Westside Quilters Guild Board Meeting
August 5,2019
Present: Sue Nichols, Sue Hauser, Lori Haugsten, Denise Lancaster, Jami Stevenson, Penni Eagan, Renee Friberg, Joyce Greenfield
The meeting was opened by Sue Nichols at 6:00 pm.
Presidents Report
Sue invited Denise to discuss a question about Sewing Saturdays; the board decided that no action was necessary at this time. Sue N reported that there has been some confusion regarding email blasts and who will take responsibility to send them out; Carrie Townsend has offered to stay on in that position and Joyce Greenfield will be her back-up. Joyce and Carrie will follow up.
Vice President
There were no Vice President reports as both VPs were out of town.
Secretary
No report; Joyce was filling in for Heidi.
Treasurer
Penni reported that past treasurer Donna Fairchild has been very helpful during the transition. Donna suggested some changes to the structure and processes for the treasurer position; Penni will evaluate and advise as she gets more familiar with the position and the board will discuss these ideas further. Suggestions include having an additional signer on checks over a designated amount; ongoing review and back-up of treasurer activities; formal follow-up process for grants; 1099 forms.
Penni also reported on the current status; the Girl Scout retreat is paid in full.
Membership
Lori has the 2019-2020 directory out for printing. She suggested putting a label with the member’s name on each copy of the directory, so we know who has received their copy, etc.
Quilt Barn Trail
No update
Ways & Means
Renee reported that $1600 was raised at the July garage sale. Sue H is still sorting out some of the leftovers. Sue H and Renee need to decide if and when the sale will be on the upcoming guild calendar. Renee said that a few volunteers were still needed for the Garlic Festival. The Warm & Natural check has arrived; it was sent to Nancy Stober.
Programs
Sue H updated the group on upcoming programs, workshops and retreats. She has charity quilting events booked out for the next two years. There are still spots open for the September Girl Scout retreat, so it will be opened to the non-members.
New Business
Discussed under Presidents Report.
Old Business
There was no old business.
The meeting was adjourned at 7:24.
Respectfully submitted,
Joyce Greenfield, substitute Secretary
Westside Quilters Guild Board Meeting
July 1, 2019
Attendees: Sue Nichols, Carrie Townsend, Heidi Nesheim, Lori Haugsten, Marilyn Alexander, Jane Fouste, Penni Eagen, Sue Hauser, Nancy Stober, Renee Friberg, Donna Fairchild, Joyce Greenfield
Sue Nichols opened the meeting at 6:03 pm. Incoming and outgoing board members introduced themselves to the group.
President
Sue N. asked who has guild business cards and Lori replied that she has some in the box of membership supplies. Lori will bring some guild cards to Sharon’s Attic, and it was discussed that we should bring some to several local sewing/quilting shops. Sue will check with Jean Lasswell to see what the inventory is and if we need to order more from Vista Print.
A letter has been received from the WA County 4H requesting prize money for the “quilting” category at the upcoming WA County Fair. Clarification is needed regarding what the 4H needs; Sue N. will follow up with Jean L.
Sue N. told the group about a large donation of home décor fabrics; she has distributed them to several groups and organizations.
Vice President
Carrie gave 6 charity quilts to Tuality; the contact at Tuality requested more quilts and Carrie asked that he speak directly to Carolyn Drosd.
A great deal of discussion about the Challenge Quilts took place, including if and how they will be displayed at the guild’s show in November and next year’s program. Sue Hauser will follow up.
Several different “jobs” were reviewed in terms of who the listed advisor should be. Raffle quilt donations (to outside groups that request them) falls under Marilyn Alexander, VP – Charity. Hanging quilts at the library or other educational endeavors in that vein fall under Susan Greathouse, VP – Education. The changes were voted on and approved unanimously.
Secretary
Joyce composed and mailed a letter to the Richard B. Siegel Foundation to thank that organization for the generous grant received by the guild to be used for educational programs. Joyce is ending her 2nd terms as secretary but will be working on “tech issues,” including a guild website.
Treasurer
Donna reported that Quickbooks has rolled over to the new fiscal year beginning July 1, 2019. All checks were current as of year-end, June 30, 2019. Carol Sayles, CPA, reviewed the books and determined that all is in order.
Membership
Lori reported that the July general meeting is the cutoff to renew guild membership AND still get into the 2019-2020 directory. As of this meeting approximately 125 members have renewed. The group went through the “Committees” page and updated responsibilities and positions so that Lori can include that information in the upcoming directory. The board discussed “business membership” and decided that the by-laws need to be reviewed. There are several new business members.
Quilt Barn Trail
Jane brought the group up to date on the happenings with the Quilt Barn Trail. The Quilt Barn Trail will be featured at the upcoming Northwest Quilt Expo in September. Julie Mason or Jane will be doing a daily presentation on the QBT at the Expo. Jane will find out if QBT t-shirts can be sold at the event. Jane received a request to have a QBT booth at the Aloha Farmers Market August 1 and she will do that. Jane also received a request to work with the WA County Museum in designing and conducting “mini tours” of the QBT, including setting up routes, providing a tour guide, etc. That program will be piloted this summer.
Ways & Means
Nancy said she still has slots to fill for volunteers at the Garlic Festival and requested that an email blast go out to the guild requesting people to sign up. There are only about 125 tickets left for the raffle quilt and Nancy is still lining up some sales. Nancy is finalizing details for the July “garage sale” at the monthly guild meeting. People are working on items for the boutique at the November quilt show.
Programs
Sue updated the group about programs and events in the next two months. All details will be in the upcoming newsletter and are already in the online calendar on the guild website.
New Business
Sue N. had hoped to install the new board of officers at this evening’s meeting due to the July guild meeting being the “garage sale,” but the by-laws state that installation must occur at a general meeting, so the installation will occur on July 15.
Sue H. said that Jean Lasswell is working on an idea to prevent tripping on ironing cords. Sue N. stated that the guild insurance policy needs to be reviewed; Donna will send the pertinent info to Sue N.
Emergency contact forms need to be brought to all classes and events.
Changes to the signatory cards for the guild bank account cannot take place until after the July installation of the new officers. Penni will coordinate assembling the required attendees at the Forest Grove branch of Columbia Bank.
Old Business
The group discussed the newsletter and the mechanics of its creation and distribution. Carrie is working with Jayne to fine tune things.
Lori stated that people are arriving so early for the guild meetings that it hinders her getting set up. The thought was that guild members arrive early to get “good” parking spots.
The meeting was adjourned by Sue Nichols at 8:10 pm.
Respectfully submitted,
Joyce Greenfield, Secretary
WQG Board Meeting
June 2019
Attendees: Sue Nichols,
Lori Haugsten, Sue Hauser, Nancy Stober, Donna Fairchild, Syrena Glade, Heidi
Nasheim, Renee Friberg, Susan Greathouse.
The meeting was called to order at 6 pm.
President
Sue N. announced the guild had received a $2,000 grant from
Richard B. Siegel Foundation. Thie grant
is for the Education Committee to educate young persons in the art of
quilting. Susan Greathouse was given a
copy of the letter instructing the committee how the monies are to be used and
required reporting information to be submitted to the Richard B. Siegel
Foundation. Joyce Greenfield is to send
a Thank You note to the Richard B. Siegel Foundation. The guild received information about the Fall
Home and Garden Show to be held at the Expo Center in October looking for
vendors for the 4-day event. It was
determined that due to guild’s Quilt Show to be held in November, the guild was
not interested.
Vice President
Sue N. said that Carol Sayles will review the books for this
fiscal year. Donna Fairchild, Treasurer
will take the information to Carol Sayles for review within the next couple of
weeks. Syrena Glade requested that the
guild prepare and donate a small quilt to the Audubon Society. It was discussed how and when the quilt is
needed and determined that the guild would participate in this activity. Syrena G will head up the committee; coordinate
a workshop, submit information to the newsletter about the event, and present
the finished quilt to the Audubon Society.
Secretary
Donna F asked if the minutes had been read from the last
board meeting.
Treasurer
Donna F stated that checks had been written to the following
businesses; refunds for the Sylvia Pippen class, North Plains Post Office,
Tanasbourne Storage, Mutual Enumceau Insurance, Alton Collins Retreat, and
refunds for the Christina Cameli class.
Two grants were received from HACC Project Grant for the quilt show and
Richard B. Siegel Foundation for education.
The Benevity Portal was set-up on January 15, 2019 and review of the
site on June 1, 2019 shows that no funds have been electronically deposited
into the checking account. Donna F was
going to check with Intel to find out of the monies have been forwarded to the
Benevity Portal. The June Treasurer’s
Report was sent to the board members for review and there were no
questions. The Final Budget for
2019-2020 fiscal year was presented to the board and approved as amended.
Membership
Lori H stated that 73 people renewed their membership at the
May meeting. All members need to renew
their membership by the end of July so that the information can be sent to the
printer and new Directories printed before the August meeting. There are some people that are still not
getting the guild newsletter. Lori is to
discuss this with Jayne May to see if the problem can be resolved.
Quilt Barn Trail
Donna F stated that QBT still has $1,300 to spend before the
end of the fiscal year, June 30, 2019.
Ways and Means
Nancy stated that $69 quilt raffle tickets were sold at the
Audubon Society. She received many
positive remarks about the bird quilt.
The Quilters Extortionary Recycle Sale is to be held at the July guild
meeting. Nancy said there will be an
article in the June newsletter describing how the recycle sale is to be
conducted. Guild members are to bring
their items to be sold from 3-6 pm the day of the event. The guild meeting will start at 6 pm as
usual.
Programs
Sue Hauser went over the Alton Collins Retreat and stated
Shirlene Harrington was chair of the retreat.
The speaker for the June meeting will be presenting a technique on tube
strip quilting. Christina Cameli has
added a Wedge Class that will be held at the Jessie Mays Community building on
June 29 and the Free Motion Quilting Class will be held on June 30 at the North
Plains Senior Center.
New Business
No new business
Old Business
Sue N discussed the type and design of the quilt show pin. It was decided that the Quilt Show Committee
can make that decision. Joyce Geiszler
is planning on moving to Yakima, Washington but will be attending the monthly
guild meetings. It was discussed if
Joyce G will still be coordinating the Hillsboro Charity that donates quilts to
low income and foster children that graduate from Hillsboro High Schools.
The meeting was adjourned at 7:40 pm.
Respectfully submitted
Donna Fairchild, Treasurer
WQG Board MeetingMay 2019
Attendees: Sue Nichols, Carrie Townsend, Lori Haugsten, Penni Eagen, Sue Hauser, Jane Fouste, Nancy Stober, Joyce Greenfield
The meeting was called to order at 6:00 pm.
President
Sue N. announced that the guild has received a $2550 grant from the Hillsboro Art & Culture Council to be used for the November 2019 quilt show. Sue shared several announcements about various local and not so local quilt shows throughout Oregon; tickets will be made available at the May meeting for those interested. A request was received for a charity quilt for an ALS fundraiser; Carrie will deliver a quilt to them.
Vice President
The guild charter states that the Vice President should review the financial books on an annual basis; former treasurer Carol Sayles has offered to perform this task. Carrie announced that as of this meeting, 142 charity quilts have been distributed, as well as 12 pillowcases and 12 quilts to the end of life program. A queen size quilt is also being donated for the Kids’ Club raffle. Susan Greathouse and Bev Halperin have assumed full responsibility for the Education committee and are making plans. They have inventoried the materials in storage. Budget line items will be split into two separate entities: Charity and Education from now on.
Secretary
Joyce is continuing to do research and follow up on leads for website development. She will report back to the board later this year.
Membership
Lori noted that renewals begin in June, and members should have their dues paid by the July meeting to be included in the next directory. Joyce offered to help Lori with any follow-ups needed for member information, etc.
Quilt Barn Trail
Sue N congratulated Jane and her committee on a wonderful reception for the Quilt Barn Trail. Over 100 people from the guild and community attended. Jane said that Mary Lafler froze the leftover cake to be shared at the May guild meeting. Nancy Stober offered to take care of paper goods for that event. Jane will bring the poster boards used at the reception to the May guild meeting so all can see them. Jane will be representing the QBT at the PERS Health Fare on May 7.
Ways & Means
Nancy reported that more than half of the raffle tickets have been sold thus far – 1276 tickets sold, including 369 at the Hardy Plant sale, 130 at the Quilt Barn Trail celebration, 66 at the Kinton Grange Ham Dinner event and 50 at Sharon’s Attic. Tickets will be sold at the June 2 Audobon event. Nancy is working on details for the garage sale event at the July guild meeting. Nancy’s term is over at the end of this fiscal year, but she will continue to help the new Ways & Means chair.
Programs
Sue Hauser announced that Sylvia Pippen, the presenter/teacher scheduled for May, has had to cancel. Sue was able to find a replacement speaker, Michael McCormack, the founder and publisher of Quilt Folk magazine. Sewing Saturday is still the second Saturday in May; it was rescheduled to accommodate classes that are now cancelled. The “No Machines Required” and “Grandmother’s Garden” sessions are very well attended. Sue has been able to reschedule the Christina Cameli classes that were cancelled in March.
Budget/Treasurer’s Report
The rest of the meeting was spent reviewing budget figures for the upcoming fiscal year. Donna will make revisions and corrections as needed so the final budget can be finalized and presented to the guild.
The meeting was adjourned at 7:45 pm.
Respectfully submitted,
Joyce Greenfield, Secretary
Westside Quilt Guild Board Meeting
April 1, 2019
Attendees: Sue Nichols, Carrie Townsend, Lori Haugsten, Penni Eagen, Nancy Stober, Jane Faust, Donna Fairchild, Connie Gaebel, Joyce Greenfield
The meeting was called to order by Sue Nichols at 6:00 pm.
President
Sue shared a thank you note for the donation of quilts from Cares NW. Annual reports from each board member and committee chair are due to Sue no later than May 1. The WA County Museum wants to do a quilt display; Jean Lasswell is working on this. Sue was contacted by the publishers of the Quilt Shop Navigator book; the guild and our upcoming quilt show will be listed in that online resource (www.myqsn.com).
Vice President
Carrie is working with Jayne May on transitioning the newsletter and guild-wide email responsibilities. There should be a back up to Jayne; Carrie suggested Joyce Greenfield. Carrie reported that the charity group has donated 176 quilts and 42 pillowcases to date (2018-19). Carrie has passed her keys to the storage unit to Susan Greathouse so Susan can access education materials.
Secretary
Joyce reported that she has been researching website development costs and procedures. Based on one rough estimate, a budget figure of $6000 was submitted for consideration.
Treasurer
Donna reviewed the figures for the draft budget. A great deal of discussion followed. Proposed expenses exceed the projected income. Joyce will investigate grant options for the website proposal. The board will further discuss the budget at the May 6, 2019 meeting.
Membership
Lori reported that membership presently stands at 216 members.
Quilt Barn Trail
Jane Fouste reported that Evites for the May celebration have gone out and responses are coming in. New brochures with detailed map routes of the Trail are being printed. The QBT team has a meeting planned with the WA County Museum folks to work on bus trips to bring people see the Quilt Barn Trail.
Ways & Means
Nancy has scheduled several times for raffle quilt ticket sales at several different sites and continues to research more venues for sales. Tickets are selling well.
Programs
Connie Gaebel attended this meeting for Sue Hauser. Connie reported that the Charity Sewing Day is set for April 13th with Carla Alexander at Jessie Mays from 9:00-4:00. Programs and workshops are scheduled through the year; Sue is working on rescheduling the free motion quilting classes that were cancelled due to instructor illness.
New Business
Sue H. reminded the group via Connie that we still need a detailed list of who in the guild has keys and codes to which storage units.
Old Business
There was no old business discussed.
The meeting was adjourned at 7:40 pm.
Respectfully submitted,
Joyce Greenfield, Secretary
Westside Quilt Guild Board Meeting
March 4, 2019
Present: Sue Nichols, Sue Hauser, Lori Haugsten, Donna Fairchild, Nancy Stober, Joyce Greenfield
The meeting opened at 6:09 pm.
President
Sue read a letter from the Warm Company stating that they are no longer selling their batting products at Joann Fabrics. Since the guild is a registered charity, we may be able to purchase directly from Warm Company. The Charity Chairs will be informed.
Sue needs to be working on an annual “President’s Report” and each chairperson needs to send their annual status report to Sue.
Vice President
Carrie was absent due to a family emergency.
Secretary
Joyce has all minutes up to date and posted online. She discussed the need for a “Technology” person to work on a guild website, domain, etc. and volunteered to be that person. She will begin working on gathering information to pursue a guild website; the board will discuss the technology position at an upcoming meeting. Joyce will also pull the “interests” list from the Cloud database and give names of those interested in helping with the quilt show to Marilyn Hickman.
Treasurer
Donna presented the latest financial status. She indicated that invoices are needed from the Oregon Gardens retreat; Sue H will speak with Connie.
Donna reminded the board that we need to start the annual budget process now. She will look at actual expenses for this year and help each committee with their budget figure. All committee chairs need to get their budget figures to Donna by March 26, 2019 so that we can work on the budget at the April 1, 2019 board meeting. Donna will also speak to Marilyn Hickman about the 2019 quilt show budget.
Membership
Lori stated that current membership stands at 215 people. There were 7 new members in January and 4 or 5 in February. Lori is continuing to work on refining the database. She is also looking into other printing resources for the member directory.
Ways & Means
Nancy has confirmed several dates for raffle quilt ticket sales and is working to confirm more dates. She is hopeful that space can be found at the Quilt Barn Trail celebration for the raffle quilt to be displayed and tickets sold at that event.
Programs
Sue H. has her program calendar filled for 2019 and is always working on researching new programs and presenters for the guild meetings. The annual Charity Sewing Day with Carla Alexander will be on Saturday, April 13. Patti Dobbs will be chairing the annual UFO event; the program will be announced at the March meeting and will begin in April, with the UFO “reveal” at the November 2019 meeting.
New Business
We received a letter from the Banks Cemetery Association thanking us for the quilt donation for their annual raffle. They raised $600 from the raffle and have requested a quilt for next year – we already have one on hand and ready to donate.
Old Business
None
The meeting was adjourned at 7:51 pm.
Respectfully submitted,
Joyce Greenfield, Secretary
March 4, 2019
Present: Sue Nichols, Sue Hauser, Lori Haugsten, Donna Fairchild, Nancy Stober, Joyce Greenfield
The meeting opened at 6:09 pm.
President
Sue read a letter from the Warm Company stating that they are no longer selling their batting products at Joann Fabrics. Since the guild is a registered charity, we may be able to purchase directly from Warm Company. The Charity Chairs will be informed.
Sue needs to be working on an annual “President’s Report” and each chairperson needs to send their annual status report to Sue.
Vice President
Carrie was absent due to a family emergency.
Secretary
Joyce has all minutes up to date and posted online. She discussed the need for a “Technology” person to work on a guild website, domain, etc. and volunteered to be that person. She will begin working on gathering information to pursue a guild website; the board will discuss the technology position at an upcoming meeting. Joyce will also pull the “interests” list from the Cloud database and give names of those interested in helping with the quilt show to Marilyn Hickman.
Treasurer
Donna presented the latest financial status. She indicated that invoices are needed from the Oregon Gardens retreat; Sue H will speak with Connie.
Donna reminded the board that we need to start the annual budget process now. She will look at actual expenses for this year and help each committee with their budget figure. All committee chairs need to get their budget figures to Donna by March 26, 2019 so that we can work on the budget at the April 1, 2019 board meeting. Donna will also speak to Marilyn Hickman about the 2019 quilt show budget.
Membership
Lori stated that current membership stands at 215 people. There were 7 new members in January and 4 or 5 in February. Lori is continuing to work on refining the database. She is also looking into other printing resources for the member directory.
Ways & Means
Nancy has confirmed several dates for raffle quilt ticket sales and is working to confirm more dates. She is hopeful that space can be found at the Quilt Barn Trail celebration for the raffle quilt to be displayed and tickets sold at that event.
Programs
Sue H. has her program calendar filled for 2019 and is always working on researching new programs and presenters for the guild meetings. The annual Charity Sewing Day with Carla Alexander will be on Saturday, April 13. Patti Dobbs will be chairing the annual UFO event; the program will be announced at the March meeting and will begin in April, with the UFO “reveal” at the November 2019 meeting.
New Business
We received a letter from the Banks Cemetery Association thanking us for the quilt donation for their annual raffle. They raised $600 from the raffle and have requested a quilt for next year – we already have one on hand and ready to donate.
Old Business
None
The meeting was adjourned at 7:51 pm.
Respectfully submitted,
Joyce Greenfield, Secretary
Westside Quilt Guild
Board Meeting
February 7, 2019
Attendees: Sue Nichols, Sue Hauser, Carrie Townsend, Nancy Stober, Susan Greathouse, Joyce Greenfield
The meeting was called to order by Sue Nichols at 6:06 pm.
President’s Report
Sue reported that she had much positive feedback about her comments about “not being snarky” at the January guild meeting.
Vice President
Carrie is working with Lori on an Excel spreadsheet for the newsletter emails. There have been some problems with the spreadsheet functioning correctly. Joyce suggested that an entirely new spreadsheet be created from scratch.
Secretary
Minutes of the January board meeting were approved; motion was made by Sue Nichols and seconded by Nancy Stober. Joyce stated that she is not interested in another year as guild secretary, but that she would like to take on research and development of a guild website. She will report back to the board at a future meeting.
Treasurer
Donna emailed the monthly report to all board members.
Membership
Lori was not present so there was no report.
QBT
The committee is working on their May 4, 2019 celebration plans.
Programs
Sue H. stated that she has all but one month booked for programs. The website calendar is up to date, including all retreats, events, groups, etc. Sue is having some formatting issues with the Block of the Month information. It was decided that Carrie would speak directly with Marilyn and in the future the block details can be sent in a guild email and be included in the newsletter. Sue reported that Ruth Voelker is creating a tri-fold presentation board with details about classes, etc. that can be displayed before meetings and at break time. Susan G. suggested that the board be displayed in the foyer and on a table away from the sign-up desk during break.
Ways & Means
Nancy brought the raffle quilt to show the board – it is quite large and absolutely great! She is researching different venues for ticket sales. Nancy has begun receiving donations for the next Brown Bag sale, and she will sort through donations for items that will work for the Quilt Show Boutique. Donations include several sewing machines that will be advertised; if unsold they will be donated.
Education
Susan Greathouse came to the meeting to discuss education ideas and opportunities. She and Bev Halperin serve as the committee members. Susan stated that education in the community is part of our mission statement and part of being a 501C3 organization. Nancy mentioned several ideas for “quilting programs.” Susan and Bev are developing ideas for different programs, including ethnic quilts. They will reach out to other interested guild members.
New Business
Jean Lasswell send a note to Sue N stating that the Hillsboro Senior Center is looking for quilts for a display at the Center. Sue will pin down more details with Jean. A suggestion was received from Clara Mashek about including patterns or instructions for gift items that guild members could make for their holiday giving, etc. Sue H suggested a “make two, keep one” slogan, with one item being for the quilt show boutique. That was a popular idea with the board.
Sue N reported that Donna has set up the Intel program that will allow the guild to receive financial donations based on Intel employee/retiree volunteer hours.
Old Business
The board worked on ideas for the division of the Vice President position into two separate positions. Vice President (Education) will be responsible for education, newsletter, website and education liaison. Vice President (Charity) will be responsible for charity, block of the month, door prizes, quilts to be donated to programs for raffles, sunshine & shadows, and quilts for the North Plains Library display. This position (VP Charity) will also include coordinating charity events that are guild programs.
The Quilt Challenge program and the UFO program will be under the Program Chair position.
The changes will be reviewed and voted on at future board meeting.
It is time for a nominating committee to form for the 2019-2020 board. Sue H spoke about recruiting and suggested that a past president would be a great chairperson, and that chairperson can recruit their committee. The nominating chair should have served on the board in the past so that the positions can be well represented and presented to potential candidates.
The meeting was adjourned at 8:16 pm.
Respectfully submitted,
Joyce Greenfield, Secretary
January 7, 2019
Attendees: Sue Nichols, Carrie Townsend, Lori Haugsten,
Sue Hauser, Jean Lasswell, Nancy Stober, Donna Fairchild.
Absent: Joyce Greenfield
Meeting
called to order at 6:04 p.m.
**Jean
Lasswell shared that Heather Perez (who is heading advertising) is pregnant but
she is still working on graphics. Jean
will take over advertising for a while.
Jean will write an article for the newsletter looking or a new
advertising person.
HACC
(Hillsboro Arts)—grants available up to $2500 for upcoming quilt show. The grant could cover signage or pipes
/drapes. Jean shared that we could use
plastic saw horses to post signs. The grant
can include the purchase of the saw horses.
Carrie shared that she may be able to borrow pipe and drape for the
quilt show. Jean will pursue the grant.
Jean
will email Paula Stewart from the Hillsboro Senior. Quilts may be a good fit for them. They could host a “pre” quilt show. Jean will contact her to get details.
**The
Christmas party went will. Many members
liked picking a card and sitting with people they didn’t know.
**Charity
quilts: 12 quilts went to Kaiser EOL and
7 went Kaiser Baby.
**Challenge
quilt—There will be a People’s Choice prize and three other prizes chosen
randomly. One $50 and three $25 gift
cards will be purchased from Aloha Sew and Vac.
**The
conversation continued about two vice-president positions. Carrie suggested bringing a flip chart to set
up jobs (areas) to differentiate the two positions.
**Sue
Hauser brought up the breakdown of committees as shown in the directory and
newsletter. Since we’re splitting the
vice-president position, now is the time to discuss committees. We will need to determine holes and what
falls under what. It was decided to
bring the discussion to the General Meeting in April.
**Becky
Leitl was given quilt blocks will be made into the raffle quilt for the 2021
Quilt Show.
**The
Guild gives a quilt to raffle to the North Plains Library at the Garlic
festival, the North Plains Senior enter for Crab Feed, and to Pioneer Cemetery.
**We
discussed Benevity—oversees donations from Intel. Intel has $2000 for the Guild. Discussed whether we should accept because
they can have access to the Guild’s books.
The monies can not be given to a church or an organization with a
religious affiliation.
**Nancy
Stober shared that Heather Perez will bring the raffle quilt to the General
Meeting in January. The quilt will then
be assigned to members to bring it to places to sell tickets. Nancy will be calling around to find places
to sell tickets.
**QBT
wants all expenses and income from 2014 to prepare a report for the Guild.
**Upcoming
programs:
~Sewing Saturday on January
19.
~Christina Cameli will
speak on January 21. She will talk about
quilts made with wedge rulers. She will
have a workshop on March 23 on longarm quilting.
~Handwork Group meets
on January 23, at the North Plains Senior Center from 3:00-6:00.
~The applique BOM
Grandmother’s Garden led by Robbie Berg will start on January 26 at the Senior
Center from 9:00-4:00. Nineteen people
have signed up. The cost is $5.00 a month.
~Linda O’Brien will be
teaching a “Show and Tell” bag class in the basement at the Senior Center from
9:00-4:00 on January 26. The cost of the
class is $20, and the pattern is $5.00.
~Sue is teaching the
Labyrinth Walk on Saturday, February 9, from 9:00-4:00. The cost is $25.
~Sewing Saturday on February
16.
~Quilt Challenge at the
General Meeting on Monday, February 18.
~Oregon Gardens Retreat
February 22-24.
Meeting
adjourned at 7:50
Minutes
submitted by Lori Haugsten.
Westside Quilt Guild Board Meeting
December 3, 2018
Attendees: Sue Nichols, Donna Fairchild, Nancy Stober, Joyce Greenfield, Carrie Townsend, Lori Haugen, Sue Hauser, Jayne Maye, Jane Fouste, Joyce Gieszler
The meeting was called to order at 6:31 pm by President Sue Nichols.
President
The Board decided to move the start time for meetings to 6:00 pm beginning in January 2019.
Secretary
Joyce reported that she has been unable to access the Cloud account to upload meeting minutes. Donna will pursue with Carol Sayles. Joyce will not be at the January board meeting due to surgery; Donna offered to take the minutes at that meeting.
Vice President
Carrie introduced Jayne Maye, who is taking on the newsletter. Carrie will serve as editor. Carrie reported that 10 quilts were donated to the Kaiser End of Life program in October. Carrie led the group in a discussion about education. There needs to be more direction for education; perhaps education needs to be spun off as a separate role. There are several duffle bags full of education materials; Nancy offered to sort through them. Carrie will follow up with Cathy Smith and Bobby Rodriquez, as they have been education coordinators in the past.
Ways & Means
The raffle quilt is ready to start showing/selling tickets in January. Heather Perez is working on photo and ads for the raffle. Nancy will be coordinating the boutique at the 2019 quilt show and will publish an article in the newsletter requesting items. She will speak to the quilt show committee regarding plans for the boutique.
Quilts for Hillsboro Foster Students
Joyce Gieszler reported that an anonymous donor has offered to match donations to a Go Fund Me account for this program. A motion was made and passed by the board “to open a Go Fund Me account to facilitate the Quilts for Hillsboro Foster Students program.”
Membership
Lori reported that the directories have been distributed. Copies will be available for those who have not yet received one. As of this board meeting there are 208 paid members. Lori will not be at the December guild meeting but will get substitutes for the check in desk.
Quilt Barn Trail
Jane Fouste reported that 2 more blocks have been installed; there are 2 blocks left to be installed after the first of the year. At that time, the goal of 60 blocks will be achieved! The QBT group is no longer painting blocks, and the Hess barn has been cleared out of QBT materials. Excess supplies were donated to a guild from south Oregon that is starting their own quilt barn trail.
Jane and her committee are working on the Quilt Barn Trail celebration planned for May 4, 2019. The event will be invitation only, and 150-170 people are expected. Save the dates will go out in January; invitations in March, and a final reminder in April. The committee will use the rectangular tablecloths owned by the guild, and they will also purchase 12 round tablecloths in a shade of blue. This purchase will come from the QBT budget.
Treasurer
Donna reported that $1125 was raised from the Mystery Quilt program. Rewards from the Fred Meyer community program average about $56/quarter. Rewards can also be received from the Amazon Smile program. Donna will write an article for the newsletter to tell guild members how to participate. Donna will also write a “job description” article for the upcoming newsletter.
Programs
Sue Hauser gave an overview of upcoming programs and events. The cancellation policies are still under review and development for retreats, as the refund policies vary by venue. The programs committee is meeting soon, and Sue will update the Board in January or February. The Oregon Gardens retreat is full, and a waiting list has been started. Sue is working on a calendar of events for 2019 which she will post in January.
New Business
Carrie and Joyce Greenfield discussed the need to pursue the creation of a guild website. Discussion to be continued.
Old Business
There was no old business.
The meeting was adjourned at 7:52 pm.
Respectfully submitted,
Joyce Greenfield, Secretary
November 5, 2018
Attendees: Sue Nichols, Carrie Townsend, Sue Hauser, Nancy Stober, Donna Fairchild, Joyce Greenfield
The meeting was called to order by Sue Nichols at 6:30 pm.
