President Helen Treend called the meeting to order and announced the presence of a quorum (13 present and 5 guild members). Helen welcomed new board members and new committee chairman.
Minutes of the October 20th Meeting: Helen announced a change that she did not leave the meeting at 12:05 as recorded but at 1:05. The rest of the minutes were approved as printed in the newsletter.
Treasurer’s Report was given by Jeann’e Butler. Total expenses from 12/1/04-11/17/05 are $18,670.06 with a net income of $661.92. The bank balance is $5,298.90 with a community service balance of -$30.20.
Committee Reports:
By Laws: Carol Culton handed out proposed organization changes. She explained how the new organization would give voting privileges to some committees and no voting privileges to auxiliary committees. The way it is set up now we need 10% of the guild to have a quorum at the board meetings. Committees have been collapsed down in order to form a smaller quorum. One of the biggest changes is having field trips, block of the month, challenge quilt, charm squares, hostessing, library, round robin, program development, and show and tell under one committee named “Meeting & Program Activities”. All of these sub-committees would be under one chairman and the group as a whole would only have one vote at the board meeting. With the proposed organization changes there would be 11 committees and 4 officers. 50% of voting members plus one officer is needed for a quorum. Therefore, only 8 committee members plus one officer is needed to satisfy the quorum. Members can serve on more than one committee but are entitled to only one vote. Since this is a change in the bylaws members will have to vote on the proposed organization changes, which will supersede the changes set forth in September of 2004.
Motion by Linda MacKown to publish the proposed organizational changes and a voting ballot in the December newsletter. Seconded by Dani Flaig and passed with no opposition.
Members want to get the newly published directory earlier in the year. The bylaws were referred to and Carol Culton found a discrepancy. There is a statement about dues on page 21 of the directory under Membership Section 2 and a statement on page 28 under Financial Section C.
Motion to remove item C under Financial (pg 28). Nan Scott seconded and passed with no opposition.
The bylaw stands that dues are due and payable in December and delinquent after the January General Meeting.
Jeann’e Butler read from the bylaws and in summary stated that the installation of officers should take place at the December meeting not in November. Helen explained that she handed over some information and keys to Jeann’e today to alleviate any stress or confusion and to make sure things would be organized and prepared for the next officer. The gavel, however, will not be turned over until the December General Meeting.
Round Robin: Paulette Stenberg said 19 people have signed up and sign ups will continue through the December meeting. Participants will get their bags and directions in January and the first exchange will begin in February. The revealing will be December 2006 at the general meeting with a ‘little’ and ‘grand’ prize drawing. Participants will then need to have their round robins done and ready for entry into the 2007 quilt show.
Newsletter: Nan Scott announced that she has 14 members who have agreed to receive the newsletter via the web. 3-4 people are getting the newsletter by mail and via the web. Nan also announced she has one commitment for advertising for a full year – Quilters Cove. Nan encourages members to obtain a advertising price sheet and pass them out if you visit out of town quilt shops or sewing centers or to bring back business cards to her so she can contact them regarding advertising.
Old Business:
House Block Project for 2007 Raffle Quilt: Helen read the guidelines aloud. Cheryl Mottner stated the house blocks would be voted on at the 2006 quilt show. The blocks not voted into the raffle quilt would then be available to makers of the blocks through a raffle. For more info you can contact Cheryl Mottner until May ’06 and Suzanne Dandoy starting in May ’06. The complete guidelines will be available on the guild website.
Helen announced openings for committees for 2006. The chairperson for the quilt show is in high demand. Someone needs to step up and take the position. Jeann’e Butler has in place guidelines and instructions for the position. The calendar and guidelines for the quilt said a lot of new members attended the last meeting. The board members then made many suggestions on how to involve new members and meet their needs. The suggestions are: “New Members” box in the newsletter which would include statistics and details on new members, “suggestions box” at each guild meeting, take a poll on what members need or are looking forward to from the guild, beginners workshops, “Sit & Quilt” days where beginners and/or new members (or any member) could come and work on projects and ask questions of and learn from experienced quilters in the guild, block of the month offering two skill level blocks for each month and having two drawings for the month from each skill level. Jennifer will be asking for help with the sub committee. If you are willing to help out please contact her. All the suggestions above will be considered and some put into affect. Stay tuned!
New Business:
Helen Treend read a letter from Donna Iiams. Donna resigned from being the historian for next year. Helen expressed thanks to all the work Donna did for the guild especially the scrapbook. Helen went on to say that anyone who takes on the job of guild historian could contact Donna for suggestions.
December Gift Exchange: Helen stated that the gift exchange was originally taken out because members were complaining that the December meeting was running too long. Jeann’e Butler said she would handle the gift exchange and reminded members to bring cans of food for local food drives. Linda MacKown added that the program for December is only the Round Robin revealing and the whole 45 minutes would be given specifically to that. It was also stated that Rosalie Raudsep reported that there were not enough votes for the gift exchange or Quilto to be included into a program for the year. Phyllis Randall added that the December Guild Meeting should be about celebrating the holiday and enjoying each other. She added that we should not focus a lot of time on guild business for this one meeting. Per Jeann’e Butler, the agenda for the December meeting will be printed in the newsletter so members know what to expect.
Audit: Helen stated that Jean Amundson and Debra Hanson, the audit committee, are not present at the board meeting. Helen asked if she could leave office if she didn’t have an official audit? Members said she could leave since we will have the same Treasurer for the 2006 year. Phyllis Randall thinks the audit has been done. Helen wanted it on record that the Audit committee is not present and the Audit for 2005 is not complete.
Paulette Stenberg announced that the Burrow House is asking for someone to loan them a Christmas Quilt for the season. Dani Flaig said she possibly had one to loan. Anyone else who is interested is asked to contact Paulette Stenberg.
Helen Treend adjourned the meeting.
Jennifer Reinhart
Secretary Pro-Tem