2023-2024 Meeting Dates

(Dates and times TBD)

Doane Academy Parents Association Bylaws

Article I
Name
The name of this organization shall be Doane Academy Parents Association (the “PA”).

Article II
Mission
The objective of the PA is to promote and support the goals and vision of Doane Academy. The
PA strives to foster an inclusive sense of community and encourage effective lines of
communication between parents and the school. It promotes parent engagement, welcomes
and orients all new members into the Doane family, and assists the school in its efforts to
provide educational opportunities to its students.

The PA pursues its mission working in cooperation with the school administration through
activities consistent with the policies and goals established by the Board of Trustees of Doane
Academy.

Article III
Membership
Membership in the PA shall consist of all parents/guardians of all students currently enrolled in
the School. The Headmaster is also considered a member of the PA along with the
Administrative Liaison in that one or both will attend all meetings of the PA.

Article IV
Executive Board
The Executive Board shall consist of the President, Vice President, Division Chairs,
Secretary/Treasurer, and Communications Coordinator. All Executive Board members shall
support the School’s mission and act as ambassadors of the School. They shall attend Executive
Board and general PA meetings.

The President serves as the Chief Executive Officer of the PA. S/he presides over all Executive
Board and general PA meetings. All committees report either directly or indirectly to the
President. Meeting regularly with the Headmaster, the President serves as the liaison between
the PA and administration. The President serves a two-year term.

The Vice President serves directly under the President. S/he supports the President in all
responsibilities and shares much of the oversight of PA committees. In the absence of the
President, the Vice President presides over PA meetings and events. Barring unforeseen
circumstances, the Vice President shall succeed the President upon the completion of her/his
term. The Vice President serves a two-year term. 

The three Division Chairs, representing Lower School, Middle School, and Upper School,
preside over all the committees, activities and events that take place in their particular division.
They report directly to the President and serve a one-year term.

The Secretary/Treasurer assists the President and Vice President in carrying out many of the PA
duties and execution of events, including coordination PA volunteers. S/he also keeps minutes
for all PA meetings and submits them to the President within a week following each meeting.
The Secretary/Treasurer also serves and the Chief Financial Officer of the PA. S/he is
responsible for all financial reports, the collection and disbursing of PA funds and serves as the
PA’s liaison to the School’s Business Office. The Secretary/Treasurer is responsible to provide a
written financial update at every meeting. S/he reports directly to the President and serves a
two-year term.

The Communications Coordinator oversees all communication with the PA Executive Board and
the School community. This includes the creation and distribution of notices, flyers and other
materials. The Communications Coordinator reports directly to the President and serves a two year term.

Note: The President may serve one two-year term and all other officers may serve up to two
consecutive two-year terms or three consecutive one-year terms. Officer vacancies shall be filled
by Presidential appointment with the approval of her/his Executive Board for the remainder of
that position’s term. If the office of the President becomes vacant, the Vice President will
become President. Terms run from June of the elected year to the following June.

Article V
Nominating Committee
The Nominating Committee shall consist of the members of the Executive Board whose terms
are not set to expire within the following six months, as well as the immediate past-President of
the PA if he/she is still a member of the PA. No later than March 31 of each year, the
Nominating Committee shall give notice to the PA of Executive Board positions that they
anticipate being open as of June of that year, and ask for nominees from any member of the
PA.

Once suggested names are submitted, the Nominating Committee will select up to two
nominees for each open position and share the names of the nominees with the Headmaster
and Administrative Liaison. After approval by the Headmaster, the Nominating Committee will
then determine the appropriate manner by which to share information about the nominees
with the PA. The PA will then elect the new members of the Executive Board, by a majority
vote, at the last PA meeting of the academic year.

Article VI
Removal of an Officer
A PA officer may be removed from their position with just cause, at any time, by a two-thirds
vote of the full Executive Board, with the knowledge of the Headmaster. The officer who is the
subject of the vote shall not have a vote.