Committee Reports
President
Sue has had two guild members volunteer to chair the holiday party, so plans are underway for that event. Marilyn Hickman has volunteered to chair the quilt show to be held November 1-2, 2019. Sue received a letter from the “Road to California” quilt show with some free passes to that event; she will ask the general membership if anyone is interested. We also received info from the Mid Valley guild out of Salem, OR about their show in April. Carrie will publish the details in the newsletter. We need to change our passwords for the Cloud storage area; Donna will update and inform the board.
Secretary
Joyce had no news for the Board.
Vice President
Carrie has received a detailed budget from Joyce Gieszler for the Quilts for Foster Children program. Jayne May has volunteered to take on the newsletter; Carrie will work with Jayne to transition this over for the December newsletter. A motion for the guild to purchase a thank you gift card for Michael Tinnesand for his work on the newsletter for the past few years was made by Donna Fairchild, seconded by Sue Hauser and approved by all present.
Carrie opened a discussion about splitting the Vice President role into two parts: Charity and Education. The board discussed allocating several different “jobs” which then transitioned into a discussion revolving around “activities” versus “programs.” Activities might include things like the UFO Challenge, Block of the Month, 2 Pins, miscellaneous trips and events – basically things that are different from “programs.” Sue H and Carrie will discuss further, and the board will discuss at the January 2019 meeting.
Ways & Means
Nancy has sold some of the pins and t-shirts from inventory. She commented that break times at the general meetings are very busy and sales are challenging. Several ideas were mentioned, including showing the shirts during the meeting, selling before the meeting begins, and advertising in the newsletter.
Nancy is going to review the information for registration in the Fred Meyer and Amazon community rewards programs. She will publish details in an upcoming newsletter article.
Nancy updated the group about the raffle quilt. It is not yet completed but Syrena Glade says the quilt will be completed by the end of this year. Nancy has had one guild member volunteer to take the quilt to other locations for ticket sales so far.
Membership
Lori is still recovering from her recent illness. She let us know that she will send the list of people interested in helping with the holiday party (from membership forms) to the holiday party chairs. Carrie will include a notice in the newsletter that we need helpers at the membership desk every month. Joyce commented that this will be a good way for guild members to see what’s involved with that job.
Quilt Barn Trail
The group is still on track to finish block installations before winter sets in. Jane has some items to be stored in the storage unit.
Treasurer’s Report
Donna reported that there was a bounced check and associated bank fees, but the guild member has resolved it. $1200 was received from the Garlic Festival. $17.03 was received from the Amazon Smile program, and $65.45 from Fred Meyer. Donna is currently preparing the Oregon State tax report. Donna needs to do a journal entry in the books to resolve a bookkeeping issue from last fiscal year for the Quilt Barn Trail and Programs accounts. Joyce moved to transfer $5897.75, Carrie seconded the motion. All presented voted in the affirmative.
Programs
Sue H asked if a key to the new storage unit could be made for Connie Gaebel so that she can pick up and return the quilt stands for guild meetings with programs/speakers. The board discussed the need for a list of who has keys to the various storage units. Sue and Connie are working on a list of all events and programs for 2019. The Brown Bag event will next take place in April 2020. This timing skips a calendar year but keeps the event in the 2019-20 fiscal year.
Sue has done a lot of work on speaker and workshop timing. There is an on-going concern with filling classes that occur before the speaker presents to the guild. One option is to change the day of the week for the guild meetings. Sue is continuing to develop approaches to this issue.
Robbie Berg will be holding a Grandmother’s Flower Garden block of the month; she’ll show the block and announce details at the November general meeting.
The Charity Committee has donated several large quilts to the Program committee to use for donations to the North Plains Senior Center, Library and Cemetery. There are enough quilts to use for at least two years.
The board addressed workshop refunds as there are still some concerns with this policy. One suggestion is to offer a “credit on account” for cancellations that take place after the “14 day ahead of class” full refund policy. Sue H would be responsible for tracking. Discussion will continue.
Sue will publish the calendar for the upcoming year of programs in January.
New and Old Business
The hour was late, so the decision was made to table any discussion until the December meeting.
The meeting was adjourned at 8:18 pm.
Respectfully submitted,
Joyce Greenfield, Secretary
Westside Quilt Guild
BOARD MEETING MINUTES
Monday, October 1, 2018
Attendees: Sue Nichols, Lori Haugsten, Sue Hauser,
Nancy Stober, Jane Fouste
Absent: Donna Fairchild, Joyce Greenfield,
Carrie Townsend
Meeting
called to order at 6:40 p.m. Minutes
from September meeting approved.
Vice-President report: Mona has come up with the Quilt Challenge theme. She will announce it at the next General
Meeting on October 15.
A suggestion was made by Sue, through Carrie,
that the Vice-President position should be two positions—one for charity and
one for education. We discussing that it
was a good idea, but decided to table the decision until all board members were
present to vote. Sue Hauser had
suggestions as to members who would fill the position. Carrie may have someone to take over the
newsletter.
Ways and Means report:
*Nancy
picked up the logo merchandise from Sharon Kennedy and has inventoried it and
packed it up. She has had an offer of
help for tea-dying shirts. There are
over 70 shirts. Jane is interested in
getting some of the Quilt Barn Trail tee shirts for her committee.
*Nancy brought the signed paperwork
from Tanasbourne RV and Mini-storage.
Sue, Nancy, and many others moved the items in two units to one unit
F705—one key fits both units.
Membership:
·
Lori
will check with Office Depot about reprinting the directory—the photos are too
dark.
·
She
will add Aloha Sew and Vac to the Business Members page.
Quilt
Barn Trail:
·
Fifty-six
(56) blocks and completed—the final three are being painted.
·
Four
more to install
·
Two
to be installed in Spring 2019
·
Two
blocks are curing for two weeks.
The
barn will be cleared out--committee is deciding what to do with the
supplies. Charlie Laswell built two
large racks he doesn’t want. Jane will
contact other guilds a new Quilt Barn Trail group in Southern Oregon. It was decided to donate the racks to them if
they want them. There are also two
plastic collapsible saw horses in barn—will stay with Bev Hess.
Mini-quilt
block classes went well—both full.
Sheila (instructor) was well-organized, gave clear instructions. Every student left with a finished
block. Show and tell at the October
general meeting.
Jane
distributed copies of HILLSBORO ARTS magazine that contained an article about
the Quilt Barn Trail. Travel writers
interviewed Jane (Phyllis/Victor). The
saw the whole process of the “block” from start to finish.
Quilt
Barn Trail celebration will be May 4, 2019.
Programs: Mickey Dupree (sp?) will be at the October
meeting. There are spaces still
available in her worksops.
·
January: Elizabeth Hartman
Sue
Nichols will recruit the Holiday Party chairperson.
February—Oregon
Gardens Retreat—Connie Gaebel is the retreat chair.
Sue
has been asked to investigate the cost and feasibility of a bus for guild
members to attend the Sisters Quilt Show.
Looking for someone to “head” and get information. Margaret McConnell was suggested because she
may have an “in” with a transportation company.
Meeting
adjourned at 7:30 p.m.
Respectfully submitted,
Joyce Greenfield, Secretary
Board Meeting Minutes
September 4, 2018
Attendees: Sue Nichols, Lori Haugsten, Donna Fairchild, Jane Fouste, Nancy Stober, Sue Hauser, Carrie Townsend, Joyce Greenfield
The meeting was called to order by President Sue Nichols at
6:30 pm.
Secretary
Joyce will miss the October 1 board meeting due to surgery, so Lori offered to take the minutes. Joyce will arrange a sub for the September 17 general meeting as well.
Vice President
Carrie reported that the newsletter is currently running about 9 pages in length. Joyce offered to write her brief job description for the next newsletter.
A thank you note was received from the Hillsboro Kids organization for the quilt given to them for a raffle.
Carrie is still developing ideas for education projects. A great deal of discussion ensued about the guild’s role in community sewing lessons. Carrie will follow up with Jean Lasswell and Julie Mason about the guild’s “history of quilting” presentation and where those materials might be. Sue H. mentioned the possibility of working with Girl Scouts and possibly using the Girl Scout camp facility. Nancy mentioned a 9-part program called “Why Quilts Matter” as good viewing and for ideas about aspects about quilting that could be used to develop teaching opportunities. The board discussed how the “history of quilting” theme could be a great tie-in to the Quilt Barn Trail.
Ways & Means
Nancy reported that the Garlic Fest went well and that a check for about $900 from the Knights of Pythias organization is forthcoming ($10 for every volunteer hour the guild fulfilled).
The Brown Bag Extravaganza went very well. Nancy and her committee are writing up “instructions” for how to “do” this event as none exist. After expense, net profits were $3645. The board discussed the timing of the event, with Nancy expressing concern about the proximity to the Garlic Fest this year in terms of our volunteer pool. She suggested hosting the Brown Bag on alternate years, with this event alternating with Quilt Show years. Nancy and Sue Hauser will discuss this further. Nancy also reported that after much sorting, selling and donating, she’s down to 8 or 9 boxes that need to be stored; many of those contain items used for the sale itself. The board discussed the storage units and Nancy stated she only needs “about 1/3 of a unit” for storage.
Storage unit keys are still an issue – who has keys and to which unit(s) needs to be resolved. Sue N. is pursuing.
Quilt Barn Trail
Jane Fouste has taken on the leadership role from Julie Mason. Jane reported that the 57th block is currently being painted and the last 3 blocks of this 60-block program are in the design stage. When 60 blocks are completed and installed, that’s it! Any materials left over at that time will be donated. The WA County Visitor’s Association is working on the trail map and it’s presently in draft form. Mary Laffler will get maps to local senior citizen residences when the map is available. The Spring 2019 QBT celebration will be held on May 4, 2019 at the Walther’s Center in Hillsboro. Two travel journalists will be coming to visit and write about the QBT; Jane will host and take them around.
The mini block classes are almost full for September, and Jane has been asked to see if the teacher will offer that class again at a later date.
Membership
Lori reported that she will have the latest version of the directory available at the September meeting. Two emails have been sent to all guild members who have not yet renewed for the new year that began in July. A couple of business members have dropped out. Lori is continuing to work on the membership list and is removing non-paid members.
Treasurer
Donna reported that all necessary forms have been signed at Columbia Bank to reflect the new board. We now have a debit card for this account. Expenses for the Girl Scout retreat have been paid; due to the retreat not filling up, the bottom line may reflect a loss, but that won’t be known for sure until the retreat is completed.
A thank you note was received from Coffee Creek quilters for the donation from the Brown Bag event.
Programs
Sue Hauser gave an overview of upcoming speakers and classes. There will be speakers in September (Nancy Goldsworthy) and October (Mickey Depre), and November will be the annual UFO contest. December’s program is the holiday party. Sue stated that the Girl Scout retreat venue price for next year was significantly raised, and the guild will no longer hold a retreat there.
New Business
Donna needs to purchase a new Office 365 license for the guild laptop to update the Excel software in particular. A motion was made by Donna and seconded by Sue Nichols to make the purchase; all present voted in the affirmative and the motion passed.
Old Business
There were no “old business” items.
Meeting adjourned at 8:13 pm.
Respectfully submitted,
Joyce Greenfield, Secretary
Secretary
Joyce will miss the October 1 board meeting due to surgery, so Lori offered to take the minutes. Joyce will arrange a sub for the September 17 general meeting as well.
Vice President
Carrie reported that the newsletter is currently running about 9 pages in length. Joyce offered to write her brief job description for the next newsletter.
A thank you note was received from the Hillsboro Kids organization for the quilt given to them for a raffle.
Carrie is still developing ideas for education projects. A great deal of discussion ensued about the guild’s role in community sewing lessons. Carrie will follow up with Jean Lasswell and Julie Mason about the guild’s “history of quilting” presentation and where those materials might be. Sue H. mentioned the possibility of working with Girl Scouts and possibly using the Girl Scout camp facility. Nancy mentioned a 9-part program called “Why Quilts Matter” as good viewing and for ideas about aspects about quilting that could be used to develop teaching opportunities. The board discussed how the “history of quilting” theme could be a great tie-in to the Quilt Barn Trail.
Ways & Means
Nancy reported that the Garlic Fest went well and that a check for about $900 from the Knights of Pythias organization is forthcoming ($10 for every volunteer hour the guild fulfilled).
The Brown Bag Extravaganza went very well. Nancy and her committee are writing up “instructions” for how to “do” this event as none exist. After expense, net profits were $3645. The board discussed the timing of the event, with Nancy expressing concern about the proximity to the Garlic Fest this year in terms of our volunteer pool. She suggested hosting the Brown Bag on alternate years, with this event alternating with Quilt Show years. Nancy and Sue Hauser will discuss this further. Nancy also reported that after much sorting, selling and donating, she’s down to 8 or 9 boxes that need to be stored; many of those contain items used for the sale itself. The board discussed the storage units and Nancy stated she only needs “about 1/3 of a unit” for storage.
Storage unit keys are still an issue – who has keys and to which unit(s) needs to be resolved. Sue N. is pursuing.
Quilt Barn Trail
Jane Fouste has taken on the leadership role from Julie Mason. Jane reported that the 57th block is currently being painted and the last 3 blocks of this 60-block program are in the design stage. When 60 blocks are completed and installed, that’s it! Any materials left over at that time will be donated. The WA County Visitor’s Association is working on the trail map and it’s presently in draft form. Mary Laffler will get maps to local senior citizen residences when the map is available. The Spring 2019 QBT celebration will be held on May 4, 2019 at the Walther’s Center in Hillsboro. Two travel journalists will be coming to visit and write about the QBT; Jane will host and take them around.
The mini block classes are almost full for September, and Jane has been asked to see if the teacher will offer that class again at a later date.
Membership
Lori reported that she will have the latest version of the directory available at the September meeting. Two emails have been sent to all guild members who have not yet renewed for the new year that began in July. A couple of business members have dropped out. Lori is continuing to work on the membership list and is removing non-paid members.
Treasurer
Donna reported that all necessary forms have been signed at Columbia Bank to reflect the new board. We now have a debit card for this account. Expenses for the Girl Scout retreat have been paid; due to the retreat not filling up, the bottom line may reflect a loss, but that won’t be known for sure until the retreat is completed.
A thank you note was received from Coffee Creek quilters for the donation from the Brown Bag event.
Programs
Sue Hauser gave an overview of upcoming speakers and classes. There will be speakers in September (Nancy Goldsworthy) and October (Mickey Depre), and November will be the annual UFO contest. December’s program is the holiday party. Sue stated that the Girl Scout retreat venue price for next year was significantly raised, and the guild will no longer hold a retreat there.
New Business
Donna needs to purchase a new Office 365 license for the guild laptop to update the Excel software in particular. A motion was made by Donna and seconded by Sue Nichols to make the purchase; all present voted in the affirmative and the motion passed.
Old Business
There were no “old business” items.
Meeting adjourned at 8:13 pm.
Respectfully submitted,
Joyce Greenfield, Secretary
Westside Quilt Guild
Board Meeting
August 6, 2018
Present: Carrie Townsend, Sue Hauser, Lori Haugsten, Nancy Stober, Donna Fairchild, Mary Laffler, Joyce Greenfield
Carrie filled in for Sue Nichols, who was on vacation. The meeting was called to order at 6:29 pm.
Secretary
The minutes from the July 2018 board meeting were approved as posted. Joyce informed the group that she will not be at the October board meeting due to surgery; a substitute will be discussed at the September board meeting
Vice President
Carrie read a Quilt Barn Trail update from Jane Fouste. To date, 53 blocks are installed and 1 is in the works to be installed. 2 blocks are ready/paint is curing, (3) 8’x’8’ blocks are being prepped, and 2 blocks are in the paperwork stage. The program goal of 60 blocks is near. 3 money raiser blocks have been completed, raising $1200 for the QBT program. The mini block class for September still has some openings. The Spring 2019 celebration is in the works; a venue is yet to be determined.
Carrie is going to look into the guild Facebook page; Joyce volunteered to be the page admin.
Carrie is working with the Education Committee on various program opportunities, including teaching some sewing classes in the Beaverton schools. Mary Laffler volunteered to talk to Alicia Johnson to follow up on this.
The Charity quilting group is going strong – 35 quilts were donated to Camp Erin, 15 to Kaiser, 7 to Kaiser Baby, 6 to Tuality End-of-Life and 1 quilt to WA County Kids for a raffle quilt (queen size).
Heather Perez is taking on publicity for events.
Carrie will staff a table at an event at Fabric Depot on August 17, Lori Haugsten will join her with membership ino. Carrie will also bring QBT materials.
The August newsletter is in the works; articles for the Mystery Dinner, Girl Scout retreat and knife sharpener at the GS retreat pricing are to be included.
Ways & Means
Nancy will write an article for the newsletter with updates. Staffing for the Garlic Festival is set. All donations for the Brown Bag have been sorted and the storage unit is full. Nancy will rent a U-Haul to transport the items to the church for the sale. Donna will work with Nancy on cashbox change for the event. Nancy will put a poster at Sharon’s Attic to advertise the Brown Bag event.
Membership
Lori reported that renewals are going well. Reminders have been emailed to those who haven’t yet sent in their renewals. There are presently 203 members on the roster. Lori is still working through tech issues to do with the directory production; she will meet with Marta to discuss further. A question was raised as to who the administrator of the Cloud account is. The password needs to be changed and Ruth Voelker needs access to verify membership status for event registrations.
Treasurer
There are still some issues with signers for the bank account; Donna is working it out. Joyce will need to “witness the resolution” to verify the signers as board members. Bella Dvir is now a lifetime guild member. Quarterly payments to the church and Senior Center have been made. The bond has been paid through September 2019. Donna needs to do a CT-12 form for the state of Oregon by November.
Programs
Sue Hauser reported that she has speakers lined up for the next several months, and only has one slot to fill through July 2019. Upcoming events include the Girl Scout retreat in September, and sewing Saturday on the 3rd Saturday in September, as well as speaker Nancy Goldsworthy at the September guild meeting.
New Business
Fabric Depot event as discussed above in Carrie’s report.
Old Business
Carrie is still working with her Education Committee regarding the education programs.
Mary Laffler reported that the 2019 Quilt Show will be at the Tuality Health Education Center, where we have held shows in the past. The dates are November 3 and 4, 2019 with set up on Friday, November 2. The cost is TBD. Our plan is to hold the next quilt show, which will be in 2021, in the new Events building at the WA County Fairgrounds.
The meeting was adjourned at 7:58 pm.
Respectfully submitted,
Joyce Greenfield, Secretary
Board Meeting
August 6, 2018
Present: Carrie Townsend, Sue Hauser, Lori Haugsten, Nancy Stober, Donna Fairchild, Mary Laffler, Joyce Greenfield
Carrie filled in for Sue Nichols, who was on vacation. The meeting was called to order at 6:29 pm.
Secretary
The minutes from the July 2018 board meeting were approved as posted. Joyce informed the group that she will not be at the October board meeting due to surgery; a substitute will be discussed at the September board meeting
Vice President
Carrie read a Quilt Barn Trail update from Jane Fouste. To date, 53 blocks are installed and 1 is in the works to be installed. 2 blocks are ready/paint is curing, (3) 8’x’8’ blocks are being prepped, and 2 blocks are in the paperwork stage. The program goal of 60 blocks is near. 3 money raiser blocks have been completed, raising $1200 for the QBT program. The mini block class for September still has some openings. The Spring 2019 celebration is in the works; a venue is yet to be determined.
Carrie is going to look into the guild Facebook page; Joyce volunteered to be the page admin.
Carrie is working with the Education Committee on various program opportunities, including teaching some sewing classes in the Beaverton schools. Mary Laffler volunteered to talk to Alicia Johnson to follow up on this.
The Charity quilting group is going strong – 35 quilts were donated to Camp Erin, 15 to Kaiser, 7 to Kaiser Baby, 6 to Tuality End-of-Life and 1 quilt to WA County Kids for a raffle quilt (queen size).
Heather Perez is taking on publicity for events.
Carrie will staff a table at an event at Fabric Depot on August 17, Lori Haugsten will join her with membership ino. Carrie will also bring QBT materials.
The August newsletter is in the works; articles for the Mystery Dinner, Girl Scout retreat and knife sharpener at the GS retreat pricing are to be included.
Ways & Means
Nancy will write an article for the newsletter with updates. Staffing for the Garlic Festival is set. All donations for the Brown Bag have been sorted and the storage unit is full. Nancy will rent a U-Haul to transport the items to the church for the sale. Donna will work with Nancy on cashbox change for the event. Nancy will put a poster at Sharon’s Attic to advertise the Brown Bag event.
Membership
Lori reported that renewals are going well. Reminders have been emailed to those who haven’t yet sent in their renewals. There are presently 203 members on the roster. Lori is still working through tech issues to do with the directory production; she will meet with Marta to discuss further. A question was raised as to who the administrator of the Cloud account is. The password needs to be changed and Ruth Voelker needs access to verify membership status for event registrations.
Treasurer
There are still some issues with signers for the bank account; Donna is working it out. Joyce will need to “witness the resolution” to verify the signers as board members. Bella Dvir is now a lifetime guild member. Quarterly payments to the church and Senior Center have been made. The bond has been paid through September 2019. Donna needs to do a CT-12 form for the state of Oregon by November.
Programs
Sue Hauser reported that she has speakers lined up for the next several months, and only has one slot to fill through July 2019. Upcoming events include the Girl Scout retreat in September, and sewing Saturday on the 3rd Saturday in September, as well as speaker Nancy Goldsworthy at the September guild meeting.
New Business
Fabric Depot event as discussed above in Carrie’s report.
Old Business
Carrie is still working with her Education Committee regarding the education programs.
Mary Laffler reported that the 2019 Quilt Show will be at the Tuality Health Education Center, where we have held shows in the past. The dates are November 3 and 4, 2019 with set up on Friday, November 2. The cost is TBD. Our plan is to hold the next quilt show, which will be in 2021, in the new Events building at the WA County Fairgrounds.
The meeting was adjourned at 7:58 pm.
Respectfully submitted,
Joyce Greenfield, Secretary
July 2, 2019
Attendees: Sue Nichols, Carol Sayles, Carrie Townsend, Nancy Stober, Mary Lafler, Sue Hauser, Lori Haugsten, Julie Mason, Joyce Greenfield
Sue Nichols called the meeting to order at 6:30 pm. The minutes of the June 2018 Board Meeting were approved as posted.
Vice President
Carrie has been speaking to Jean Laswell about the grant from the Hillsboro Community Foundation. Funds from the grant can be used for more than the quillow project. Carrie will speak with Carolyn Drosd about batting needs for the charity group. Carrie will speak to the guild about the charities that we support, and guild members with a proposal for charities to support will be invited to speak to Marcia and Carolyn. Tuality end-of-life group would like 2 quilts/month from WSG; Carrie will follow up. The newsletter deadline is Friday, July 6f. Carrie will update the contact information for boards and committees. Joyce suggested that each board member take turns writing a short article for the newsletter describing what we do in our various positions on the board. The goal is to give people information about what’s required and to encourage more participation on the board. Carrie will figure out a schedule for the articles. Carrie has been looking into the “Sew Teach Me” program and will work with the Education committee to look at this further.
A discussion ensued later in the meeting regarding charity quilts. The consensus of the group is that there needs to be more communication about how charity quilts “work” – where the fabric comes from, how quilts are quilted, etc. Carrie will “promote” the charity quilt programs in the newsletter and at a future meeting.
Treasurer
Carol is continuing as Treasurer and substituting for Donna Fairchild as Donna recovers from surgery. Retreats and workshops are all cleared up for the year ending June 30, 2018. Carol has paid for two storage units for the upcoming year; 3rd unit is paid through September. That unit may no longer be required after the Brown Bag. Quilt Barn Trail came in just under budget for the year. Membership money is not recorded in the current statement but will show after July 1, 2018 to keep those funds in the proper reporting year.
Programs
Sue Hauser reported on upcoming programs and workshops. No one signed up for the workshop scheduled for July 14 so Sue is taking our guest speaker to Sisters. The Girl Scout retreat is September 7-9.
Membership
Lori reported that there are 13 new members and 1 new business member. About one half of the guild members have renewed for next year thus far. Lori is experiencing problems with the data and software for the membership database. Carol will work with Lori to see if the data in the Cloud can be accessed, etc.
Quilt Barn Trail
Julie mentioned that there is an article on www.quiltripping.com about our quilt barn trail. There are several blocks in progress right now. There are also 3 “money raiser” blocks in progress; expect $350 and $500 donations from those. Plans are in the works for a “grand opening” event next spring; finding a venue is a bit challenging due to space/parking requirements for attendees. When the QBT project concludes at the end of this painting season 60 blocks will have been installed. Julie discussed maintenance of the blocks; she expects that blocks should last 10 years, depending on their exposure, etc. She’d like to see an endowment fund for block maintenance; fund to be created with grants and donations.
Ways & Means
Nancy reported that she’s got almost all slots filled for the Garlic Festival. Nancy will give Carrie a new article for the newsletter. Nancy and her committee have sorted all donations for the Brown Bag thus far; she expects that there will be a lot to do after the July guild meeting.
New Business
Standing rules online need to be updated regarding annual dues, Joyce will update. Sue N has scheduled board meetings at the Springs. Sue N will be away for the August board meeting; Carrie will chair in her absence.
Quilt Show Venue
Mary reported that she’s having challenges communicating with the Brookwood Library. In the meantime, it appears that Tuality may indeed be an option for 2019. Mary will pursue further with Marilyn Hickman. The Quilt Show chair will have to determine how many quilts can be shown depending on the venue. The chair needs to be in place no later than January 2019.
The meeting was adjourned at 8:30 pm.
Respectfully submitted,
Joyce Greenfield
Sue Hauser reported on upcoming programs and workshops. No one signed up for the workshop scheduled for July 14 so Sue is taking our guest speaker to Sisters. The Girl Scout retreat is September 7-9.
Membership
Lori reported that there are 13 new members and 1 new business member. About one half of the guild members have renewed for next year thus far. Lori is experiencing problems with the data and software for the membership database. Carol will work with Lori to see if the data in the Cloud can be accessed, etc.
Quilt Barn Trail
Julie mentioned that there is an article on www.quiltripping.com about our quilt barn trail. There are several blocks in progress right now. There are also 3 “money raiser” blocks in progress; expect $350 and $500 donations from those. Plans are in the works for a “grand opening” event next spring; finding a venue is a bit challenging due to space/parking requirements for attendees. When the QBT project concludes at the end of this painting season 60 blocks will have been installed. Julie discussed maintenance of the blocks; she expects that blocks should last 10 years, depending on their exposure, etc. She’d like to see an endowment fund for block maintenance; fund to be created with grants and donations.
Ways & Means
Nancy reported that she’s got almost all slots filled for the Garlic Festival. Nancy will give Carrie a new article for the newsletter. Nancy and her committee have sorted all donations for the Brown Bag thus far; she expects that there will be a lot to do after the July guild meeting.
New Business
Standing rules online need to be updated regarding annual dues, Joyce will update. Sue N has scheduled board meetings at the Springs. Sue N will be away for the August board meeting; Carrie will chair in her absence.
Quilt Show Venue
Mary reported that she’s having challenges communicating with the Brookwood Library. In the meantime, it appears that Tuality may indeed be an option for 2019. Mary will pursue further with Marilyn Hickman. The Quilt Show chair will have to determine how many quilts can be shown depending on the venue. The chair needs to be in place no later than January 2019.
The meeting was adjourned at 8:30 pm.
Respectfully submitted,
Joyce Greenfield
Westside Quilt Guild Board Meeting
May 7, 2018
Attendees: Mary Lafler, Carol Sayles, Sharon Kennedy, Carrie Townsend, Sandy Delaney, Sue Nichols, Julie Mason, Jane Fouste, Joyce Greenfield, Sue Hauser
Committee Reports
Secretary
Minutes of the April 2018 Board Meeting were approved as posted.
Vice President
Carrie has the Education materials in her possession and is going to have her Education Committee (Bev Halperin and Susan Greathouse) go through those materials. Ten quilts were given to Kaiser End of Life by the charity committee. Carrie will speak at the June guild meeting and will discuss the charities supported by the guild and will clarify the process for suggesting new recipients, etc.
Treasurer
The major expenses this quarter were the quarterly payments to the church and other fixed costs. Carol received some donations for the Quilt Barn Trail and paid the block installer for work completed. The Oregon Garden 2018 retreat is done in terms of accounting, and a deposit has been sent for the 2019 retreat. Alton Collins is ongoing.
BUDGET
Carol reviewed the budget for the upcoming year. There is a $6000 difference (deficit) between income and projected expenses. The expenses associated with the Brown Bag sale were discussed at length, with the board agreeing to reevaluate this program after the event in August. The costs for the storage unit ($900), truck rental, etc. make this event very expensive, and potentially unprofitable.
Costs for the use of the church have changed to reflect a $75/meeting cost for an AV person to run the new audio system. A contract between the guild and the church is in the works.
Quilt Barn Trail
Julie Mason explained that she has requested $5500 for the budget for the QBT this year. There may be a need to purchase more wood to complete the blocks in progress. Julie stated that the committee may not need the full amount requested, but this will allow them to have a bit of a cushion to catch up, including printing QBT maps. Jane Fouste presented an idea to have a celebration next spring that would be a “grand opening” of sorts for the QBT. Invitees would include the folks from WA County, barn owners, etc. This event is included in the $5500 budget figure.
Programs
Sue has set her budget at $5800 for speakers and workshops for the coming year. This figure includes travel and lodging, when required, for speakers, etc.
Membership
A lengthy discussion took place regarding membership dues. The “hard costs” for the guild, such as insurance, church fees, storage units, senior center, etc add up to $9000 per year. Dues income is $7300 based on the present membership figures. After much deliberation, Sandy Delaney made a motion: “I move that we increase our membership dues to $48 per year.” The motion was seconded by Carrie Townsend. The board voted, and the motion carried. Mary will write an article for the May newsletter, and she will also speak at the upcoming guild meeting to explain the dues increase. Sandy later made another motion: “I move that we increase the business membership dues to $68 per year.” The motion was seconded by Sharon Kennedy. The board voted, and the motion carried.
Miscellaneous (re budget)
Mary commented that we may need more pipe and drape, depending on future quilt show venues, etc. Joyce stated that if we decide to move forward with a guild website we will need to apply for grant funds to do so.
Batting is a big expense for the charity quilt group.
Carrie suggested that a grant may be a way to help fund education programs.
Carrie Townsend moved to accept the budget as amended. Sharon Kennedy seconded. The board voted, and the motion carried.
Committee Reports, Continued
Quilt Barn Trail
Julie introduced Jane Fouste to the board. Jane is the co-chair of the QBT. Julie and Jane have several events upcoming, including a meeting with the Washington County Visitors Association to discuss printed and printable maps of the QBT, routes, and help with the blog site. Wednesday Julie and Jane meet with a travel writer, and Thursday two new blocks are to be scribed. Next week they will be meeting with a group from Wallowa County, a group from Klamath Basin, and 2-3 women from Hubbard; all of these meetings are in regard to quilt barn trails. Jane and Julie will be staffing a table at a MODA PERS event. Jane and Julie have each received donations for presentations made ($100 each) which have gone back to the guild. Julie and Mary met with the Piecemakers group in Scapoose. A local bicycle club has expressed interest in the QBT trail and biking routes. A $380 donation was received from Lewis Century Farm. Julie is working on routes and tour “cluster” maps.
