Minutes of Executive Board Meeting – September 15

The meeting was called to order by President Helen Treend; there was no quorum so Minutes of the August 18 meeting were discussed only. Jeann’e Butler offered to pick up the unneeded file cabinet from storage for use in the Special Projects raffle and said the Community Services committee had not yet picked up the donated batting from Quilters Cove. After another board member arrived, a quorum of 12 was present and the minutes were approved.

Treasurer’s Report: Debra Hanson reported net income for the year of $1,547.11 and a bank balance of $6,184.09. The community service grant balance is $189.80. Debra requested clarification on the distribution of funds earned by sale of items from Shirley Zeek’s estate. The sales netted $665, with half going to the estate and half to the Knotty Ladies (who had picked up, sorted and arranged the items for sale). Debra asked whether the guild should keep 10% of the Knotty Ladies’ portion of the income. The board passed a motion that the full amount ($332.50) should be given to Knotty Ladies, to donate to an organization assisting Hurricane Katrina victims. The board recommended the Ladies explore making the gift through an agency that will supply matching funds.

Committee Reports: Suzanne Dandoy reported that Denise DeMarie said she will probably cancel the October 8 field trip due to insufficient number of participants. Denise will provide a final decision through the October newsletter.

Old Business:

Web Page for Guild: Nan Scott distributed copies of the proposed web page for the guild and answered questions about content and security. Members will be encouraged to use the web page for information on programs, activities, block-of-the-month directions, meeting minutes, by-laws and workshops. Because the web page will be on the Scotts’ server, there will be no cost to the guild other than the annual domain name registration. The newsletter will also be available online, in addition to the printed copies. The board discussed suggestions for the domain name and recommended: oregoncoastalquilters.org. The board passed a motion to accept the web page proposal, with thanks to Nan for her work, and to have her proceed with implementation.

Antique Week in Lincoln City, February 10-20: Helen Treend reported that guild quilts will be hung only at the North Lincoln County Historical Museum, not in businesses. The board approved participation in the event but still needs information on the number of quilts and how they will be hung at the museum.

House Blocks: Suzanne Dandoy distributed by e-mail a summary of last month’s discussion on this topic, with questions to be addressed. The board moved to proceed with this activity as a source of blocks for the 2007 raffle quilt. Each guild member will be asked to make at least one block between January-July 2006. Suzanne will prepare written guidelines and suggested sources for block patterns; the board decided not to distribute actual patterns.

New Business:

Challenge Quilt Proposals for 2006: Helen said she received only one proposal, from Shirley Gilmore. Shirley described her proposal for an Ugly Challenge. Two board members noted that Paulette Stenberg (who was not present) had submitted a proposal 2 months ago, but Helen could not find a copy. The board tabled a decision on the Challenge Quilts for a month so Paulette could be contacted.

Nominating Committee: Helen appointed Jean Amundson and Paulette to the nominating committee, which is chaired by Louise Peterson. One more member is still to be appointed. The committee nominates candidates only for the 4 elected officers. Jean volunteered to make a chart on which guild members could indicate interest in committee chairmanships, which will be appointed by the new president.

Non-profit Status of Guild: Helen expressed concern that the guild was jeopardizing its non-profit status by charging an entrance fee, instead of requesting a donation, for the quilt show. Debra assured her that the show’s small profit would not be a problem.

Facility for Quilt Show: Helen, Jeann’e and Dani Flaig met with school officials to request a reduction in next year’s proposed charges to use the middle school for the quilt show. An answer is expected shortly. The school personnel wanted some benefit to the school from the show and will present ideas on how the guild could benefit the school. No other facility in Newport has the amount of parking needed for the show.

Quilts for Hurricane Victims: Donation of quilts will be left to individual members. Shirley will provide the newsletter editor with addresses where quilts can be sent.

Helen adjourned the meeting.

Respectfully submitted,
Suzanne Dandoy, Secretary