11/9/23 Meeting Agenda & Minutes

Nov 10

Quail Run PTO Meeting - Agenda & Notes

November 9, 2023 6:00 pm Murf's Grille

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

Parent Attendees: Kyra Gabel, Jamie Haughton, Tiffany Beard, Sherene Haddad

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

How these meetings will work:

- Quickly work through the agenda items with Q&A’s and any working topics/events.

- Introduce new topics

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

Treasurer Update:

Year to date budget vs. actuals

Full year plan with actuals to date + forecast for remainder of the year.

Curriculum expenses will be hitting soon. Polk to share details in the next PTO meeting.

Scholastic News - one classroom set for each grade level. Add to the budget plan for next school year.

Recap of recent events:

Read A Thon

$6688 school earnings
124 student readers
5 adult readers

Track Club

Last day for fall session was 11/2
53 participants
As a group, we ran a total of 736.61 miles.
50 participants earned their 5K mile award
45 participants earned their 10K mile award
36 participants earned their half marathon award

Important Dates:

Spring 2024 Track Club Season: April 2-May 16 (Tuesdays and Thursday at 8 a.m.)

Dine & Donate

Pickleman's West 10/12 - following up for results
LBC East 10/19 - raised $511

5th Grade Recognition concessions / fundraising

Well received at P/T conferences. Raised $840.
Added the option for classroom snacks

Birthday Book Club

57 kids signed up.
Raised $855 so far

Fall Parties

Feedback was great from staff, parents commented they would like to keep the parade indoors
Party prep was super fast with lots of volunteers
Next party, printed sheets showing party plans to be added to the totes during party prep night
Sign in for party volunteers - revisit this process with the office
Provide room parent list
Sign up genius of volunteers
Allow volunteers into the building early, keeping a list of those not on the sign up

Other Committee Updates:

Need co-chairs for Carnival Committee - High level list of responsibilities and notes:

Prize inventory and orders
Sign Up genius for volunteer spots - each classroom is responsible for running one game
Partner with Silent Auction committee which will include Game and Event Sponsors
Partner with 5th Grade Recognition committee for concession stand planning
Marketing - create flyers for handouts, social posts, and game/event sponsor signs
All PTO officers are included in Carnival planning committee

2024 co-chair - need to start considering options and officers are open to suggestions!

Review 2nd Semester Calendar

Upcoming Events:

QR spirit wear ordering opportunities

Coming soon - PTO student shirt design to be available for order for families / staff. Local supplier, shirts will be delivered to the school.

1st place spirit wear 20% discount sale running 11/6 - 12/8 with deliveries before holidays. Free shipping for orders over $75.

Winter Classroom Parties - Planning

Key Dates:

12/1 - Sign Up genius finalized to be sent in FF/newsletters/social/etc. Include sign up for prep night parent volunteers. (Publish after Fall Break/Thanksgiving)

12/3 - Winter Decorating day 12 pm

Discussion re: lots of local events happening this same weekend.

12/13 - Supplies Due - edit to 12/14

12/18 - Party Prep. Will gather supplies in totes and place outside classrooms. Include sheet outlining party plans in class totes with supplies

12/19 - Class Parties held 9 - 9:30 am

Open to ideas from room parents for party games, craft, snacks, and time filler sheets

Discussion regarding alternate options for older grades activities

Approved Party Plans:

Snack - approved!

popcorn, juice boxes, candy - Amy to check with Lauren regarding getting juice boxes from Costco again.

Game - approved!

Mystery box.

Option of purchase or recycled boxes.

Craft - approved!

K-3: coffee filter snowman

4-5: plastic/paper plate snow globe

Early finisher

K-3: yeti coloring page

4-5: winter activity sheet

Other ideas considered:

Paper bag reindeer

Cotton ball polar bear

Plastic cup snowglobe

Paper snow globe craft

Penguin or snowman headband

Some leftover supplies were kept from fall parties

Juice boxes in PTO tote in BGC office

Construction paper, googly eyes, pipe cleaners, coffee filters, misc

We have lots of cotton balls from last year

Holiday Charity Drive - last year was a sock drive with donations given to Ballard.

Multiple organizations and drive possibilities discussed
Consider moving this drive to January when there are less “asks” for families

Kids/Parents Night Out. Any suggestions, or volunteers for planning?

Discussion re: LGA, options of multi-level play nights, etc.

Q & A / Open Floor for Attendee Feedback

Meeting Adjourn, next PTO meeting to be held on December 14th 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)