Programs
Sue reported that Sylvia Pippen needed to cancel her May program and workshops due to a family emergency. Joyce Gieszler has offered to step in and is doing a program called “Wrangling Your UFOs.” Sue will give Carrie info for the newsletter.
There will be another session to make “bird blocks” for the charity quilt, perhaps on the 4th Wednesday of May, using the “no machines” slot. The date needs to be verified with Connie G.
Ann Shaw will be doing a “flip and sew” lecture at the June meeting.
Peg Gelbrecht will do a “pyramids” workshop in June.
Jessica Vandenberg will be presenting “diva wallets and bags” in July.
August’s program is the Brown Bag sale.
Membership
Sandy reported that Marta is working on making sure the software is uploaded and functional for the new membership chair. Sandy also said that the roster as it stands is incorrect as her updates were all undone; she will use the new membership forms to correct and update the roster. The previous volunteer for the membership committee has dropped out but Lori Haugsten has volunteered.
Dues should be paid by the July meeting, allowing the roster to be printed in August.
Ways & Means
Sharon reported that there was a good response to the bird block workshops, but another workshop needs to be added, tentatively at the June sewing Saturday.
Newsletter
The May issue is in progress. There is an issue with the Block of the Month info on the blog; Marilyn needs to be shown how to upload the info.
New Business
Save the Date: October 27, 2018 – Mystery Dinner Theater
Old Business
Nominations & Election
The ballot is President: Sue Nichols; Vice President: Carrie Townsend; Treasurer: Donna Fairchild; Secretary: Joyce Greenfield; Membership: Lori Haugsten; Ways & Means: Nancy Stober.
Quilt Show Venues
Jean Lasswell has been speaking with the Walker Center in Hillsboro. Mary has continued to look into the Brookwood Library, which would cost $1600. Concerns were raised about parking, the physical layout, and security for hung quilts. The board discussed having the show be held during the first weekend in November. Carrie found a few more potential sites and provided the information to Mary; Mary will follow-up on those.
Job Descriptions
Each board member needs to review their job description and make changes or updates accordingly.
Committee Reports
Each board member needs to write a brief recap of the activities of the committees under their supervision and submit to Mary no later than the June 4 board meeting.
Mary said that Barbara Turner has offered to review and “clean up” the bylaws for us.
The meeting was adjourned at 9:03 pm.
Respectfully submitted,
Joyce Greenfield
Secretary
Revised: 5/12/18 to reflect correct budget figure for Quilt Barn Trail
Westside Quilt Guild
Board Meeting Minutes
April 2018
Attendees: Mary Lafler, Carol Sayles, Carrie Townsend, Sharon Kennedy, Sandy Delaney, Marta Lansing, Joyce Greenfield, Sue Nichols, Connie Gaebel
The meeting was called to order by Mary Lafler, President, at 5:59 pm.
Guests Sue Nichols and Connie Gaebel were welcomed; Connie representing Sue Hauser/Programs
Minutes of March 2018 board meeting were approved as posted.
Vice President
Carrie reported that there are still two members who are not receiving electronic mailings from the guild; both use AOL as their ISP. Carrie has phoned the individuals and will continue to follow-up. It was suggested that perhaps a guild member who lives near each of the members may be able to help with some tech support. Mary will also follow up with those two members.
Carrie has retrieved the education materials from the storage unit and will be sorting through the materials.
A meeting was held with Carrie and the Charity co-Chairs Carolyn Drosd and Marcia Elliot. Carrie got an inventory list from the team with donations as follows:
4/14/2017: 17 quilts to Kaiser EOL (End of Life), 8 quilts to Kaiser Baby
6/23/2017: 12 quilts to Kaiser EOL, 5 quilts to
Kaiser Baby
7/1/2017: 27 quilts to Cares NW, 12 pillowcases to Cares NW
7/17/2017: 40 twin-size quilts to Camp Erin
8/24/2017: 13 quilts to Kaiser EOL, 3 quilts to Kaiser Baby
11/22/2017: 5 quilts to Kaiser EOL, 10 quilts to Kaiser Baby
12/15/2017: 30 quilts to Cares NW, 30 pillowcases to Cares NW
2/9/2018: 11 quilts to Kaiser EOL, 5 quilts to Kaiser Baby
The Board has decided that the Charity Committee will determine where quilts are donated. Carrie will also ask the general membership for suggestions for charities that may desire quilt donations. The charity quilters will review all suggestions and select the charities, which will be announced at the July meeting by Carrie.
Treasurer
Carol presented the treasurer’s report. There was very little activity this month. The Oregon Gardens retreat is completed and there is an excess of $251 leftover from the amount budgeted which is returned to the general budget to help offset losses from other programs. There is a lot of activity at present with workshops and retreats.
Programs
Connie Gaebel was in attendance to represent Sue Hauser, Programs Chair. The April workshops and program with Katherine Redford are all set. May will bring Sylvia Pippen and a 2-day workshop, and in June Peggy Gelbrich will do a pyramid quilt workshop.
Connie is working with Sue to learn how to use the calendar program so that Connie can offload that from Sue.
There is presently one spot left for the Alton Collins retreat in June.
Connie is working on the 2019 retreat at Oregon Gardens; retreat will be February 22-24, 2019.
Membership
Sharon Rub will be taking on the role of Membership chair. She has held this position with other guilds. Marta is working on cleaning up the computer “stuff” and will have that project completed by the end of May at the latest.
There are presently 191 guild members.
Sandy will send Carrie an article for the newsletter regarding upcoming membership renewal.
The board discussed the problems associated with members not paying their dues in a timely manner, particularly regarding not paying until it’s time for retreats.
Ways & Means
Sharon is working with Syrena Glade on the budget for the 2019 raffle quilt. There may or may not be another session in May to make more blocks for the raffle quilt depending on how many blocks come in from the April workshops.
Newsletter
The next deadline is Friday, April 6.
Quilt Barn Trail
There is a committee meeting on April 24th at the Springs at 7:00 pm.
A $200 donation has been received.
4 blocks were installed on Friday, March 30 and 2 more will be installed on April 6. That brings the total to 50 blocks painted and hung! There will be 10 more this year, bringing the total to 60 blocks and concluding the program. The focus of the committee will then shift to education and teaching other guilds about the quilt barn trail program.
New Business
A discussion ensued about the guild’s internet presence regarding having a blog versus having a fully-functional website. Mary explained some history and evolution. While all agreed that the blog is working, it was also discussed that it is a method that has more limited functionality. For example, the meeting minutes are one long document with no ability to search, and limited ability to format consistently. The board agreed that everyone would look at a few different guild websites and note what is appealing or not appealing about those websites and will send an email to the group with pointers and notes.
Old Business
Nominations & Election
Mary spent hours calling guild members for volunteers to serve on the board. The ballot will be announced at the April meeting and voting will be in May. Sue Nichols has stepped up for President, Donna Fairchild for Treasurer, Sharon Rub for Membership and Nancy Stober for Ways and Means. Carrie Townsend, Sue Hauser and Joyce Greenfield will remain as Vice President, Programs and Secretary.
Quilt Show Venues
Mary has been working on this challenging task. She has been speaking with a contact at the Brookwood Library and thinks that the library may work for the 2019 quilt show. Parking is a challenge but the adjacent school district building has parking available as it will be the weekend. There is a large meeting room, a board room that can potentially be a classroom, a break room, and the gallery, as well as small conference rooms and a multipurpose room. Mary does not yet have pricing information. We will have to figure out how to charge admission because of the library configuration; perhaps wristbands will work.
Mary will also contact the WA County Visitors Association about other facility ideas.
Budget Meeting
The Board decided that we can roll the budget meeting into our regular board meeting scheduled for Monday, May 7. Carol will create an article for the newsletter with deadline information. Carol needs budgets from committee chairs by late April. Carol will work with Sue on the Programs budget info.
Per Carol, ”hard costs” for the year is $7000. This includes facilities for the meetings, storage unit fees etc. The $7000 is offset 100% by membership dues.
The board discussed raising the yearly dues to $45.
Carrie raised a question about publishing the Treasurer’s report in the newsletter and online in terms of safety and confidentiality, while maintaining full disclosure to the guild.
The meeting was adjourned at 7:46 pm.
Respectfully submitted,
Joyce Greenfield, Secretary7/1/2017: 27 quilts to Cares NW, 12 pillowcases to Cares NW
7/17/2017: 40 twin-size quilts to Camp Erin
8/24/2017: 13 quilts to Kaiser EOL, 3 quilts to Kaiser Baby
11/22/2017: 5 quilts to Kaiser EOL, 10 quilts to Kaiser Baby
12/15/2017: 30 quilts to Cares NW, 30 pillowcases to Cares NW
2/9/2018: 11 quilts to Kaiser EOL, 5 quilts to Kaiser Baby
The Board has decided that the Charity Committee will determine where quilts are donated. Carrie will also ask the general membership for suggestions for charities that may desire quilt donations. The charity quilters will review all suggestions and select the charities, which will be announced at the July meeting by Carrie.
Treasurer
Carol presented the treasurer’s report. There was very little activity this month. The Oregon Gardens retreat is completed and there is an excess of $251 leftover from the amount budgeted which is returned to the general budget to help offset losses from other programs. There is a lot of activity at present with workshops and retreats.
Programs
Connie Gaebel was in attendance to represent Sue Hauser, Programs Chair. The April workshops and program with Katherine Redford are all set. May will bring Sylvia Pippen and a 2-day workshop, and in June Peggy Gelbrich will do a pyramid quilt workshop.
Connie is working with Sue to learn how to use the calendar program so that Connie can offload that from Sue.
There is presently one spot left for the Alton Collins retreat in June.
Connie is working on the 2019 retreat at Oregon Gardens; retreat will be February 22-24, 2019.
Membership
Sharon Rub will be taking on the role of Membership chair. She has held this position with other guilds. Marta is working on cleaning up the computer “stuff” and will have that project completed by the end of May at the latest.
There are presently 191 guild members.
Sandy will send Carrie an article for the newsletter regarding upcoming membership renewal.
The board discussed the problems associated with members not paying their dues in a timely manner, particularly regarding not paying until it’s time for retreats.
Ways & Means
Sharon is working with Syrena Glade on the budget for the 2019 raffle quilt. There may or may not be another session in May to make more blocks for the raffle quilt depending on how many blocks come in from the April workshops.
Newsletter
The next deadline is Friday, April 6.
Quilt Barn Trail
There is a committee meeting on April 24th at the Springs at 7:00 pm.
A $200 donation has been received.
4 blocks were installed on Friday, March 30 and 2 more will be installed on April 6. That brings the total to 50 blocks painted and hung! There will be 10 more this year, bringing the total to 60 blocks and concluding the program. The focus of the committee will then shift to education and teaching other guilds about the quilt barn trail program.
New Business
A discussion ensued about the guild’s internet presence regarding having a blog versus having a fully-functional website. Mary explained some history and evolution. While all agreed that the blog is working, it was also discussed that it is a method that has more limited functionality. For example, the meeting minutes are one long document with no ability to search, and limited ability to format consistently. The board agreed that everyone would look at a few different guild websites and note what is appealing or not appealing about those websites and will send an email to the group with pointers and notes.
Old Business
Nominations & Election
Mary spent hours calling guild members for volunteers to serve on the board. The ballot will be announced at the April meeting and voting will be in May. Sue Nichols has stepped up for President, Donna Fairchild for Treasurer, Sharon Rub for Membership and Nancy Stober for Ways and Means. Carrie Townsend, Sue Hauser and Joyce Greenfield will remain as Vice President, Programs and Secretary.
Quilt Show Venues
Mary has been working on this challenging task. She has been speaking with a contact at the Brookwood Library and thinks that the library may work for the 2019 quilt show. Parking is a challenge but the adjacent school district building has parking available as it will be the weekend. There is a large meeting room, a board room that can potentially be a classroom, a break room, and the gallery, as well as small conference rooms and a multipurpose room. Mary does not yet have pricing information. We will have to figure out how to charge admission because of the library configuration; perhaps wristbands will work.
Mary will also contact the WA County Visitors Association about other facility ideas.
Budget Meeting
The Board decided that we can roll the budget meeting into our regular board meeting scheduled for Monday, May 7. Carol will create an article for the newsletter with deadline information. Carol needs budgets from committee chairs by late April. Carol will work with Sue on the Programs budget info.
Per Carol, ”hard costs” for the year is $7000. This includes facilities for the meetings, storage unit fees etc. The $7000 is offset 100% by membership dues.
The board discussed raising the yearly dues to $45.
Carrie raised a question about publishing the Treasurer’s report in the newsletter and online in terms of safety and confidentiality, while maintaining full disclosure to the guild.
The meeting was adjourned at 7:46 pm.
Respectfully submitted,
Westside Quilt Guild Board Meeting
March 2018
President Mary Lafler opened the meeting at 6:00 pm. In attendance were Mary, Carol Sayles, Carrie Townsend, Sharon Kennedy, Sue Hauser, Marta Lansing, Sandy Delaney, Joyce Gieszler and Joyce Greenfield.
The minutes from the February 5, 2018 board meeting were approved as posted.
Vice President
Carrie reported that she and Mary had met with charity co-chairs Carolyn Drosd and Marcia Elliot to discuss the charity program and to better understand the overall process. Carolyn keeps a spreadsheet of quilts received and donated and has forwarded that data to Carrie. The board then discussed adding a fourth charity, Tuality Comfort Quilts, as a request was received for lap-size “passage quilts.” Carrie will keep in touch with Carolyn and Marcia about the program. The board decided that the actual charity committee members will determine which organizations receive charity quilts. Carrie will update the guild in the newsletter. Carrie and Mary will also speak to Carolyn and Marcia about Joyce Gieszler’s program, and Joyce Gieszler will speak to them as well.
Joyce Gieszler then took the floor to discuss a new program she is leading called “Quilts for Hillsboro Foster Students.” Her goal is that “a quilt will be given to every student in the Hillsboro School District who lives in foster care and is graduating from high school.” She is creating a brochure that will also include a coupon to facilitate donations. Joyce Greenfield suggested that Joyce Gieszler speak to Jennifer Portune about quilt labels. Carol suggested a charity program account in the budget that allows donations specifically for this program, but that will not receive guild funds. Carrie presented a motion: “We accept the proposal as presented for Quilts for Hillsboro Foster Students as written. The guild will support with a separate account as a line item in the budget.” The motion was seconded by Sharon and the motion was approved by the board. Joyce Gieszler will send an electronic copy of her document to Joyce Greenfield for inclusion in the minutes. (Update: Joyce Gieszler won’t have access to the computer with that document until Monday and will forward it later. I’ll send it along when received).
Carrie reported that she now has access codes and keys to the storage unit that contains the guild’s education materials.
Treasurer
The latest Treasurer’s report was reviewed. Connie Gaebel has paid most of the Oregon Gardens retreat bills. Carol reported that there is little or no income from now until membership renewals begin at the end of June. The annual fee for our storage units is $2200. Carol is working on a budget for “hard costs for planning purposes. These are fixed expenses.
A discussion ensued about charitable donations. Sue suggested that we have a general budget figure for charitable donations and Carol stated that it’s already there; we budgeted $2000 this year that is not yet allocated. The board decided to discuss charitable donations further at the April meeting, including donations for this year and next.
Carol then brought up the confusion about contracts and trying to track them. Various past board members have renewed contracts and paid directly. There are two separate accounts with “Go Daddy;” one for the Quilt Barn Trail and one for the Westside Quilt Guild blog. We also have a separate account with “Lo Calendar” for the calendar. Carol emphasized that she has no records and that contracts are “all over the place.” She is making a chart with contract details. It was questioned whether we have two accounts with Lo Calendar as well. Sandy said “we need to ascertain what bills are paid – this needs to be reined in.” We discussed the idea of having a debit card account number so that bills are paid centrally by the treasurer only. Mary will speak to all former presidents and see what, if any, charges they may still be paying.
Programs
Sue reported that the retreat was a huge success. Connie was “spot on” with the budget. There were five cancellations, mostly due to the threat of snow. Refund and cancellation policies were discussed again, and Sue said that there needs to be a refund policy “specific to each retreat” due to the contract differences with every venue. The refund policy for workshops is separate and in place. The next two retreats are well under way with planning and sign ups.
The murder mystery dinner theater committee is aiming for October and is still working on venues.
The March meeting program is Karen Walker; annual charity sewing day is March 31. April program is Catherine Redford. There is a lot of interest from guild members in machine quilting workshops; Sue is working with appropriate teachers on workshops.
Membership
Marta will send out membership addendums with corrections and new member info. If possible, this will be sent with the newsletter to consolidate mailings. Carrie will advise.
Ways & Means
Sharon reported that she’d received a boutique inventory from Nancy Stober. Three tubs of items remain. Next boutique isn’t until November. Lots of t-shirts remain in inventory, but pins have sold well.
Mary and Sharon have developed a schedule and task list for the 2019 charity quilt. The first committee meeting was scheduled for March 6. The committee needs to develop a budget. Carol suggested that if there are excess blocks once the quilt is assembled, those blocks could be made into a small quilt to be given as a prize for most raffle tickets sold.
Newsletter
Carrie reported that the March edition is in progress. Items that are listed in the “For Sale” section will only be listed for one month; if submitter wants it renewed they will have to let Carrie know. Mary will create content about the raffle quilt and about the nominating process. Sue reported that the “No Machines Required” group is being suspended for now due to low attendance and it will be revisited later. Carrie will include this in the newsletter.
Quilt Barn Trail
Julie Mason gave Mary an update. Clackamas County is very interested in creating a Quilt Barn Trail. Klamath County is moving forward, and representatives are coming for a tour in May. There are at least two (paid) commissioned blocks that will be installed by the owners and there may be a third. The QBT program will resume in late April/early May. There are five blocks ready to be installed.
New Business
Westside Maker Faire, Brookwood Library: The guild was asked to have a booth at this event with guild and QBT info. Mary will staff the booth, Sharon will help. Sharon offered her raffle quilt for a display.
Nancy Stober has volunteered to coordinate volunteer efforts at the Garlic Festival. Parking issues have been worked out.
Mary reported that the Washington County Fairground building we had hoped to use in 2019 has been condemned and the new building won’t be ready in time for us. Jean Lasswell is looking into the Walter Center. We may have to head back to Tuality. Rock Creek Community College was mentioned as a possible venue as well as some local schools. Mary will continue to investigate.
The 2018-19 budget process is underway and Carol needs figures from committee chairs by May 1st. She also needs an inventory file from each committee. Carol will compile this data and the board will discuss at a budget-specific meeting in mid-May.
Joyce Greenfield discussed the Magic Jack software. As she installed it on her laptop it was noted that the phone number currently owned by the guild could NOT be ported to the Magic Jack without a $20 fee. Sue was certain that this was not what she was told; Joyce and Sue will follow up.
Old Business
Barbara Turner is the Nominating Chair. Mary was planning to meet with her Wednesday, March 7. Mary will personally contact potential presidential nominees.
New Member Welcome ideas was tabled for the next board meeting due to the lateness of the hour.
Mary noted that April 21st is the guild anniversary. Mary will acquire a Costco full sheet cake for the meeting and invite all past presidents to help serve.
The meeting was adjourned at 8:45 pm.
Repectfully submitted,
Westside Quilt Guild Board Meeting
February 5, 2018
Attendees: Mary Lafler, Carol Sayles, Sharon Kennedy, Marta Lansing, Sandy Delaney, Sue Hauser, Carrie Townsend, Connie Gaebel, Joyce Greenfield
The meeting began before being called to order with a discussion about “Magic Jack” and who would install the driver that allows phone call inquiries via the Guild website to be received and answered. Joyce took the software and will install on her computer and process inquiries, at least for now.
Secretary
Minutes for the December 2016 board meeting were approved as posted. Note that the January 2018 board meeting was cancelled, therefore there are no minutes.
Vice President
Carrie has purchased (4) $25 gift cards for prizes for the Challenge Quilt program to be held at the February meeting. Mona Woo, chair of that program, has requested $20 be added to the $100 budget in order to purchase supplies to make (2) ribbons as prizes as well. After much discussion, a motion was made by Sandy and seconded by Marta as follows: The $100 budget will stand as provided, and Mona may make changes and spend that as desired for Challenge Quilt prizes. The motion carried. Carrie will communicate with Mona regarding this change.
Sue brought up the point that board members need to be supervising the chairs of various programs and communicating with those volunteers, particularly regarding budgets. A great deal of discussion ensued. Carol noted that any changes to the budget for a program must go before the Board, whether at a meeting or via email if necessary. Sharon questioned how many charity quilts have been made and donated, and where the quilts are going. Carrie will pursue this further with Carolyn and Marcia, program chairs. All board members discussed charity quilts and the need for better communication regarding this program.
Although noted under “New Business” in the agenda, the discussion of charity quilts led to a request received by the Board from guild member Joyce Gieszler. Joyce Gieszler would like to coordinate a program to provide a quilt to each foster child graduating from high school in Hillsboro. She’d like to have this under the guild’s “umbrella” for 501C3 tax status. Carol noted that this needs to become a line item in the budget for accounting purposes. Mary will ask Joyce Gieszler to come and present her idea to the board at the March meeting.
Treasurer
Carol noted that the guild received a $500 donation through the Quilt Barn Trail. The present balance of the bank account reflects the money being “held” for the quilt retreat in late February; that will be spent this month. Connie Gaebel was thanked by the board for her outstanding work on the various retreats. Other general expenses were noted in this quarter (rent, etc).
Carol explained the lengthy, complicated process she went through, spending hours on calls with tech support to migrate the One Drive files to a guild account. There was considerable confusion with Office software and licenses that was finally resolved.
Programs
Sue Hauser spoke about the “amazing” workshop led by guild member Robin O’Neil. Eighteen guild members attended the program. Upcoming events include the Challenge Quilt and retreat in February, speaker Karen Walker and “precision piecing” in March, the annual charity sew-in on March 31, and a sewing weekend March 16-18. The UFO program will be announced in February; Sue will coordinate with Marlene Thomas on this. April brings speaker Catherine Redford who will present on “walking foot quilting.” Carrie asked about the previously discussed field trip to Port Townsend and Sue said she’ll check into it.
Connie said that people must be members of the guild to go on retreats. Sign ups for the June 7-10 retreat at Alton Collins will be announced at the February general meeting.
Mary and Sue Ring are working on the mystery dinner program and are exploring venue ideas. They are aiming for October 2018, depending on the venue.
Membership
Marta noted that the addendum with new members, corrections, etc. is ready to send out. She has backed up the files from One Drive and is working on creating a directory of the cleaned-up files. She’s also working on a user manual for the next membership chair.
Carrie noted that she had paid for expanded email capacity, but that may not have transferred from the account migrated to the guild computer from Julie Mason’s account.
Ways & Means
Sharon noted that the “Birds with Abandon” workshop was terrific. She and Mary have discussed making these bird blocks for the guild raffle quilt for the 2019 quilt show; Sharon will pursue this further with Robin O’Neil.
Newsletter
Joyce and Carrie got their “quilter on the street” responses consolidated, and the first column will appear in the upcoming newsletter.
Quilt Barn Trail
A quilter from a guild in the Scappoose/St Helen’s area approached WQG about a contest that would involve members of her guild taking “selfies” with quilts on the Quilt Barn Trail. Julie and Mary will also be going to that guild in May to do a “Quilt Barn Trail” presentation. Carrie has also invited Julie to have a Quilt Barn Trail booth at an upcoming Moda/PERS event.
New Business
Patty Dobbs has informed the guild that she needs to move on from coordinating the monthly mini raffle, so a new volunteer will be sought.
Discussion about “New Member welcome ideas” was tabled till the next board meeting due to the lateness of the hour.
Old Business
Venues for the 2019 quilt show were discussed. Jean Laswell is investigating the Walters Center in Hillsboro as a potential site. Mary has reserved the Washington County Fairgrounds for early November, 2019 and has the guild wait-listed for some other dates in that timeframe. Sandy mentioned the possibility of using Portland Community College as a venue.
Correspondence
Mary mentioned some information received about donations of various quilting supplies and material.
Next Meeting: Monday, March 5, 2018.
The meeting was adjourned at 8:02 pm.
Respectfully submitted,
Joyce GreenfieldSecretary
Westside Quilt Guild Board Meeting
December 4, 2017
Meeting Minutes
The board meeting at The Springs was opened by Mary Lafler, President, at 6:07 pm with Carrie Townsend, Carol Sayles, Sharon Kennedy, Marta Lansing, Sue Hauser, Julie Mason and Joyce Greenfield in attendance.
Committee Reports
Secretary: The November board meeting minutes were approved as posted. Joyce noted that she had not been posting the minutes on the guild website, having not been told to do so, but that situation has been remedied. Julie Mason spoke about the Cloud storage and the fact that it is licensed to her personally. The Guild needs to purchase its own storage and move the files from Julie’s storage to our own. The licensing needs to be done through the Guild laptop. Carol will look into how to get our Cloud storage activated after the holidays.
Vice President: Carrie will speak to Chase Lawrence further about education. Julie brought up a request from a local D.A.R. chapter that would like a presentation on “The History of Quilting.” The guild has a prepared presentation, but it’s whereabouts are unknown. Carrie will follow up with Marcia Gilliland and will also do the presentation to the D.A.R. Mary and Carrie will go through the presentation materials in the storage unit. Carrie will follow up with Jane Fauste to see if she has the projector.
Treasurer: Carol reported that there was little activity in November. The final figures for the quilt show were reviewed, and a profit of $562.83 was realized. The costs were $5218, with $1900 of that spent on advertising. There was renewed discussion about the data from the Arts Council and how to get it. Carol reviewed a request from the Hillsboro Arts & Cultural Endowment for a donation. The board will discuss donations at the January 2018 meeting.
Quilt Barn Trail: Julie thinks that it’s likely that we will have 60 blocks done before the project is concluded. She would like to move onto working more on the narratives associated with the different barns, families and blocks, as well as helping to establish the routes for best viewing the Trail. Julie is working with Jane Fouste so that Julie can shift priorities a bit. Mary and Joyce both indicated an interest in helping with the narratives. The barn has been cleaned and paints moved to storage. Five blocks have been delivered but are not yet installed. Julie discussed her trip to Klamath Falls to discuss the Quilt Barn Trail. She enjoyed the trip and events/meetings were very well attended.
Programs: Sue is continuing to work hard at refining the calendar of events. Many classes have been scheduled. Plans for the Murder Mystery Dinner are still in the works. Sue’s committee is continuing efforts to finalize the refund/cancellation policy.
Membership: Marta needs to verify the Cloud and directory updates. Mary will work with Marta to help review the data. The group discussed ideas for how to encourage one-on-one contact with new members to help them feel more welcome. Marta will add “board membership interest” to the list on membership forms.
Ways & Means: Sharon and Nancy have been to other venues to sell boutique items, and have made $150 more. Sharon will continue to sell logo merchandise at break.
Newsletter: Carrie will add info about the shelter donations at the holiday party. Carrie and Joyce will work on an idea for a “member spotlight” feature in the newsletter.
New Business: Mary has spoken to the folks at the Washington County Fairgrounds about some 2019 dates for our quilt show. At present she has a “hold” on the last weekend in September and first weekend in October. It was noted that the last weekend in September is the same as Expo. Other dates were discussed, and Mary will check into the first weekend in November as well. The cost of using the Fairgrounds will be $4332, including set up and the two-day show. It was suggested that we plan ahead and purchase more pipe and drape in the “off” year so as to spread out expenses.
The meeting was adjourned at 8:03.
Respectfully submitted,
Joyce Greenfield
Secretary
Westside Quilt Guild
November Board Meeting
November 6, 2017
The Board meeting at The Springs was opened by Mary Lafler, President, at 6:06 pm with Carrie Townsend, Marta Lansing, Sandy Delaney, Carol Sayles, Sue Hauser, Sharon Kennedy and Joyce Greenfield in attendance. Donna Fairchild, Quilt Show Chair, also joined the meeting.
The minutes from the October 2017 Board meeting were approved as posted.
Vice President: Carrie reported that Mona Woo has the upcoming quilt challenge program well in hand. Carrie needs to go through “education” materials in the storage unit and sort them out. The newsletter deadline was November 10. Carrie is continuing to push emails to her “rocketmail” email address rather than her work address.
Treasurer: Carol reported that it had been a very busy month, especially in light of the quilt show. The guild has received a check for $1140 from the Garlic Festival. Approximately $4000 is being held in retreat deposits for the Oregon Gardens retreat. The mystery quilt program was a successful fundraiser, with Joyce Gieszler donating her teaching fee back to the guild as well. Quarterly expenses for meeting spaces, etc. have been paid. Carol is still working with one vendor from the quilt show as their payment for the booth has not been reconciled.
Quilt Show: Donna Fairchild, quilt show chair, gave a detailed overview of the show. There were 493 attendees over two days, with many more attendees on Saturday than on Sunday. We spoke extensively about the need for a larger facility, with Mary continuing her efforts to reach the WA County Fairgrounds folks. Donna will also speak to our Tuality contact about a 2019 date. Carrie suggested that we track social media more closely next time to see how people are hearing about our events. The rooms for the two speakers were full for all presentations and need to be larger so more attendees have access. $1264 was made by the boutique, which is over $300 more than the last quilt show. $805 was realized by the quilt raffle, which is a $200+ increase from the prior raffle quilt. 28 quilt show pins were sold for a total of $168. Pins will be brought to guild meetings for members to purchase if desired. Over 513 volunteer hours went into the show’s production and execution. Recommendations for the next WQG show include: a larger venue; evaluate attendance days and think about a Friday/Saturday event vs Saturday/Sunday as attendance on Sunday is low; perhaps raise admission fee; look into more vendors if a larger venue is secured.
Mary shared a letter from Tuality Healthcare Foundation thanking the WQG for the donation of $1500 and a quilt. Mary also thanked Donna on behalf of the board for a great quilt show.
Programs: Sue went over upcoming events. Nancy Lee Chong will be the November speaker and there are two class opportunities. December is the holiday party and January’s speaker is Sidnee Snell. Sue has her program calendar for 2018 set. There are several speakers who don’t give workshops, so Sue is working with various guild members who may offer workshops throughout the year. The website is in the process of being updated with upcoming programs and events. Sue needs a volunteer to help with the North Plains Library quilt exhibits; Donna Fairchild offered to take on that task.
Sue met with her Programs Committee last week and felt that they accomplished a lot. The team has worked on a signup and refund policy for workshops, and that policy will be posted at the sign-ups table as well as on the sign-up sheets. The policy will be presented to guild members at the upcoming meeting. Connie Gaebel is developing a sign-up and refund policy specifically for retreats and that information will be posted at the sign-up table and on forms as well.
