Sandy Spring Friends School - Parents Association

The Sandy Spring Friends School Parents Association serves the mission of Sandy Spring Friends School through a partnership with the School. All activities of the Parents Association should be strongly influenced by the practices and testimonies of the Religious Society of Friends. The Sandy Spring Friends School Parents Association values the worth and dignity of each parent equally, respecting his or her unique perspective. The Sandy Spring Friends School Parents Association encourages parents to become cooperative members of the school community and recognizes the many different ways in which parents contribute to the School.

ARTICLE III - Mission

The mission of the Sandy Spring Friends School Parents Association shall be:

To foster a sense of community among parents;
To foster a sense of community between parents and the school's administration, faculty, trustees, and students;
To provide a forum for the exchange of information among parents;
To facilitate communication between the parents and the school's administration, faculty, trustees, and students;
To represent the views of parents to the school;
To organize programs and activities for students and parents;
To provide monetary support for school-related activities; and
To act as a resource to the School.

ARTICLE IV - Membership

All parents and legal guardians of students currently enrolled at Sandy Spring Friends School (SSFS) will be members of the Parents Association (PA).

ARTICLE V - Dues

Each family will be assessed annual membership dues for the Parents Association. PA dues will be included in a billing statement sent by the SSFS Business Office. PA dues will be applied toward the operating expenses of the SSFS PA. Dues may not be increased without approval of the general membership. Payment of annual dues is voluntary.

ARTICLE VI - Structure

All PA positions take effect July 1. The structure of the SSFS PA will comprise:

The General Membership (all parents and guardians)

Officers:

Clerk(s)
Assistant Clerk(s)
Mentoring Clerk(s)
Secretary
Treasurer

Organizational Committees and other Volunteer Positions:

Nominating Committee
Volunteer Recruitment Committee
Finance Committee
Division Representatives
Volunteer Coordinator
Mailings Coordinator

Program Committees and other Volunteer Positions:

Grade Representative
Event Committees
Community Life Committee
Community Service Committee
Parent Education Committee

Ad Hoc Committees/Task Forces are to be appointed as needed

ARTICLE VII - Leadership and Responsibilities

Transition:
The leadership structure of the PA is intended to assure that no member takes on the responsibility of Clerk without sufficient experience and support. Therefore, the Assistant Clerk (Year 1) will serve for one year before becoming Clerk (Year 2), and then Mentoring Clerk (Year 3).

General Responsibilities

The Clerk will:

Set the agenda for and conduct meetings of the General Membership.
Meet regularly with the Head of School and other school officials to coordinate PA and school activities, convey member concerns, and assess ways in which the PA can support SSFS.
Communicate with members through the PA Newsletter and other media, as needed.
Meet with Officers and Division Representatives at least three times per year.
Serve as liaison to one or more PA activity and/or event committees.
Provide leadership to the PA in whatever capacity needed, including oversight of the budget and PA funds.
Serve a one-year term.

The Assistant Clerk will:

Attend meetings of the General Membership.
Serve on the Volunteer Recruitment Committee.
Assist and support Clerk with duties.
Serve as liaison to one or more PA activity and/or event committees.
Serve a one-year term.

The Mentoring Clerk will:

Attend General Membership meetings.
Represent the PA to the SSFS Board of Trustees and report the highlights of Board meetings to the PA. The Mentoring Clerk may send a designee.
Serve as Clerk of the Nominating Committee.
Serve as liaison to one or more PA activity and/or event committees.
Assist the Clerk and Assistant Clerk as needed.
Serve a one-year term.

The Secretary will:

Take minutes at the meetings of the General Membership and Officers & Division Representatives, and acquire copies of documents to be included in the official record of each meeting.
Present minutes at the next appropriate meeting for approval and file in the official record.
Serve a one-year term.

The Treasurer will:

Account for all PA monetary transactions and prepare reports as needed.
Assist in the preparation of the PA budget.
Serve on the PA Finance Committee.
Maintain PA relationship with the bank, reconcile bank statements and invest funds.
Work with SSFS Business Office as needed.
Serve a two-year term.

ARTICLE VIII - Committees and Positions

The general membership meeting has the authority to create or lay to rest a committee.

