Meeting Minutes

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General Meeting Minutes are followed by Executive Board Meeting Minutes

OREGON COASTAL QUILTERS GENERAL MEETING

OCQG General Meeting 

Oregon Coastal Quilters General Meeting November 8, 2018

The meeting was called to order at 1 p.m. by President, Phoebe Hein.

MINUTES

Cindy McEntee moved for acceptance of the October general meeting minutes.  Motion was seconded  by Jackie Stankey and approved by members present.

ANNOUNCEMENTS

President Phoebe Hein presented the Slate of Officers for 2019.

President – Diane Tillotson

Vice President – Meralee Wilson

Treasurer – Janet Sylvester

Secretary – Marian Brown

Jean Amundson moved to accept the Slate of Officers as presented.  The motion was seconded by Toni Brodie and approved by a vote of those present.

Phoebe announced that the old and new officers and committee chairs should be at the Executive Board Meeting next Thursday, November 15th at 10 a.m. at the Carriage House.

Phoebe presented the 2019 Budget and Joan Johnson moved for acceptance of the budget as presented. The motion was seconded by Shirley Gilmore and approved by vote of the members present.

Parlimentarian Jean Amundson presented the proposed changes to the OCQG Bylaws, Standing Rules and Policies (attached to minutes).  The membership was reminded that changes to the ByLaws require a 10 day written notice to the general membership; Standing Rules are changed by a vote of the membership and Policy Changes are made by the executive board.  Be prepared to vote on the ByLaws changes at the December general meeting.  

– A motion was made by Toni Brodie to accept the proposed Standing Rules changes as presented.

The motion was seconded by Jackie Stankey and passed by vote of the members present.

– A discussion regarding dues and delinquent timeline followed with agreement that membership renewals are due by the January meeting as printed in the membership booklet.

-Jean requested the membership to review the Proposed Policy Changes and to contact a member of the Executive Board if you have questions, before the Executive Board Meeting on November 15t

Linanne Perdue announced that Little Whale Cove will hold their Artist Showcase on November 10th from 10 a.m.- 3 p.m.

-2020 Raffle Quilt suggestions were presented by Ann Flescher, Georgia Sabourin and Deb Smith.  All three themes were Coastal Sea themes so the three will work together to design one quilt and bring it back for approval at the December meeting.  

-December meeting will be a potluck hosted by the hospitality committee.  Everyone is to bring their own placemat and table setting.  There will be a modified Table Walk starting at 12:30 p.m. with the potluck at 1:00 p.m.  Veterans Quilts will be presented at the beginning of the potluck.

-Diane Tillotson reported that we need more committee chairs for the Programs/Workshops committee.

COMMITTEES

Community Quilters – no report, packets at the back table for pick-up.

2019 Raffle Quilt – Jane Szabo reported it is currently being “blinged”.

2019 Retreat – Georgia Sabourin reporter there is one person on the waiting list.  Final payment is due on or before the December meeting.  Be sure to sign-up for the classes: Rugs – $10,00;  Magic Wallet – $2.00.

2019 Challenge Quilt – Ginger Dale showed samples to the membership. The challenge quilts will be medallions for the center of the Veterans Quilts.  All appplique needs to be securely attached.  the medallions  need to be 24 ½ inches square or a 24” x 36” rectangle.  The committee will supply 3 fat quarters to each participant and hope to have at least 59 participants.  The quilts will be completed with the veterans block of the month squares. If using embroidery thread be sure to test for bleeding.  Kits can be picked up at the January meeting and returned finished at the June meeting.  Voting will take place in June and July and the quilts will be hung at the Quilt Show in August.  The committee asks that material scraps be returned to the committee.

Documentation – The last documentation for the year will be held tomorrow at 9 a.m. at the Carriage House.

2019 Quilt Show – No report

Membership – Ruth Johnson reported that there were 72 members, 3 new members and 6 guests at the meeting.

PROGRAM

Cindy McEntee introduced our guest speaker, Dawn White who presented  “Recurring Motifs as Springboard for Inspiration” as our meeting program and she will also do a Billie Bag Workshop tomorrow.  Dawn is a member of the Portland Modern Quilt Guild and said that a joy for sewing runs in her family.  Dawn started off sewing garments and then started quilting.  She shared a trunk show of her beautiful quilts.  

DRAWINGS

Dawn White Patterns were won by:

Gail Chipman – Four Patch w/Twist

Karen Oetjen – Seasons to Taste

Joy Peterson – Full Moon Rising

Velma Freudenthal won a Sidewinder donated by Kathy Lambert

Jane Szabo won push pins donated by Marie Hunter

Ruth Johnson won a bobbin holder donated by Marie Hunter

Marian Brown won fabric donated by Marie Hunger

Quilters Surprise – Georgia Sabourin won batting and a Stash’n sStore organizer

Nifty Notions – Ann Flescher won a container of thread

SABLE   winners were Lindanne Perdue and Gail Chipman

Block of the Month – winners were Jan McQueen, Twy Hoch, Melisa Hollenbeck, Carla Pickering, Ruth Hutmacher, Beverly Ohngren.

Show & Share

Rosanne Berton shared a bag, “Rag Bag Gals” Christmas ornaments made from wool, muslim scraps and buttons.

Anne-Marie Mann showed a “Birdcage” wall hanging, community quilts Teddy Bear, lap size Tumbler Blocks quilt  and a modern hexagon lap size quilt.