Membership: Marta has renewed the picture directory. She and Sandy have contacted people who said they’d help with membership, and they plan to meet with that group during the break at the next guild meeting. There are 4 new members, 2 of whom joined at the show. There will be an addendum published in January with new members, corrections, etc. Green badges at guild meetings are to help identify new people so they can be greeted, etc. Marta would like to hand off membership at the end of this term.
Ways & Means: Sharon hadn’t heard from Nancy Stober regarding boutique proceeds from the Kinton Grange event. There is an upcoming boutique sale at Sandy Carner’s church. Quilt Barn Trail pins are sold out; Julie will reorder.
Quilt Barn Trail: Mary had a comprehensive report from Julie Mason. There are 45 blocks up and 5 ready to install. Two of that 5 will require the use of a lift. The goal of the program was to create and install 60 blocks, and that number will likely be exceeded by the end of next season. Five more blocks are “in the works” but it will be too late to paint and install this season. The designs for those blocks are chosen. The new banner is getting lots of use; it cost $125. The leftover paints are being transported from the barn to the guild’s climate controlled storage unit. Julie is traveling to Klamath Falls at the request of Travel Oregon to speak about creating a quilt barn trail.
New Business: There was no new business other than the venue for the 2019 quilt show as discussed above.
Old Business: Barbara Sanders has moved everything off Wiggio; our space there is officially closed.
Nest meeting is Monday, December 4 at 6:00 pm at The Springs.
The meeting was adjourned at 7:41.
Respectfully submitted,
Joyce Greenfield, Secretary
Westside Quilt Guild Board Meeting
October 2, 2017
The board meeting at The Springs was opened by Mary Lafler, President, at 6:03 pm with Carrie Townsend, Marta Lansing, Sandy Delaney, Sharon Kennedy, Carol Sayles, Joyce Greenfield and Julie Mason (for part of the meeting) in attendance.
The September 2017 board meeting minutes were approved.
Committee Reports:
Vice President: Carrie reported that the next edition of the newsletter is in progress. She will include an article about the status of Wiggio and the new process for communicating electronically with the guild membership. Please use carrielaine@rocketmail.com as Carrie’s primary email address. If board members or committee chairs need an email notice to go out asap, send Carrie a text message and let her know. Carrie will now be including the newsletter deadline in the published calendar of events for the guild.
Treasurer: Carol is still reconciling receipts from the Girl Scout retreat. Julie Mason updated the board about the Quilt Barn Trail budget and the upcoming expenses for that program. She expects the QBT to fully consume their budget and may need additional funds to be allocated. Contributions to the fund are expected from several block recipients. Julie will continue to update the committee/Carol about where this stands. Carol presented the Treasurer’s Report and there were no further questions.
Programs: Sue was unable to attend the board meeting but did send out an email with the status of programs through the end of 2017. There are no changes to previously planned events. She is still working on revising the policies for workshop and retreat fee refunds and will meet with her team to discuss further.
Membership: Marta is reviewing the picture directory and will transfer it to the guild laptop. Sandy wants to participate and observe the transfer and will coordinate with Marta. Marta and Sandy will coordinate a membership table at the quilt show October 7-8. Mary will confirm that Jean L will have the rack with business cards, etc.
Ways & Means: Sharon has been very busy with staffing various venues to sell raffle quilt chances as well as boutique items in some cases. The event at The Springs brought in $36 for raffle tickets and $90 for the boutique. Ticket sales at Quilt Expo totaled $271. Sharon will be bringing the quilt to Tuality on Tuesday and Wednesday. The booth at the Hillsboro farmer’s market provided $39 in raffle ticket sales; Sharon didn’t have a figure yet from Nancy Stober re: boutique items.
Newsletter: See “Vice President” above.
Quilt Show 2017: The new pipe cart is still under construction, but it will be completed before the quilt show. Mary will get the final financial details on this from Jean L. The new sandwich board signs are done.
Quilt Barn Trail: See “Treasurer” above.
New Business: Mary opened a discussion regarding the challenges in getting people to volunteer for various guild jobs and programs. It was noted that people don’t want to be “in charge” but frequently, if someone will take the lead, others will sign up to help. It’s the same small pool from the members that seems to volunteer repeatedly and we need to draw in more members. Re: new members, some ideas were discussed about making new members feel more welcome, so Carrie will start a new effort to do that at the next guild meeting. Sandy noted that she sent out a list of people of offered to volunteer for various jobs on their membership forms and indicated that those should be followed up.
Joyce reminded Mary about Thursday Threaders. Mary stated that she had spoken with Bev Halperin about the group and that Bev volunteered to be the listed contact for the group. The group will continue as a gathering/group as is.
Carrie had a message from Mona about the 2018 Quilt Challenge and relayed the details: The theme is “Home is Where the Heart Is” and the quilt must contain a heart image and be no larger than 34” per side. Mona will announce the specifics at the October guild meeting.
The Board meeting in January will be held on January 2nd vs January 1st and Mary has cleared that date change with The Springs.
Carrie brought up the 2019 Quilt Show and mentioned that we need to be actively researching locations, prices, etc.
Old Business: Wiggio is dropping us as of November 1st. Barbara Sanders has already been transferring data away from Wiggio and onto the website.
Meeting adjourned at 7:44 pm.
Respectfully submitted,
Joyce Greenfield, Secretary
September Board Meeting, September 5, 2017
Meeting Notes
The board meeting at The Springs was opened by Mary Lafler, President, at 6 pm with Carrie Townsend, Carol Sayles, Sharon Kennedy, Sue Hauser and Joyce Greenfield in attendance.
The August 2017 board meeting minutes were approved.
Committee Reports:
Secretary: Joyce requested that Mary continue to ask people to give their names and use the microphone when speaking at the general meetings.
Quilt Barn Trail: Three more 8’x8’ blocks have been framed. These will be the last blocks for this year. The QBT group completed a commissioned block and received a generous donation from the barn owners.
Vice President: Carrie reported that “all is well.” She is working with Mona Woo on the Challenge Quilt program for next year. Sue verified that she would provide more info regarding upcoming speaker Swan Sheridan for the newsletter. Carrie is sending emails and announcements via the newly acquired email program as planned, and not using Wiggio at all.
Treasurer: Carol presented her report as published.
Programs: Sue discussed upcoming programs. There are no workshops with our September and October speakers. A volunteer(s) is still needed to chair the Holiday Party in December. The Mystery Quilt workshop has been scheduled for Saturday, October 28 and signups will take place at the September and October meetings. A great deal of discussion took place about refunds for cancellations, especially in regard to retreats. Sue will talk to her retreat team members about refining the refund policy and its implementation. 2018 retreats include Oregon Gardens in February, Alton Collins in June, and Girl Scout Camp retreat in September. Sue has handed off the murder mystery dinner kit to Julie Mason, and Julie is deciding if she will chair the event.
Membership: No report.
Ways & Means: Sharon sent her asset inventory spreadsheets to Mary. There were some issues with the Garlic Festival, and Mary will follow up with Nancy Stober. We will have a table at a local artisan craft fair at Sandy Carner’s church in November and Sharon will work at it. Sharon stated that there are still a few shifts to fill at the upcoming Quilt Expo.
Newsletter: Carrie had no updates, all is well.
Quilt Show: The WQG Quilt Show is in final planning stages. About half of the boutique items are priced. The pipe and drape cart design was modified will be manufactured locally. Mary will get info on final costs from Jean Lasswell.
Misc: Mary gave an update on the storage units. Shelving and bins have been procured for the donation unit so that the fabrics can be better sorted, organized and stored. The charity closet is also full but is well managed by Caroline and Marcia. Mary has purchased clipboards to be used for sign out sheets for the sound system and quilt display racks.
New Business:
Wiggio: Several of the ongoing problems with Wiggio were discussed, and it was stated that we have already decided that we will no longer use Wiggio as of December 31, 2017. Mary will notify the guild advisors and chairs about this status. Carrie will continue to send out emails as needed as well as doing the newsletter. She will evaluate the frequency and amount of time required for emails as we move forward. The board emphasized that no personal advertisements should be done via email, only guild events.
Old Business: None.
Meeting adjourned at 8:14 pm.
Respectfully submitted,
Joyce Greenfield, Secretary
August Board Meeting
August 7, 2017
Meeting Notes
The board meeting at The Springs was opened by President Mary Lafler at 6:10 pm with Sharon Kennedy, Carol Sayles, Carrie Townsend, Sue Hauser, Marta Lansing, Sandi Delaney and Joyce Greenfield in attendance.
The July 2017 board meetings minute were approved as published.
Committee Reports:
Quilt Barn Trail: 40 blocks have been installed, with 4 more due to be installed shortly. Priming, painting and scribing are ongoing. Mary estimated that as many as 50 blocks will be completed and installed by the end of the season. Mary showed the brochure for the Shop Hop “Harvest and Stitches” taking place October 7-21 and a question was raised about the photo of the barn used on the cover as to whether permission to photograph the barn had been sought and granted by its owner. Mary will follow up. Julie Mason and Jane Fauste are working on a survey to query barn owners on their thoughts about the QBT experience.
Vice President: Carrie reported that Mona Woo has offered to lead the 2018 Challenge Quilt. Cathy Smith, Paul Butcher, Carolyn Drosd and Marcia Elliot, and Patty Dobbs are all keeping their volunteer positions. Marlene Thomas has volunteered to chair the UFO Challenge. Mary will verify that Sandy Carter will be chairing the Brown Bag event. As a side note, Mary mentioned that the storage unit is stuffed with donations; she will work with volunteers to sort and organize the fabrics that have been donated.
Treasurer: Carol explained her revised report, indicating that the Quilt Barn Trail account had needed to be reset to a zero balance to reflect the new fiscal year. The total balance of $23,325.34 as of June 30 is accurate.
Programs: Sue reviewed upcoming programs: UFO Challenge for August and quilter Swan Sheridan for September. Kathy Ware will present her wool program, previously scheduled for July, in October. The “Murder at the Winery” murder mystery script has been purchased and details will be forthcoming for the event. Sue is working with Connie Gaebel on ideas and implementation of smaller retreats so that more members have access to a retreat that will work for them. August will have a “Sewing Weekend” rather than a “Sewing Saturday” and Joyce Gieszler’s latest mystery quilt workshop will be held the last weekend in October. There are about 10 spaces left for the September Girl Scout retreat.
Membership: Marta and Sandi are working on the updated member directory with the goal to publish for the August guild meeting. There are presently 200 members, 166 who have paid dues and 34 who have not yet paid. There are approximately 8 business members. It was noted that all business members must submit the appropriate paperwork to become members.
Ways & Means: Sharon will contact the Quilt Expo folks about selling raffle tickets at the September event. The Garlic Festival is fully staffed. We will have a booth at the Hillsboro Arts Month Kick-Off event at the Hillsboro Farmer’s Market on September 30th. Jean Lasswell is leading that effort. Sharon reported that raffle ticket sales are at about 800-900 tickets sold.
Newsletter: No news to report.
Quilt Show 2017: Plans are moving along.
New Business:
Quilt Show 2019: There was a discussion about finding a new, larger venue for our next quilt show. Several venues were suggested, including the Fairgrounds, PCC Rock Creek, Evergreen Middle School and various other locales. Send ideas to Mary.
PA System: Mary showed the new portable PA system purchased for the guild. Sue suggested that a sign-out clipboard and sheet be created and used to track the system.
Asset Inventory: It was noted that the guild needs to keep up with asset inventories, particularly in regard to charity quilts, Quilt Barn Trail paint and materials, items in the storage units and many others.
Storage Units: Mary noted that we cannot accept any member donations for the Brown Bag event at this time as our storage unit is filled to capacity.
Office Depot Cards: The whereabouts of all of the cards is unclear; Mary will do some investigating.
Wiggio: People are still using Wiggio even though the decision was made to stop using the platform. A motion to eliminate Wiggio use by October 1, 2017 was made by Sandi Delaney, seconded by Carrie Townsend and all present voted in favor of the motion. Sue and Carrie will communicate this decision to the various boards and it will also be in the newsletter. Mary will ask the guild if there are members with the technical expertise to help us implement an online communication method for the guild. Officers will monitor how this all goes and report back at our January 2018 meeting.
Upcoming Meeting: The next board meeting will be moved to Tuesday, September 5 due to Labor Day. Mary will check with The Springs regarding the room availability.
Old Business:
Events: The Garlic Festival is fully staffed. A chair is still needed for the holiday party.
Meeting adjourned.
Respectfully submitted,
Joyce Greenfield, Secretary
July Board Meeting, June 26, 2017
Meeting Notes
The board meeting at The Springs was
opened by President Mary Lafler at 6:00 pm, with Sharon Kennedy, Carol Sayles,
Julie Mason Carrie Townsend, Sue Hauser, and Marta Lansing attending.
The June 2017 board meeting minutes were
approved as posted.
Committee Reports:
Quilt Barn Trail: Julie reported that 32 blocks are up, (2 this
year) and tentatively 4 more will go up on Friday, June 30. The segment of Grant’s Getaways will air also
on June 30, at noon and 6 pm. We will be
scribing another 3 8x8 blocks Wed., and more frames are being worked on. The FaceBook page has 287 likes, up from just
under 200 at the beginning of the year.
Education: Carrie discussed
some ideas for the education committee and potential members for that.
Newsletter:
The deadline for July is July 7.
The board suggested that the updated officer/committee chair page could
be eliminated from the newsletter and put into the directory; Marta agreed to
do that. Carrie clarified some dates for
the newsletter as well. Renewal
membership and business renewal forms will be emailed out with the newsletter
this month.
Charity : No report, although a brief reminder in the
newsletter to bring to the July meeting any finished twin sized quilts for Camp
Erin should be written.
Treasurer:
Carol sent the current treasurer’s report out prior to the meeting. Balance
at the end of June is $19,839.51. She
noted a correction in the amount of money taken in at the June Mini-raffle to
be $251, instead of $241. The purchase
of the quilting mystery for a small retreat should be here soon: Murder at the Winery.
Programs: Sue noted the programs coming up: July
meeting: Cathy Ware (Wool Applique), and August: UFO reveal. Sue would like Cathy Ware to do a workshop of
basic wool applique, and Cathy will be vending at the July meeting. She reported that Marlene Thomas has agreed
to do the UFO contest again, and the reveal in 2018 will be in November. Connie is working on a camping retreat for a
small group, and the Girl Scout camp retreat in September will start taking
sign-ups in July.
Membership: Membership renewals started in June, with 109
renewing; the last day to renew and be in the directory will be the July
meeting, but mail in renewals will be accepted until July 31. The directory will be published and
distributed in August.
Ways
& Means: Mary reported that the church classrooms
would not be available to use to sort and house temporarily the stuff for the
brown bag auction. After much
discussion, we decided to ask the membership if they know of or can donate a
double garage sized space for 6 weeks prior to the event.
Quilt
Show 2017: There will be 6 vendors for the show. The
Boutique is going well, per Nancy Stober.
Members this time will be able to select up to 3 quilts for display; one
each in these categories: 1. Your own
selection, 2. The 2016 or 17 challenge
quilt or 3. Joyce Geiszler’s last mystery quilt. There was discussion concerning a new venue
for the quilt show in 2019. The proposed
convention center at the Fairgrounds will likely not be ready in time for that
and the number of members and limited space are leading to a need for a larger
venue. Julie will contact the
Fairgrounds and see what their costs would be, and one other and report to the
group.
New
Business:
Meeting
dates: Mary has checked with The Springs to see if
a meeting room is available on the 1st Mondays in the evenings. There has been no call back as of yet.
Old
Business:
Garlic
Festival: Nancy Stober will be in charge of sign-ups,
and Mary will write something for the newsletter encouraging members (and
possibly family members) to volunteer for this fun annual event, as it is a
significant fund raiser for us.
Meeting adjourned.
Respectfully submitted,
Julie Mason, Secretary
Board Meeting, June
7, 2017
Meeting Notes
The board meeting at The Springs was
opened by President Mary Lafler at 6:45 pm, with Sandi Delaney, Sharon Kennedy,
Carol Sayles, Julie Mason and Carrie Townsend, Mona Woo, Sue Hauser, Marta
Lansing and Joyce Greenfield attending.
We were treated to a light supper prior to the meeting hosted by Mary as
a thank you to the officers this year.
The May 2017 board meeting minutes were
approved as posted.
Committee Reports:
Quilt Barn Trail: Julie reported that WCVA is reprinting rack
cards with new photos, and had hired a photographer to get good high-resolution
photos for their use. 3 blocks are
scheduled to go up June 8, the first ones of this season, and Grant McOmie and
Jeff will be there to videograph the process.
Jane Fouste gave a presentation to a PEO group June 5. A dozen sign quality MDO boards were acquired
from Parr Lumber, one of the project’s sponsors. Julie also handed out copies of the tear-away
maps newly printed; those maps include a dozen that will be done this summer.
Education: Mona and Mary
reported on the Beginning Quilting Class, held in May at the Brookwood Library.
6 had signed up but 3 finished it.
Another 6 are on a waiting list.
Charity : Mona reported that charities have been
selected and continues to do well. Quilts donated to charities this year
include 85 to Kaiser, 65 to Cares NW, 6 to NewLife Baptist Church, 3 to other
charities for raffles and approximately 30 more will be donated to Camp Erin,
for a total of 189. Volunteer hours for
these quits are estimated to be 3,240.
Treasurer:
Carol sent the current treasurer’s report out prior to the meeting. Balance
at the end of May is $25,235.97. She
also presented the budget for FY 17-18. Due
to a change of date for the Brown Bag Auction to Aug (2018) the income from
that event is not in the new budget.
Mary noted that the Quilt Show folks were having some issues with the
Tuality Foundation, in that there was a feeling that the $1000 donation and a
quilt to raffle was not enough to “cover” the venue for the quilt show. Mary suggested that we increase the amount to
a total of $1,500. Julie so moved and
Sandi seconded a motion, which was passed. Sharon moved and Mona seconded that
we authorize Mary to investigate and prices and then purchase a hand-held
microphone for use at retreats and/or other events. Motion passed. Julie then moved and Sandi
seconded a motion to approve the amended budget for FY ’17-’18. Motion passed.
Programs: Sue noted the programs coming up: June
Meeting: Caryl Breyer Fallert Gentry; July meeting: Cathy Ware (Wool Applique), and
August: UFO reveal. We will have guests
from MPS and Tualatin Guild for June.
Members are encouraged to car pool to alleviate potential parking
issues. In 2018, we’ll shift the Brown
Bag Auction from March to August to take advantage of better weather and the
possibility of using empty classrooms for storage at the church; the Challenge
will go from May to February as it would be better to have a “local” program
during the winter months, and the UFO Reveal will move from August to November,
again because it’s more difficult to get speakers right before
Thanksgiving. The retreat at the Girl
Scout camp will be Sept 15-17 and signups will begin in July. Shirleen Harrington has agreed to chair a
small retreat of about 20-25 people, date and venue to be determined.
Membership: Membership renewals will start in June, and
end July 31. If members have not renewed
by July, they will not be in the next directory. This is to limit the time necessary for to
complete the process of renewals and prepare the directory. Marta reported that the software for
membership needs to be on the guild’s laptop as a licensing issue, although the
information can still be on the Cloud.
The computer (kept by the Treasurer) would only need to be used annually
when the directory is printed. The goal
this year is to have more photos and the directory ready for distribution in
August.
Ways
& Means: No report.
Newsletter:
Carrie reported that the newsletter is going well. Renewal membership
and business renewal forms will be emailed out with the newsletter this month. Mary will write an article about the benefits
of membership, to reinforce what membership dues provide.
Quilt
Show 2017: Mary noted that Jean Lasswell is working on
the purchase of another cart for holding the pipe and drape. There will be 7 vendors for the show. (See note under Treasurer re: additional
monies for donation to Tuality Foundation.)
New
Business:
Storage
Unit: An additional storage unit, 10x10 is now
available, down the hall from the charity storage, and is number E593. Cost is
$68/month, which is a special rate. The new unit will be used to store items
currently in the outside storage unit to make room for another cart for pipe
and drape, and for items for the brown bag auction.
Meeting
dates: There was discussion about the location and
dates of meetings starting in July for the new board. Mary will check with The Springs to see if a
meeting room is available on the 1st Mondays or alternately, 1st
Tuesdays in the evenings. Mary will also
check to see if the July board meeting can be June 26 or 28 at The Springs, as
she will be away in early July.
Old
Business:
Washington
County Fair: A request from the fair was made for a $50
donation for a “special award”. After
some discussion, it was decided to not do that, due to a lack of ability to
designate where the special award would go, for example to 4-H quilters. In the past, the donated funds were not used
as requested. It was also suggested that
we give the fair feedback about that lack of specificity. Additionally, Jean
Lasswell will head up a group to provide monitors for the Cloverleaf building,
a demo with sewing machine, etc. This
would provide good exposure for the guild, but no income.
Garlic
Festival: The fair is July 27-30, and the garlic
festival in N.Plains follows on the 2nd weekend in August. There was an invitation to participate in
parking cars, greeting fair goers and/or putting on a demo inside the
Cloverleaf building. The parking cars
was eliminated from consideration as not suitable for our group, but greeting
people and a demo area are possible. However,
Mary has gotten feedback from members that they are older and it would be
difficult to get enough volunteers to do both the Fair and the Garlic Festival.
Meeting adjourned.
Respectfully submitted,
Julie Mason, Secretary
Board Meeting, May
3, 2017
Meeting Notes
The meeting was opened by President Mary
Lafler at 6:30 pm, with Sandi Delaney, Sharon Kennedy, Carol Sayles, Julie
Mason and Carrie Townsend attending.
The April 5 meeting minutes were
approved as posted.
Committee Reports:
Quilt Barn Trail: Julie reported
that season 3 of painting has started.
Paint has been moved, supplies have been purchased, save for more MDO
boards, and possibly some paint as we run out of individual colors during the
summer. The LED lights have been installed in the Hess barn. Mary and Julie started by moving the 3 sets
of constructed 8x8’s to sawhorses, dusting them down, and sanding them. Ellis and Julie went out today and applied
the 2nd coat of primer to the back and sides. WCVA:
You will all be getting email invitations to the Friday, May 12th
WCVA Tourism Awards luncheon. It’s held
annually, and this year will be at the Fairgrounds in the Cloverleaf
Building. You may bring a guest. There will be no table display this year due
to being in a smaller building.
Christopher Glawe will be adding more blocks, including the ones ready
to go this year, to the tear-away maps that they print and disperse. It will be sent to the printer on May 5, he
thinks. He’s also working on the vertical
banner. We’ll order more MDO boards as
soon as the current ones are used up, which should be soon. Routes:
Wine route is ready; Elizabeth Schneider is working on getting the right
HTML format for us to put it on the QBT website. We’ll be working on putting printable maps up
as well for those routes. Grant
McOmie—he’ll be filming more; he wants construction and painting, and then
installations. Facebook page recently
had a photo with over 2000 views, and has 260 “likes”. Kathy Hinshaw is working on a photo book to
take to events.
Education: Mona Woo was
absent, but Mary explained that the Brookwood Library educational event,
Beginning Quilting Class, will be held May 10, 17 and 24. She also noted that although she was
available for a demonstration there on “Learn Your Serger”, no one showed up.
Charity : The Charity Sewing Day went well and
the twin-sized quilts made during that event will be revealed at the July
meeting. They will be donated to Camp
Erin.
Treasurer:
Carol sent the current treasurer’s report out prior to the meeting. She also presented a preliminary budget for
FY 17-18. She has noted that some
activities are bringing in less than they have in the past, leading to
discussion about whether to eliminate some of those. More information about that will come
later. The Brown Bag Auction brought in
a gross amount of $2800, and netted $2300, a bit less than last year, but there
were additional expenses with rental of storage units and rental truck
costs. Discussion ensued about moving
the BBA to a summer month, when space in the NewLife Baptist Church is
available for storage and sorting, which would avoid cold weather, space issues
and rental of storage units. See
Programs for further information. Carol
also noted that Columbia Bank called her and has determined that we could be
placed in the non-profit category, with free online access. Carol will follow up on that; and if so,
there will be no point to moving the account.
Programs: Sue Hauser sent in her report: For 2018, we will be scheduling the Brown
Bag, UFO, and Challenge on different months than we have been doing for the
last few years. My proposal is UFO in Feb, Challenge in June, and BB in
August. Reasoning: We wanted to move
the BB so they don't have to work in the cold, rain and dark and also so we can
store things at the church in the summer when they don't have school.
That made it necessary to move other things around so I want to take the
opportunity to put one of the events in Feb since it's hard to get speakers to
travel in the winter months. So I want to move either the UFO or
Challenge to Feb. And the only other open month I have is June so the
other one could go there. I really don't care whether we put the UFO or
Challenge in Feb or June. If
anyone has feedback on this I would really welcome it but I need it asap so I
can lock in a schedule and get my budget to Carol. Julie suggested that
the UFO be in June to give people more time to complete them during the winter
months, and do the Challenge in Feb., introducing it in September or
October. That seemed agreeable with the
board members present. Sue will be updating the website and calendar this week-
calendar today and website this weekend. She has more tweaks for the
website.
Upcoming programs:
May meeting: Challenge
(Carrie); June Meeting: Caryl Breyer Fallert Gentry (This is a BIG
DEAL!!!!); July meeting: Cathy Ware (Wool Applique). We will have guests from MPS and Tualatin
Guild for June.
Open Sewing Days at the NPSC: Sewing Weekend-
May 19-21; Sewing Saturday- June 17; Sewing Saturday- July 15
Workshops: Mini Barn Blocks- Annie and Alicia- May 13 at
JESSIE MAYS (Not the NPSC) Just in the morning; 9-noon; Colleen Wise--June
3,4 Emerald City Quilt and Binding Workshop; July- tentative workshop for
Labyrinth Quilt; August- tentative workshop with Cathy Ware.
Membership:
Sandi reported that we have 196 members currently. Renewals will start in June, and end in
July. If members have not renewed by
July, they will not be in the next directory.
This is to limit the time necessary for to complete the process of
renewals and prepare the directory.
Ways
& Means: Sharon noted that the raffle quilt “All
Things Oregon” has so far grossed $448.
It will be taken to Fabric Depot on Saturday. The prize for selling the winning ticket will
be a free membership for the year starting July 2018, and a note to that effect
will be in the coming newsletter.
Newsletter:
Carrie reported that the newsletter is going well, and continues to be
about 13 pages.
Quilt
Show 2017: No report.
Mary noted, however, that Donna is doing a great job as chair.
New
Business:
Washington
County Fair and Garlic Festival: The fair is July 27-30, and the garlic
festival in N.Plains follows on the 2nd weekend in August. There was an invitation to participate in
parking cars, greeting fair goers and/or putting on a demo inside the
Cloverleaf building. The parking cars
was eliminated from consideration as not suitable for our group, but greeting
people and a demo area are possible. The Gate Greeters would require that
we provide ten people per day in shifts to help folks as they enter the
fairgrounds at the Front Gate and Cloverleaf Gate. This would pay about
$5000. A concern was voiced about the
proximity of the Garlic Festival and the Fair event, and having enough people
to volunteer. Mary will take this
question and the concern to the members at the May meeting.
Brown
Bag Recap: Mary presented a recap of the Brown Bag
event. The discussion centered around
smoothing out some of the difficulties arising from the one in March, and
providing a smoother structure for the future.
This would facilitate set up and provide guidelines for the event,
should someone else need, for whatever reason, to organize it.
Meeting
date: The June 7 Board meeting will be at another
location, TBD. The time may be earlier.
Old
Business:
Job
Descriptions: Julie noted that most of these are done; and
that once reviewed, a footer is added to the document noting when it was last
reviewed.
Meeting adjourned at 8:40pm.
Respectfully submitted,
Julie Mason, Secretary
Board
Meeting, April 5, 2017
Minutes
The meeting was called to order by President Mary Lafler
at 6:30 pm. Attending were Sandi
Delaney, Julie Mason, Carol Sayles, , Marta Lansing,
Sharon Kennedy, Carrie Townsend and Annie Tinnesand, guest.
Committee Reports
Secretary:
The minutes from the board
meeting March, 2017 were approved as posted.
Julie asked if there could be a link to the board and general meeting
minutes in the newsletter.
Quilt Barn Trail: Julie reported on the following items:
·
We are ordering an ad for the Discover Washington County at the
Tribune. 10,000 copies, and WCVA will be
distributing them throughout the county.
Cost: $425, which will come from the QBT budget.
·
April 15.
Grant McOmie coming to film Charity Sewing Day.
·
To date:
8 blocks are ready to paint, with all paperwork, designs &
colors. Paperwork is done for 3 more,
plus several more are likely.
·
Julie did a new presentation at the N. Plains
Historical Society—a “What’s Happened Since We Last Spoke” talk. May have gotten a lead on a new block site
there.
·
Vertical Banner base acquired via Goodwill for
$12.50. WCVA graphic artist working on a
design for that banner. Then we’ll have
it printed and installed in the base.
Cost of that is unknown. Julie will check both a Hillsboro source and
the Office Depot for both costs and quality.
·
Workshop for quild members to paint their own
12x12 inch block set for May 13 at the Jessie Mays Center. If that works, we could do more of those and
open them to the public.
·
We’ve been talking about tours, in conjunction
with routes.
·
Elizabeth Schneider has agreed to look at the
QBT website and see if she can get the routes on it and revamp the header.
·
Still working on the LED lights in the Simpson
barn.
Vice President: Education: Mary noted that she will be
doing a serger demo at the Brookwood Library April 18. The quilting class is moving along well, with
May 10, 17, 24 and possibly 31st as the dates.
Treasurer: Financial Report: The treasurer’s report was sent to all board
members prior to the meeting. The
balance as of Mar 31, 2017, was $27,315.11.
Brown Bag Auction: The BB Auction was successful, and brought
in a significant amount of money. The
final total is pending some additional income and expenses, but it was well
over $2,000 raised.
Changing Banks: Carol investigated US Bank, Chase and
Columbia banks as asked. The two
questions were about online access to the account and costs of using a charge
device (like a Square). Each bank has
its own device in order to avoid the costs of a 3rd party
provider. When the guild usage was
described, the banks were unanimous in thinking that we are not large enough to
warrant the extra charges that would be incurred. All of the banks offer online banking, but US
Bank and Chase offer that free of charge.
We agreed to table this discussion until May.
Budget: Carol noted that officers and committee
chairs need to submit budget requests to her
as soon as possible.
Programs: April’s program is “Rescue Quilts” by Robin
O’Neil, May is the Challenge Reveal and June will feature Caryl Bryer
Fallert-Gentry. Workshop by Robin O’Neil
will be during the Sewing Sat. Apr. 22, and No Machines Required on Apr. 26. She will be available for 20 min./person for
a $5 charge. More could be scheduled if
there is a demand.
Charity Sewing Day: April 15, 2017 will be when members can make
charity quilts. This year Karla
Alexander will provide a pattern for a strip quilt. Members can work in teams, and the event will
be held at the Jessie Mays Center in N. Plains.
Cutting directions and fabric requirements are on the website. Kits are
available, using donated fabrics.
