3/21/2024 PTO Meeting & Agenda Minutes

Written By Erika Kramer

Quail Run PTO  Meeting - Agenda & Notes

March 21, 2024   6:00 pm  Murf's Grille


PTO Officer Attendees:  Kodi Snider-McCall (Co-Chair), Tom Pasniewski (Co-Chair), Erika Kramer (Co-Chair), Sherri Whightsil (Secretary), Amy Shealy (Treasurer)

Parent Attendees:  Lauren Folkmann, Stacie Schroeder, Jamie Haughton, Kyra Gabel, Anna Landis

School Attendees:  


Murf’s Wi-Fi 

Network ID:  Netgear94

Password:  excitedcurtain054


Welcome and thank you for coming!  

- Please sign the attendance sheet and grab a nametag

- Feel free to order food and/or drinks!


How these meetings will work:

- Quickly work through the agenda items and any working topics/events.

- General Q&A and visiting at the end of the meeting!


Treasurer Update - full year budget on track


Recent Events/Recaps

  • Dine & Donate

    • Jason’s Deli $132.25

    • Chipotle $131.69

  • QR Spirit Wear - Spring Sale commissions $60.73

  • Charity Drive - KVC Kansas and Bert Nash Center Bag Drive

    • Very well received, large amount of donations for Bert Nash Center and KVC Kansas

  • Valentine’s Class Parties

  • Kids Night Out at LGA

    • 2/18 - Grades K-2 

    • 2/25 - Grades 3-5

  • Book Fair:

    • 1,813 books purchased!

    • Total Fair sales (excluding sales tax & Scholastic Dollars redemptions):  $14,531.40

    • This entitles Quail Run to receive 50% in Scholastic Dollars in the amount of $7,265.70 and $200 in Scholastic Rewards.  

    • Current Quail Run Scholastic balance:  $9,173

    • Year over year comparison:

      • *Spring 2023 Fair:  $13,367.60 in total sales (excluding sales tax & Scholastic Dollars redemptions)

      • *Spring 2022 Fair (student only):  $11,072.41 in total sales (excluding sales tax & Scholastic Dollars redemptions)

    • Total contributions to Share the Fair (including rounding up at the registers):  $376.35

    • There was $33.25 in unredeemed donations that will automatically rollover and be available to use for students in need at the next Fair.  

    • Second grade was the popcorn party winner ($115.97) and celebrated on 3/4/24. 

  • Pancake Feed 2/29

    • 371 plates sold

    • Funds raised $575

    • Coffee for 5th grade rec raised $131.86

  • Parent Teacher Conferences

    • teacher meals 3/6 & 3/7 - coordinated by Staff Appreciation Committee

    • 5th grade concessions and snacks raised $275

  • Track Club:

    • Spring Session:  March 19 - May 16

    • Spring mile goal:  marathon

    • 3/19 - 26 participants, 1.24 miles 

    • 3/21 - 25 participants, 1.24 miles 

    • 6 newcomers!

    • Total participants 2023/2024:  59


Current / Upcoming Events

  1. Dine & Donate 

    1. 3/26 Pizza Hut 10am-12am CODE:TY 

    2. 3/28 Picklemans 5-9 pm

    3. Discussion re: having a Murf’s Dine & Donate night, Sherri to follow up

    4. Small Cakes 20% donation every Monday 


  1. Kinder & 1st Grade Music Program 5:30-6:30

    1. PTO to assist with creating a backdrop for the music program


  1. Talent Show - 4/7, 3-5 pm.  Rehearsals will be 10-12, 1-2:30.

    1. Sign up form and performer surveys have been sent.  

      1. Social posts and backpacks in flyers.

      2. Lots of sign ups coming in.

    2. Owens Flower Shop - donation of flowers for performers-suggested donation $3 for bouquets

    3. No concessions due to no food/drink allowed in the auditorium

    4. Quail alum kids will MC, run lights, and Lil Q will make an appearance

    5. Participant prizes will be hats from Happy Hatters and a few snack items, which will need to be eaten outside of the auditorium.

