13600 SW Allen Blvd Beaverton, OR 97006

Arco Iris Spanish Immersion Charter School, along with the Beaverton School District, recognizes the diversity and worth of all individuals and groups. It is the policy of the Beaverton School District that there will be no discrimination or harassment of individuals or groups based on race,

color, religion, gender, sexual orientation, gender identity, gender expression, national origin, marital status, age, veterans' status, genetic information or disability in any educational programs, activities or employment.

Board Meeting Agenda October 19th, 2017

Welcome 6:00 pm Billings � Opening Comments

Public Comment 6:05 pm Billings Board Business 6:10 pm

� Approval of Minutes Rain � Treasurer’s report Timmons

Principal’s Report 6:25 pm Diaz PTO Report 6:35 pm Sconiiers New Business 6:45 pm

� Dress Code Billings � Heritage Bank Resolution Timmons/Rain � Board roles & responsibilities Rain/Billings � Enrollment Priority Update Rain � New member logistics Rain/?

o OSBA membership o Board Contact Info o Dropbox o Other?

Work Group/ Committee Updates 7:30 pm

� Development Workgroup Bowen � Nominating Committee Jeffery � Technology King � Site Planning Workgroup Billings � Strategic Planning Workgroup Jeffery

Other

� Board Training Rain Closing Comments and Action Items 7:50 pm Billings/Rain

Standard Meetings Schedule

Function Date Time Location

Executive Session If Needed / To Be Determined 5:00 p.m. – 6:00 p.m. Arco Iris School

School Board 3rd Thursday of the Month 6:00 p.m.– 8:00 p.m. Arco Iris School

School Finance Committee 2nd Wednesday of the Month 6:45p.m. – 8:00 p.m. Arco Iris School

Parent Teacher Organization Friday following board meetings 8.30 a.m. Arco Iris School

The meeting times and locations listed above are generally when and where these events are held. If a change in time or venue occurs, notice will usually be made through the usual channels of communication such as the website, Facebook, and / or e-mails.

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Board Meeting Minutes Thursday, Sept 21st, 2017 At Arco Iris Spanish Immersion School Attendance

Present Absent

Christa Billings – President (Finance) x

Rob Timmons – Treasurer (Finance) x

Suzanne Cashman Rain– Secretary (Project Manager) X

Caitlin Jeffery – (Project Manager) x

Ryan King (Project Manager) x

Jenine Greenley (Educator) X

Erica Vo (Project Manager) x

Carrie Kirschner (Project Manager) x

Aaron Moreno (Educator) At 6:28pm

Aisha Bowen x

Leslie Marsh x

Board Action Items in GREEN Regular Meeting: Call to order @ 6:05pm (Jeffery) Opening Comments (Jeffery)

• Leslie marsh just joined. Handling recruitment. Helping on HR front. • Aisha Bowen joined as development board member.

*** pause to switch rooms *** Public Comment

• Sunshine King– read policy about FB page. Disagrees with direction of latest communication. Feels it splits parents from the PTO and from the board. Makes the board’s agenda the PTO’s. Discourages community and communication.

• Aisha Bowen: Would like to see a 4th grade teaching staffing update. Rumor that the teacher was

going to stay for the year. Some communication confusion. Need to potentially revisit.

• Wilma Rodriguez: Curriculum sometimes does not work with Chromebook. Printer issues also. Last year had printers in the rooms & it was easier. Also – Wednesday early release is not early enough for

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teaches to make the courses they want to make at other school in the district. Release at 2:15 but not done with the children until 2:30.

• New Curriculum – need the books. Need to take a class on the training of how to use this new curriculum.

• Vega: this year encouraged to have more professional development. Also needed for their licenses.

Concern with early release schedule. Cannot make the classes. All other schools have early release earlier than Arco Iris.

• Vega: Need to work with the computers. Currently not working well with Chrome.