Sewing Saturday in May will be a weekend.
Membership: Annie Tinnesand suggested having a brief
question for members at meetings to engage the membership and promote social
interaction. We will try that. There was an extensive discussion re:
shortening the meetings by refraining from repeating what is published in the
newsletter. We will try to implement
some of those suggestions in order to shorten the business meeting and allow
for more member socialization.
Ways & Means:
Raffle Quilt for 2017: Sharon
reported that that $202 worth of raffle tickets have been sold. She asked what the prize should be for the
winner of the ticket drawing; we suggested a free guild membership. Nancy Stober is working on gathering boutique
items for the quilt show in Oct.
Newsletter:
Carrie had no report, but things were discussed throughout the meeting.
Challenge:
Carrie verified that the prize for the Best of Show be a $50 gift
certificate, and the 3 random drawing prizes will be $25 each.
Quilt Show 2017:
Planning is proceeding. 5 vendors are signed, bookmarks advertising
the quilt show have been ordered, there will be 16 categories for ribbons, and
Marcia Elliott’s doll beds and doll bed quilts will be a display.
Old Business:
Job
Descriptions: If you have not
updated your job description, please do so and send via email to Julie
Mason. She will add them to the Cloud.
Task: Review your job description, make any changes
necessary, and send to Julie if you have not already done so.
Portable Microphone: Tabled from last month: purchase of a portable microphone for
retreats, workshops, etc.
New Business:
Nominations:
Mary reported that Linda Hiatt-Wahl took on the nominating committee
chairmanship. Currently running for VP
are Carrie Townsend and Nancy Spiegal.
For Secretary, Joyce Greenfield and possibly others. Mary will confirm with Linda and the nominees
will be announced at the April meeting.
The other officers will run to continue in their posts.
Storage Unit:
We were able to acquire 2 storage units for the Brown Bag auction, at
half price. Mary suggested that we
continue renting a space for storage of the miscellaneous items in the outdoor
storage, and the BB auction items. That
would clear the outside space for the acquisition of a 2nd cart to
hold the pipe and drape. (The current
cart is overloaded now.) Sandi moved and
Sharon seconded that we continue rental of a third space, 10 x 10 feet, for
this purpose. Motion passed.
Sue Olsen Pattern:
All Things Oregon, designed by Sue Olsen, is the pattern we used for the
raffle quilt. It had been used prior to
that for a workshop. A question of
ownership of the pattern was resolved, with rights to Sue Olsen.
Recap of Brown Bag Auction: Mary and Julie will
do a written recap of the BB Auction to see what might be improved
and/or repeated.
Meeting was adjourned by Mary.
Respectfully submitted,
Julie Mason, Secretary
Board
Meeting, February 28, 2017
Meeting
Minutes
The meeting was called to order by President Mary Lafler
at 6:30 pm. Attending were Sandi
Delaney, Sue Hauser, Mona Woo, Julie Mason, Carol Sayles, Carrie Townsend and
briefly, Clara and Jeff Mashek.
Committee Reports
Secretary:
The minutes from the board
meeting F.eb 1, 2017 were approved as posted.
Quilt Barn Trail: Julie reported that there are currently 25
active sites being worked on for the coming painting season. That is more than we’ve had at this time in
the past. Meetings have been scheduled
at The Springs Retirement Center from Mar. 28 through October. They are on the 4th Tuesday of the
month, from 6:45 to 8 pm. Notice about
the meeting dates and a solicitation for assistance in some administrative
tasks, stories, and routes was made and volunteers are available. John Doctor will be available Friday, Mar. 3
to put up LED lights in the Hess barn.
Grant’s Getaways: Grant McOmie of KGW’s “Grant’s Getaways”
contacted us to see if they might do a segment on the trail and the guild
itself. They would like to have part of it featuring the guild itself and
people quilting, in addition to painting blocks, installations, etc. about the
trail. A suggestion to come during the
Charity Sewing day on April 15th was made. At this time the charity chairs and the
program chair and president have been informed and are on board with the idea.
Vice President: Education: Mona told us of being
contacted by the Brookwood Library with a request to teach sewing skills within
their program “Maker’s Space”. A room
would be provided along with students from 16-adult, 3 sewing machines and some
other necessary supplies. The guild will
furnish fabrics from our storage. There
would be a 6-student limit. The students
would make a simple quilt in 3 three hour sessions at the library, from 4:30 to
7:30 pm. The quilts made would be for
charity. May 10, 17, 24 and possibly 31st
are the dates. It was suggested that the
students bring their quilts to our June meeting to share them. The event would be held 2-3 times a year.
Charity Sewing Day: April 15, 2017 will be when members can make
charity quilts. This year Karla
Alexander will provide a pattern for a strip quilt. Members can work in teams, and the event will
be held at the Jessie Mays Center in N. Plains.
Cutting directions and fabric requirements will be given prior to the
event, and a cutting day will be held March 13 at the regular Charity Sewing
Day at The Springs. (See Quilt Barn
Trail above for possible filming by KGW.)
Treasurer: Financial Report: The treasurer’s report was sent to all board
members prior to the meeting. The
balance as of Feb 28, 2017, was $26,039.59. $10,373.72 was paid out for the Oregon Garden
Retreat, which came in a bit under budget.
It also reflects the $1,000 given to NewLife Baptist Church for their
Outreach program.
Programs:
Sue noted that the recent Oregon Garden Retreat went very well. The GS retreat is in process of being
scheduled for the fall. March program is
the Brown Bag Auction. April’s program
is “Rescue Quilts” by Robin O’Neil. Workshop
by Bonnie Sabel Welte on postcards in om April 25. The “No Machines Required” day has taken off
and is very successful. It is from 2-8
pm on 4th Wednesdays, in the basement portion of the N. Plains
Senior Center.
Membership: Sandi had nothing to report.
Ways & Means:
Raffle Quilt for 2017: Sharon brought the quilt to the retreat and
several tickets were sold there; so far 186 tickets have been sold. Sharon reported via email that she will be
booking venues soon, but some have already taken the quilt to their small
groups. A table will be set up at the
Brown Bag Auction in March for ticket distribution to members. Sharon noted that the boutique for the Quilt
Show in October is being planned by Nancy Stober. Nancy will have some ideas and perhaps some
workdays announced later.
Newsletter:
Newsletter deadline is Monday, Mar. 6.
Quilt Show 2017:
Violet Craft will be the featured quilter and AnnMarie Cowley will be
the guild featured quilter. Planning appears to be organized and going well.
Old Business:
Credit Card “Square”: Carrie
presented some information. Discussion
centered around costs of transactions, and whether persons using the square
would be charged a convenience fee for using it, and the sometimes difficulty
in getting it to work. Training would
need to be held for selected persons.
Also, Carol mentioned that the current bank charges us for online
usage. A suggestion was made to look
into another bank that allows online usage before a decision is made.
Job Descriptions: Julie, as secretary, assures that job
descriptions are reviewed and updated as necessary. Several were still to be
done. Email to Julie when completed and she will add them to the Cloud.
Task: Review your job description, make any changes
necessary, and send to Julie if you have not already done so.
New Business:
TArts:
Clara Mashek suggested that it might be a good idea for a “Two Pin”
display at the March program featuring the recently completed medallion quilts
made by the group. This was agreed
to. The “two pins” could be continued
after that, with displays from members pinned to the wall in the large room,
but small enough to be held with two pins.
This could be bags, wool pieces or small items not necessarily shared at
Show and Tell. Clara will take the lead
on this.
Portable Microphone: Mary suggested that we look into purchase of a
portable microphone for retreats, workshops, etc. She will investigate prices.
Show and Tell: It
was suggested that we change the way quilts are shown at Show and Tell; having
persons stay off the stage but are handed the microphone. The “holders” can show the quilts without the
owner needing to come on the stage, in the hope that this will speed up the
process.
Meeting was adjourned at 8:25 pm by Mary.
Respectfully submitted,
Julie Mason, Secretary
Board
Meeting, February 1, 2017
Meeting
Minutes
The meeting was called to order by President Mary Lafler
at 6:30 pm. Attending were Sandi
Delaney, Sue Hauser, Mona Woo, Julie Mason, Sharon Kennedy, Carol Sayles,
Carrie Townsend and briefly, Jean Lasswell and Clara Maschek.
Committee Reports
Secretary: The minutes from the board meeting Jan 4, 2017 were approved as posted.Standing Rules Review: Julie led the group in a review of the Standing Rules. Julie will make the necessary changes and repost to OneDrive, and email the board.
Vice President: Charities for Quilts, 2017. Mona explained that the charity committee will decide which charities we will support, in lieu of having the entire membership vote on them. Continuing will be Cares NW and Kaiser; the new one will be Camp Erin. The camp is for children 6 – 17 years old who have lost a family member. The goal for the guild is to provide part of the 80 twin-sized quilts desired for the bunks at the camp, and the child will take the quilt home afterwards. Communication via website and newsletter will be by the charity committee, and include sizes desired for all the projects.
Secretary: The minutes from the board meeting Jan 4, 2017 were approved as posted.Standing Rules Review: Julie led the group in a review of the Standing Rules. Julie will make the necessary changes and repost to OneDrive, and email the board.
Vice President: Charities for Quilts, 2017. Mona explained that the charity committee will decide which charities we will support, in lieu of having the entire membership vote on them. Continuing will be Cares NW and Kaiser; the new one will be Camp Erin. The camp is for children 6 – 17 years old who have lost a family member. The goal for the guild is to provide part of the 80 twin-sized quilts desired for the bunks at the camp, and the child will take the quilt home afterwards. Communication via website and newsletter will be by the charity committee, and include sizes desired for all the projects.
Charity Sewing Day: April 15, 2017 will be when members can make
charity quilts. This year Karla
Alexander will provide a pattern for a strip quilt. Members can work in teams, and the event will
be held at the Jessie Mays Center in N. Plains.
Cutting directions and fabric requirements will be given prior to the
event, and a cutting day will be held March 13.
New Life Baptist
Church: The board decided to
encourage members to donate toiletries and clothing (specified in a list
provided by the church) for their members.
Bins or barrels are provided by the church. Additionally, 6 quilts will be donated, to be
replaced as used, for their members for comfort due to severe illness or death,
two each for a woman, man and child. Sue
will write a newsletter article explaining this project. A motion by Sharon and a second by Mona was
made to donate $1000 one time to NLBC, to be used for toiletries needed but not
donated or other necessary items. Motion passed. (This was a continuation of the previous
month’s discussion to consider donating cash to our designated charities. See January minutes.)
Banks Cemetery
Quilt: Sue noted that the donated
quilt by Patty Hyder brought in $3500 for cemetery maintenance, a sum about 5
times that generally brought in for a raffle quilt at a community dinner and
raffle. This year there was no dinner, just
letters sent out.
Treasurer: Financial Report: The treasurer’s report was sent to all board
members prior to the meeting. The
balance as of Jan. 31, 2017 was $37,110.32.
$11,852 of that is primarily for the Oregon Garden Retreat.
Raffle Quilt for 2017: Jean and Clara brought the 2017 raffle quilt
to the meeting. It is a pattern by Sue
Olsen, with images submitted to her by members, and is titled “All Things
Oregon”. The TArts group constructed
the quilt, Julie quilted it, Carol bound it and Barbara Sanders is making a
label for it.
Programs:
Sue noted that Sidnee Snell has been rescheduled for January, 2018. February’s program features Bonnie Sabel
Welte, and March is the Brown Bag Auction.
Membership: Meeting Clean Up: Mary noted that at the January meeting she
was left to put away all the tables, and Sandi said there are people who have
volunteered to help with “break down”.
She will send the list to Mary, on the premise that if asked, these
folks would likely help at the end of meetings.
Sandi also will send to the appropriate chairs a list of persons who
indicated an interest on their membership form.
Ways & Means:
Sharon said that the raffle quilt events (for sales) can begin as soon
as March. Nancy Stober has volunteered
to help Sharon with the quilt show boutique.
Sharon noted that the “cupboard” is pretty low, and will suggest that
members start working on items for the boutique in October.
Newsletter:
Carrie and the board have changed the newsletter deadline to be the
Monday after the board meeting.
Quilt Barn Trail:
Julie reported a $300 donation from MPS after her presentation given
there. Also, a contact was made with Quilters Corner Quilt Shop to partner
for fall shop hop, with the theme of barn quilts and fall. MPS would like a photo
loop and materials at their quilt show to be held March 17-18 at the Beaverton
Library. Julie read a note of thanks
from the program chair, Linda Gillins. Jane
Fouste gave the slide show program at the Scholls Womens club and made some
contacts there as well. Julie will be
doing another program for the N. Plains Historical Society in April. Julie, Bella Dvir and WCVA’s Ariel Kanable
are currently working on some routes to be added to the QuiltBarns.org website,
and hoping to have printable maps there.
There are 21 sites currently that are prospective, solid leads, plus
some other good ones we need to contact.
That is ongoing. The committee’s
first meeting will be March 25th, the 4th Tues. to catch up on
what’s happened and organize what is needed.
Working with John Doctor, contractor, to install LED lighting in the
Hess barn.
Quilt Show 2017:
Donna Fairchild will be the QS chair.
Barbara Sanders is working on a featured quilter as well as member
quilters. Julia Shepard has vendors;
Deborah Jones has show favors, Nancy Stober and Sharon Kennedy have the
boutique. Unassigned are the door
prizes. Mary shared information from the
QS meeting: the ticket prices will continue at the same price, there will only
be 5 raffle baskets with 5 different themes, and the boutique will move to the
stage.
Old Business:
Credit Card “Square”: Discussion tabled until March.
Credit Card “Square”: Discussion tabled until March.
Quilt Documentation Project: Julie reported that the check for $1000 was
sent to the QDP and happily received.
Mary Bywater Cross indicated that there is still a need for volunteers
to help with the documentation. Training
will be in Portland, and a program about the project itself also available in
Portland, Sat. Feb 18 at the First United Methodist Church, SW 18th
and Jefferson St. from 1:30 – 3 pm. Carrie noted that she would include the
request in the newsletter again this month.
New Business:
Job Descriptions:
Secretary and Ways and Means Job Descriptions are completed.
Task: Review your job description, make any changes necessary, and send to your fellow board members.
Meeting was adjourned at 8:35 pm by Mary.
Task: Review your job description, make any changes necessary, and send to your fellow board members.
Meeting was adjourned at 8:35 pm by Mary.
Respectfully submitted,
Julie Mason, Secretary
Board Meeting Minutes, January 4, 2017
The meeting was called to order by Mary Lafler at 6:30
pm. In attendance were Marta Lansing,
Sharon Kennedy, Julie Mason, Sandi Delaney, Mona Woo, Sue Hauser & Carol
Sayles.
The December board minutes were approved as corrected and
posted.
Committee Reports
Treasurer: Carol had sent
out a treasurer’s report via email to board members prior to the meeting. She noted that the current balance reflects
incoming payments for the Feb. Oregon Garden Retreat, which will be paid
soon. Balance as
of Dec. 31, 2016 was $37,070.97. Of
that,
$9,883.57 is earmarked for payment of workshops and
retreats.
Programs: Sue told us
that January will feature Sidnie Snell’s presentation; she will not be doing a
workshop. February’s program will be
Bonnie Saebel with quilted postcards. March
will feature the Brown Bag Auction. Sue also reported that the Oregon Garden
retreat committee has done a great job of organizing and planning. Joyce Gieszler donated a quilt for the NP
Senior Center, and it will come to the guild in January; Sharon Kennedy agreed
to sit with it and take in monies. Sue
has also been gathering old WQG newsletters to make an archive and also to better
know what and when past programs were scheduled. Julie suggested looking at the archived
minutes to also glean that information.
The committee is looking to add a “luxury” retreat (meaning a group of
24 or so people) that could be more expensive this year. The details of that are still TBA, but
suggestions as to where are welcome and should go to either Sue or Connie
Gaebel. The September retreat at the
girl scout camp will be worked on again by Toni for 2017.
Membership: No report; however, the “Westside Quilters Guild”
rubber stamps were acquired and given to membership and program committees for
use on checksa.
Ways & Means: Sharon Kennedy has agreed to co-ordinate sales
for the 2017 raffle quilt. She is hoping to have each person go to only one
venue and will have sign-up sheets available with lists of places to take it.
Newsletter: Carrie Townsend
was unable to attend the meeting due to illness; but Mary reported that the
newsletter went to the proofreader earlier in the day. There was some discussion about the time when
the newsletter should come out; we tabled that discussion until Carrie can take
part.
Quilt Barn Trail: Julie shared that there was a letter from Kelly
Marquis of Swallowtail School, who would like to have a block for one of the
school’s buildings and also have her 5th grade students partcipate
to some extent in a unit on “free from geometry”. She will copy Mona Woo on the details once
more details are known. Jane Fouste
will be giving a slide show presentation Jan. 11 to the Scholls Women’s Club
and Julie will be presenting the program Jan. 24 at the Metropolitan Quilt
Guild. Julie also shared that the web
page on “Community Outreach” has been updated.
Education: No report
Charity: We will be
voting on new charities for the coming year at the regular meeting.
Old Business:
Money in the Treasury: Carol Sayles
had suggested to the group that the guild should try to spend some of the
growing treasury on charitable and educational outreach projects to avoid
future problems with our 501(c)(3) status.
We had been requested to come up with ideas and present them at this
meeting.
·
Oregon Quilt
Project. Julie reported that a letter from Mary
Bywater Cross was received with a request for guilds to support the project
again this year. Last year we gave them
a check for $1000, used to help defray their expenses as they travel to more
remote parts of the state doing documentation.
Julie moved and Marta seconded a motion to donate $1000 to the Oregon
Quilt Project this year. Motion passed. It was suggested that an article for the
newsletter, web and possibly the WQG membership at a meeting be presented.
·
NewLife
Baptist Church. Another plan proposed by Sue Hauser was to
assist the NewLife Baptist Church with acquiring toiletries and food to help
out with their homeless outreach program.
Debbie Heinreich, church liaison, also told Sue that a few quilts (a
male, female, and 2-3 baby/child) quilts would be nice to give to their
parishioners who are in hospice or are very ill. We agreed that this could be accomplished
easily, and that we would just replace as they are used. Sue will add this to the “donations of quilts
for non-profits” policy and present it at the next meeting. Mona will ask the charity chairs to provide
those quilts from those available. We
agreed that we could ask members to bring toiletries or food items to the
church. Sue will acquire a list from
Debbie about their needs.
·
Cash Donations. There was
also discussion about donating cash to the church as well, plus perhaps some to
our selected charities. More information
from Debbie will be obtained and reported back by Sue. No other decisions were made.
Credit Card “Square”: Tabled until
Carrie is available.
Communications: The email via
the cloud email, controlled by Carrie seemed to be working well, as
demonstrated by the recent cancelation of a Sewing Saturday due to
weather. Wiggio continues, but will be
allowed to go “dormant” on its own.
Other member information that is relatively static has been or will be
moved to the website. The WQG quilt
show FB page was removed. These actions
are to streamline and simplify communication within the guild.
New Business:
Brown Bag Staging: Mary reported
back that heated/lighted storage units are expensive ($217/mo), The Tanasbourne
storage will allow us to have a “semi” heated storage unit for half-price,
($68/mo), although it has no lighting.
There was not available space at the church; however, there is in the
summer months. Sandi Carner agreed to
sorting at their home, but are unable to handle large, heavy bags of donated
items. Therefore, it was agreed that we
acquire some moving boxes that would store the sorted offerings in the storage
building and they could be flattened and stored for the next time. Julie pointed out that eventually we will
need more storage area due to that and anticipated future storage needs
(additional pipe and a cart). There was
discussion about moving this event to a summer month; but this year it will be
in March.
Challenge Contest: Mary and Sue
described the Challenge this year, in the absence of Carrie. It will be “Solid 10”, for the 10 solid years
the guild has been an organization. No
prints, only 10 solid colors can be used; size approx. 36” x 36”. The reveal will be in May.
UFO Contest: Marlene
Thomas, chair, will provide forms in January and they can be turned in, along
with $3, in January or February. Rules
are the same: should be a flat quilt (no
bags, garments, etc.) and be at least table runner sized. Quilts should be a project already in
progress, and to be finished, should be quilted/tied, bound and labeled.
Nominating Committee: Mary has had
no response to requests to serve on the committee. However, current officers who are willing to
serve again include Mary, Sue, Carol, Sharon, Sandi and Marta. Julie and Mona declined to run again, leaving
the secretary and vice-president positions open. Any other member is encouraged to run for any
office.
The meeting was adjourned
at 8:45pm.
Respectfully submitted,
Julie Mason, Secretary
Board Meeting Minutes, December
7, 2016
The meeting was called to order by Mary Lafler at 6:30
pm. In attendance were Marta Lansing,
Sharon Kennedy, Carrie Townsend, Julie Mason, Sandi Delaney, Sue Hauser &
Carol Sayles. Mona Woo was absent due to
a death in the family.
The November board minutes were approved as corrected and
posted.
Committee Reports
Treasurer: Carol had sent
out a treasurer’s report via email to board members prior to the meeting. She noted that there is a large deposit still
waiting (for retreat payments), that was not reflected in the report. Balance as of Nov 30 was $33,431.32. Of that $5,087 is earmarked for payment of
workshops and retreats, and $2,000 is in the patron fund, and the QBT has spent
$1,988.44 from their budget. That leaves
a working balance of $28,332.21.
Programs: Sue noted that
the Holiday Party is on for this month.
January will feature Sidnie Snell’s presentation; she will not be doing
a workshop. February’s program will be
Bonnie Saebel with quilted postcards.
Sue also reported that the Oregon Garden retreat committee is doing well
and have things well in hand.
She will be working on the blog/web site to
update the programs from the past, as well as institute a new method of letting
us know of future programing. This will
enable the newsletter and calendar folks to access information as they need it,
and after the program she will be able to go in, add a few photos from the
event and change the future tense to the past for posting. This will take some time, so changes will be
gradual over a month or two.
Membership: Marta and Sandi reported that there are now 179
members and 9 business members. A
cautionary note about putting the roster and newsletters on the blog/web site
was made with respect that the information is not secure since “bots” can
search it.
Ways & Means: Sharon
reported that the craft sale netted $364.
Nancy Stober will head up the boutique for the 2017 Quilt Show. Sharon also noted that storage is still
needed for the Brown Bag Auction to be held in March. Several ideas were discussed, including the
NP storage, the Tanasbourne Storage, or someone’s garage. These would have the disadvantage of expense
and/or cold to work in. Mary is working
with Debbie Heinricks to see if there is a room at the church we could use; and
she will get back to us on that. There
was also a long discussion on how to get people to help with selling raffle
tickets for the raffle quilt. So far,
there is not a volunteer to coordinate sales.
Ideas included finding a volunteer for each venue of sales, giving incentives
(such as extra raffle tickets) to persons selling specified numbers of tickets,
assigning each member a number of tickets that they either buy or sell, giving
the person selling the most tickets a free membership for the coming year, and
others. No decision was made.
Newsletter: Carrie noted
that the proof reader now has a version of Publisher
to use on his Mac. There was no charge
for this. She discussed a couple of
items for inclusion into the newsletter.
Quilt Barn Trail: Julie shared that there are 20-21 prospective sites
now for consideration for blocks for next summer. Additionally, there are 2 more that are
pending: one is already up and the other is pending readiness of the
building. Geocaching had been a problem
for a bit, but has seemingly been solved.
Julie will work with Ray Haag and Judy Goldmann to provide some
assistance with more involved and engaging stories about the farms, families
and barns, starting in January, as well as some routing with assistance from
the WCVA. Jane Fouste will be giving a
slide show presentation Jan. 11 to the Scholls Women’s Club and Julie will be
presenting the program Jan. 24 at the Metropolitan Quilt Guild. A note from site owner Kerry VanderZanden
was read; and he enclosed a photo and a donation.
Education: No report
Charity: No report
Old Business:
Policy review: A review of
the WQG policies was done. Revisions
were made and they were approved after a motion by Sandi Delaney and a second
by Marta Lansing. Julie will write them
up and send via email to board members, and then be posted to the Cloud site
and the Blog/web site. See addendum.
New Business:
Wiggio situation: Several emails
have been received by several persons re: Wiggio, a group site we’ve used to
give reminders and persons could post notices.
After the initial emails, another came through suggesting that the free
Wiggio site would remain, but would experience changes. There was discussion about what to do about
it, including that members still have difficulty accessing it, there are too
many emails, members won’t use it, confusion between it and the blog/web site,
etc. Julie suggested that we should just
let it “fade” away, and use other existing means of communication. After more discussion, Sandi moved and Carol
seconded that we drop Wiggio, and that Carrie (newsletter chair) could send out
mass emails on an emergent basis. As
backup, Sue Hauser (program chair) and possibly Cathie Smith would be the
gatekeepers for such messages. Motion
passed. Sue will contact Cathie Smith
about this.
Facebook: Carrie is
doing a good job of keeping the FB page fresh and active. It was suggested that we roll the FB Quilt
Show page into the WQG FB page to keep all in one place and simplify
usage. Sandi moved and Carol seconded a
motion to do that. Motion passed.
Money in Treasury: Carol noted
that as a charitable organization, our funds continue to grow and we should
consider ways in which to allocate funds to draw down that balance a bit and
show that we are, in fact, a charity.
There were several ideas, and much discussion, but the group decided to
table the idea until January, when each board member would ask friends and
colleagues about ideas, research those ideas and present them before making
decisions about it.
Quilt Show Grant
Writing: Jean Lasswell suggested that we find someone
to help write grants for the quilt show in 2017. Given the previous discussion, it was moved
by Sandi and seconded by Sharon that we fund the show from our own funds, as
this would meet educational and charitable goals. Motion passed. There was discussion that the next (2019)
Quilt Show, in a new venue, might need more grants than this upcoming one.
Square: Carrie
suggested that we consider getting the credit card swiper “Square” for the
WQG. There was both pro and con
discussion. In the past, we had decided
not to use credit cards due to the additional costs involved.
The meeting was adjourned
at 8:45pm.
Respectfully submitted,
Julie Mason, Secretary
November 2, 2016 Board Meeting Minutes
Approved
Sept Board Meeting Minutes (Note: No
Board meeting in October)
Reports
Programs
Brown
bag sale: Will Sandi coordinate the brown bag
sale? We have not seen her for a couple
of months. Toni and Mary will go out to
the storage unit and see whether they have one available to use for storage and
sorting for the brown bag sale. Mary will
ask Debbie Heinrich whether there is a room available for use/rent at the
church for the couple of months before the brown bag sale. Sale will be in March. Speaker in April is flexible, so could be
moved to March if we need to (and move the brown bag to April).
UFO challenge: Mary will ask Marlene Thomas next week if she will do it again. Reveal will be our August program.
Quilt challenge: Carrie Townsend will chair and MC the May Quilt Challenge.
Holiday Party: Regular meeting date in December.
Speakers/Workshops: 1st half of next year (2017) is already booked. Sue went over what she has scheduled, and they all sound great!
Oregon Garden Retreat: It is filled, and a waiting list is started. 64 have signed up.
Girl Scout Camp retreat: We will schedule again for next fall. Toni will chair and put together a committee to help.
Program registrations: Ruth is doing a stellar job with tracking program registrations, sending reminders, and taking money.
Senior Center: They have added a lock box for the key. (No longer need to meet someone at 8 a.m. to get in the door.) The Program Committee will handle opening and closing for our events.
Discussion of how to handle people who are not members, but want to take classes. Have been opening up classes to non-members three weeks prior to classes, and have charged $5 - $15 extra, depending upon cost of class. If membership encounters opposition to WS fees, they should refer the person to the Program Chair (Sue Hauser).
Membership
UFO challenge: Mary will ask Marlene Thomas next week if she will do it again. Reveal will be our August program.
Quilt challenge: Carrie Townsend will chair and MC the May Quilt Challenge.
Holiday Party: Regular meeting date in December.
Speakers/Workshops: 1st half of next year (2017) is already booked. Sue went over what she has scheduled, and they all sound great!
Oregon Garden Retreat: It is filled, and a waiting list is started. 64 have signed up.
Girl Scout Camp retreat: We will schedule again for next fall. Toni will chair and put together a committee to help.
Program registrations: Ruth is doing a stellar job with tracking program registrations, sending reminders, and taking money.
Senior Center: They have added a lock box for the key. (No longer need to meet someone at 8 a.m. to get in the door.) The Program Committee will handle opening and closing for our events.
Discussion of how to handle people who are not members, but want to take classes. Have been opening up classes to non-members three weeks prior to classes, and have charged $5 - $15 extra, depending upon cost of class. If membership encounters opposition to WS fees, they should refer the person to the Program Chair (Sue Hauser).
Membership
Return of Class Fees: Also discussed return of class fees when person was unable to attend. There is currently a policy in place; Program chair and committee may use judgment in terms of what constitutes an “emergency”
Directory Addendum: Will provide an addendum to the membership directory in January or February, to be added as additional pages to existing directories.
Ways and Means
Craft
sale: Discussion
re: is it worth the time and effort?
Nancy Stober thinks so, after doing it last year. Sharon will send out a call for items. For the raffle donation item: Donation of a raffle item worth about $25 is
required to participate, as well as a donation of 10% of sales. For the donation, Mary received a donation of
fleece panel that matches the book called “Guess How Much I Love You.” Mary to make a fleece quilt, and Sharon will
purchase the book.
Quilt
Show Boutique: May want to book some Sewing Saturdays and
provide patterns and fabrics to sew new items for the boutique. Sharon to ask Paula whether she wants to
organize the boutique at the quilt show.
For
Free Table:
During meeting break, Sharon questioned
whether we should set up a table for people to drop off things they want to
give away. (People often leave things on
the chairs in the back of the sanctuary, near the doors to the lobby.) The board chose to not encourage this! Items are frequently left behind, and the
last person out the door ends up taking them home.
Raffle
quilt, 2016: Sold $612 in tickets, volunteered 120+ hours
in selling time (phone time was on top of that – probably another 100
hours). Tabled: question of whether
the off-year quilt is worth doing.
Raffle
Quilt, 2017: Barbara
Sanders is in charge of making the quilt, “All Things Oregon”. It is a
pictorial wall hanging quilt (Sue Olsen).
Newsletter
We
need extra copies at the membership table for new members and visitors. Carrie will provide at least 10 copies each
month.
Facebook: Carrie is getting some traction from
postings. Will ask viewers to post a
picture of their favorite quilt or another question, to get some conversation and
traffic going.
Newsletter
Proof Reader:
He is currently borrowing a laptop to
proof read (he’s on a Mac, so needs to borrow a Windows laptop to view). For $10, Carrie will add the Microsoft Office
suite to his computer. (She has an
additional license available as part of the package she purchased for her
personal laptop.)
Newsletter
archive: Discussed posting newsletter on “members
only” section of the blog – could do it, since it will be in a protected area
of the blog. Mary will ask Sandi for
copies of the past newsletters to post them.
