Meeting Minutes

For a printable version please view our Archive Meeting Minutes »


The meeting was called to order at 6 p.m. by President, Diane Tillotson.


Shirley Gilmore thanked the Guild members for the cards she has received from her husband’s passing.


Rosanne Burton moved for acceptance of the March General Meeting minutes.  Motion was seconded by Jan McQueen and approved by a voice vote.


Audit – Diane reported that the Audit Committee had reported at the March  Board Meeting that the books of the Guild were found to be in good order.  Diane gave a special thank you to Gail Chipman for her good work as Treasurer.

VQP – Ginger Dale reported that on March 31st there were 12  Quilts given out, 3 at Atonement Lutheran Church and 9 at Trinity Methodist in Toledo.  Ginger reminded the members to give a form to veterans in Lincoln County.  Several Thank You cards were received from the veterans.  Ginger reported 20 Challenge Blocks have been returned and let the members know that there are still packets available for pick up.  There will be a Veterans Quilt Sewing Workshop on Saturday, May 11th at Atonement from 9 a.m.- 3 p.m.  There will be jobs for everyone, bring your sewing machine if you’d like to sew.  

Quilt Show Registration – Melissa Hollenbeck explained the Quilt Show Category Decision Tree handout. Detailed  information for registration is on the website.  If you have questions, please contact Melissa Hollenbeck, Jean Amundson or Nan Scott.  Please register for the Quilt Show on your computer. If you need help, during May and June pictures and registration can be done before the meeting.  

Quilt Show – Diane announced that the Board had approved purchase of more Hwy 101 banners.

Sponsored Ribbons – Teecia Cornelius reported the sign-up sheet is available, cost is $10 per ribbon.  There are 40 Ribbons to be sponsored and “creative themes” are great.  

Membership – Ruth Johnson reported there are 75 members and 3 visitors present.  Please let Ruth know if you do not want to be included in the website directory.

Sheila Snyder who will be the instructor at the Barnboard Quilt Workshop showed a sample of the finished project and is looking forward to presenting the workshop on Friday at the Visual Arts Center.

The workshop starts at 9 a.m. and is full.

Finishing School – Paulette Stenberg announced that Finishing School is only two weeks away.  This is a great opportunity to finish projects and enjoy time with other quilters.  The program at todays meeting will have some examples of projects that have been finished at Finishing School.  Bring a lunch and plan to make it a day, school runs 10 a.m.- 4 p.m.

Documentation  Evelyn DePaolo reported that documentation will be held this Saturday, April 13th in Lincoln City.  The next date will be May 18th in Newport at the Carriage House and space is still available,

Hospitality – Anne-Marie Mann reminded the group that the May meeting is a Potluck.  Bring your own utensils, plates and placemats.  It will be a feast with a great variety of food.  Table walk will be at 5:30 with the potluck starting at 6 p.m.

2019 Raffle Quilt is currently on display at Oregon Coast Bank in Newport.

Community Quilters – Sue Stephenson reported there is a need for Toiletry Bags for kids in the Foster Program and Children’s Advocacy.  There are 2 quilts for Samaritan House that need binding ASAP.

All are encouraged to attend the Community Quilters work days at Ruth’s in Waldport,  Next time is May 2nd from 10 a.m.- 2 p.m.

Salem Quilt Show will be April 18,19,20.

Roseanne Berton announced that she has Raffle Tickets $20/1 or $100/6 for “An Affair To Remember”at the Cultural Center in Lincoln City.

2020 Raffle Quilt – Ann Flescher reported that 2 finished blocks have been returned.

Retreat 2020 – Jan McQueen reported that the sign-up will be at the next meeting.  Dates for the retreat are Jan 28-31 which coincides with the Albany Quilt Show. 

Merchandising – Rose Shaw reported the Colored Bags are going fast.  There is going to be a Storage Bag added to the items available.  Rose showed an example of the bag, it has dividers, is dust/water resistant and breathable.

Small Quilt Auction – Linda Taylor reported several quilts have been received for the Small Quilt Auction, however there is room for more.  Remember to put identification on the quilt and include a note with the opening bid, buy it now price, creator of the quilt and a charity of your choice.  If you do not want to price the quilt the committee will do it.  You do not have to put a sleeve on the quilt since they are pinned to sheets, however a sleeve is nice for the purchaser.


The Bayshore Quilters presented a program on the Dresden Plate quilt pattern which was one of the most popular quilts made during the 1920’s and 30’s.  Other names for the pattern were Grandmother’s Sunburst, Friendship Ring, Aster, Dahlia and Sunflower.  The quilt is made of blocks with fabric appliqued in a series of radiating petals and flat sides.  The outer circle edges can be smooth, rounded or pointed.   The Bayshore Ladies shared quilts , tops and blocks that they had made, had been made by a relative or found at a garage sale, antique store or on their front porch.  Each quilt, top or set of blocks  told a story, and ranged in age from “just finished” to being from the 1930’s.  It was a fascinating program with many beautiful items including a pin cushion and a Christmas wreath.  