Site Search Update (Becky Schiefelbein)

• Working on vetting a property. Had a major delay b/c building drawings were not to be found. Still a major issue b/c we cannot estimate seismic upgrades without a better understanding. Plans found by owner yesterday. Now structural engineer will do a tier 1 evaluation to detail where we are and what is needed to meet the seismic requirements. Building team needs an additional 8K for the structural engineer to finish his tier 1 study which will help with the go / no-go decisions. The traffic study looks like it will have gone OK.

• Hope to get LOI for building done right away after tier 1 estimate comes in if it is viable. Currently

working with one contractor. Will bring in two others before progressing.

• Motion: authorize Christa $8,000 for a tier 1 structural engineering study. Second. Unanimous.

• Planning a board meeting for next Thursday at 5:45 special session to discuss and potentially approve an LOI.

• Becky reviewed basic proposed building layout.

Board Business

• Approval of Minutes 8/17 (Suzanne) o Update Carrie’s role to project manager & Aaron to educator. Date incorrect in header.

Nominating ‘committee’ not workgroup. Motion to approve August minutes with corrections. Unanimous.

• Treasurer’s Report (Rob)

o July & August – district checks very delayed recently. Included in the treasurers report. See board book.

Principal’s Report (Diaz) See board book.

• Martha Checking with Hazeldale to see if we can leverage their training approach with BSD to meeting our training scheduling challenge.

• Martha also trying to work through getting access to online training. Currently an issue bc we don’t have BSD email addresses.

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• Martha to work with educators and Ryan to let teachers know they are working through options for the PDU’s. Also will try to work in more computer education for the kids.

• Question about Spanish after school academy. Currently handbook does not allow tutoring. Should we revisit? Aaron will partner with Martha to talk about options.

PTO Report (Aliina Sconiers)

• Making sure we have people in place for all point positions. • Jog-a-thon September 29th. super hero theme. • School supply boxes (fundraiser) – we sold 59 which netted $479 extra and meals to be

donated. • Chipotle fundraiser going on right now. • Fall book fair (only one this year). Spring will be a virtual book fair. • Dia de Los Muertos. Will be October 27th. All school art project planned as well. • Volunteer coordinator worked out schedule for stocking break room. • Working to streamline communications. Want people to use website & newsletter as primary

source of information • PTO meeting tomorrow. At coffee with principal.

Question: will someone help with AM traffic control? Currently don’t have anyone? Could potentially use Buenas Tardes middle schoolers if there was an interest. Aliina to follow up. Question: Due to Hurricane in Puerto Rico – anything we can do to support the teachers? Aliina to brainstorm at tomorrow’s PTO meeting.

New Business None. Board Updates

• Development Workgroup Bowen o none

• Nominating Committee Jefffery o All roles currently filled. o Should look ahead at terms to replace Caitlin, Erica, Rob whose terms end next year. o Still looking at VP roles.

• Technology King o Will reach out to teachers to get more feedback and try to fill gaps o Ryan working with Martha to get a staff committee to share ideas on technology in

classes. o Got a new set of Chrome books for middle school this summer. o Have 4 mobile labs: 1 Chromebook. 1 Thinkpads. 2 ipad. o Created a digital library for our 4000 books. Processes to Scan / Checkout / Checkin. o Changed student logins to student ids to align with BSD. Also helps with security.

• Site Planning Workgroup o See above

• Strategic Planning Jeffery o Officer meeting scheduled to discuss further.

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Other Training: Still waiting to see if Christa is going to work with OSBA to offset some of the requirements. Suzanne will send login information to new board members for online training. Caitlin/Christa will look to schedule a Saturday meeting for governance and another for the OSBA meeting. Caitlin, Christa, Suzanne need to update nominating committee policy. Christa & Martha going to present annual report to BSD next Monday. Suzanne Christa, Caitlin updated the annual calendar. Suzanne to send link to drop box so all can see this. Closing Comments and Action Item Review(Suzanne) Adjourn at 7:32 pm by Caitlin Prepared by Suzanne Cashman Rain