Inclement
weather and other emergencies policy: Need
policy and place to look for meeting or workshop closures during inclement
weather or other emergencies. Will post
on front page of blog, so can advise people to check before leaving for the
workshop/meeting, if there is any question.
(Note: There is already a policy in place, but some
revisions need to be made.)
Quilt Barn Trail
Jane
Fouste has been coordinating while Julie Mason is on vacation. Mary gets inquiries via email on the blog site about new quilt blocks, which she passes
along to Julie/Jane.
Education No report.
Charity No report.
Old Business
Quilt
show: October 6-7, 2017, at
the Tuality Health Education Center (THEC).
Get in at noon on Friday. Quilts
will come in on Thursday, so need to ask Marilyn about a room on Thursday to
receive and store the quilts. 2017 Quilt
Show Chair: Donna Fairchild. Mary is meeting with Donna next week to talk
about a schedule of things to do.
Holiday
Party Chair: Julia Shepard and Jane Fouste,
Co-chairs. Committee is already meeting.
New Business
Nominating
Committee: Mary will query Board members as to whether
they want to continue again next year.
Quilt
Studio Tours: Discussed potential for quilt studio tours
between members – good idea, but tough to figure out the logistics.
Respectfully submitted,
Sharon
Kennedy, Chair, Ways and Means Committee (Filling in as Secretary du jour)
WQG Board Meeting Minutes Sept.
7, 2016
The meeting
opened at 6:35 pm with Mary Lafler, President, presiding. Attending were Julie Mason, Sue Hauser, Carol
Sayles, Sandi Delaney, Sharon Kennedy, Marta Lansing, Mona Woo & Carrie
Townsend. The August Board Meeting
minutes were approved as posted.
Committee Reports
Quilt
Barn Trail: Julie reported that 26 blocks have now been
installed, total, but several more are complete and/or being worked on as we
finish up our 2nd season of painting. We
should have 31-32, total by the end of the season. New requests are still coming in, and while
we can do paperwork, select colors, etc., they will likely be painted next
spring. Julie and Jean attended the Nat’l
Quilt Barn Trail Gathering in Greenville, TN Aug 9-14, and gleaned some ideas
for our trail, among which is the idea to tell engaging stories about the
barn/farm/family, etc. on the blogsite.
Treasurer: Carol reported that there is a balance
of $29,865.70 as of Aug. 31.
Newsletter: Carrie
will experiment with the email address available on the cloud site to send out
the newsletter. The newsletter deadline
will continue to be the 1st of the month, with the exception of any items
resulting from the board meeting. This
will enable the newsletter to be sent out earlier in the month.
Programs: Sue shared program information: Sept. meeting will be Michelle Crawford, of
Flower Box Patterns. October’s meeting
will have Kathi Kerler with a trunk show, “Zigzag Pizazz”, with a WS in
December. November’s meeting will be a Vintage Quilts program and Barbara
Sanders will be in charge. December will
be the Holiday Party. Sue also noted
that Carol Bryer Fallert has been booked for a trunk show/slide show in June,
2017. No WS is associated with her
visit. There was discussion about
inviting members from other guilds to attend, and possibly ask for a donation
from the guild. The consensus was that was a good idea. Sue shared that we will be invited to a Paula
Nadelstern program hosted by NPS in Sept. 2017.
Retreats: Retreat at The
Oregon Garden is well in hand by Deborah Jones and Connie Gaebel. Connie requested a medical information form
to be placed in a red envelope and taped to the bottom of each person’s sewing
machine, in case of an emergency. This
will be implemented starting with the Sept. 2016 retreat at the GS camp, and it
is hoped that they will stay attached at workshops, Sewing Saturdays and other
Guild events.
Ways and
Means: No report
Charity: No report.
Education:
Mona shared some ideas about using the Boy Scouts Eagle program to
assist with the quilt barn trail, but this is probably not feasible for several
reasons. Julie shared that QBT
PowerPoint presentations are an educational event, and that there is a
PowerPoint presentation available for someone to give, complete with small
bound blocks as visual aids. This has
not been well-marketed to groups needing programs.
Membership:
Sandi noted that there are 163 signed-up and paid members + 8 business
members at this time. A clarification of
who the Patron members are followed.
They are: Julie Mason, Jean Lasswell, Paula DiNovo and Sharon’s Attic
Quilt Shop. Addendum: Sharon’s Attic Patron fee was paid for in two
$250 anonymous donations several years ago.
The treasurer will make the corrections to reflect that.
Old Business
Quilt
Show Chairperson: Donna Fairchild is considering taking the
Quilt Show 2017 chair position, and will talk to Jean Lasswell, last year’s
chair about that. Julie will give Donna
access to the cloud quilt show folder so she can see Barbara Sanders records.
Holiday
Party: Julia Shepard and Jane Fouste will chair that
event.
New Business
Directory
Software for Membership:
Marta reported that she found a software
program that is relatively inexpensive, is easy to use, and will make the
directory much less labor intensive. Cost is $56.95 for the online version and
$69.95 for the CD version. She was asked
to find out if the information on the CD is transferable when the membership
chair changes, which she agreed to do. Julie moved and Carol seconded a motion
to purchase that software. Motion
carried.
Patron
Fund: This was clarified. See Committee reports under Membership.
Brookwood
Library Exhibit: Jean Lasswell and Mary Laffler were able to
pull together a last minute exhibit of quilts for the Brookwood Library. Several volunteers assisted. The display is up until the end of October.
Wiggio:
Julie brought up the need for having Wiggio. There was a lot of discussion about it, and
the many reports of dissatisfaction from members. Still, there is some perceived use for
it. We can see if an email “blast” from
the cloud email could cover contingencies such as meeting cancellation for a
snow day, or the need for volunteers as in the recent need for quilts for the
Brookwood Library. Other ideas were
offered; the group decided to put this on hold, and possible ask the membership
about it.
Meeting
adjourned at 8:05 pm.
Respectfully
submitted,
Julie Mason,
Secretary
WQG Board Meeting Minutes Aug.
2, 2016
The meeting opened at 6:30 pm with Mary Lafler, President, presiding. Attending were Julie Mason, Sue Hauser, Carol Sayles, Sandi Delaney, Sharon Kennedy, Marta Lansing & Carrie Townsend. The July Board Meeting minutes were approved as posted.
Committee Reports
Quilt
Barn Trail: Julie reported that 24 blocks have now been
installed, total, and 3 more are complete and in the barn and one is ready to
scribe. 3 more are in process of
paperwork, etc. Carol has provided a
more complete picture of donations received by the QBT and expenses, by year and
since inception. This was encouraging,
as the total outlay by the guild for the QBT since inception has been only
$2,160.60. The remaining amounts have
been taken from grants and donations.
Julie also reported that Eddie Medina, attorney, had been consulted re:
the City of Tualatin block and working on the contract, with a positive
outcome. Mr. Medina also gave us papers
to indicate that we have him on “retainer”, but with no fees attached to that,
should we need to contact an attorney in the future. Julie and Jean will leave Aug. 9 for TN and
the Nat’l Quilt Barn Trail Gathering.
Treasurer: Carol reported that there is a balance
of $31,748.09 as of July 31. Retained earnings include $1500 (Patron Fund) and
$0 (QBT fund). There is $3,900 in the account
to be used for workshops/retreats. There
was discussion about the necessity of having a verbal report at meetings. We agreed that the report could go into the
newsletter and eliminate it from the meeting’s reports.
Newsletter:
Carrie Townsend brought some questions concerning content to the
board. After a bit of discussion, the
BD’s will continue to be included, new members names + contact info, quilt
shows & exhibits will be listed but not in large displays unless they are
paid ads. Carrie will also put links to
the calendar where appropriate to get people pointed in that direction. A
concern was mentioned that it might be better to distribute the newsletter from
an email address connected to Carrie or to the guild, but perhaps not Moda. We
will look into the current email address we have and also the one available on
the cloud.
Programs:
The August program will be the UFO quilts, hosted by Marlene Thomas. Workshops include Cheryl Peck in August. Retreat
at The Oregon Garden will be administratively run by Connie Gaebel, with help
from Deborah Jones to do the “fun” stuff. The Girl Scout retreat has one more space
available. Cost is $100, which includes
6 meals. It is scheduled for Sept. 16-18, 2016, which
means no Sewing Saturday that month.
Other small group retreats are in the planning stages. A co-ordinater for the “Sewing Community
Together” will default to Mona, VP, until someone volunteers for the
position. Sue also noted that the recent
PowerPoint presentation by Cheryl Peck was less than optimal. While it will cost an additional $75/episode,
it was the consensus that it would be advisable to have the center screen and a
church tech available for those times.
Ways and Means: Sharon Kennedy brought up temporary storage for the Brown Bag Auction. It may be that we can use some of the space in the rental unit we share with the NP Library, until a larger space to stage the BBA can be secured. Tonie will be contacted about that
Charity: No report.
Education: No report
Membership: Marta gave an overview on Club Express, a software program that could integrate many of the functions of the guild, such as membership records, website, credit card processing, etc. Positives include that it is one site for everything, membership dues/enrollment could be managed online, complete tech support for members at all times, events – sign-ups - could be managed and variable administrative controls/persons could be chosen. The negatives include expense (a set-up cost, depending on what is selected, $0.35/member-approx. $75/month, plus a charge for each credit card transaction, and the time spent setting it up, as well as wondering who maintains it after a web is set up. After a lot of discussion, it was decided that there are still too many unanswered questions, and Marta will try to find out those things. The consensus was to continue to use the blog site, giving Carrie a chance to refresh it a bit. We may be able to discontinue use of Wiggio and Carrie will work with FB as well. Sandi then broke in and said the priority is to get the directory done (which is what led to the investigation of software in the first place). Mary said perhaps we should use 8.5 x 11 sheets and we can fold them over as desired. This would make getting that done much easier.
Ways and Means: Sharon Kennedy brought up temporary storage for the Brown Bag Auction. It may be that we can use some of the space in the rental unit we share with the NP Library, until a larger space to stage the BBA can be secured. Tonie will be contacted about that
Charity: No report.
Education: No report
Membership: Marta gave an overview on Club Express, a software program that could integrate many of the functions of the guild, such as membership records, website, credit card processing, etc. Positives include that it is one site for everything, membership dues/enrollment could be managed online, complete tech support for members at all times, events – sign-ups - could be managed and variable administrative controls/persons could be chosen. The negatives include expense (a set-up cost, depending on what is selected, $0.35/member-approx. $75/month, plus a charge for each credit card transaction, and the time spent setting it up, as well as wondering who maintains it after a web is set up. After a lot of discussion, it was decided that there are still too many unanswered questions, and Marta will try to find out those things. The consensus was to continue to use the blog site, giving Carrie a chance to refresh it a bit. We may be able to discontinue use of Wiggio and Carrie will work with FB as well. Sandi then broke in and said the priority is to get the directory done (which is what led to the investigation of software in the first place). Mary said perhaps we should use 8.5 x 11 sheets and we can fold them over as desired. This would make getting that done much easier.
Old Business
New Business
Intel Fellowship: Carrie described an Intel Fellowship (Encore). This is available to non-profits from Intel, from retiring employees. We would need to have 1000 hours of work for that person or close to it. We decided we may not have that many hours and did not want to commit to that at this time.
Meeting adjourned.
Intel Fellowship: Carrie described an Intel Fellowship (Encore). This is available to non-profits from Intel, from retiring employees. We would need to have 1000 hours of work for that person or close to it. We decided we may not have that many hours and did not want to commit to that at this time.
Meeting adjourned.
Respectfully
submitted,
Julie Mason,
Secretary
Board Meeting, June 29, 2016
Minutes
Members present: Sandi Delaney, Membership, Carol Sayles, Treasurer, Mary Lafler, President, Mona Woo, Vice President, Marta Lansing, Membership, Carrie Townsend, Newsletter, Sue Hauser, Program, Sharon Kennedy, Ways & Means. Members
absent: Julie Mason, Secretary
Introductions:
This is the first meeting of the
new Board. Members introduced themselves,
including their new offices.
Approve June 6, 2016 Board Meeting Minutes:
Provided a hard copy for review by
those that had not read the e-mailed version.
Committee Reports:
Membership
·
This year’s membership form is easier to fill
out, and renewing members only needed to check the printout of their contact
information and verify that it is correct.
About a third of the members have renewed their membership. Many of them checked off boxes indicating
their interest in various Guild activities.
Three of the dozen business members have renewed.
·
Sandi will send a reminder to those that have
not renewed after the July meeting. After that, members who have not renewed will
be deleted from the list.
·
July is the cut-off for renewals to be included
in the new directory. They will put the
directory together in August and include those with a paid membership. Marta will consider reformatting the
directory into two columns per page, to save on the number of pages.
·
Discussed how to track renewals, and how the
Program Committee will ensure people who sign up for classes are paid
members. Sandi will make the membership
list available for the Program Committee.
It will also be used to determine membership in Wiggio and distribution
of the newsletter.
·
There was a question of whether to continue to
offer the parking spot in a raffle for those that had “blinged out” their
nametags. The Board did not make a
decision.
Newsletter
·
Lots of positive comments about the new newsletter
layout. A couple of comments asking
where the Treasurer’s Report is located, because it was moved from near the
front to the back of the newsletter.
·
Sue commented that she gets lots of questions
about programs, classes and sewing Saturdays; and she responds that the answers
are all in the newsletter. People either
aren’t reading it, or are not remembering the information was there.
·
Carrie would like to shorten the newsletter, so
that people are more likely to read it.
It would include mainly current news articles. For recurring information, such as contact
lists, she will migrate information to the blog and include live links to the
blog. This would both shorten the
newsletter and drive more traffic to the blog.
·
Carrie asked for updates to the “advisors and
committee chairs” list for the newsletter.
Mary offered to take it home and review it, then e-mail it out to the
rest of the Board.
·
Mona, Sue and Mary will meet separately to
discuss how to organize to make charity quilts that fall outside of the three
charities we support. Currently, the
Charity Committee is under the Vice President, and they support the three
charities that we vote on annually with baby and lap quilts. Examples of other charity work, which falls outside
the purview of the Charity Committee, include the an annual raffle quilt to the
North Plains Library and the North Plains Senior Center, as a condition for use
of the facility, and the quillo project just completed for foster
children.
·
Sandi used a proof reader when she was editing
the newsletter. Carrie has found another
that she likes and that would volunteer his services. The Board recommended she take advantage of the
offer for free proof-reading services.
·
Carrie will also archive past newsletters on the
blog, for easy retrieval. There was a
question of how much storage was available and whether archiving would put us
over our limit.
·
Newsletter deadline: Input can be provided to Carrie anytime
during the month. The deadline for input
for each month’s newsletter is the first Monday. That gives Carrie several days to have the
proof reader check it over, and get the newsletter out by the middle of the
month.
Treasurer’s Report
·
Mary is holding the membership, classes and
retreat money and will deposit it on July 1st. This keeps the deposits in the same fiscal
year as the events they support.
·
The numbers:
o
Bank balance:
$27,505.01
o
Patrons’ reserve fund: $1,500
o
Held for July 1st deposit: $6,600
·
Mary will send a copy of the budget to all the
Board members.
Ways and Means
·
No report from Sharon. She will meet with Nancy to discuss events to
be supported, volunteer support needed, when to start recruiting, etc.
·
Nancy is recruiting volunteers for the North
Plains Garlic Festival, and she will continue to support the event. She asked for one floater each day, to fill
in if someone is unable to staff their shift.
·
Discussed the AmazonSmile and Fred Meyer rewards
programs. A small amount of money is
raised, and most members probably do not realize the Guild participates in
those programs. Sharon will provide
information on both programs, to be available at the information table at each
meeting.
Programs
·
Staffing changes:
o
Jami Stephenson is leaving, after co-chairing
with Sue for several years.
o
Ruth Volker is replacing Jami. She has been working with Jami for a couple
of months, so she will be ready to take over in July.
o
Connie Gable and Barb Sanders have joined.
o
Mary will leave for the duration of her service
as President.
·
Retreats
o
Toni is chairing the Girl Scout Camp retreat in
September. It will be a no-frills
retreat, with no gifts or prizes, to keep the price down. Mary and her son will provide the meals. There were 35 sign-ups at the June meeting,
so there will not be a lottery for attendance.
The remainder of the 50 available slots will probably be filled at the
July meeting. Deadline for full payment
is the August meeting. Max attendance is
40.
o
Connie Gable is the coordinator for the winter
retreat at The Oregon Garden, and Debra Jones is the chair. If anyone has comments that were not included
on an evaluation sheet, please send an e-mail to Connie. Attendance last year was about 64, and that
will be our max again this year.
o
Sue listed the upcoming programs, classes and
sewing Saturday dates.
o
Fun fact:
Carol has been involved as Treasurer for three different Guilds over the
last 20 or so years. She was surprised
to find out that speaker fees had not risen much since she was involved in
paying them over more than 15 years.
Transportation and per diem costs have risen, but not the basic speaker
fees.
Old Business
Facebook and Blog status
·
Jean sent admin login information for Facebook to
Carrie. Carrie is studying the current
setup and considering upgrades she wants to make to the site. She would like to arrange it so that postings
made to Facebook automatically stream to member pages. She particularly enjoys sharing her quilts,
and hopes to be able to use our Facebook page to easily do that. Carrie would also like to post our show and
tell quilts to Facebook, so they can be enjoyed by a wider audience.
·
Mary will set up a meeting between Carrie and
Jean to discuss transferring responsibility for Facebook posting and site
maintenance to Carrie.
·
After updates are accomplished, Carrie will put
an article in the newsletter about the new capabilities and how to get the most
value from our Facebook site.
·
Side issue:
We have a lot of capability for communications in the Guild, but it is
fragmented and spread across several different platforms (newsletter, Facebook,
blog). Marta has been researching
companies that provide comprehensive services across a variety of platforms,
including custom website design; site analytics; like/share links to Twitter, LinkedIn,
Pinterest, etc.; news and articles library; polls and voting’ event calendar;
event registration and receipt of payment; receipt of donations; discussion
forums, and more.
o
Company that seems to offer most for best price
is Club Express. Board discussed various
services provided and costs.
o
Board agreed that any service purchased should
provide value added across most functions of the Guild, including programs and
membership. Special concern is receipt
of payments and the benefit/impact and ease of use for the Treasurer.
o
Another concern was how easily we can migrate
what we already have on our blog to the new environment. Marta and Carrie may be able to do much of
that work themselves, to cut down on the site design fee from the company.
o
The Board agrees that Marta, Carrie and Sandi
should meet and do further research, then develop a proposal for presentation
to the Board. It would include a cost
benefit analysis – what value added at what cost.
·
Budget review:
Mary offered to send a copy of the budget to the Board members.
New Business
Cloud access
·
Mary explained what is available on the cloud –
mainly an archive of all kinds of Guild documents.
·
Mary will send instructions to Board members for
accessing our cloud storage on Outlook.com.
July Board Meeting
·
Tonight was the July board meeting! Mary is not available next week, so we’re
meeting a week early.
·
Board agreed to meet the first Wednesday of each
month.
o
Mary will book rooms for the meetings,
considering the direction and distance Board members will need to travel.
o
After the rooms are booked, Mary will cancel the
Monday morning reservations at The Springs.
Newsletter Deadline
·
As mentioned above, the newsletter deadline will
be the first Monday of the month.
Members are encouraged to send information to Carrie anytime during the
month, so she can be organizing the newsletter as articles come in.
Quilt Show Chairperson
·
Board members mentioned several names of people
would do an excellent job and might be willing to serve as chair for the 2017
show.
·
Several people indicated interest in supporting
the show on the membership renewal form.
·
If anyone thinks of other names, please let Mary
know.
·
Mary will call to ask who might be willing to
serve.
Respectfully submitted,
Sharon Kennedy (filling in as Secretary)
WQG Board Meeting Minutes June
6, 2016
The meeting
opened at 10am with Barbara Sanders, President, presiding. Attending were Julie Mason, LoisMarie Mayer,
Bella Dvir, Sue Hauser, Mary Lafler, Nancy Stober and Carol Sayles. The May Board Meeting minutes were approved
as posted.
Committee Reports
Quilt
Barn Trail: Julie reported that several blocks are ready
to paint, and 3 are completed and ready to be installed. While Parr Lumber is a new sponsor, we
learned that Mark Townsend (Carrie’s husband) is a lumber broker and able to
acquire the necessary MDO boards at a cost quite a bit below the Parr
cost. 30 boards were purchased through
Mark. The City of Tualatin would like to
place a block in Brown’s Ferry Park, on the Brown barn, but the city attorney
had an issue with the term “indemnify” in the paperwork. We are in process of working out the issue
which may be as simple as having the City of Tualatin install the block so that
their insurance covers the process.
Julie asked to consult with an attorney over this question from the
Guild’s point of view, and that was agreed to.
LoisMarie and Julie hosted a table at the June 5 Stems and Stitches
garden tour in Forest Grove with a good result.
Judy Goldmann, member of the committee, recently hosted a tour of 10
blocks for a ladies group she is a member of.
Old Business
Barb S.
reported that the job description for the “Sewing Community Together” Committee
chair is complete and on the cloud.
New Business
Information
or Communication Coordinator: Carrie T.
is willing to be an administrator for the Facebook page.
Audit: Carol
Sayles presented a report on the audit.
The books are in good shape, per her report, but she did find a few
things to change how the record keeping is done, to be in better compliance
with standard practices, for example, “retained earnings” is part of the
general fund and not restricted funds; restricted funds are the $1500 from
Patron Memberships and donations earmarked for the Quilt Barn Trail. Board members had some other questions for
her and she was able to answer them.
Chase
Lawrence: person who would like to
present a class on Tuffets. Passed to
program chair, but consensus was to have her purchase an ad in the newsletter
and do the class on her own.
Board
Meeting in July: Discussion about date-time-place of next board meeting. July 4 would be the first Monday, but it is a
holiday and many will be away. Mary L.
will poll board members via email to find a time/place/time for July board
meeting.
Annual
Reports: Barb reported that she is
nearly finished with the annual report and will have Carrie publish it in the
newsletter. Barb asked board members
going off the board to pass on notebooks, files, etc. to the incoming officer.
Meeting
adjourned.
Respectfully
submitted,
Julie Mason,
Secretary
WQG Board Meeting Minutes
May 2nd, 2016
The meeting opened at 10am with Barbara Sanders, President, presiding. Attending were Julie Mason, LoisMarie Mayer, Bella Dvir, Sue Hauser, Mary Lafler, Nancy Stober and Sandi Delaney. The April Board Meeting minutes were approved as posted.
Committee Reports
Quilt
Barn Trail: Julie reported that 4 blocks are ready to
paint, with at least 6 more pending. The
paint was moved back to the Hess barn Sat., Apr. 30. Painting has commenced for the second
season! Frames were attached to two more
sets of large blocks as well that day.
Parr is now a sponsor of the trail. (Note: after the meeting, Parr
Lumber agreed to a contractor’s discount for the trail on wood and supplies
needed.) A Workshop to teach how to paint or to actually paint a small block
for personal use is being planned, with coordination for dates, etc. with the
Sue and the Program Committee. This was
a member asking for this WS, and will be small, with repeats if desired. We do not want to lose sight of our major
goal, however, of putting blocks on barns.
Treasurer: Mary reported that there is a balance of $28,765.12. The remaining operating budget is $9, 901.92.
Programs: Sue reported that Helene Knott will be the speaker in May and will do a workshop in June. The June program is the Challenge Quilts. See details in the newsletter. Sue also commented that there are several members who could teach small, low-cost workshops as well. The Vintage Quilts program is in the planning stages. The Girl Scout retreat will have details in the May newsletter and meeting and signups can begin in June. The plan is to limit to 50 participants so that it does not get too crowded, and assess for future events. It is scheduled for Sept. 16-18, 2016. Other small group retreats are in the planning stages.
Ways and Means: Nancy asked if the nominating committee had found a replacement for herself and LoisMarie; there is a possibility. She noted that there is a lot of logo merchandise available for sale at the current time.
Charity: Bella reported on the Charity Day held in April. Patty Hyder had designed a pattern for use but only 9 people came. Patterns for making one of those designs will be made available to members, and it was noted that Patty donated her 4 samples.
Education: Julie noted that Annie Tinnesand will be giving an abbreviated PowerPoint presentation to Cornell Estates residents on the quilt barn trail, and then, using Cornell Estates van, will be leading a tour of some of the quilt blocks already up.
Membership: Sandi reported that the membership forms have been reworked to reflect interests vs. activities.
Nominating: LoisMarie reported that we have a slate of officers and they will be voted on at the May general meeting. Julie suggested that we start a lot earlier in the year to attempt to encourage prospective board members, personally inviting persons who could be interested to attend a board meeting. The board also will consider appointment of a nominating committee chairperson earlier in the year.
Treasurer: Mary reported that there is a balance of $28,765.12. The remaining operating budget is $9, 901.92.
Programs: Sue reported that Helene Knott will be the speaker in May and will do a workshop in June. The June program is the Challenge Quilts. See details in the newsletter. Sue also commented that there are several members who could teach small, low-cost workshops as well. The Vintage Quilts program is in the planning stages. The Girl Scout retreat will have details in the May newsletter and meeting and signups can begin in June. The plan is to limit to 50 participants so that it does not get too crowded, and assess for future events. It is scheduled for Sept. 16-18, 2016. Other small group retreats are in the planning stages.
Ways and Means: Nancy asked if the nominating committee had found a replacement for herself and LoisMarie; there is a possibility. She noted that there is a lot of logo merchandise available for sale at the current time.
Charity: Bella reported on the Charity Day held in April. Patty Hyder had designed a pattern for use but only 9 people came. Patterns for making one of those designs will be made available to members, and it was noted that Patty donated her 4 samples.
Education: Julie noted that Annie Tinnesand will be giving an abbreviated PowerPoint presentation to Cornell Estates residents on the quilt barn trail, and then, using Cornell Estates van, will be leading a tour of some of the quilt blocks already up.
Membership: Sandi reported that the membership forms have been reworked to reflect interests vs. activities.
Nominating: LoisMarie reported that we have a slate of officers and they will be voted on at the May general meeting. Julie suggested that we start a lot earlier in the year to attempt to encourage prospective board members, personally inviting persons who could be interested to attend a board meeting. The board also will consider appointment of a nominating committee chairperson earlier in the year.
Old Business
The Quillow
workday was a success: 40
quillows were made, $339.02 spent for fleece, using 12 volunteers @ 2.5 hours
each, plus Jean and Nancy’s time, for about 35 hours all together. Final cost was
about $8.50 each. Labels will be affixed.
Jean Lasswell had reported to Barb that the HACC was pleased that this
project was already completed and ready to go for their scheduled homeless
children’s camps this summer.
Lego Forest raffle quilt tickets were sold at Every Husband’s Nightmare recently. We made $54. Connie Gaeble will be arranging other sale dates at Fabric Depot, Sharon’s Attic etc.
Lego Forest raffle quilt tickets were sold at Every Husband’s Nightmare recently. We made $54. Connie Gaeble will be arranging other sale dates at Fabric Depot, Sharon’s Attic etc.
New Business
Tracy Humphrey is considering being the Sewing Community Together
coordinator. Julie noted that a formal
job description should be written. Barb
agreed to do that.
Newsletter Editor: New newsletter editor is Carrie Townsend, who will start this month.
Wiggio invitations: Barbara will maintain and invite new members. Deborah Jones is also phoning new members and reports that this is being successful. New member information should also be forwarded to Carrie Townsend, newsletter editor, Mary Lafler, treasurer, and Secretary, Julie Mason.
Washington County Fair will be July 28-31st. Our guild will be helping out in the domestic arts building, as we have done in the past.
To Do: Annual Reports: Annual reports from board members and committee chairs are due in May, so that Barb can write up the Guild’s annual report. This is a requirement of our incorporation documents, and will be published in the June newsletter and recorded on the cloud storage site.
Meeting adjourned at 10:50am so that a budget meeting could convene.
Newsletter Editor: New newsletter editor is Carrie Townsend, who will start this month.
Wiggio invitations: Barbara will maintain and invite new members. Deborah Jones is also phoning new members and reports that this is being successful. New member information should also be forwarded to Carrie Townsend, newsletter editor, Mary Lafler, treasurer, and Secretary, Julie Mason.
Washington County Fair will be July 28-31st. Our guild will be helping out in the domestic arts building, as we have done in the past.
To Do: Annual Reports: Annual reports from board members and committee chairs are due in May, so that Barb can write up the Guild’s annual report. This is a requirement of our incorporation documents, and will be published in the June newsletter and recorded on the cloud storage site.
Meeting adjourned at 10:50am so that a budget meeting could convene.
Respectfully
submitted,
Julie Mason,
Secretary
Board
Meeting Minutes, April 4th, 2016, The Springs at Tanasbourne
The
meeting was called to order at 10 am by Barb Sanders, president. Attending were LoisMarie Mayer, Sandi
Delaney, Sandi Carner, Nancy Stober, Sue Hauser, Mary Lafler, Jean Lasswell and
Julie Mason. The minutes were approved as posted.
Old Business
Brown
Bag recap:
Sandi Carner reported that the Brown Bag auction was a large success, and Mary
L. noted that the net proceeds from the event were approximately $2,635. Sandi said she is happy to continue leading
this event, but will no longer be able to stage it in her home, as it has grown
too large. Suggestions for a place to
stage it next year included an empty storefront that might be rented for 2
months, or a lighted, heated storage unit.
Budget
meeting date and place: Mary noted that she
will be out of town on April 25, so the group decided to make the next (May 2)
board meeting as compact as possible and do the budget at that time as well.
Raffle
quilts:
This year’s raffle quilt will get a name
from members at the April meeting. It is being photographed. The 2017-18 raffle quilt will be the Oregon
Quilt, designed by Sue Olson of Dog Gone
Quilts. A permission letter has been
received.
To Do: Need to assemble raffle quilt committee to
make the quilt, select the fabrics. Suggestions for committee included Ann
Laffin, Ruth Voelker, Sue Hauser and Barb Sanders.
New Business
Newsletter: Sandi C. noted that Carrie Townsend will be
taking over the newsletter publication as of May, 2016. Carrie is learning Publisher and both she and
Sandi are feeling confident that the transition will be a smooth one.
HCAA
summer camp for homeless children: A
request to assist by providing tote bags or quilts for approximately 40 children
was received. Jean Lasswell expanded on
the idea, and brainstorming resulted in the idea to use 300 wt. fleece, fringed
on two ends, either square or 72” long, would be the quickest and best way to
provide for this need. A motion by Julie Mason and 2nd by LM Mayer to provide
up to 40 fleece blankets was passed.
Jean Lasswell will investigate purchasing the fleece. It was suggested that a day be set aside to
do this quickly and easily. Jean
Lasswell will head up the project. This
could be a project proposed for one of our charities for the future.
To Do: Purchase fleece and
set date for work.
Guild 9th Anniversary: April is guild’s 9th
birthday; Shirlene H. will bring two cakes to the April meeting to celebrate.
The Guild members will vote on whether to continue snack.
Sewing Community
Together: A coordinator for this function will be
recruited by Barb, with a newsletter article to begin with.
