Boerne Middle School South

Parent Teacher Organization

BYLAWS - Revised 2026

 

ARTICLE I. NAME-IDENTITY

 

The name of this organization is Boerne Middle School South Parent Teacher Organization (BMSS PTO). This organization is an independent non-profit corporation and is not in any way associated with any other PTO or any other organization whatsoever.

 

ARTICLE II. PURPOSES

 

The objectives of the BMSS PTO are:

1.  To promote the welfare of children in the home, school, and community.

2.  To promote a closer relationship between the home and the school in order that the parents and teachers may cooperate intelligently in the education of our children; and

3.  To develop, between educators and the general public, a united effort to secure for

all children the highest advantages in academic, physical, and social education.

 

 

ARTICLE III. BASIC POLICIES

 

The following are the basic policies of the BMSS PTO:

1.  The organization shall be noncommercial, nonsectarian, and nonpartisan.

2.  The organization shall work with the school to enhance the education of all children

through volunteer service, fundraising and other efforts.

3.  No part of the net earnings of the organization shall be distributed to its members officers, or other private persons, except when the organization shall be authorized and empowered to pay reasonable compensation for services rendered, and to make payments and distributions in accordance with the approved budget and/or bylaws, and policy and procedure guidelines.

4.  Upon the dissolution of this organizations, after paying or adequately providing for the debt and obligations of the organization, the raining assets shall be distributed to one or more campus organizations which shall, at the time, qualify as exempt organizations under Section 501(c)(3) of the Internal Revenue Code or the corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose; and

5. When money is collected at any PTO sponsored event, two PTO members are required to tally and document monies collected immediately following the event.

 

ARTICLE IV. MEMBERS AND DUES

 

1. Membership in BMSS PTO shall be made available to any family member or employee of Boerne Middle School South who subscribes to the objectives and basic policies of this organization, without regard to race, color, creed, or national origin.

2. This PTO shall conduct an annual enrollment of members, but may admit persons to membership at any time.

3. Annual dues shall be established prior to each school year by the incoming Board.

4. Board Members are ineligible to participate in or receive prizes from any raffle conducted for the general membership.

 

ARTICLE V. OFFICERS AND THEIR ELECTION

 

1. Each officer shall be a member of this PTO, and a parent, guardian, teacher, or administrator of BMSS.

2. The officers of this PTO shall be called the Board of Directors (the Board) and consist of a President, Vice President of Parent Involvement, Vice President ofMembership, Vice President of Corporate Sponsorship, Vice President of Staff Appreciation, Vice President of Communications, Vice President of Fun(d) Food Days, Vice President of Merchandise, Secretary and Treasurer. All positions are able to have a Co-position (i.e. Co-VP of Communications), a “Co-VP” should preferably be 1-2 grade levels below the VP to allow for training.

3. Nomination Committee:

A. If necessary, there shall be a Nominating Committee composed of at least three members. The committee may consist of representatives from the Board(see Article V), school staff, and non-board PTO members. The current President may not serve on this committee.

B. The members of the Nominating Committee shall be chosen by the Board.

C. The Nominating Committee shall nominate an eligible person for each office to be filled and report its nominees in writing to the PTO members at least two weeks prior to the election of officers in April.

D. Only persons who signified their consent to serve, if elected, may be nominated.

4. Election of Officers:

A. Officers shall be elected by a vote of the current Board during the April board meeting. Candidates may be presented by the Nominating Committee and approved by a majority vote of the Executive Board members present.

B. The election process shall be by ballot and coordinated by the nominating committee. It shall be the committee’s responsibility to create a ballot, distribute the ballot, tally the votes and announce the results.

C. If all Board positions are not filled during the April election, the remaining positions shall be voted on during the May meeting.

D. Officers shall assume their duties following the close of the meeting in May and shall serve for a term of one year but not more than three years.

E. No officer shall serve in one office for more than three consecutive terms and/or any other office for more than three consecutive terms. One who has served more than one-half of a term shall be credited with having served term.

F. An officer presently serving on the Board may serve in any other office even if that officer has already served three consecutive terms in one office on the Board.

