Minutes of the Executive Board Meeting - December 15, 2005

President Jeann’e Butler called the meeting to order with 22 members present.

Minutes of the November 17, 2005 meeting were approved.

Debra Hanson gave treasurer’s Report as follows:

Income $19,332.40

Expense $19,233.08

Bank Balance $ 4,736.83

Community Service Fund

($ 110.20)

Suzanne Dandoy had made the suggestion to the president that a donation be made to the Lincoln City Museum at the same time a budgeted donation is made to the Newport Museum. A discussion followed which included comments from Helen Treend informing the members of the uses presently included of the Lincoln City Museum. Treasurer Debra Hanson indicated that the guild is over budget for donations at this time. Debra Hanson made a Motion that the 2005-budgeted donation be made to the Newport Museum and the donation to the Lincoln City Museum be postponed until further investigation can be completed. Paulette Stenberg 2nd the Motion and the Motion carried. Debra Hanson stated she would forward the check to the Newport Museum.

Jean Amundson read the audit committee report, which had been completed by Jean Amundson, Ann Davis & Mary Gilliand. Two issues were suggested; (1) The community Quilt reimbursement needs to be tracked in writing and (2) The vendor cancellations need to be in writing. Debra Hanson indicated it had been her oversight and that she would take steps to comply with the suggestions in the future. President thanked the audit committee for their report.

Carol Culton gave BY-LAWS committee report. A comment had been made that three committees could be combined by including community quilts, Publicity and Community Relations and a lengthy discussion followed. Debra Hanson voiced a concern of interested, involved members loosing a vote by the merge. Twy Hoch was asked for her input, at which time she stated she felt the committee’s should be kept separate. Helen Treend voiced concern about allowing votes by proxy. Pam Werth discussed the issue of absences. The issue of quorum was also discussed. Nan Scott pointed out the fact that board meetings are open to all guild members. Rosalie Raudsep presented some comments regarding workshops. Summarizing Carol Culton stated that it is the goal of all committees to work together to achieve the guilds objectives. Debra Hanson thanked Carol Culton for her work on this issue and made a Motion to leave the By-Laws in present form. Cheryl Mottner 2nd the Motion. A discussion followed. Jean Amundson made an amended Motion to Keep the By-Laws in present form. Carol Culton commented that she would be working with Nan Scott to make sure the membership booklet & the By-Laws coordinate. The Motion passed. Jean Amundson suggested that once a committee is created, and meets the criteria of the executive board, that it be included in the Membership Directory. Jean then re-phrased the suggestion into a Motion, Debra Hanson 2nd it and the Motion carried.

Committee Reports:

Liz Ritchie who reported that it was the same report presented at the general meeting represented Charm Squares.

Debra Hanson who mentioned they were looking for members interested in community quilts in Southern Lincoln County represented Community Quilts.

Healthy Quilters/Welcome New Members – Jennifer Reinhart who encouraged members to sign up for the January workshop taught by Paulette Sternberg regarding the Round Robin blocks reported the Healthy Quilter’s Committee.

Berta Beachell gave hostess report. She indicated she would be giving each month’s hostess assignment to Nan Scott for the newsletter.

Library and Special Raffles – Pam Werth thanked all members who have donated and indicated there have been approximately 12 books added to the library.

Membership – Phoebe Hein advised that in December there have been 53 renewals and 3 new members who have paid their dues. Following was a brief discussion regarding the fluctuation of numbers.

Newsletter – Nan Scott suggested to members that they encourage shop owners to advertise and indicated she has recently received a 6 month commitment for an ad from a shop in Florence.

Program – Rosalie Raudsep said she has some ideas and is hoping the committee gets some new members involved.

Publicity – Jean Bishop inquired if anyone has any pictures from the December general meeting. Paulette Sternberg mentioned she felt it was advantageous to report the time and place of the groups who meet for quilting.

Quilt Show – the president made another plea for members to step up and get started on the planning of the 2006 Quilt Show. A discussion followed and Phoebe Hein, Jennifer Reinhart and Rose Shaw said they would be willing to co-assume the responsibility.

Raffle Quilt – Paulette Sternberg indicated there is a raffle quilt on the frame presently at Bayshore and invited quilters of all levels to come and quilt on it. Bayshore quilters are there each Friday from 10 to 4.

Round Robin – Paulette Sternberg reported there were 30 people signed up which formed six groups. She mentioned the workshop of January 21, 2006 and reminded all participants to bring fabric.

Workshops – Linda MacKown inquired if everyone who wanted to take the workshops for January and February had signed up as she was preparing to order the patterns. A discussion regarding the March workshop followed with some question as to who would be teaching. Jean Amundson expressed concern regarding the teacher for the April workshop. She said she would be available if Denise is not here.

New Business – Carol Culton inquired if the Healthy Quilters needed her scraps and some discussion followed.

Old business – The president expressed concern regarding the empty committee slots including documentation, field trips, budget & historian.

Jean Bishop mentioned she could use some help with publicity.

President Jeanne’ Butler mentioned the absence of a committee chairperson for the Telephone Tree.

Nan Scott reminded all present of the newsletter deadline.

The meeting was adjourned.

Respectively Presented by

Jean Maupin