Quilters Surprise 

Jan McQueen won a Scissor Keeper.

Nifty Notions

Janet DeSau won a rotating cutting mat.

Sable – Teecia Cornelius gave a description of Modern Fabric. 

Sable next month will be White & Cream.

Winners were Joy Johnson and Ruth Hutmacher

Block of the Month – Meralee Wilson reported that Nan will teach a “Half Square Triangle” class  at 

5 p.m. before the May General Guild Meeting.  Bunny Packets were won by Teecia Cornelius and Pat Laub.

Show & Share

Darcy de la Rosa showed a Bag made in blues with the light house and ship panels

Diane Tillotson shared “Peep’s Bunnies” and “The Lone Wolf” wall quilt for her grandson

Jan McQueen showed a “Mystery Medallion” quilt made from web patterns

Marylynn Kleeman  shared a quilt made from old quilt blocks to pass down to the next generation, a mother/daughter quilt and a thank you “Heart” quilt

Pat Laub showed  a Kathy Ware pattern made from wool or flannel “In The Garden”

Teecia Cornelius showed a Jan Kingwell Block of the Month Quilt in bright colors

Ruth Hutmacher shared a quilt for her friends grandson “Elephants on Parade” with minky backing

Wilma Roles showed a Flower Panel Quilt in black and pinks made by Ruth at Family Fabrics

Meeting was adjourned at 7:50 p.m.


Executive Board Meeting, 4/18 – 10-11:30 a.m. at Carriage House

Quilt Show Meeting, 4/18 – 1:15 p.m. at Carriage House

Documentation 4/13 at North Lincoln City Museum

Finishing School 4/25 – 10 a.m.- 4 p.m. at Carriage House

Community Quilters 5/2 – 10 a.m.- 2 p.m. at Ruth’s Family Fabrics, Waldport

Veteran Quilts Sewing Party – 5/11 – 9 a.m.- 3 p.m. at Atonement Lutheran Church

Respectfully submitted by Marian Brown, Secretary


The meeting was called to order by President Diane Tillotson at 10:00 a.m. A quorum was present.

A motion was made by Jane Szabo to approve the minutes of the Executive Board Meeting on February 21, 2019. The motion was seconded by Jean Amundson and approved by a voice vote.

Treasurers Report – Janet Sylvester – Nan Scott gave a brief explanation on “how to read” the Treasurers Report. Jackie Stankey moved to approve the treasurers report as presented. The motion was seconded by Darcy de la Rosa and approved by a voice vote.

Old Business

Quilt Show committee requests the purchase of additional Quilt Show Street Banners. Janet Webster received a quote of 5 sets (10 banners) for $964.50; 10 sets (20 banners) for $1415.00 plus shipping. Jean Amundson moved to approve spending from the Capital Outlay for an additional 10 sets (20 banners) at the price of $1415.00 + shipping costs. Motion was seconded by Darcy de la Rosa. Discussion followed and then the motion was passed by a voice vote.

Jean Amundson presented the following motion as requested from the last meeting. Policy Change: Any unbudgeted gifts to committee chairs or other members to thank them for “jobs well done” should be on an individual, non circulated basis. The motion was seconded by Sue Stephenson and passed by a voice vote.

New Business

Latimer Display – Jean Amundson brought up the idea to display the Quilt Show Blue Ribbon Winners from the Quilt Show at the Latimer Center in Tillamook. It would be “good advertisement” for the Quilt Show. Jean will contact Latimer and see if the quilts can be hung from mid-June to mid-July. There are 19 professionally judged Blue Ribbon Winners, only professionally judged quilts will be hung. Jean is willing to head up the committee. Nan Scott moved to approve the hanging of the 2019 Blue Ribbon Winners in 2020 at Latimer Center. Elizabeth Wood seconded the motion and it was passed by a voice vote.

Judy Neimeyer Retreat will be removed from the membership booklet, pg#57, 1b.

Guild Equipment, page 53 will be inventoried and space made available for storage at Atonement Lutheran or the storage unit. Rental of the Guild Equipment is intended for “personal” not “business” use. The borrowing form will be posted on the web. Nan will work up a draft for the new borrowing form and the Executive Committee will review the check-out procedures at the next meeting. Check- out requests should be received before the Executive Board Meeting and the damage deposit check will

be returned when items are returned in working, non damaged condition. Pam Grindell and Ann Flescher volunteered to inventory the closet.

A motion was made by Ginger Dale that all equipment owned by the Quilt Guild will be stored at Atonement Lutheran Church or the Guild storage unit. Motion was seconded by Jackie Stankey and passed by a voice vote.

Audit – Elizabeth Wood reported the books were in great shape. The audit committee has one recommendation that the check and reimbursement form be together. Elizabeth asked if the audit committee needed to be represented at all board meeting. Will be discussed further at a later meeting, perhaps put audit under the finance committee so it would not have to be present at the executive meeting unless giving an audit report.

Block of the Month – Nan Scott reported packets for paperless piecing flower blocks will be at the next meeting.