G. No member may serve more than six consecutive terms on the Executive Board

Board.

H. In the absence of a contested nomination for a board position, the nominated

individual shall be considered elected.

5. Vacancies:

A. A vacancy occurring in any elected office shall be filled for the unexpired term by a person elected by a majority vote of the Board with notice of such election having been given.

B. If a vacancy occurs in the office of President, the Board may appoint a replacement to fill the vacancy for the remainder of the term.

6. Removal from Office:

A. By two-thirds vote of the Board, an officer or chairperson may be removed from office for failure to perform duties. The officer shall be provided notice and an opportunity to respond prior to any removal vote.

B. An officer who misses three consecutive meetings may be removed from office.

 

ARTICLE VI. DUTIES OF OFFICERS

1. The President shall:

A. Coordinate the work of the officers and committees of the organization in order that the purposes (see Article II) may be promoted.Confirm that the quorum of officers is present before conducting any business at any meeting of the organization.

B. Preside at all meetings of the organization.

C. Call a meeting of the officers for the purpose of selecting standing committee chairpersons.

D. Be a member ex-officio of all committees except the Nominating Committee.

E. Communicate with the Principal or designated administrator prior to and after each meeting.

F. Perform such other duties as may be prescribed in these bylaws or assigned by the organization; and

G. Be authorized to make debit card purchases and to sign on bank accounts, with

two signatures required on all checks over $500.

 

2. The Vice President of Parent Involvement shall:

A. Appoint chairpersons of special committees, subject to approval of the Board.

B. Compile a list of volunteers for each committee.

C. Assist committee chairpersons with securing volunteers if needed.

D. Perform other duties assigned by the President of the organization.

E. In the event this position is not filled, the duties may be assumed by the Secretary or reassigned by the Board as needed.

 

3. The Vice President of Membership shall:

A. Organize PTO Membership information. Create and print membership enrollment forms, signs, etc. to be used during events such as Prep Day, Meet the Teacher, Staff Breakfast.

B. Input incoming/completed PTO forms that are returned by parents/staff into Membership ToolKit.

C. Collect and submit PTO dues to Treasurer.

D. Compile and maintain annual membership list.

E. Apply membership dues payments made through various sources i.e. Square, Zelle, Cash, Check to the appropriate membership account on ToolKit.

F. Serve as “Grant Coordinator” and manage the grant application timeline and serve as the main liaison for all staff and teacher requests.

G. Facilitate the review process by meeting with the Principal and fellow Board

Members (if needed) to evaluate applications.

H. Oversee the logistics of approved grants, including the purchase of requested

items and the preparation of presentation materials (e.g., oversized checks).

I. Coordinate the distribution of grants and awards alongside other Board members.

J. Perform other duties assigned by the President of the organization.

 

4. The Vice President of Corporate Sponsorships shall:

A. Serve as the primary liaison and representative for the BMSS PTO in outreach to local businesses to secure annual sponsorships.

B. Develop, maintain, and manage a comprehensive list of current and prospective sponsors.

C. Actively seek and secure new sponsorships throughout the year, and follow up with all current sponsors in the spring to confirm renewal for the upcoming school year.

D. Coordinate the ordering, installation, maintenance, and removal of sponsor banners, including monitoring for damage (e.g., weather-related) and arranging for reprinting or adjustments as necessary. Ensure banners are removed at the end of the school year for any sponsors who do not renew.

E. Oversee additional fundraising, acting as liaison and delegating responsibility for each fundraiser to subcommittees as needed.

F. Secure and oversee a minimum of four (4) to six (6) Spirit Night events annually with local restaurants and businesses.

G. Coordinate and oversee all planning, logistics, and execution of the annual Sponsor Appreciation Event, including vendor management, communications, sponsor recognition, and budget tracking

H. Ensure fulfillment of all sponsor-level commitments and deliverables, coordinating with other Board members as necessary, including the Vice President of Communications for sponsor-related promotional content.

I. Be authorized to make debit card purchases and to sign on bank accounts, with two signatures required on all checks over $500.