PA Committees:

Organize, facilitate and lead activities and events to help foster the PA mission.
Have their own clerk(s) or coordinator(s) who set meeting schedules and agendas.
Address their tasks as needed and report to the general membership those issues/actions that may have consequences for the PA community before moving forward (such as changing a tradition or committing PA funds for a sizeable purchase).
Will coordinate presentations to the general membership with the Clerk.
Will provide a year-end report for consideration by the general membership.

Organizational Committees and Volunteer Positions

The Nominating Committee will:

Be comprised of the Mentoring Clerk, and a Division Representative from each division. Three at-large members (recruited by division representatives from each division) may serve on this committee.
Solicit volunteers from the general membership for vacant PA Officer and Division Representative positions in the coming year.
Develop a slate of proposed Officers and Division Representatives and present that slate to the general membership in April for approval at the May PA general membership meeting.
Be clerked by the Mentoring Clerk.

The current PA clerk will appoint members to fill mid-term vacancies of Officers and Division Representatives. Should the PA Clerk resign, the Assistant Clerk will rise to the PA Clerk and the Mentoring Clerk will appoint a member to fill the mid-term vacancy of the Assistant Clerk.

The Volunteer Recruitment Committee will:

Be comprised of the Volunteer Coordinator, Assistant Clerk, and one grade representative or designee from each division.
Identify members to serve as clerks and coordinators for committees and events and in other volunteer positions.
Be clerked by the Volunteer Coordinator or designee.

The Finance Committee will:

Prepare recommendations for fundraising allocation for the following year after consultation with students, members, SSFS faculty and administration.
Be comprised of no less than four members, including a Clerk, the PA Treasurer and at least two additional members.

The Division Representatives for the Upper, Middle and Lower Schools will:

Serve each division with at least two representatives.
Serve as liaison between parents and legal guardians, the PA and the Division Head.
Identify and work with Grade Representatives throughout the year to assist and support them in fulfilling their duties.
Assist Volunteer Coordinator with recruitment of volunteers within the Division.
Have one member serve on the Nominating Committee.
Each representative serves a two-year term.

Program Committees and Positions

Grade Representatives will:

Serve each grade with at least two representatives.
Organize community-building events in their grade and Division with other grade representatives, as facilitated by the Division Representatives.
Serve up to two one-year terms.

Ad-Hoc Committees/Task Forces

The general membership has the authority to create or lay to rest an ad-hoc committee or task force.

ARTICLE IX - Meetings

Decision-Making:

All operations of the PA and its committees will be conducted in conformity with the customs and practices of the Religious Society of Friends. The policy of the PA will be to achieve "a sense of the meeting" by considering the views of all meeting participants in an open, respectful dialogue.
Formal votes and formal frameworks for debate (e.g., Roberts Rules of Order) will not be employed in PA discussions and decision-making. The unity of the group will be sought before moving on to another topic.
Decisions on substantive proposed changes will be made at a General PA Membership meeting one month after the proposed changes have been published and members have had time to voice their opinions to the Clerk or designee.

General Membership Meetings:

The SSFS PA will meet as a whole eight times per year. The Clerk may schedule Called General Membership Meetings as needed.
Any member may suggest items for the agenda to the Clerk.
All major decision-making will occur during General Membership meetings.

Open Door Policy:

The meeting date, place, and time of PA General Membership meetings will be publicized to the general membership in the annual school calendar.
A member may attend any committee meeting, except the Nominating Committee, as an ex-officio member.
The PA newsletter and link on the School web site will be used as extensively as possible to communicate with all members so that those who are unable to attend a meeting may have the opportunity to remain informed and to express their views.

Conflict of Interest
Should a conflict of interest arise with a PA member, committee clerk, coordinator, or Officer in the course of a PA activity or meeting, he/she will make known an ethical conflict exists and will excuse him/herself from any further discussion of the issue.

ARTICLE X - Amending the By-Laws

The SSFS PA By-Laws will be amended by approval at a meeting of the General Membership. The proposed amendment will be published two months before presentation for approval. All amendments will stipulate an effective date for implementation. All members are encouraged to reflect upon amendments and express opinions to the Clerk or designee before the general membership meeting.