Fair: Jean Lasswell
mentioned that the Fair Premium Books will be printed soon and that she was
asked if the guild would like to continue assisting with the fair textiles. The
consensus was that we would do so.
Notes and Brags: Jean noted that a nice
response to her email to the CCWC (Eva Calcagno) was received. Jean has said that grant received helped us
get started on the QBT project and that 16 blocks are now up. Maggie Chapin (Sherwood Center for the Arts)
also said that our guild was one of her favorites to work with because we
involve several groups when we plan events, which is what they like to see with
grantees.
Committee Reports:
Ways
and Means:
Nancy Stober noted that there is still quite an inventory of T-shirts and pins,
and suggested we not purchase any more of these items until inventory is much
lower.
Membership: Sandi D. handed out a
listing of all the activities and interest areas that are on the membership
form, with the intention of updating and making clearer what is expected. It was decided to make the initial member form
without those things, and the renewal form with those items, but separated into
activities available and areas where volunteer help could be used. Sandi and Marta will work on this.
Programs: Sue H. gave a rundown on upcoming
events: April will be Ann Sonner from
CA, who will be doing a presentation on Story Quilts and a workshop. Helene Knott will be coming in May, with an
entire new trunk show and presentation.
See newsletter and blog site for details. As to retreats, she is still waiting to get
the evaluation sheets from Kellie S. The
fall (2016) GS camp retreat is going well.
The committee would like to add in 2017 one or two smaller retreats with
perhaps 20-30 people. One under
consideration is a Murder Mystery Retreat.
Quilt
Barn Trail: The first committee meeting of the season was
held Tues, Mar. 29. There are 16 blocks currently up; and 4 are ready or almost
ready as soon as the weather warms up and the paint is moved to the barn. 4-6 more are pending and are actively being
worked on. A workshop for guild members
and possibly other interested persons to make a mini-block on wood or canvas is
being planned, but is on hold until the Hess’s are back from AZ. There is a new sponsor, Parr Lumber, but we
are waiting to see what this might involve, as the person in charge is on vacation
until the end of the week. Julie
presented a program at the morning Rotary Club in Sherwood on April 1, which
was well received. New rack cards,
printed by WCVA, were shown; these are currently being distributed by committee
members. Annie Tinnesand is working on a
presentation and guided bus tour for residents of Cornell Estates, and Julie
offered that to the residents of The Springs as well. A Tourism Awards luncheon will be held May 6
at the Hillsboro Fair Complex, with 4 committee members attending (Jean, Julie,
Teri Huntley and Annie T) plus we will have a table for a display.
Treasurer: Mary L. noted that there is a total of $30,211.80
in the checking account; this includes $18,863.20 in retained earnings.
To Do: If you have not already done so, contact
committee heads under your oversight and have them submit budget requests for
the coming year by mid-April.
Nominating
Committee:
LoisMarie reported that there are no candidates wanting to run for president. The only open positions are for president,
and possibly v. president. A suggestion
to LM was to have co-presidents, but was strongly discouraged by both Sue H.
and Julie M. as someone needs to actually be in charge. However, a very active V.P. could do much to
make the job easier if duties were geared that direction. We will all continue to work on this.
Respectfully
submitted,
Julie
Mason, Secretary
Board
Meeting Minutes, March 7,
2016
The meeting
was called to order at 10am by Barb Sanders, president, with LoisMarie Mayer,
Mary Laffler, Sue Hauser, Nancy Stober, Bella Dvir and Julie Mason present.
The February
Board Meeting minutes were approved as posted.
Committee Reports
Ways and Means: Nancy noted that there is quite a lot of T-shirt and pin inventory on hand, but she and LoisMarie will have it available at the April meeting.
Treasurer: The balance on hand is $28,291.95. Approximately $67 was taken in from Kroger this quarter. The budget meeting will be scheduled for April 25, tentatively. Retained earnings amount in our bank account are overages of previous year’s funds and has no special function or goal. 2015 tax preparation is due, and perhaps Carol Sayles will be able to do this.
Committee Reports
Ways and Means: Nancy noted that there is quite a lot of T-shirt and pin inventory on hand, but she and LoisMarie will have it available at the April meeting.
Treasurer: The balance on hand is $28,291.95. Approximately $67 was taken in from Kroger this quarter. The budget meeting will be scheduled for April 25, tentatively. Retained earnings amount in our bank account are overages of previous year’s funds and has no special function or goal. 2015 tax preparation is due, and perhaps Carol Sayles will be able to do this.
To
Do: Send Mary any inventory information
you may have by April. Send her any
numbers you have as to the coming 2016-17 budget as well.
Programs: At the GPS summit, Sue said she heard
many saying they wanted “more” of workshops, retreats, etc. Her committee of 6 is committed to doing
that, but in a careful way. Some ideas
were to use Jessie Mays for a Saturday “demo” session, using our own members,
and adding one more Sewing Weekend annually, for a total of 4/year. Retreats
will be discussed by the committee in the future, but she did note that the
Girl Scout camp in North Plains has been booked for Sept. 16, 17, 18. Mary’s son will be cooking for the event, and
this will be either a stay there or go home event, and low cost. Helene Knott has been booked for a program
and WS that is new and does not compete with Sharon’s Attic.
Education: Bella reported that she has not heard anything from the Girl Scout leader about a 2nd day with them.
Quilt Barn Trail: Julie reported that there are currently 2 sites ready for blocks for the coming season. The Rotary Club in Sherwood’s PowerPoint talk has been rescheduled for April 1, and the first committee meeting of the season is scheduled for Mar. 29 at The Springs.
Education: Bella reported that she has not heard anything from the Girl Scout leader about a 2nd day with them.
Quilt Barn Trail: Julie reported that there are currently 2 sites ready for blocks for the coming season. The Rotary Club in Sherwood’s PowerPoint talk has been rescheduled for April 1, and the first committee meeting of the season is scheduled for Mar. 29 at The Springs.
Old Business
GPS Review: Barbara reviewed the GPS results and then the
board addressed each issue individually.
Board Meeting Minutes; November 2, 2015
Stitches in Bloom quilt show, (at the Oregon Garden
Resort). 25 quilts needed to reserve
space to sell raffle tickets, but the board decided that the year after this
one might be a better time to choose to do that. Invitation of community to next guild meeting for program
by Quilt Barn Trail author. Julie noted that those on her email list have
already been invited, and she will also invite current site owners and
prospective owners.
WESTSIDE QUILTERS GUILD
WESTSIDE QUILTERS GUILD
· Audit
of books: A motion by
Julie and 2nd by LoisMarie to have the books audited by someone with accounting
expertise was passed. Mary will ask
Carol Sayles if she is able to do this, as she is a retired CPA. If not, there were other suggestions. The past practice has been to have the V.P.
do this.
To do: change the standing rules to reflect this
change.
· Additional
storage unit: This was tabled since we will probably not
acquire additional pipe and drape until the Quilt Show year 2019.
· Snacks
at break: Barb will query general membership about whether to continue this.
· Raffle
quilt in “off” or even years:
Barb will query general membership about this as well. However, the board consensus was to continue
this, as it does add to the treasury.
· Show
and Tell process: After some discussion, a walk-thru at the
March meeting to determine feasibility of these changes: Hang S&T quilts over the rail on the left
side when they come in; have S&T after the break; use portable mike for
persons to come up and briefly talk about their quilt on the rail; leave quilt
until time to leave. All the charity
quilts could be shown as a group, instead of individually. This will allow members to examine the quilts
at the break.
· New
Member Mentor: Deborah Jones and Barb Sanders will be hosts
of a table at the break to answer new member questions.
· Treasurer’s
Report: After discussion, the consensus was to have
Mary continue giving the report, instead of having the president report it, as
this allows members to know who she is.
· Vintage
quilt spotlight: Instead of doing one/meeting, it was decided
to make this into a program instead.
· Map
of where members live: This had been suggested to allow persons to
see where other members live to encourage car-pooling, etc. Jean Lasswell will
work on this idea.
· Charity
events/options: Raffle quilts for organizations such as the
N. Plains library, pillowcase challenges, and other sewing outreach could be
coordinated by another chairperson, separate from the current charity quilting
committee. The title of this committee
will be: “Stitching Community Together”. There will be a newsletter article explaining
what this job is and soliciting for a volunteer to head it up.
· Sewing
Outreach: (part of
education) Partnering with the Right Brain Initiative, it was suggested that
this could be done at the Main Library.
Tabled for now.
· Small
subgroups: The new
member mentor table will be a place for people to suggest sub-group ideas, and
for self-organizing any new groups.
· Brown
Bag Sale: Suggestion to
have this on even years, opposite the Quilt Show years. Tabled for now. Sandi Carner is not wanting to chair this any
longer, so this may depend on a new volunteer.
· Door
prizes: Tickets could
be placed in a bucket, similar to the mini-raffle. After discussion, the consensus was to leave
this as is.
Review of
Membership Form interest categories: Tabled until Sandi and/or Marta can attend.
New Business
Raffle
quilt for this year and next:
· 2017:
Barb contacted Sue Olson of Dog Gone
Quilts, and obtained permission to use her pattern of Oregon Sites. Sue O.
will be print the pattern and send to us. Will need to assemble raffle quilt
committee to make the quilt and select the fabrics.
· 2016:
Joan Kimmons and Connie Gabel have volunteered to be the raffle quilt sales
co-chairs this year. After discussion, the board selected one of two donated
quilts; Barb will ask membership to name it at a meeting.
The Great
Oregon Steam-Up: This is a potential quilt show to participate
in, held in Salem the last weekend in July and first weekend in August. While we have been invited, this may be
limited to quilts volunteered for showing and/or volunteers to assist in some
capacity, as it is quite a ways from us, and may compete with the garlic
festival in North Plains.
Parking
shortage: Alleviated by use of back parking lot. Back door access a potential issue.
New Life
Contract renewal: This
contract renews in May/June. Original contract did not include sanctuary and
fellowship hall, or a sound technician.
Barb will renegotiate the contract with New Life; we expect an increase
in costs. She will also find out if a
member could volunteer to man the back door for a specified time, and then it
will be locked.
Newsletter
editor: Sandi Carner
would like to retire from this job. Barb
reported that Carrie Townsend has expressed interest in this.
Possible
Joint Quilt Show: Barb
was approached about a joint quilt show with the Tualatin Valley (Sherwood) and
Metropolitan Patchwork guilds. There was
some discussion about what the expectations are, as MP hires their quilt show
quilts hung, and we have pipe & drape and hang our own. It would also require a larger venue than the
one we are currently using, the Tuality Health and Education Center. There was not a lot of interest in pursuing
this.
Respectfully
submitted,
Julie Mason,
Secretary
Board Meeting February
1st, 2016
The
meeting was called to order at 10:05 am at The Springs by Barb Sanders, with
the following attending: Bella Dvir,
LoisMarie Mayer, Sandi Delaney, Sue Hauser, Nancy Stober, Mary Laffler, and
Julie Mason.
The
minutes from the December board meeting were approved as posted.
Treasurer’s
Report: There is $42,096.00 in the account, with
$18,000.00 or that in retained earnings.
Approximately $13,000.00 will be paid out to the Oregon Garden Retreat
Center later this month. Mary asked
about the origin of the “retained earnings” monies; it was suggested that she
contact Nancy Schaefer, a previous treasurer. It is hoped that a definition of
that term and why it exists could be made known. There was some discussion about putting some
of that money in another account, such as a savings account, but the amount of
interest generated is too small to be significant.
To
Do: Please review your budget and think about what you will
need for the coming year, as budget time will be here quickly. In
addition, do an inventory of any WQG
items being stored in your home and turn in to Mary.
Committee Reports
Education: Julie reported that
she will be speaking at the morning Rotary Club Feb. 12 in Sherwood. This will be about the quilt barn trail.
Quilt
Barn Trail: Julie is working with Amber Wisdom of the
Washington County Visitors Assn (WCVA) on producing rack cards and possibly
posters for placement in areas where we’ve placed them in the past and other
new sites. Julie provided a partial
listing to Amber. The QBT committee had
previously agreed to “donate back” to the WCVA some or all of the $1000 donated
by them for costs of publishing, etc.
Amber will give us a better estimate of that expense later.
There
is a national convention of QBT’s in TN, Aug. 10-13. Both Julie and Jean Lasswell would like to
attend, as both feel it will be a valuable experience and net some good
marketing and other practice ideas, as well as publicize our trail. Julie asked the board if they would agree to
furnish the cost of the registration ($265 each) from the QBT budget. They agreed that this would be
acceptable. Rhonda Shepard has set up a
new Instagram site for the QBT. A
suggestion was made to contact a teacher of HS computer science for one or two
volunteers to set up and manage the game Ingress.
Julie will follow up on that suggestion. The first meeting in 2016 of this
committee will be March 29. (At The
Springs, 4th Tuesdays)
Ways
and Means:
Nancy Stober reported that there are
still lots of WQG T-shirts, at a cost of $17, and that they are not selling
well. She is planning to take them to
the retreat later this month, and hopes those who already have them will wear
them. It was suggested that one could
be donated to Patty Dobbs to place in the Mini-Raffle.
Membership: Sandi D. noted that the application for
members needs review of the interest categories. She will send out a list via email and we
will give her suggestions as to what to keep, delete or add. To encourage
members to complete their cloth name badge and to wear them at meetings, Sandi
proposed a contest, giving a ticket to members coming in who are wearing their
badge. One ticket per meeting will be
drawn and the winner will have a reserved parking space close to the front door
for the following meeting. Additionally,
new members will be encouraged to have their photos taken earlier, as well as
those without photos in the directory, so that this will not be a huge job
before the next directory comes out.
Marta and Sandi will streamline the system for putting the directory
together to make it more efficient.
Nominating: LoisMarie Mayer will
chair this committee, with assistance from Paul Butcher, Sharon Kennedy, Marta
Lansing and Tonie Beattie. They will
have available to all committee members a job description so that prospective
candidates will know what to expect.
To Do: It was suggested that we all review our job
descriptions ASAP so that any changes can be incorporated before the phone
calling begins.
Programs: Sue noted that all the programs for 2016 have
been scheduled, save for one. She has
gotten a good response from members who might be willing to house a speaker as
well. Raffle quilts for donation to
organizations ahead of a request is coming along well. She needs WQG mugs/tote bags for persons volunteering
to speak without monetary payment as a thank you gift. An order may need to be placed for mugs. A mystery quilt series for the Sewing
Saturdays is in the works, with Joyce Geiszler and Cathie Smith
co-hosting. Charity Day teacher and date
is still to be arranged. Programs and
workshops coming up can be seen on the blog calendar and in the newsletter.
Old Business
Girl
Scout Project: Joan Shepard is working on part 2 of this
project, along with Bella Dvir. Because the GS’s were unfamiliar with sewing
machines, it was decided not to pursue a pillowcase project, but instead have
the girls to an elastic bracelet with many buttons covering the elastic. Needles/thread/buttons will be provided by
members/guild, although if the girl wants different or fancier buttons, they
may bring their own. The buttons must be
sewn on by hand. Available dates will be worked out with the GS, Joan and
Bella.
Charity
Quilts Exhibit at the Walters Center: On
Tuesday, Feb. 2, at the Walters Center in Hillsboro, there will be a reception
with snacks and music from 5 – 6:30 pm.
This is a First Tuesday event.
The exhibit will be on display through Mar. 28, which includes another
First Tuesday.
New Business
Challenge
Quilt: Clara Mashek will be joined by Carrie Townsend
to present the challenge for the coming year.
Carrie will take over next year.
Parking
Shortage: There is a second parking lot accessible by
driving around to the back of the Newlife Church. There is a door there, which has been locked
in the past, but that will be remedied.
2016 Raffle Quilt: Donated
by Patty Hyder, and quilted by Marci Yoder, this will be the interim raffle
quilt.
Honorary Membership: It was moved by LoisMarie and seconded by
Sandi Delaney to make Muriel Petersen an honorary member. Motion passed. Muriel
will be moving to Utah in the near future, but we will continue to send her the
newsletter, and dues are not required.
Proposal by Oregon Quilt Project: A proposal was read by Julie to proceed with
a challenge of matching any donated funds from guilds other than our own for
this project, up to a specified total. (See
appendix for proposal.) After some
discussion, Julie moved and LoisMarie seconded a motion to donate $1000 to the
OQP, instead of issuing the proposed challenge.
Motion passed. The funding will
come from the unused education budget.
Julie will give the check to Mary Bywater Cross Feb. 15 at their retreat
event and notify Mrs. Cross via email.
We will need to receive a receipt from that group.
Growing Pains Summit is scheduled for
Saturday 2/27/16, 9:30AM – 4:00PM, at The Springs. It will be in the same room
we use for charity sew days. Extended
board, committee chairs and interested membership will be invited. A questionnaire
will be given to membership via newsletter and at the February meeting, written
by Barb Sanders. Forms will be gathered
at the meeting and then compiled. (See
note below.)
GPS: Growing Pains Summit Leadership
Thoughts
We are getting to be a large guild. WQG needs a common sense of purpose and direction to sustain our guild community. While there can be several dependable parts operating in a good way it is important that we are doing things that will support the vision of the future and work in concert.
One way to do this is to revisit an understanding of what the organization stands for, what is important to it, and what it would look like some time in the future (like 5 years). With this input, the board can evaluate current activities and priorities and ensure they are serving the long term. Then the board can decide to do more, less or the same on current activities. They can also initiate new activities in service of the long term.
One technique for gathering this input is called appreciative inquiry. Here the board and its deputies survey the membership about what the future organization looks like. The question usually goes "imagine you walk into the organization five years in the future. It is the best organization of its type you can imagine. What characteristics are there that make you feel that way?" Then we, the board, takes this input and pick out themes. Often it makes sense to create a statement of purpose (who are we today), and a vision statement (what we aspire to be). Then we can set goals to deliver the long term. Goals can be defined as milestone based activities that change the character or capabilities of the organization.
We are getting to be a large guild. WQG needs a common sense of purpose and direction to sustain our guild community. While there can be several dependable parts operating in a good way it is important that we are doing things that will support the vision of the future and work in concert.
One way to do this is to revisit an understanding of what the organization stands for, what is important to it, and what it would look like some time in the future (like 5 years). With this input, the board can evaluate current activities and priorities and ensure they are serving the long term. Then the board can decide to do more, less or the same on current activities. They can also initiate new activities in service of the long term.
One technique for gathering this input is called appreciative inquiry. Here the board and its deputies survey the membership about what the future organization looks like. The question usually goes "imagine you walk into the organization five years in the future. It is the best organization of its type you can imagine. What characteristics are there that make you feel that way?" Then we, the board, takes this input and pick out themes. Often it makes sense to create a statement of purpose (who are we today), and a vision statement (what we aspire to be). Then we can set goals to deliver the long term. Goals can be defined as milestone based activities that change the character or capabilities of the organization.
Respectfully submitted,
Julie Mason, Secretary
Appendix:
Oregon
Quilt Project
Guild
Funding Proposal
Applicant
Name:
Mary Bywater Cross, OQP Grants Writer
Address: 2141 NW Davis St #503
Portland, OR 97210
Proposal: The Oregon Quilt
Project (OQP) proposes to the Westside Quilters Guild a new approach to assist
the project in obtaining funds for the next phase of work. The OQP propose the
Westside Quilters Guild take the lead in offering a matching grant opportunity
to other guilds. WQG would commit to matching any amount up to a certain level
(perhaps $1,000-$2,500).
Background: Just as many local
quilt guilds have a mission is to “encourage an interest in sharing the history
and tradition of quilting and preserving quilts for future generations”, the
Oregon Quilt Project (OQP) is dedicated to documenting, collecting and
preserving information about the quilts and quilt makers of Oregon, past and
present. This multi-year documentation will survey all parts of Oregon in an
on-going project culminating in 2019. The project is under the non-profit
status umbrella of the Willamette Heritage Center EIN #93-6031792 which allows
the OQP to receive charitable contributions.
Thus
far, over 2000 documented quilts in Marion, Lane, Lincoln and Washington
counties are being entered into the international Quilt Index at Michigan State
University. This documentation work has been done by members of the Coastal
Quilters, East of the Cascades Quilt Guild, Mid-Valley Quilt Guild, Northwest
Quilters, Pioneer Quilters, PDX Modern Quilt Guild, and Westside Quilters.
Plus, their financial support, along with Oswego Quilters and Tillamook County
Quilters, helped to pay the entry fee of $3500 for the Quilt Index.
Additionally,
a charge is made of $10/quilt with the cost of $5 for documentation to the
owner and $5 to record the information.
In 2015, grants totaling $16,689
were received from the American Quilt Study Group, Northwest History Network,
Oregon Arts Commission, Oregon Heritage Commission, Quilters’ Guild of Dallas,
TX to hire technicians to enter data from the eight-page form, a time-consuming
and detail-oriented task; and for equipment. It takes about an hour to enter
each quilt and its accompanying photographs and historic materials until the
techs are familiar with the procedure. Techs are paid $10 an hour.
Further
explanation of proposal: The OQP and the WQG would invite other quilt guilds
around Oregon to contribute to the project an amount which the WQG would match.
For example, if a guild contributed $100, then the WQG would commit $100. The
timeline to complete fundraising effort would be July 30, 2016. The idea being
guilds could contribute now or budget it for next year’s activities beginning
July 1st.
The
next phase of documentation involves the doc team traveling outside the metro
area. Our evolved process is to work within the local historical museums or
societies to train local volunteers to document the quilts in their collection.
Then, once they feel comfortable with the process to begin to hold local public
documentation days. Creating local cohorts is the best solution to documenting,
promoting, and creating community programs to share and promote quilt history
education. I’ve included the Sherman County letter of support for the OQP.
The
costs involved include mileage, lodging and meals, materials and postage. We
encourage obtaining local funding for the work, although sometimes grants or
discretionary funds are not available. The most difficult money to obtain is
the mileage reimbursement (57.5cents/mile) for the doc team. This coming year,
we will be carpooling to Pendleton, Lakeview, Medford, Yamhill County, and
Tillamook County with an estimated cost of 936.4 miles x 2 (round trip) x 2
(carpools) x .575 = $2,154.00
Extending
our documentation sessions around Oregon is very important because we have
established excellent credibility and support from our local and national
funders. Now the Oregon Quilt Project must prove our mission statement to
identify and document quilts and quilters found within the politically defined
boundaries of Oregon and to preserve this information for future generations.
We invite the Westside Quilters Guild to support us by offering a matching grant
opportunity to Oregon’s quilt guilds.
If
you have questions, please contact Mary Bywater Cross mbcquilt@web-ster.com or 503 784-0581. Or to
learn more about our project, go to www.oregonquiltproject
We
thank you for your consideration and look forward to your reply.
Westside Quilters Guild Board Meeting Minutes Dec. 7, 2015
The meeting was called to order by Barb Sanders,
president, at 10 am. LoisMarie Mayer,
Sandi Delaney, Mary Lafler, Sue Hauser and Julie Mason were present. The board minutes from November were
approved as posted.
Committee Reports:
Ways and Means:
Lois Marie reported that the committee will promote sales of T-shirts
and pins via Wiggio and the Newsletter.
It is hoped that Muriel will post photos of these logo products on
Wiggio.
Membership:
Members will be encouraged to finish their permanent membership badges
and wear them to meetings. Members who
have forgotten their badges and visitors will be asked to wear a temporary name
badge from a paper roll, which should facilitate sign-ins. Splitting the lines of members vs. guests has
been implemented and should make the process of signing in go more
smoothly. Julie brought up the question
of whether we should limit membership as we seem to be growing rapidly, or
perhaps split the group into a morning and evening group. After some discussion, it was determined that
there are a number of “growing pains” issues with several committees and
processes that need some problem solving.
The board agreed to meet with interested members, committee chairs and
past board members for a “Growing Pains Summit” when brainstorming can occur
and several issues addressed. Barb will
announce this in January.
Programs:
Dec 12 is a WS on crazy quilting by Shiffer, and Dec. 21 is the holiday
party. Jan. will feature Jean Gordon
showing redwork, but her WS will be under the auspices of Sharon’s Attic. Violet Craft will be doing a WS on Jan
9. Coleen Wise will present a program in
Feb. discussing optical illusions quilts.
A question about whether snacks could be discontinued
came up, and it was the consensus of the group to take that to the entire
membership. The reason: It is hoped that members would have more time
for sign-ups and other break related offerings if snacks were not
available. The program committee has
some ideas for streamlining the process of sign-ups for WS’s as well. Sue mentioned that she has asked for larger
quilts to be donated that could be used for raffle quilts for the NP Library
and Sr. Center. The goal is to get ahead
of the need so that there are some available beyond the smaller quilts made by
the charity committee.
Retreats:
The Feb. Oregon Garden retreat is full with 64 members signed up and 2
on the waiting list. There was some
discussion of splitting this into two separate sessions, weeks or a couple of
months apart. The fall retreat will be
more casual and less expensive.
Education:
Sandi reported that the Girl Scout project went well; although there
were much learning going on the part of both the Scouts and the teachers. Approx. 140 Buddy Bags were produced, and
there were 20 girls participating. She
suggested that it should be emphasized in the future that all parties should be
on time so that learning could be better centralized, that the teacher to
student ratio should be about 1:2, and that the pillowcases thought to be the
next project would likely be too difficult at this stage of their
learning. Joan Shepard has offered an
elastic bracelet, with a button closure, which could be sewn by hand, avoiding
the need for machines. The date of the
next session is TBD.
Charity:
There will be a charity quilt exhibit at The Walters Center from Feb. 2
until Mar. 28. The committee has been
asked to provide photos of charity sewing events. A few more charity quilts are needed, and if
there are more, the Civic Center in Hillsboro has space to display more.
Holiday Party:
Julie mentioned that the committee member Jean Lasswell wanted to know
if the Harmony Masters vocal group would be available for the party. Julie has emailed them, but has not heard
back. It was moved by Julie to pay up to
$300 for the group to perform if they are available. The motion was seconded by LoisMarie and was
passed.
Treasurer:
Mary has purchased the computer previously authorized, a mouse and a new
edition of QuikBooks and is caught up now on the bookkeeping. She had reports on the Quilt Show, indicating
that $7208.75 was income, and expenses were $4541.09. That included $882 from the boutique for a
net profit of $2667.66. The Orange You Beautiful Raffle Quilt
brought in $3010 and expenses were $812, for a net amount $2198. The current balance in the checkbook is $39,
846.18. Of that, more than $10,000 is
earmarked for the retreat and workshops, and about $2700 ($4000.00 budgeted
item is not included) is earmarked for the quilt barn trail. It was suggested that Mary report those
items that are “pass through” amounts so that membership has a better idea of
how much is actually in the account.
Mary will check with Jeff Mashek re: the 2014 tax report, and also ask
him if he would do an audit. Mary was
having some questions about the QuikBooks software and Julie noted that there
is a person she is aware of who is an expert in that software. She will check and find out about
availability to help and costs.
Quilt Barn Trail:
Julie reported that the Dec 6 event at the Plum Hill Winery had gone
well and several people attended. Bev
Hess, whose barn we paint in, was advised to consult their tax person for
advice on how to claim a deduction on the donated rent for their barn. They will also be made sponsors of the
project. At the end of this season, a
total of 16 blocks are completed, with approximately a dozen more in the
pipeline. During the winter, the group
will continue to contact site owners and secure more sites. Julie ordered
business cards for herself as project manager, and they have arrived. The committee also voted to give back
(re-donate) some of the funds granted from the WCVA to be used for brochure
printing. The amount is yet to be determined; Julie will contact WCVA for
guidance on that. Rhonda Shepard has started an Instagram account for the
project as well..
Old Business: (under committee reports)
New Business: Barb
said she would contact Marilyn Hickman and reserve the THEC for the 2017 quilt
show for Oct 6, 7 8, 2017 since that would assure us of having that venue.
The meeting was adjourned at noon by Barb Sanders.
Respectfully submitted,
Julie Mason, Secretary
Board Meeting Minutes; November 2, 2015
The
meeting was called to order at 10:05 am at The Springs Retirement Center, with
Barbara Sanders, Bella Dvir, LoisMarie Mayer, Jami Stevenson, Mary Lafler and
Julie Mason attending. Joan Courtney
attended briefly to give a report.
The
October Board Meeting minutes were approved as posted.
Committee Reports:
Ways
and Means:
Nancy
Stober sent an emailed report:
Approximately
$400 worth of merchandise was sold at the last meeting, to wit:
Membership
shirts – 4
Membership
pins – 2
Quilt
Barn Pins – 25
Quilt
Barn Shirts – 10
Quilt
Barn Bags – 6
Quilt
Show Pins – 2
Lois
Marie may have other things to add. The Tuality Health Volunteer Services
boutique is next on Nov. 13 - 14 and the one at Sandi Carner’s church on Nov.
15.
Julie
noted that QBT pins were sold at the Cedar Mill event; monies to be sent to
Mary.
Quilt
Show:
Julie
reported from Jean Lasswell that she will be sending a more complete report for
the newsletter. Mary Lafler estimated
that approximately $1500 was netted from the show. Barb stated that the raffle quilt was mailed
to the winner, Kate Davies. She lives in
Vancouver, BC.
Quilt
Barn Trail:
Julie
reported that 15 blocks are now up, and that the 16th should go up in the
coming week. The hand-off to the WCVA
was done at the last QBT meeting Oct 27, so they will take up the task of
routing, mapping and printing rack cards/brochures. Painting is completed for the season; but the
committee will begin again in late spring when the weather is warmer. The Plum Hill Winery Event will be Sunday,
Dec. 6, with intro of their double wedding ring block, a small “quilt show”, a
book signing (book about wineries), and fund raiser to pay for repairs to the old
barn. The dinner with Suzi Parron netted
several ideas and member Alicia Steiner Johnson had an idea to hold a workshop
to paint small blocks for use inside the house or outside on a fence or some
such. Details will be worked out later.
Education:
Bella
announced that she has a committee to work on education projects in fulfillment
of our mission. There will be a first
meeting on Thurs, Nov 5, at her home, to set in motion some ideas and to
finalize details of the Girl Scout/Elks Lodge/WQG sewing project. Joan Shepard, member and Elks member, gave a
report on that project. It will be held
at 9260 SW Barber Blvd, Portland, from 9 -4; sewing machines are provided by
the GS’s. To date, 11 girls have signed
up. Dates will be verified by Joan.
Charity:
No
report
Programs:
Jami
reported on the upcoming events
Meeting speakers/topics:
November- Violet Craft.
Violet is a contemporary pattern designer and also designs fabric. She
will have a trunk show and we will start accepting signups for her January 9
workshop (Jami- I'll send you details shortly)
December- Party
January- Jean Gordon- redwork
trunk show and lecture. She will also be selling her original patterns
during break.
Workshops:
Nov
7- Joyce G. Mystery
Dec
12- Mary Shiffer Crazy Quilts
Jan
9- Violet Craft Breeze Blossoms Quilt (this is one of her patterns)
Sewing Saturdays and
Sewing weekends:
Nov
20-22 Sewing Weekend
Dec
19 Sewing Saturday
Jan
16 Sewing Saturday
The
Oregon Garden Retreat has 64 persons signed up, plus 3 on the waiting
list. Jan 11 is the final date for
payment in full for that event.