Board Principal’s Update 10/19/2017 Staffing Update: 1st - Wilma Rodriguez, Nadya Ruiz 2nd - Marilyn Rosado, Jaska Arroyo 3rd - Lizirma Falcon,Belen Llorente 4th - Layra Colon, 4th Grade Sub,Maestro Castillo. (still in the process of hiring a permanent educator that is highly qualified.) 5th - Xiomara Roman (Spanish SIS), Gerardo Vargas 5th grade Science/Math/Health MS Spanish/Social Studies - Sarahi Vega MS Math/Science - Pedro Miletti MS Advanced Mathematics and SIS in Mathematics - Claire Neely ELA 1st/2nd/ESL - Betty Evans ELA 3rd/4th - Liliana Smith ELA 5th/1st grade - Brandi Duke ELA Middle School, SIS in ELA,Testing Coordinator and RTI - Aaron Bronikowski PE Teacher - Jared Clarke Counselor - Leah Yoder Buenas Tardes Assistants - Michelle Langan and Rocio Garcia 1st grade Educational Assistant - Millie Rodriguez Office Staff: Cynthia Beach and Perla Sangiovanni Student Teacher- Karla Lai Enrollment Updates as of 10/18/2017 2017-18 Enrollment:

Grade # of enrolled students Cap Waitist Notes 1 51 52 8 1 spot offered 10/18, waiting for reply 2 51 52 27 1 spot offered 10/18, waiting for reply 3 49 50 6 1 spot offered 10/18, waiting for reply 4 50 50 12 5 50 50 11 6 29 28 10 7 21 25 1 8 15 21 0 Professional Development/ Early Release Wednesday Update: Teachers are attending district PD’s when they are able to meet the time schedules. They are also doing their own team PD webinars as grade level teams. Still working with BSD to allow access to webinars to our educators. Access only provided to BSD emails. *Educators are doing Professional Developments as teams in classrooms. Two primary teachers went to a writing PD, and brought the materials, and information for their colleagues. *Teachers are also doing Learning Communities within teams. The SIS teams are meeting with other teachers to lead the Learning communities in Math, Reading/Writing, and Spanish Immersion.

*Educators were trained by our Beaverton SRO on a complete Safety Meeting. I am meeting with district Safety Director (1st time to visit our school) about BSD Safety Buckets and other safety protocols. Safety Committee will be involved. * Safety Coordinator (Parent Volunteer) will be buying cameras to place in hallways, and outside building. He will also be installing them. * On the other Early Release dates, teachers are doing Committees . The other early release dates are grade level team meetings teams do RTI with SIS Leaders. The last Wednesday early release is Staff meeting. Technology update: (Ryan) SIP: Worked with SIS Team who spoke to teachers. Teacher input was requested and received.

2017-2018 School Improvement Plan Christa and I presented to Beaverton School District our Annual Performance Report: September 2017 Performance Report Draft 10/18/2017.

PTO Update - October Action Items from last meeting: -Cones/Parking lot safety -Hurricane relief Current Updates: -Spirit Week -Jog-a-thon -Passport Club -Katie Smith voted in as Co-Volunteer Coordinator -Auction preparation has begun

Heritage Bank Resolution Background: From the 7/20/2017 Minutes: Motion: Board to authorize a change of banks and give authority to finance committee to choose financial institution. Unanimous. Finance committee has now chosen Heritage bank. Heritage requires an affirmation that the board adopts this resolution:

Board Assignments (updated in 08-17-2017 board meeting)

• Administration support- Educators & President

• HR- Leslie Marsh

• Annual Board/Principal Calendar - Board Officers

• Attorney - Matt Lowe is our attorney, President & VP are the contact people for our attorney

• Board Training Compliance - keeping track of the required trainings for all board members: Secretary

• Bookkeeper – Finance (both members)

• BSD Finance Reporting – Treasurer

• BSD Board Liaison - President

• Reports to BSD- Educators and president (review of reports)

