Minutes of the Executive Board Meeting July 20, 2006

President Jeann’e Butler called the meeting to order.  A quorum was present.  Minutes of the June 15 board meeting were approved as printed in the newsletter.  Treasurer Debra Hanson reported a bank balance of $7546.20 and a balance of $866.01 in the Community Services grant.
Committee Reports:
Challenge Quilts: Shirley Gilmore said voting was complete and winners in the challenge contest were separated by only one vote.  Winners will be announced at the quilt show.
Community Service: Nine quilts were submitted this month.   Judi Cooper read a thank you note from the Newport Child Welfare Office.
State Fair: Twy Hoch has 10 members signed up to help at the fair; they will create blocks for charity quilts.  See newsletter for fabric sizes needed to use at the fair.
Quilt Raffle Tickets: Nan Scott reported 2468 tickets sold, with 500 tickets remaining to be sold during the quilt show.
Open House: Gretchen Jolie and Velma Freudenthal volunteered to help Jen Reinhart with the March 2007 open house.
Membership: Phoebe Hein reminded the board that dues are half-price for the remainder of the fiscal year.  The committee is considering new design for name tags.
Newsletter: The board thanked Nan Scott for the increased revenue from advertising in the newsletter; income has exceeded budgeted projections.  Nan is seeking additional advertising sources.
Program: Rosalie thanked Jean Amundson for volunteering to head the committee next year; Jean said Jen Reinhart and Linda MacKown will assist when needed.
Publicity: Jean Bishop is trying to arrange newspaper coverage of our featured quilter.
Quilt Show: The quilt hanging committee believes all entered quilts can be displayed at the show.  The program is ready to be printed.  Some advanced publicity noted the admission charge as $4 instead of $5.  Attendees requesting the $4 charge will be admitted for that rate.  The chairmen will visit the middle school today to determine if cleaning is needed in advance of the show.
Quilter’s Surprise: Jane Szabo reported an income of $51 from ticket sales at the last meeting, which is $16 over budget.  She was asked to spend the additional money on more expensive or additional gifts, perhaps for the December holiday meeting.
Workshops: Jean and Jen reported that workshops are established for the rest of 2006 and all of 2007.
New Business:
General Meeting Minutes: Jean proposed that full minutes for the general meeting no longer be printed in the newsletter, due to redundancy with the board meeting minutes and space limitations.  The board passed a motion (with one dissenting vote) to print only highlights of the general meeting minutes for two months (August and September meetings).  If there is no negative feedback from members, the practice will be continued.  Highlights will include president’s remarks, any votes taken, and business items, but will exclude committee reports, thank yous, and winners of prizes; the latter are already featured in the newsletter.  Full minutes will be available on the website and can be sent to anyone who specifically requests them.
Challenge Quilts for 2007: Ideas are being accepted by Jeann’e with a vote to be taken in September.  Members are encouraged to submit ideas.
Old Business:
Meeting Time Change: Nan distributed a summary of the 52 responses and comments received on this survey.  Discussion and action were postponed to the next meeting.
Quilt Show Facility Search Committee: Suzanne Dandoy reported on her visits to three sites in Lincoln City; other committee members were not ready to report.  The board briefly discussed cost, smoke, security and number of vendors, particularly in relation to Chinook Winds Casino.  No action will be taken until all sites are visited.
Workshop Cost Reduction: Jen reviewed the proposal submitted at the June meeting; the proposal would reduce cost to members by increasing the projected number of enrollees/workshop from 10 to 15.  Jean presented an additional proposal for a workshop discount for each guild member.  After considerable discussion, the board passed (with two dissenting votes) a motion to combine the two proposals, with the following specific actions:
The enrollee cost of each workshop (to cover instructor and rent) will be based on a projection of 15 enrollees.  If a workshop’s enrollment does not reach 15, the guild assumes responsibility for the remaining costs.
Each guild member will be offered one $10 discount per fiscal year on a workshop of her choice, space permitting.  .
If a workshop has not met its maximum enrollment one month prior to its scheduled date, enrollment will be opened to non-guild members.
This change in workshop funding requires modification of guild Policy #2 under Workshops.  After consideration of any comments from guild members, the final policy will be adopted at the August board meeting
As a result of this action, the maximum possible increased cost to the guild is approximately $2500, divided as follows: $1300 for part (1) and $1200 for part (2) of the above motion.  Expenses may exceed income in the projected Workshop Committee budget next fiscal year. At the October meeting the board will set the membership dues amount for the next fiscal year.
Announcements: Rosalie Raudsep distributed business cards for a Viking sewing machine repair service in Albany, Oregon.
The meeting was adjourned by the president.
Submitted by
Suzanne Dandoy, Acting Secretary.