    6. Coin drive for voting for favorite acts.  Winner and 3 chosen acts will perform at Carnival.

    7. Yvonne will take photos, Daric will take video of each act.

    8. Need a couple adult volunteers for stage hands

    9. Will pull judges from the audience since no prep is needed

    10. Cadette Girl Scout troop volunteers will help as needed


  1. Kinder Orientation - 4/17 (no school for current kinders that day)

    1. Split into 3 sessions, James to share info in FF soon

    2. PTO table with handouts, PTO to speak during each session

    3. PTO Staff Appreciation committee will provide a meal for teachers

    4. Request from James for PTO to provide a camping theme related snack

  2. Carnival & Silent Auction - 4/21

    1. Games - Combo of classic QR games from the shed and rented (new) games

    2. Prizes at each game, gift shop table for spending any remaining game tickets

    3. Volunteer recruits

      1. Utilize non-parent/QR family volunteers

      2. KU Sorority/Fraternity volunteers

      3. National Honor Society has been contacted

      4. Will reach out to Americorp

    4. Will have photo booth from rental company

    5. Will include Cake Decorating contest again, cakes to be part of silent auction.

    6. Silent Auction outreach is underway!

      1. Class basket themes have been shared

      2. Sponsor letters have been sent

      3. Will collect logos from sponsors for map and flyer placement

      4. Sherri to provide Cake Entry forms and secure acrylic stands from shed for Lauren

    7. Girl Scouts will hold a bake sale and possibly include other items like bracelets at Carnival this year to raise funds for their Silver Award project.

      1. PTO will include the troop in Carnival planning

      2. 5th Grade recognition has offered to hand concession stand off to GS troop if wanted to help them raise additional funds

    8. Erika to coordinate a Carnival Committee meeting soon

    9. Sherri to order game prizes

    10. Anna & Lauren have been added to the Carnival committee volunteer list


  1. Spring Fling - 5/3

    1. Glow sticks, Playground play

    2. Parents can bring chairs to hang out

    3. S’mores TBD - Boy Scouts

    4. Concessions - Girl Scout Troop - possibly include dinner - TBD

    5. Kona Ice confirmed

    6. Possible DJ - TBD


  1. Teacher Appreciation Week 5/6 to 5/10

    1. Flowers for teachers on Tuesday, 5/7

    2. Staff Appreciation committee will provide treats throughout the week in partnership with Sunshine Committee


  1. Bike to School Day - 5/8

    1. Polk/Hess will manage this with PTO volunteers to support as needed


  1. 5th Grade Recognition - 5/17

    1. Year to date have raised $8,032

    2. Theme is “Here We Glow”

    3. Activities Committee

      1. 5/20 - AM movie at LAC, PM picnic at centennial park, bowling

      2. 5/21 - Topeka roller skating, lunch, Mini golf

      3. 5/22 - TBD catered breakfast, yearbook signing, color run, Kona Ice, Lawrence Fire Department opening fire hydrants

    4. Ceremony Committee

      1. Decorations ordered

      2. Indoor Ceremony 5/17, 2 pm

      3. Small social gathering after ceremony

Q & A / Open Floor for Attendee Feedback

Meeting Adjourn, next PTO meeting to be held on April 11th at Murf’s Grille, 6 pm.  

Committees and Chairs expectations:

  • Each Committee has an assigned PTO co-chair liaison

  • All Committees must send representation and provide updates at Monthly PTO meetings.

  • All Committees must have regular communication/updates sent via email using Google Groups, which include PTO officers

  • All Committees with a budget must track expenses on Google Sheet provided by the PTO Treasurer. An email was sent to each committee with instructions on how to use the forms to report revenue and expenses, if you did not see an email please let us know. 

PTO Co-Chairs Committee Oversight:

Erika - Gardening, Book Fair, Decorating, 5th Grade Rec

Tom - Holiday Charity Drive, Track Club, Walk/Bike to School, Staff Appreciation

Kodi - Family Events, Social Media, Read-A-Thon, Dine & Donate

ALL - Carnival, Silent Auction, (Class Parties)


Erika Kramer
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