The name of this organization shall be The Ethel Walker School Parents Association (hereafter referred to as “EWSPA”).

The EWSPA strives to build community within The Ethel Walker School by fostering connections both among parents and between parents and the School. The EWSPA also works with students and School administration to support their efforts at Walker’s and within the greater community. Additionally, the EWSPA assists the School in its fundraising efforts.

Additionally, the EWSPA strives to assist the school in its fundraising efforts subject to the EWSPA approval.  Each member of the EWSPA Board is a committed participant in the Annual Fund.

Every Middle School and Upper School parent or guardian is a member of the EWSPA by virtue of collection of mandatory dues approved by the EWSPA board. The amount of the annual dues shall be recommended at the conclusion of each School year by the EWSPA Board and approved and collected by the school in September. These dues shall be used to defray the costs of EWSPA activities and other functions.

1. The EWSPA Board shall be responsible for conducting the general business of the Parents Association and shall consist of the following members: President, Vice-President, Secretary, Treasurer, Upper School Committee Chairperson, Middle School Committee Chairperson, All School Committee Chairperson, International Parent Ambassador, Boarding Parent Ambassador, Upper Day School Parent Ambassadors, Athletics/Arts Ambassador and President Emeritus.

Terms for EWSPA board members shall run from July 1st to June 30th.

The eleven voting members of the EWSPA Board shall consist of the Executive Committee plus committee chairs and liaisons. The Executive Committee shall consist of the president, vice president, treasurer, and secretary. These members of the executive committee shall attend each EWSPA Board meeting or submit a report to the President prior to a meeting or any special session of the Executive Committee.

President (two year term; advances to President Emeritus)

• Meet with head of school as needed
• Chair EWSPA Board meetings, preparing and managing to an agenda
• Attend Board of Trustee meetings
• Sign reimbursement requests when Treasurer is unavailable
• Ensure EWSPA Board representation at various council, committee, and school meetings such as the Administrative Council; Class Advisors; Parent Conference Calls; etc.

Vice President (one year term, may serve back-to-back terms; Board-offered option to advance to president

• Fill in for the president as required
• Maintain EWSPA bylaws and ensure EWSPA adheres to bylaws as adopted
• Represent EWSPA Board at various council, committee, and school meetings as directed by the president
• Organize social events and training for the EWSPA Board

Treasurer (one year term; may serve back-to-back terms)

• Review, approve, and submit reimbursement and check requests
• Review monthly account statements and resolve issues as they arise
• Provide updates to each committee chair and to the EWSPA Board regarding revenue, expenditures, and variances

Secretary (one year term; may serve back-to-back terms)

For each EWSPA board meeting: schedule meeting room; take and distribute meeting notes

• Collect notes and updates from committee chairs
• Maintain book of event information, costs associated with events, board agendas and minutes, bylaws, and board member/committee listings
• Collaborate with president and EWS director of parent relations on distribution of information in weekly, electronic EWS newsletters

Committee Chair(one year term; may serve back-to-back terms)

There shall be five committee chairs: The Upper School Committee, The All School Committee, The Middle School Committee, The Nominating Committee and the Athletic/Arts Committee. Each committee chair is responsible for:

• Scheduling, planning, and holding committee meetings as required by the EWSPA bylaws
• Ensuring assigned committee events and responsibilities are fulfilled
• Recruiting, welcoming and involving all parent volunteers
• Providing notes of committee meetings to the EWSPA Secretary
• Attending EWSPA Board meetings to represent his/her committee and to provide an update to fellow EWSPA Board members
• Communicating to his/her committee any information or updates from the EWSPA Board meetings

Ambassadors

There shall be four ambassadors: one for international parents, one for boarding parents, one for day parents, and one for Middle School parents. The role of the ambassadors is to be a point of contact for parents, the EWSPA Board and the EWS administration. The ambassadors are expected to attend each EWSPA Board meeting.

President Emeritus(non-voting position; one year term)

• The outgoing EWSPA president shall serve for one term as the president emeritus. The responsibilities of the president emeritus include:
  • Advising the executive committee
  • Providing history and context for past decisions

During the March/April/May time frame, the EWSPA Board will present a slate of EWSPA Board candidates and officers for the next school year to the head of school (or designee) for approval.

1. The EWSPA Board shall meet at least six times per school year, recommended as follows: September, October, November, January, March (or April), May. These meetings are open to all members of the EWSPA.
2. A quorum shall consist of at least two members of the Executive Committee and three other members of the EWSPA Board, and shall be required for decisions regarding budget and amendments to bylaws.
3. The Executive Committee shall meet as needed.
4. The Upper School, Middle School and All School Committees shall meet as needed, to be determined by Committee Chairs. A minimum of four times per school year is recommended.
5. Updates from all committees shall be submitted to the EWSPA secretary prior to meetings upon the secretary’s request.

1. The Upper School Committee shall include parent representatives of the freshman, sophomore, junior, and senior classes, as well as Boarding Parent Representative(s). Committee members will support Class Advisors in helping to initiate and implement student-led activities. Boarding parents may also assist in coordinating “Random Acts of Kindness” programs initiated by the boarding parent liaison.
2. The Middle School Committee shall be responsible for planning and implementing seasonal activities, class parties, eighth grade promotion, and any other appropriate activities.
3. The All School Committee shall be responsible for parent representation and planning of the following: Opening Days meet and greet, Family Weekend social, parent forums, parent socials, teacher appreciation events, Dogswood Day, and any other appropriate activities.
4. The Nominating Committee shall be responsible for meeting possible candidates for board positions and communicating with the board about these prospects.
5. The Athletic/Arts Committee shall be responsible for communicating with the athletic director and planning and implementing activities to support these programs.

1. The EWSPA shall be funded by dues.
2. The EWSPA Board shall set a budget in September for the upcoming school year.
3. There shall be one treasurer for the EWSPA and that person shall be a member of the EWSPA Board and Executive Committee.
4. Budget availability for total event expenditures must be cleared with treasurer prior to expenses being incurred. All expenses must be itemized on EWS reimbursement forms (available on the EWS website) and submit to the treasurer in one of the methods outlined in the reimbursement form. The treasurer should be advised when a reimbursement form has been left for processing. The treasurer will process all forms within one week of being properly notified.
5. The EWSPA Board may raise additional funds for a specific event or cause.
6. Any money remaining in the Parents Association account for the graduating class shall be allocated to the senior parent gift.

[Proposed amendments as of 8/3/19]