J. Perform other duties assigned by the President of the organization.

 

5. The Vice President of Staff Appreciation shall:

A. Plan events or gifts throughout the year to support, motivate and show appreciation for staff.

B. Coordinate scheduling of events and gifts with school administration.

C. Manage the Staff Appreciation Committee to encourage volunteer help with events.

D. Perform other duties assigned by the President of the organization.

 

6. The Secretary shall:

A. Record the minutes of all meetings of the organization and provide a copy of the minutes to the President within a one-week period after each meeting.

B. Have a current copy of the bylaws and current edition of Robert’s Rules of Order Newly Revised available at all meetings of the organization.

C. Address the minutes of all meetings of the organization and provide copy of minutes to assigned correspondence, to include South’s PTO website within a two-week period. General PTO Meeting minutes will be the only minutes posted to the PTO website.

E. Monitor the main South PTO email account and respond to messages or forward to appropriate member.

F. Organize the location/logistics of both Board meetings and General meetings, setting agenda with input and approval of President.

G. Perform other duties assigned by the President of the organization.

 

7. The Treasurer shall:

A. Have custody of all the funds and financial records of the organization.

B. Ensure that monies are efficiently collected and accurately accounted for during any sale, fundraiser, or event.

C. Make disbursements as authorized by the Board and in accordance with the budget adopted by the organization.

D. Maintain records, including bank statements, receipts, budgets, invoices and cancelled checks during the term of office and, in conjunction with his/her predecessors and successors, for a period of at least seven years.

E. Present a financial statement at general meeting, Board meeting, and at other times when requested by the organization or Board.

F. Submit books to an auditing committee if requested.

G. Prepare a budget for each fiscal year.

H. Be authorized to make debit card purchases and to sign on bank accounts, with two signatures required on all checks over $500; and

I. Perform other duties as assigned by the President of the organization.

 

8. Vice President of Communications shall:

A. Lead the PTO’s strategic communication efforts, overseeing all internal and external messaging to ensure brand consistency and engagement.

B. Manage and create content for social media platforms, producing compelling newsletters, and designing promotional materials such as flyers and event collateral, as needed.

C. Work closely with the Board to craft clear, impactful messages that support organizational goals and enhance public visibility.

 

9. Vice President of Fun(d) Food Days shall:

A. Plan fundraising events to take place during school lunches, such as Chick-fil-A Day

B. Plan other food-related events to build staff and student morale throughout the school year.

C. Be authorized to make debit card purchases and to sign on bank accounts, with two signatures required on all checks over $500; and

D. Perform other duties as assigned by the President of the organization.

 

10. Vice President of Merchandise shall:

A. Lead all PTO merchandise efforts, including spirit wear and branded items.

B. Design and coordinate new spirit wear collections annually (shirts, hoodies, lawn signs etc.).

C. Collaborate with school administration to align designs with school branding and guidelines.

D. Research, select, and negotiate pricing and contracts with vendors as needed.

E. Manage ordering process, including quantities, timelines, and budget tracking.Monitor inventory levels and reorder as needed.

F. Coordinate and oversee distribution of merchandise to students, staff, and families when needed.

G. Organize and manage on-site merchandise sales at school events (Prep Day, Rising Charger Night, Meet the Teacher, etc.), including maintaining adequate inventory and coordinating payment options such as cash handling and electronic payment platforms.

H. Ensure the school spirit store operates a minimum of twice per year (online or in-person).

I. Promote merchandise sales through PTO communication channels (email, social media, flyers).

J.Track sales, expenses, and profits; provide reports to PTO board.

K. Recruit and coordinate volunteers to assist with sales and distribution as needed.

L. Be authorized to make debit card purchases and to sign on bank accounts, with two signatures required on all checks over $500; and

M. Perform other duties as assigned by the President of the organization.

 

11. All Officers shall:

A. Perform the duties outlined in these bylaws and those assigned from time to time.

B. Deliver to their successors or the President all official materials within 15 days following the meeting at which their successors assume their duties.