Article VII
Meetings
The PA shall meet between four and six times a year. The meetings will alternate between
mornings and evenings; the President or Vice President must be at every meeting. All meeting
dates will be determined the summer prior to the school year and included in the school
calendar. Meetings and speakers shall be publicized to the school community. Minutes from all
open meetings shall be available to the school community following each meeting on the
School’s web site. Additional meetings may be scheduled at the discretion of the President in
conjunction with the Head of School.

The Executive Board shall meet monthly during the school year and at least once over the
summer. All votes are decided by simple majority. In the event of a tie vote, the President will
make the final determination.

Article VIII
Committees
The PA President, in conjunction with her/his Executive Board, shall appoint all committee
chairs. The formation, responsibilities and dissolution of all committees fall under the President
and Executive Board’s discretion.

Article IX
Finances
Budgeting/Fiscal Planning
At the beginning of the new fiscal year (July 1), the PA President and Secretary/Treasurer will
meet with the School’s Chief Financial Officer and submit a general accounting for the
upcoming year. This budget will be reviewed and revised on a quarterly basis. Before the close
of the fiscal year (June 30), the PA may present the school with an annual donation. Following
that, the Treasurer will meet with the Chief Financial Officer to prepare for the school’s
financial audit.

Check Request Process
The accounts of the PA shall be administered by the School and its Chief Financial Officer. The
PA President, Vice President and Secretary/Treasurer may request checks for any amount up to
$1000. For amounts exceeding $1000, two PA Executive Board signatures are needed on a 
request; one must be the Secretary/Treasurer’s. For amounts exceeding $3000, the PA
President or Secretary/Treasurer and the Head of School must co-sign the request. All check
requests are submitted to the Chief Financial Officer and all checks are written and signed by
the Chief Financial Officer, subject to the check-signing authority policy of the School.

Reimbursements
All out of pocket expenses, with accompanying documentation, must be submitted to the Chief
Financial Officer for reimbursement within a month of the allocated purchase. Any expenses
not submitted before the end of the fiscal year will not be reimbursed.

Article X
Affiliations
The PA is non-commercial, nonsectarian and nonpartisan. The PA name and its officers, in their
official capacity, shall not be used in connection with any commercial concern or with any
partisan interest, or for anything other than the work of the PA. Parent lists and emails shall not
be shared for any purposes outside of the school community, unless it specifically pertains to a
PA event with the approval of the Head of School.

Article XI
Conflicts of Interest
No PA member or members of her/his family shall benefit financially from her/his volunteer
involvement with Doane Academy or from any PA event or materials, unless specifically
sanctioned by the Head of School.

Article XII
Bylaw Amendments
Subject to the approval of the Headmaster, the Bylaws may be amended by a majority vote of
the Executive Board to be ratified by a two-thirds vote of the entire PA membership (or two thirds of those present at the open meeting). Notification of change in Bylaws must be shared
with general population, via Doane Day to Day (“3D”), prior to the vote. The Bylaws shall be
reviewed every five years or before, as needed.

Article XIII
Dissolution
In the unlikely event of the dissolution of the PA, all assets will be distributed exclusively to
Doane Academy.

Back to School Picnic
Before the start of the new school year, the Doane Community gathers together for a picnic to reconnect and to welcome new families.    

First Day of School 
Doane Academy begins the school year in a way that is profoundly meaningful and joyous. The entire school community, including students, faculty, family, alumni, and members of the board of trustees, gather on the bank of the Delaware River to celebrate the start of the new school year and welcome the members of the senior class as they arrive by canoe for the first day of school. The seniors’ arrival is a moving reminder to them and their families that this is the beginning of the end of their time as students at Doane. It is a moment for seniors to reflect on how the school community will look to them to become leaders in the coming year. In addition, it is a magical and exciting way to open school for our youngest students, who track the seniors’ progress from the distant shore to the heart of Doane’s campus.
    
Homecoming 
The culmination of Spirit Week, Homecoming is a time for alumni to return to campus for a day of fellowship, celebration, and entertainment. The day begins with a soccer tripleheader, with the returning alumni facing off against each other, followed by the Varsity Girls and Varsity Boys hosting rival teams. At midday, alumni and members of the school community share signature dishes for the enjoyment of all and the glory of Best of Homecoming accolades. The day may end with a special event such as students using slingshots, trebuchets, and other homemade siege engines to launch pumpkins across the soccer field.  Students in grades 9-12 return in the evening for the Homecoming Dance.    

