Christ the King-PTO

PTO Minutes

September 13, 2016 at 5:30 p.m.

Posted by ckspto on October 11, 2016 at 8:55 PM

Attending: Angela Pohlen (Principal), Jon Hughes (Advancement Director), Odile Steel (Associate Principal), Katie Nunn (PTO Liaison), Justin Kelley (President), Erin Dye (Secretary), Wayne Braun (Treasurer), Tracey Whitney, Katherine Marsella , and A.J. LeClair

 I. Opening Prayer

Tracey Whitney started the meeting with Opening Prayer at 5:30 p.m.


II. Approval of August 3, 2016 PTO Meeting Minutes

Katie Nunn moved, seconded by Tracey Whitney, to approve the August 3, 2016 meeting minutes. Motion passed unanimously.


III. Treasurer’s Report

Wayne Braun created and explained a new spreadsheet listing the PTO five major events (Golf Tournament, Genevieve, Holiday Extravaganza/ Tree Sale, Cabaret /Silent Auction, and the Spring Challenge/Fun Run). The spreadsheet showed revenue, expense, profits for each event. The spreadsheet also listed Teacher Appreciation Events: Box Tops, Barnes and Noble Book Fair, Harvest Family Hoedown, Popcorn Fridays, and Lake Monster Game.


Wayne created a new method for tracking expenses. The Expense Reimbursement Form will be used for each PTO event and will be submitted by the chair of each event. Deadline for reimbursement will be 14 days after the event.


Wayne also created an Expense Check Request Form. This form will be used when a check is needed for a vendor. Please allow 5 – 7 days to process this request.


Minor adjustments were made to the forms.


Wayne will create a “starter kit” for each PTO Chair. The “starter kit” will contain the Expense Reimbursement Form, Expense Check Request Form, Donation Form, and Tax Exempt Identification. Effective in the fall of 2017 (or beginning the 2017-2018 school year), Christ the King will no longer reimburse tax.


Wayne is working on a way of reporting expenses and revenue categories. Amy Langevin will look into with Sharon Martelle in the financial office.


IV. Public Comment

Back-to-School Night – Tracey Whitney will generate Sign Up Sheets – Volunteers are needed for Popcorn Fridays (2 per Friday, 2 hours), Harvest Family Hoedown (10 people, 4 hour shifts), Christmas Tree Sale (6 people, 4 hour shifts), Cabaret/Silent Auction (open, many needed), Barnes & Noble (2 people, 2 hour shifts from 9:00 a.m. – 9:00 p.m.).


V. Old Business

a. Playdate Update – Tabled to next meeting

b. Back-to-School Barbecue Update– The Back-to-School BBQ was a success. A big thank you to Tara Banks, Event Chair! Thoughts for next year – remember to clean the grill and cook extra food.

c. Discuss Adjusting Finance Procedures

Refer to Agenda Item III Treasurer’s Report

d. Genevieve’s Update – Katherine Marsella distributed Genevieve’s to the classrooms on Friday, September 9.

e. CKS Night – VT Lake Monster’s Game – Tabled to next meeting

f. Golf Tournament Update

A.J. LeClair provided an update as to where he was with donations and prizes. He felt they were on track. Concerns were raised that there were less golfers and prizes. There was also a discussion about volunteers for the event.

g. Chair Events and PTO Representatives

Jon Hughes created a Google Doc to track Event, Chair, Co-Chair, PTO Representative, and Faculty Liaison.

h. Set PTO Meeting Schedule (working /open meetings) – Tabled to next meeting


VI. New Business – Tabled to next meeting

a. Popcorn Fridays

b. Procedure for OPEN Vice President slot

c. Harvest Dinner – scheduled for October 22

d. Poinsettia Review


Meeting adjourned at 7:20 p.m.

Respectfully submitted,

Erin Dye


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