Diane Tillotson  showed a Snowmen wall hanging, a December Reindeer table runner and a shades of purples and blues queen size quilt for her daughter.

Jane Szabo showed a beautiful, colorful quilt made for community quilts from President’s Quilt Scraps.

Dee Hill showed a multi-colored Disappearing Hour Glass quilt.

Marylynn Kleemann showed a Black Cat Quilt with kitty backing.

Melissas Hollenbeck showed a Cathedral Window table runner and a pieced/glued dog photograph wall hanging.

Teecia Cornelius showed the Samaritan House Tea raffle quilt “A Touch of Paris”.

Lois Drell showed a Judy Niemeyer Vintage Compass quilt and a Sew Kind of Wonderful quilt in bright colors.

Paulette Stenberg showed her red, black and white Taco Night II Quilt and shared a story about Mary Gilleland and showed her appliqued shades of blues quilt that she calls Mary’s Went Down The Hill Quilt.

Lindanne Perdue showed a Baby Quilt with trees, bears and a lumberjack plaid backing.

Rummage Sale.

Michelle Tegner showed a rectanglur jelly roll rug and a jelly roll basket with wooden buttons

Phoebe reminded the membership to cash any outstanding guild checks before the end of November.

The meeting was adjourned at 3:10 p.m.

Reminders

Jr. Billie Bag Part 2 Workshop – November 9th – 9 a.m.- 3 p.m. at Atonement Lutheran Church

Documentation – November 10th – 9:30 a.m. – 3:30 pm at Carriage House

Executive Board Meeting – November 15th – 10-11:30 a.m. at Carriage House

Community Quilters – December 6th – 10 a.m.-2 p.m. at Ruth’s Fabrics in Waldport

December General Meeting/Potluck – December 13th, Table Walk at 12:30 p.m. – Potluck at 1 p.m.

Respectfully submitted by Marian Brown, OCQG Secretary 

Proposed Changes to OCQG Bylaws, Standing Rules, and Policies

NOTE: These changes are necessitated by the change in the fiscal year (from Dec-Nov to Jan-Dec) that was approved at the October 2018 meeting. They are all administrative in nature, kind of a “cleanup” after the vote to change the fiscal year.

Our rules state that such changes must follow one of three processes, depending on whether the change is to our bylaws, standing rules, or policies, as follows:

Bylaw amendments must be submitted in writing to all members at least 10 days prior to any general membership vote. This document, which will also be in the November blog, fulfills that requirement. We will vote on these bylaw changes at the December meeting.

Standing rule changes can be changed by a vote of the membership without prior publication of the changes. We can therefore vote on these changes tonight.

Policy changes can be changed by the Executive Board after consultation with the membership. The board hereby consults and requests your inputs tonight. 

Proposed Bylaw changes, to be voted on at the December general meeting:

Article VI: Executive Board, Section 1, item d: The December [change to November] Executive Board meeting shal include outgoing and incoming officers and committee chairs . . .

Article IX: Election of Officers, Section 1: Officers shall be elected at the November membership meeting and assume office at the December [January] meeting, after installation [at the December meeting].

Proposed Standing Rule changes, to be voted on at this meeting:

Workshops, Item D: If a participant cannot attend the workshop, she [or he] may find a substitute to attend the class.

Library: “ . . . If they are not returned in one month, fines will [change to “may”] be assessed as stated in the procedures.

Financial: Item C: Dues are paid annually, for the fiscal year January 1 to December 31. Dues are delinquent after the January general meeting and the member’s name will be dropped from the roster February 1.

Proposed Policy changes, general membership consultation hereby requested:

Finance: See enclosed document.

Suggested changes to Policies

FINANCE

  1. The Guild has adopted a fund accounting system.  Money collected for guild approved funds as outlined in the chart of accounts must be spent for the expressed purpose of the fund.  Transfers between funds must be authorized by the Executive Board.
  2. No change
  3. No change
  4. Eliminate
  5. Becomes 4.  As stated …; therefore any income realized above budgeted expenses will be allocated at the close of the fiscal year as follows:
    1. Any amount remaining in the General Operating Fund and the Quilt Show Fund will be distributed to the Reserve fund, the Capital Fund and/or the Outreach Fund as decided by the Executive Board at the January meeting.
    2. Any monies in the Outreach fund may be awarded to non-profit organizations that expressly relate to the purpose of the Guild as stated in Article II of the By-Laws.  The distribution will be recommended by the executive board and approved by the membership at the May general meeting.  No amount of the Outreach Fund may be used to reduce member dues as per IRS regulation of 501(c)7 organizations.
    3. The Reserve fund may be used to offset unrealized income or unbudgeted or emergency expenses as regulated by the Standing Rules (Financial: A and B).  The Reserve Fund at the end of the fiscal year should not exceed 15% of the consolidated budget for the next fiscal year.
    4. All other funds carry over into the next fiscal year.
  6. Becomes 5. No change
  7. Becomes 6. No change

REPORTS

  1. A full Treasurer’s Report for the previous month will be e-mailed to members of the Executive Board no later than Monday before the next board meeting.  The full report is available to any member upon request.
  2. No change

TIMELINE POLICIES

Challenge: … add The budget for the challenge should be adjusted as necessary before the October meeting.