C. Be authorized to sign on bank accounts, with two signatures required on all checks over $500.

 

ARTICLE VII. Board

 

1. The Board shall consist of officers of the organization (see Article V, Section 2).

2. Duties of the Board shall be to:

A. Attend board meetings and general meetings of the organization.

B. Transact necessary business in the intervals between organization meetings.

C. Create committees and appoint committee chairpersons.

D. Approve the plans of work of all officers and committee chairpersons.

E. Prepare annual goals.

F. Prepare and submit a budget to the membership for adoption at the first meeting

of each school year.

G. Approve routine expenditures within limits of the budget; and

H. Fill vacancies of officers and chairpersons.

3. Meetings:

A. Regular meetings of the Board shall be fixed by the board as deemed necessary.

B. A majority of the Board members shall constitute a quorum; and

C. Special meetings of the Board may be called by the President or by a majority of the members of the Board, and three days’ notice shall be given. However, the three days’ notice requirement may be waived by unanimous consent.

 

ARTICLE VIII. STANDING AND SPECIAL COMMITTEES

 

1. Only members of the organization shall be eligible to serve in any elected or appointed position.

2. The Board may create such standing committees as it deems necessary to promote the purposes (see Article II) and carry on the work of the organization.The term of each chairperson shall be one year.

3. The newly elected President shall call a meeting of the officers for the purpose of selecting standing committee chairpersons.

4. The chairperson of each standing committee shall present a plan of work to the Board for approval. No committee work shall be undertaken without the consent of the Board. Said plan should be made public to all committee volunteers (see Article VI, section 2B).

5. The President shall have the power to appoint special committees subject to the approval of the Board.

6. The President shall be a member ex-officio of all committees except the Nominating Committee.

 

ARTICLE IX. GENERAL MEETINGS

 

1. General meetings shall be held for the purpose of informing the membership of plans and purposes of the organization at least two times throughout the year. Time and date will be established by the Board.

2. Notice of general meetings shall be given at least three days in advance.

3. Special general meetings may be called by the President, principal, or by a majority of the Board, and three days’ notice shall be given.

4. A motion presented at a meeting may be passed by a majority vote of members present and voting.

5. The Board may authorize electronic voting for matters presented to the Board or General Membership, including bylaw amendments as outlined in Article XIII. Notice of the vote and any supporting information shall be provided at least five (5) days prior to voting. Unless otherwise specified in these bylaws, approval shall require a majority of votes cast.

 

ARTICLE X. FISCAL YEAR

 

The fiscal year of this organization shall be July 1 and end June 30.

 

ARTICLE XI. PARLIAMENTARY AUTHORITY

 

The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the organization in all cases to which they are applicable and in which they are not inconsistent with these bylaws and special rules of order the organization may adopt.

 

ARTICLE XII. DISBURSEMENT OF FUNDS

 

1. The Board shall have power to disburse funds in accordance with the adopted budget.

2. Disbursement of funds not specifically allocated in the budget may be approved by a quorum of the Board, not to exceed $500 per item.

3. Disbursement of funds exceeding $500 per item must be presented to the general membership for approval.

4. To prevent conflicts of interest, no payments for services rendered shall be made to any Board Member or their immediate or household family members unless expressly approved in advance by a 2/3 vote of the board. Such request and vote must be completed prior to the commencement of services, except in documented emergency situations where immediate action is required to prevent harm or significant financial loss. The interested Board Member shall abstain from discussion and voting.

 

ARTICLE XIII. AMENDMENTS

 

1. These bylaws may be amended upon recommendation of the Board by a two-thirds

(2/3) vote of Board members either present at a regular or special Board meeting or

through an authorized electronic vote, provided notice of the proposed amendment

has been given at least five (5) days in advance. Following Board approval, the

proposed amendment shall be presented to the General Membership for review and

vote. Members shall receive notice of the proposed amendment and a summary of

the changes at least five (5) days prior to voting.

Approval by the General Membership shall require a majority of votes cast either:

1. at a general membership meeting, or

2. through an authorized electronic vote.

2. A committee may be appointed to submit a revised set of bylaws as substitute for the existing bylaws only by a majority vote at a meeting of the organization or by two-thirds vote of the Board. The requirement for adoption of a revised set of bylaws shall be the same as in the case of amendment.

3. Upon adoption of any bylaw amendments, the revised bylaws shall be uploaded to the PTO website within two (2) weeks.