55,000.00
Total		$0.00	$200.00	-$200.00

 

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. For the FY2011-2012, the schedule is approximately once per week. 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