• Bylaws - Secretary

• Charter renewal - Educators

• Compliance - public meeting law & minutes posting - Secretary

• Contracts - situation dependent and assigned as needed. – project manager

• CPA Liason - Treasurer

• Document Administrator - update documents and posting online, board book update - secretary

• Email Administrator - Ryan

• Enrollment Support - planning and forecasting for classes and teachers, assisting with logistical things, may be something

that goes away once we are in a fixed location - Educators

• Facilities - building liason working with church staff, permit side of things - project manager (Erica Vo)

• Finance committee – Finance (both members)

• Government Relations - Contact with the City of Beaverton, building relationships – Communications member (Caitlin)

• Grant Coordinator - finance and project manager, consider working group and get more parent involvement - Aisha Bowen

• Instruction and Curriculum Assessment – Educators & Carrie

• Insurance - Finance

• IT Infrastructure - Ryan

• NSLP - school lunch program – Principal to administer with help from board as necessary (eval every 3 years)

• Policy Coordinator - compliance with BSD policies and developing our own – assigned as needed.

• PTO Rep/Liason - project manager, Erica

• Site Search - Christa

• Staff Retention – principal. Educators & Leslie (HR) as backup support.

• Fundraising – development project manager (Aisha)

• Nomination/Recruiting - Leslie

• Principal Search – assist as needed - Educators

BoardPosition 1 2 3 4 5 6 7 8 9 10 11

Role ProjectManager

ProjectManager

ProjectManager

ProjectManager

ProjectManager Finance Finance Project

Manager Educator Educator Development

#years 2year 3year 3year 2year 3year 3year 3year 2year 3year 3year 3year

TermEnddate 06/2018 12/2018 06/2019 07/2018 07/2019 07/2019 10/2018 06/2017 06/2019 06/2017 08/2020

CurrentMembers CaitlinJeffery EricaVo LeslieMarsh SuzanneRain RyanKing ChristaBillings RobTimmons

CarrieKirschner

JenineGreenley

AaronMoreno AishaBowen

Officer Secretary President Treasurer

Tasks CommunicationFacilities/Contracts

AdminSupport/HR/

StaffRetention

BoardTrainingAdmin

Support/HR/StaffRetention

BSDfinancereporting

AdminSupport/HR/StaffRetention

AdminSupport/HR/

StaffRetention

AdminSupport/HR/

StaffRetention

ExternalAffairs

SchoolImprovementPlan/Annual

Survey

Documentadministration

Attorney BookkeeperInstruction/Cu

rriculumsupport

BSDliason/reports

BSDliason/reports

By-Laws BSDReports CPAInstruction/Cu

rriculumsupport

Instruction/Curriculumsupport

Policy Calendar Calendar Enrollment Enrollment

Calendar Insurance

SchoolImprovementPlan/Annual

Survey

SchoolImprovementPlan/Annual

Survey

CommitteeMembership

StrategicPlanning

SiteSearchNominationSafetyWorkingGroup

PTO PTO

Development-Fundraising/Gr

antsTechnology

Finance Finance

BoardMember: CaitlinJeffery

RobTimmons

EricaVo SuzanneCashmanRain

ChristaBillings

RyanKing JenineGreenley

CarrieKirschner

ModulesRequiredforAll:

2:LegalandPolicyIssues X X X x x3:BoardMemberConduct X X X x4:BoardStructureandResponsibilities X X x x x5:HoldingProductiveMeetings X X x x6:PromotingtheVisionandMission X x

11:PolicyDevelopment X x x

12:BoardRelationships X x

13:PitfallstoAvoid X x

15:DataDrivenDecisions X x

18:Selecting,Reviewing,andSupportingtheAdministrator

X x

24:EffectiveCommittees X x

25:BoardOfficerResponsibilities X x

26:ParentalInvolvement X x

ModulesRequiredforSome:

9:BoardFinancialOversight X

10:CharterSchoolFinance X

20:RenewalandAccreditation X

21:GrantWriting X

Bonus

22 x

link: http://onlinelearning.enetcolorado.org/login/