Doane's Dungeon 
Started by Upper School students in the 1980s, Doane’s Dungeon gives a literary twist to the traditional Halloween haunted house. Scary, spooky, and Shakespearean, the event turns the basement and corridors of our historic school into a haunted dungeon for an entire weekend. Drama students, as well as those interested in set design and lighting, work together to create scenes from classics such as Frankenstein, The Crucible, The Phantom of the Opera, and “The Tell-Tale Heart.” Open to the public, Doane’s Dungeon is one of the year’s biggest community events.    

Thanksgiving Luncheon
Doane students gather by school family for a Thanksgiving Luncheon.    

Christmas Mystery 
The Christmas season at Doane includes Upper School and Lower School concerts and decorations throughout its halls. Yet, the season’s centerpiece is the annual performance of the Christmas Mystery. Originated in 1848 by St. Mary’s Hall boarding students who were unable to travel home for the holidays, the Mystery is a play celebrating the birth of Jesus. Performed word for word as it was written so long ago (the current script dates from 1930), the Christmas Mystery is one of our most beloved traditions. Each year Upper School students vie for a part in the performance, with the parts of Mary and Joseph reserved for the senior boy and girl who have been at the school the longest and the part of Jesus filled by the baby of a Doane family or faculty member. The play is performed in the morning for students in grades Primary-8, and the evening performance for students in grades 9-12 is followed by a dinner that includes the reading of student holiday season reflections and the singing of “Silent Night.”    

Founder's Day Weekend  
An alumni celebration of the school’s founder, Bishop George Washington Doane, and his enduring, revolutionary vision of providing educational opportunities to young women takes place every May. A weekend long series of events inspires alumni to relive their days at Doane alongside their longtime friends and share their stories with current students. A cocktail reception on Friday evening welcomes back alumni, and there is a chapel service on Saturday morning during which a wreath of pansies is placed on Bishop Doane’s portrait as a symbolic expression of gratitude. This service is followed by the Society of Graduates luncheon, and a dinner party caps off the events in the evening. Each year’s Founder’s Day Weekend pays special tribute to classes celebrating their major reunions.    

Spring Play 
Don’t miss the talents of the Upper School’s Spartan Studio Actors as they present the annual spring play or musical.    

Before the Prom    
Doane students gather at the school for photos, light refreshments and celebration before heading off to the prom.  This was a new Doane tradition started with the 2019 prom. This event is open to the entire Doane community.      

Class Night
The Upper School awards are presented in the chapel.  From the chapel, activities move outdoors where the traditional passing of caps and gowns takes place.  A dinner follows in the dining hall and the senior slideshow is presented.  The Ivy Necklace is passed down from a graduating senior girl to a junior girl and the evening closes with the signing of the Alma Mater.    

Graduation
Commencement begins in the chapel where the graduating class is awarded their Society of Graduates medals.  The ceremony continues outdoors were diplomas are presented to the graduating seniors.      

Annual Golf Outing  
Fundraising Event:  Celebrating the life of Mark Keays, a great parent and friend of the school, the annual Golf Outing raises funds for our athletic department.    

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Parents Association Uniform Exchange

Located on the Ground Floor of Rowan Hall, the uniform exchange is Self-Service to “shop” or donate uniforms. All items are free, but sizes and items may be limited. There is no requirement to donate clothing in order to take clothing. All sizes and uniform pieces are accepted from Primary to grade 12. Only uniform pieces from Flynn & O’Hara will be accepted including gym clothes, pants, sweaters, shirts, kilts, jumpers, blazers and ties.

NOW OPEN 8:00 am – 4:30 pm. Please check sign in at the front desk.

Donations Needed!

Place donations directly in the marked bin in the Uniform Exchange. Items will be sorted, tagged and displayed.

Do you have items too damaged to donate? Blazer, kilt and shirt buttons can be placed in Ziploc bags for repairs. (The PA will NOT be making repairs, but will make extra buttons available.).