The
proposed fall retreat was discussed, with a suggestion that the guild fund the
event. Traditionally, retreats and
workshops are “pay as you go” events, as these are not events that all members
benefit from. There are also 501(c)(3)
tax issues.
The
2018 Bonnie Hunter workshop has been canceled by B. Hunter, citing health
reasons, and the committee will seek a good replacement.
Sue
and Jami requested funding for two durable, collapsible wagons and a dolly for
use by the program committee in transferring supplies and materials from the
basement at the Sr. Center in N. Plains and other uses. Mary had a dolly she will donate. A motion by LoisMarie and seconded by Bella
was passed to purchase two wagons.
Treasurer:
PayPal:
Last month a motion was passed to stop using PayPal. Mary will have Muriel remove it from the blog
sites and cancel it.
Mary
reported that she has had a major computer problem with QuickBooks, it not being
compatible with Win 10. A new version is
available that is. Mary suggested that a
dedicated computer be purchased to prevent subsequent “ownership” issues that
she ran into, and to have a place to store those records. After a good discussion, a motion was made by
LoisMarie to purchase a computer, Pro version Quickbooks software, mouse, virus
protection, and other necessary accessories for the use of the treasurer. Second was by Jami. Motion passed. A printer was discussed, but the consensus
was that Mary should try to use her own printer and to reevaluate that need in
a couple of months.
Membership:
Directories
are completed and have been distributed.
Old Business
Sewing
machine donation update: Barb reported
that they determined that the sewing machines that were available as donations
were not a good fit for our purposes.
New Business
Quilt appraiser scholarship: Julie gave a report on what is available
(AQS), what they would be expected to do, costs in one class and testing ($250
total). The AQS class and testing is in
Paducah, KY, so travel and lodging expenses would be incurred as well. Julie stated that if the board agreed to
pursue this idea, the newly formed Education Committee might flesh out details. A motion by Mary and seconded by Bella to
pursue the idea was made and passed.
There was discussion about taking the idea to the members as well.
Adjourned at 11:50am by Barb
Sanders.
Respectfully submitted,
Julie Mason, Secretary
Board Meeting Minutes October 5th, 2015
The meeting opened at 10 am at The Springs, Barbara
Sanders presiding. Besides the
president, Sue Hauser, LoisMarie Mayer, Nancy Stober, Mary Lafler, Bella Dvir,
Julie Mason and Jean Lasswell attended.
The September Board Meeting minutes were approved. Mary Lafler, treasurer, reported a bank
balance of $31, 334.40, but that several bills are still outstanding.
Old Business
The wireless microphone worked out well. We will continue with the agenda change of introducing
guests during the second part of the meeting after show and tell.
We reviewed having PayPal. The issues were convenience to members vs.
the service fees that take a portion of what is paid by the member. We discussed increasing the cost of WS’s,
membership, etc. to members so that they pay the fee, but the push back is that
this creates a larger workload for the treasurer. There was a motion by LoisMarie, seconded by
Nancy Stober to stop using PayPal. The
motion passed.
Committee Reports
Education: Bella and Joan Shepard are continuing to work
on the Girl Scout sewing project. At this time 11 girls are signed up, but more
are expected. The first date for this event is Nov. 14. A newsletter item and
sign up coordination will be completed by Bella and Joan.
Bella told us about a community arts group who would like
assistance with teaching either/or a common quilting/sewing project or
individual project. There would be 18-20 persons in that group.
Vernonia Schools invited us to present a project there;
but the consensus was that there are qualified quilters in that area, and we
might rather teach them to do it locally, as it is a good distance away.
The North Plains Sr. Center project of teaching seniors
to sew or quilt is still in the works, but the building itself has had some
repair issues. Bella will keep us
posted.
Education may benefit from a committee approach so that
individuals do not take on the entire thing and burn out. Bella will work on that.
Julie proposed a possible quilt appraisal scholarship. While there is some information available,
Julie will gather more and the board can discuss this at a future meeting.
Charity:
The membership voted to continue with the same charities
as last year.
Sue noted that Tonie Beatie’s pillowcase challenge is
still in the works, but will be likely be early in 2016. A date needs to be set, and a possible
cutting day established.
Quilt Barn Trail:
The committee is gathering new barns: Andy Duyck, Muller
(Sherwood), St. Peter’s Lutheran Church building, and others.
Finishing the priming of the six sets of boards continues. Even if we don’t paint all six, the priming
should be done so that there is no warping during the winter.
“Meet the Funders” breakfast event was attended by Jean
& Julie. They were able to visit 6 different funders, which will help us
into the future to determine where to ask for monies. It is Julie’s sense that we need to spend what
we have first before we apply for more.
There were also some opportunities for funding for the guild at large.
Events:
Oct 18 (Sunday) Cedar Mill Cider Fest from noon to 4
pm. We’ve been offered a free table.
Oct. 19 (Monday):
Suzi Parron will meet with the steering committee for a dinner prior to
meeting.
Oct 19 Meeting: I
will be inviting all current site owners and prospective site owners.
Dec. 6 (Sunday): Plum Hill Winery will host a Mini Quilt
Show, book signing (wine history book), wine tasting and fund raising to repair
the roof on their barn. We will need
help with this.
Ways and Means:
Boutique: Nancy
reported that the gross amount taken in was $1071.75. Consignment amounts, etc. will need to be
deducted, leaving approximately $700.
Other boutique sites were suggested, such as the Tuality Hospital,
Intel, and Sandi Carner’s church group.
Nancy & LoisMarie will look into those possibilities.
Logo Merchandise:
Member T-shirts, Quilt Barn T-shirts & tote bags, QBT pins have been
ordered at a cost of approximately $2000.
Mark up on these items ranges from $3-4.
Programs:
Sue reported that Suzi Parron (quilt barn trails) will be
the Oct. speaker. November will feature
Violet Craft (modern quilting), December will be the holiday party. January Jean Gordon (redwork) will be
featured.
Sue and committee are considering lumping some workshops
together by type, for example, handwork, which might include Hawaiian applique,
redwork, applique. They will give
updates.
Retreats: The
Oregon Garden Resort retreat currently has 52 signups. Bev Halperin has been designated Kelly
Shulruff’s backup person, and the fall retreat at the Girl Scout camp still has
details to be worked out. More
information on that as it is available.
Quilt Show Committee:
Mary reported that the gross taken in for the Quilt Show
was $3519.75, not including the $800 from vendor fees. QBT merchandise made $35, Raffle quilt made
$270, raffle baskets just under $600, gate took in $1532. More detail will be available.
Jean reported that she felt the show was approximately at
or below budget just before the show.
Vendors did well; and there was a good mix of those. The art project on the stage went very well,
and the display of small antique sewing machines was artfully arranged and presented,
as was the empty chair and things commemorating Roni. A follow-up with the committee members will
be Oct 20. Members will be contacted for
place and time.
Discussion of venue was another topic, as the THEC, while
a lovely place to hold this event, is becoming too small for the members of the
guild. The conclusion was to continue
there for one more show, then move to a new venue, likely the new event center
proposed at the Fair Grounds.
Membership:
Mary reported that money for 5 new members was taken in
at the quilt show, and more forms were given out.
New Business
Tracy Humphrey has contacted the guild about 12 sewing
machines and material donation. These
are from a person she has met in a bereavement group she attends. Barb, Mary and Tracy will go to his home and
determine what we can use and accept those items.
New Snack master is Shirlene Harrington.
UFO coordinator for 2016 will be
Marlene Thomas. She will announce at October meeting, and take sign ups at the November
meeting.
The meeting was adjourned at 12:00 by Barb Sanders.
Respectfully submitted,
Julie Mason, Secretary
WQG Board Meeting August 3, 2015 Agenda
The meeting was
called to order by President Barbara Sanders at 10 am, with Bella Dvir, Mary
Lafler, Nancy Stober, LoisMarie Mayer and Julie Mason present.
Old Business
The July Board Meeting minutes were
approved as posted.
Barb
reported that the bank visit was done to update the signature cards reflecting
the current check signers, Barb, Bella and Mary. New this time was the requirement that
secretary verify the board minutes.
Education: The “pioneer” blocks from the play “Quilts”
were located in the storage area and Barb will bring them to the museum for
display at the Sept. 12 event. They will
also be available to show with some other quilting examples for a presentation
to groups requesting that. The
PowerPoint presentation was also located, but may need to be updated.
Quilt
Show: Jean Lasswell, show chair, was unable to attend the meeting, but some
information was made available by those present. Barb shared that she will be
doing an interactive display called “Color Cut Ups”. This will be a quilt put together during the
show. It was reported that Julia Shepard
is continuing to work on vendors for the show. There is on Wiggio a printable
application for quilts to be displayed at the show. Bella will be in charge of the “Picture
Booth” and is asking for funny hats, boas, etc. for attendees to dress in for
photos.
Boutique: Nancy said there seems to be a good supply of
items, but requested that the prices set for donated items be left to Paula and
herself, as they have both had good experience with boutiques and what items
should sell for.
Garlic
Festival: Nancy Stober reported that
there is a full slate of volunteers for the Garlic Festival, and a list of
those volunteers, with phone #’s, times of shift, etc. would be sent to all the
volunteers. Parking passes will be available at various locations.
Programs: Mary reported in Sue’s absence that the
Program committee is suggesting purchase of a portable microphone for use at
meetings. Quite a bit of discussion
followed, but the board needs more information such as who would carry it to
persons needing to be introduced as guests? (and would that take more time away
from the meeting?) Costs, and compatibility with the church’s system.
Committee Reports
Membership: Sandi D. reported that we
currently have 155 members. 81 were
renewals and two business members. She
will contact by phone other business members.
Photos of new members or replacement photos of current members will
begin in August for the directory. They will continue to take renewals thru the
September meeting and then put those together in the directory. Business cards of business members that are
put out for members seem to be missing; Sandi will ask for new ones. The blog list will also be updated in
September. New member names will be sent
to Sandi Carner for inclusion in the newsletter, with their contact
information. The membership form needs
some revision and Sandi will work on that.
Education: Bella reported that the
“pioneer blocks” are now available, and that the hand quilting frame used at
the museum will be removed and stored for the time being. It has been at the museum for several years.
Charity: The charity chairs have
been asked to talk about the current charities we support and take suggestions
for any new ones. We will vote on new
ones in September.
Programs: August will be the UFO reveal, and Judy
Houghton will have a vending table. Marlene Thomas is head of the UFO contest.
Aug. 21-22-23
is sewing weekend at the senior center.
Sept. program
is Mary Shiffler.
Sept. 12 –
Workshop with Judy Houghton to make a tote bag.
Mary noted that
programs are planned well out through Mar or Apr of 2016.
Treasurer: Mary reported that a
check from Kroger stores (Fred Meyer) came in the amount of $85.31. There is $29,319.29 in the checking account,
reflecting renewals and new memberships.
Quilt Barn Trail: Julie reported
that the WCVA will be sponsoring two blocks up to a total of $1,000. They will also help with the mapping,
routing, brochures and rack cards. The
new revised QBT logos are completed. 7
blocks are up now and 4 more are completed and ready to go up, with more on the
way.
Ways and Means: Nancy S. talked
about logo merchandise such as T-shirts and pins. There were suggestions of aprons and
sweatshirts as well. Nancy and LoisMarie
will continue to work on these ideas.
Newsletter and email list: Barb asked for opinions about sending quilt
show notices from other groups in a separate email from the newsletter via
Sandi’s email list. It was agreed that
this was a good way to distribute the information and have it available to
members in a more timely fashion.
New Business
Barb discussed
methods of distributing information to the membership:
1.
Make
copies to hand out at meetings
2.
Put
it in the newsletter
3.
Send
out to the membership as a separate item
4.
Send
out as an attachment to the newsletter
Facebook: The board discussed the posting of photos to
our Facebook page by Kait Stevenson. It
was agreed that this is a good venue for her to post her photos, and that she
could probably do it herself, with help if needed from Jami. Julie commented that the FB page needs more
activity and this would be a great way to accomplish it.
Pioneer Day at
the Museum:
Pioneer Day at Washington County Museum is
on Sat. Sept 12. To celebrate the installation of a
replica Oregon Trail wagon, they will have a free
"Pioneer Family Day". WQG has been asked to participate
with a table showing quilts, (the newly located “pioneer quilts”) and information about the QBT. They
have two 6’ tables, and a large screen that we can use. They would like us
there from 10am to 1pm. Setup will be early Saturday or Friday afternoon, to be
determined closer to the date. Newsletter
item and volunteers needed.
Quilt Barn Trail presentations: These
will be considered as Education outreach. On July 8, 2015, Julie Mason
presented the QBT slide show to the CPO 17 group. Approximately 25 were
in attendance. Explanation of blocks, the trail, Oregon Trail blocks
proposed was included. On July 10, the QBT
presentation was given by Jane Fouste to Tigard Grange with14 people in
attendance.
Charity quilt recipients: August meeting will be nominations
for our charity quilt organizations.
Carolyn Drosd will make announcement at the guild meeting and ask for
nominations from the membership. Vote will be at the September meeting as
already noted herein.
Education outreach:
Joan Shepard, member, and head of the Elks Lodge “Well Wishes with
Stitches” charity sewing group was invited to attend the meeting to discuss a
project she is heading up. Julia Zimmer
in the Oregon and SW Washington Troop Support Program Manager for the Girl
Scouts, and approached Joan about help with teaching 6th through 9th graders
basic fundamentals of sewing so that they can earn their sewing badge. The
project manager has a space, at 9620 SW Barbur Blvd, Portland, and has some
sewing machines, but needs volunteers to assist. There are some questions that came up: How many Scouts will participate? Is the space large enough for that number of
scouts? How many machines are
available? Will we teach them the use of
rotary cutters, and if so, that should be one-to-one teaching to prevent
mishaps. The scouts will be expected to sew 2 items, one for charity and one to
keep. A motion by Julie Mason and
seconded by Sandi Delaney to partner with the Elks group and Girl Scouts for
this educational outreach project was voted on and passed. Joan will find out more information from
Julia Zimmer and get back to us.
The meeting was adjourned at 12 noon.
Respectfully
submitted,
Julie Mason,
Secretary
Board Meeting Minutes,
July 6, 2015
Meeting began at 10 am at
The Springs of Tanasbourne with Barb Sanders, Sandi Delaney, Nancy Stober,
Sandi Carner, Sue Houser and Julie Mason in attendance.
Old Business
The June board minutes were approved on a
motion from Sandi D. and motion passed.
Review of the 2015-16 Advisors list was
completed, with several changes made.
Barb will type up a clean copy of the new list and send it to the
officers as well as to Sandi C. for the newsletter. (See
attached.)
An update of the list of key holders for
the storage facility and mailbox was done for the upcoming year. (See
attached.)
A policy update for “housekeeping” purposes
was proposed to remove references to the defunct Yahoo group site and replace
it with the current Wiggio Group site.
An update to the Standing Rules was
proposed and agreed upon. Change to
“Junior members, ages 12-17” to “Student members, ages 12-21”. Dues remains the same at $15.
Correspondence was read from the Farmington
View Elementary School. This included
photos, letters and thank you cards from the students for Bella’s quilt square
project earlier this spring. It was
decided to share those with the members at the next meeting by placing them on
a table in the break room. Via email,
Alicia Johnson requested a raffle quilt (that she will make) for a raffle by
the Aloha Library if their bond passes.
This was agreed to.
A digital projector was purchased by Julie
M. after an email polling of the board.
The projector will be used for quilt barn trail presentations, programs
and possible education outreach. This
was added to the inventory by Nancy S.
Committee Reports
Membership: Sandi D. reported meeting with Marta L. They agreed
that members will have 2 meetings in which to pay their dues. They will publish a new directory after that
point. Interest groups sign-ups will be
of interest to committee chairs, and that information will be sent to them. There was a discussion of delinquent
renewals. Some members believe that
waiting until December or January to pay their dues gets them a reduced amount. The policy is, however, that renewing members
pay the full amount. The prorated amount
only applies to newly joining members. A
note to that effect will appear in the newsletter.
Treasurer:
Nancy S. reported that Mary L. is at
Sisters for the week, and is still setting up her new laptop. In the meantime, Nancy is continuing with
treasurer. She reported approximate
amounts in the treasury, of $20,000+.
She had just added a $4000 deposit, including one for the Quilt Show
grant of approx. $2800, and several member renewals, as well as a check for $38.38
from the Museum for the sale of items there.
The new signatories on the bank account will need to be arranged with
Columbia Bank. They will be Barbara
Sanders, president, Bella Dvir, vice-president, and Mary Laffler, treasurer. They were elected for the fiscal year
2015-16, starting July 1.
Ways and Means:
The Color Power quilt show pins have
arrived and will be available to members soon.
The cost will be $5 / pin.
New logo pins for the quilt barn trail
will also be ordered, but after the logo is changed slightly.
Nancy S. requested information on new
members joining in the past 6 months so that she can call them to aid in the
Garlic Festival event.
Brown Bag Auction: Sandi C. will again supervise that event in
March, 2016. Jean L. has donated the use
of her heated garage for a month prior to the event.
Boutique:
This will be at the Oct. quilt show, at Sandi C.’s church in Nov. and
once more at the general meeting in Nov.
Education:
Bella D. reported that the Farmington View
School project went well. She is hoping
for more of those encounters.
Julie M. had 4 suggestions for
education: 1. Joan Shepard, member and
Elks Lodge member, has a contact in the Girl Scouts. They want to plan a day for girls who want to
acquire their sewing badge. Date is Nov.
7, downtown, where they already have a place and at least some machines. She will be looking for volunteers and would
like to partner with the guild for that event.
She is available to the board when she has more details. The board thought this would be an excellent
opportunity. 2. There is a PowerPoint presentation already
available to us as well as the small quilts from the play “Quilts”. We could locate that and market it on the
website to small groups wanting a speaker.
3. The Quilt Barn Trail committee
has a PowerPoint presentation and is continuing those to small interested
groups. These are educational outreach
programs as well. 4. One barn site has a person who would like to
involve her Day Care children in the process of selecting and coloring a
block. Julie will help with that.
A suggestion was made to inquire if Bobbie
R. would like to continue to reach out to the Adalente group, not as chair, but
just to work with that group. Bella will ask.
Education coordinators and programs.
Proposal of four events a year for schools, scheduled ahead to have time to
plan project, recruit volunteers, and assemble supplies. We need coordinators.
Programs & Workshops:
Sue H. presented a tentative schedule for
the rest of this year and into 2016.
There are several calls to
potential speakers in the works as well.
New Business:
Snack Masters: Barb has recruited Becky Leitl to head up the
snack masters.
Quilt Barn Trail committee: Julie reported
that there are now 7 blocks up, 3 ready to go up and more to be painted. Requests are coming in regularly, and she
predicts that as many as 18 might be completed by the fall. She and Jean went to a Washington County
Visitors Center meeting in June, at the request of Carolyn McCormick. Ms. McCormick indicated an interest in adding
this project to their budget, in the amount of $ 4-5,000, as well as help with
designing a brochure, mapping, routing and so forth. This will be a huge help; and a letter to the
WCVA board has been written and sent.
Discussion:
Shall we acquire a “square” device to enable us to take credit
cards? Tabled for now; discussion points
were expense of transactions, data usage on someone’s cell phone or tablet vs.
convenience for members.
Add a feature to the newsletter of “Welcome
New Member” to give names, phone # and email so that they can be added to
directories. Sandi D and Sandi C will
work that out.
Discussion:
Shall we offer a scholarship or partial scholarship to someone pursuing
accreditation in quilt appraisal? This
was tabled. Points: It could be a part of the education outreach,
it might be expensive, there could be a good deal of work involved in
selection, and determining the selection criteria, it should/should not be a
member.
Meeting was adjourned at 11:30am.
WESTSIDE QUILTERS GUILD
EXECUTIVE BOARD MEETING
May 4, 2015
Attendees: Bella Dvir, Barbara Sanders, Julie Mason, Sandi Carner, Nancy Stober, Sue Hauser, Mary Lafler and LoisMarie
Education: Bella Dvir The guild has been asked to provide quilting instructions to a youth group at a nearby school. Many volunteers will be needed to provide the classroom training. Bella will bring this issue up at the next general meeting after a date has been set.
Programs: Sue Hauser On April 18 Sewing-Saturday was held at the North Plains Jessie Mays Center, Karla Alexander was the instructor. The guild provided the patterns used by the members to create charity quilts (the cost was $133) and many quilts were made. Fun was had by all!!!
Patti Hyder has also said she would be happy to do a charity quilt day for the guild sometime in the fall of 2015.
On May 10 Sam Hunter will conduct a 2nd class call “Dingbats” at the North Plains Senior Center. There is still room for several more quilters.
Lisa Crnich will be our speaker in May and her subject is “Art Quilts” (paper piecing). In June we will show our challenge quilts, N + 1C+ Z = 2015, and a brief demonstration on the information available on Wiggio and our web site. The program for July is still being decided on. August will be our annual “UFO” show.
Quilt Barn Trail: Julie Mason Three blocks have been installed to date. The Kinton Grange b lock will be hung sometime between May 11 and 17th. The filming crew from the Tualatin Valley Community Television station will be a t the installation. Five blocks will be ready to paint between the dates of May 5 and 8th at the Haag barn starting at 10AM. On May 8th there will be a meeting for the Sherwood Tourist Board (contact Julie Mason for more information). On May 30th there will be a “Quilt Documentation” at the Washington County Museum in Hillsboro. “Rack cards” are being printed to have available at various locations in the county to inform the public of the Quilt Barn Trail.
To date 41 QBT tee shirts have been sold. The board is considering giving a tee shirt to anyone who donates $100 or more to the QBT project.
QBT will not have its own Facebook page. Check out Quitbarns.org for more information.
The QBT board will be donating a raffle basket for the WQG quilt show in October.
Quilt Show: Barbara Sanders Jean Lasswell has applied for a $2800 grant and a decision by the county will be reached sometime by July.
Various committees will donate raffle baskets for the quilt show and door prizes of $15 will be given out at the show.
The guild donated $750 to the Tuality Medical Center for the quilt show in 2013. This year guild will make a $1,000 cash donation to the center; the usual fee for the facility is $2500. This year a group of 4-H members will also participate in our quilt show. The art group “Right Brain
The Washington County Fair has asked our guild to help with take in and have volunteers during the judging.
The Regional Arts and Culture Council’s program “The Right Brain Initiative” will be part of the 2015 quilt show.
A volunteer list for the show will be available at the May meeting for members who are able to help in the many areas needed to make our annual show another success.
Brown Bag 2015: Sandi Carner In 2014 we made about $2000 and at the 2015 Brown Bag Extravaganza we made just short of $3000. Great job! And thank you to all the members that volunteered for the various jobs that help make this a fantastic event!
Newsletter deadline for this month’s newsletter is Friday May 8th.
Door Prize chairman, Sue Muza, is moving to Montana and a new committee chair will be needed. Filling this position will be brought up at the May meeting.
2015 – 2016 Budget Meeting: This meeting will be held on Tuesday May 12th at 2:30 at Nancy Stober’s home.
The insurance coverage for the guild for the upcoming year will be at a cost of $502 and there are no new changes to the policy.
Mary Lafler was given a key to the storage locker.
Treasurer’s Report: Nancy Stober There are new laws affecting changes in 501C policies that may or may not affect our guild. This issue will be investigated and a report will be given to the board. Also, Nancy suggested that the job description of the Treasurer be reviewed in the near future and that some of the responsibilities be shifted to other board members. The board agreed and this will be a subject discussed at the budget meeting.
The meeting was adjourned at 11:40.
WESTSIDE QUILTERS GUILD
EXECUTIVE BOARD MEETING 03-09-15
Attendees: Bella Dvir, Sue Hauser, Nancy Stober, and LoisMarie Mayer
Due to a change in her family demographics Muriel Petersen submitted her resignation as president of the guild effective today. The board wishes her good luck in her future endeavors and thanks her for all she has done over the past nine months to promote good will and support.
Budget Meeting: This will be held at The Springs at 10:00 AM on Thursday April 9th
Nancy Stober will contact Jean Lasswell in regards to the printing of the guild fliers that are given to various quilting businesses to promote the guild.
Programs: Sue Hauser Sue has had to make a change in the program for March. The new program will be Nancy Watts of the Mongolian Quilting Center.
Also, Sue asked if a board member would take on the responsibility of setting the “Westside Quilters Guild Meeting” in front of the church and remove it at the close of the meeting. Nancy Stober said she would be happy to do this for each meeting.
There was a discussion regarding making donations to a non-profit charity when one of their representatives is a speaker at a guild meeting. Usually a speaker will charge a fee from $150 to $400 for their presentation. In the event that a speaker does not accept personal payment should the guild donate to the organization they represent? It was decided that a “stipend” would be offered to the organization to be used as then saw fit. The guild would receive a receipt from the treasurer of the organization for the amount of the stipend.
A decision was made to pay the North Plains Senior Center (NPSC) for the use of their facility. We have been using their facility for the last nine months and up to now have not offered them any money. The board felt that we owed the facility for reimbursement each quarter for our use of electricity and water.
Nancy Stober made a request to have the guild to lend the Hardy Plant Society the use of their drape rods for their annual “Hortlandia: Spring Plant & Art Sale” being held on April 18 – 19. The request was approved and a small fee will be charged.
There is a small supply of felt in the guild’s storage and some of it will be donated to members who wish to make items for the quilt show boutique.
Nominations: Julie Mason The nominating committee has contacted all of the members and names are being suggested for the positions of president, vice president, secretary, treasurer and ways & means. These names will be announced at the March meeting and voted on at the April meeting.
Education: Bella Dvir Bella has contacted The Springs and the North Plains Senior Center regarding starting education programs for senior citizens. To date this project is still “in process” and no final decisions have been made.
The meeting was adjourned at 11:15 A.M.
WESTSIDE QUILTERS GUILD
EXECUTIVE
BOARD MEETING 01-05-15
Attendees: Muriel
Petersen, Sue Hauser, Barbara Sanders, Nancy Stober, Bella Dvir, and LoisMarie
Mayer
Guests: Jean
Lasswell and Julie Mason
Programs: Sue Hauser
The programs have been scheduled
as follows:
DATE
|
Program Committee
|
DATE
|
WORKSHOP
|
DATE
|
DATE
|
MISC
|
||
January 2015
|
Sam Hunter
|
24
|
Patti Hyder (Elephant/Giraffe patterns)
at NPSC
|
17
|
Sewing Saturday
|
|||
February 2015
|
Dawn White
|
21
|
Sewing Saturday
|
2/27 - 3/1
|
Quilt Retreat at the Oregon Gardens
|
|||
March 2015
|
Melissa Lunden
|
21
|
Sewing Saturday
|
|||||
April 2015
|
Brown Bag
|
11
|
San Hunter
(Dingbats) at NPSC
|
18
|
Charity Sewing Saturday with Karla Alexander
at Jesse Mays
|
|||
May 2015
|
Colleen Wise
|
Dawn White (Circles Table Runner)
|
15 17
|
Sewing Weekend at NPSC
|
||||
June 2015
|
Challenge
|
Melissa Lunden
|
20
|
Sewing Saturday at NPSC
|
||||
July 2015
|
18
|
Sewing Saturday at NPSC
|
||||||
August 2015
|
UFO
|
Colleen Wise
|
21 -23
|
Sewing Saturday at NPSC
|
||||
September 2015
|
TBD
|
19
|
Sewing Saturday at NPSC
|
|||||
October 2015
|
Sylvia Pippen
|
17
|
Sewing Saturday at NPSC
|
3 & 4
|
Quilt Show
|
|||
November 2015
|
Program Committee
|
Mystery Workshop with Joyce Geisler
|
20 - 22
|
Sewing Weekend at NPSC
|
||||
December 2015
|
Christmas Party
|
19
|
Sewing Saturday at NPSC
|
· NPSC – North Plains Senior Center * TBD – To be determined
Future
possibilities: A hand bag workshop;
Totem quilts with Helene Knott; Working with wool; Pickle Dish quilting with
Peggy Gelbrich; McKenna Ryan and Carrie
Combs.
Eight foot
tables are still needed for our quilt retreat.
Education:
Bella Dvir Bella will be
meeting with Toni Beattie regarding plans for the education committee. At this time there are no problems to be
solved. Jean Lasswell is checking into using the Hillsboro museum for possible
education events.
Treasurer Report:
Nancy Stober There is still a
concern about a $110 check returned for NSF issued by Sandra Farman. An email was sent to her regarding this issue
but no response has been made. If this
issue is not resolved before the February 2015 executive board meeting a
decision will be made as to what action will be taken.
Nancy
requested that budgets for the 2015-2016 year be submitted at the April 2015
meeting. This meeting may be separate
from the monthly executive board meeting.
Membership:
Barbara Sanders Currently we
have 120 members plus our business members.
The roster needs to be updated on the website. Corrections have been made for the
directory.
Guest Jean
Lasswell gave a status update on the Quilt Show Committee and their
preparations. A skeleton crew is ready
to make more detailed plans and they will meet in January. They are in the process of choosing a theme
and Jean is going to be having the raffle quilt photographed asap.
Guest Julie
Mason gave a Barn Quilt Trail status report outlining the placement of the
first 2 placards, the placement of the quilt on Jessie Mays commemorating Jim
and Roni Andrews. She let us know who
was signed up or interested in the next tier of barn quilts.
Muriel
Petersen: New Meeting Agenda
6:30 – 7:00 Welcome;
Introduction of guests, silence of cell phones, announce the mini raffle items
to purchase during the break, program announcements (including
workshops/retreats/speakers
7:00 – 8:00 Program
8:00 – 8:30 Break, buy tickets; sign up for workshops,
etc.; Refreshments
8:30 – 9:00 Guild
business, minutes of prior meetings minutes, treasurer report, sunshine &
shadows, other committee reports, show
& tell, block of the month, mini raffle drawing, door prize drawing
Nominating Committee:
Four members are needed for this task.
Julie Mason offered to head the committee. Possible committee members are Marla Lansing,
and LoisMarie Mayer.
Muriel asked if any of the board members planned to run for
re-election, the following was the results:
Bella would like to continue as chair for the Education
Committee; Sue Hauser for Programs;
LoisMarie Mayer and Barbara Sanders will consider re-election for either their
current positions or each other’s current positions. Muriel will not be standing for reelection,
nor will Nancy Stober.
Postscript:
Short meeting with Julie Mason regarding spinning off the
Barn Quilt Trail. The board thought there might be an advantage to this,
relieving the Treasurer and other personnel in administrative tasks. Julie Mason does not agree and is primarily
against the proposition because applying for their own 501 status is
prohibitively difficult. She could see
no other advantages to isolating the BQT even if their growth and popularity
bring it into a much higher and busier element of the guild. She feels the guild will need to continue to
support the entire BQT both administratively and financially.
The meeting was adjourned at 11:48 am.