Challenge Quilt – Ginger Dale reported 45 medallions have been checked out and 9 completed medallions have been returned, remember to return the medallion in the plastic bag and that a portion of each fabric in the packet should be used. Please return unused material for future use.

Communication – Melissa Hollenbeck reminded the board that there will be primary BLOGS 2X monthly on the Guild website. Other notices as requested.

Community Quilters – Sue Stephenson was thanked by President Diane Tillotson for an excellent Guild Meeting presentation. Report of distribution 2019 – Quilts – 102, Sit Upon Pillows (after-school program) – 13, Toiletry Bags – 18, Burp Cloths – 40, Oncology Bags – 9, Cardio Bags – 6, Pillow Cases – 20. Sue reported that the March Guild program had 4 speakers from agencies served by the Guild Community Quilters and many displays. Sue reminded the board that Community Quilters will conduct a workshop this coming Saturday, March 23rd from 9 a.m. – 3 p.m. at Atonement. No charge, and attendees will have the opportunity to learn how to make a dog/cat bed, tie a quilt, design a quilt top, sew on sashings and borders to enlarge quilts, make a burp cloth and many other activities throughout the day. Members can come and go as they are able, and do not need to bring anything except a sewing machine if they will be working on a pet bed or anythng else where they would sew. The committee will supply all the fabric and cutting supplies. Pizza will be ordered for lunch and attendees need to bring whatever they would like to drink during the day.

Documentation – Evelyn DePaolo reported that the next documentation will be April 18th in Lincoln City. To date there have been over 1800 quilts documented!

Finishing School – Paulette Stenberg reminded the group Finishing School will be next week, March 28th from 10 a.m. – 4 p.m. and reminded the board to think of it as a mini-guild retreat with 6-12 people.
Lots of fun!

Hospitality – no report

Librarian – Pam Grindell is looking for the old list of books on the cart, Nan will send her a copy.

Membership – Ruth Johnson reminded everyone to be sure to pick-up update membership sheets at the membership meetings. Ruth showed a bookmark that she has available which has the meeting schedule on it, intended for use at quilt shops. There are 196 members, two new members Lauren Strach and Marilyn Workman, both from Yachats. The next update page will be in a couple of months. All the directories have been mailed to those members who requested it. Ruth requested direction/ coaching to get the online directory moving forward. Not everyone wants their information on the website so there will be a BLOG post and an announcement at the memberhsip meeting informing the membership of the intended plan to post the directory on the website, members can request “not to be included in the online directory. The directory would be password protected.

A reminder that we start evening meetings in April. Ruth informed the Board that the April 2020 meeting will be on Maundy Thursday and asked if the meeting should be changed to a “day” meeting to avoid conflict with the Atonement Lutheran Church activities. A motion was made by Ruth Johnson to change the April 2020 meeting to a day meeting. Motion was seconded by Darcy de la Rosa and passed by a voice vote.

2019 Raffle Quilt – Jane Szabo reported that sales are going well. Cindy McEntee is taking it around to the quilt shops and will have it at the Bolts to Blocks.

Programs/Workshops – There are two vacancies for the Barnboard Painting Workshop. Please contact Janet DeSau if interested.

Publicity – Jean Amundson reported there will be a newspaper article and a posting on News Lincoln County on next months program. The Bay Shore Ladies will present a program on Dresden Plate blocks, quilts, tops, purses, etc both old and new.

2020 Retreat – Georgia Sabourin reported they will hopefully have the dates for the April BLOG (dates are determined to coincide with the Albany Quilt Show). Sign-ups will start at the May General Membership meeting.

Veterans Project – Ginger Dale reported that on March 31st there will be 12 quilts given to Veterans, 3 at Atonement Lutheran and 9 at the Toledo Methodist Church. There will be a workshop scheduled for May llth to make quilts in Newport.

Quilt Show – Jackie Stankey reported there is a meeting today at 1:15 p.m. Nancy Blanck has signed up to do quilt show set-up in the large gym and Twy Hoch and EvelynDePaolo will be in charge of Hostesses. There is still a need for someone to do the quilt hanging in the small gym plus various other jobs.

2020 Raffle Quilt – Ann Flescher reported that all block packets have been handed out. The meeting was adjourned at 11:50 a.m.


Finishing School – March 28th – 10 a.m.- 4 p.m. at the Carriage House
Community Quilters – April 4th – 10 a.m. – 2 p.m. at Ruth’s Family Fabrics, Waldport General Meeting – April 11th – 5:30p.m. Table Walk – 6p.m. General Membership Meeting at

Atonement Lutheran Church
Executive Board Meeting – April 18th, 10 a.m. at Carriage House Quilt Show Meeting – April 18th, 1:15 p.m. at Carriage House

Respectfully submitted by Marian Brown, OCQG Secretary

Oregon Coastal Quilters Executive Board Meeting April 18, 2019

The meeting was called to order by President, Diane Tillotson at 10:10 a.m. A quorum was present.

Diane requested that board members put her name and phone number in their cell phones since she likes to check-in with committee chairs.


A motion was made by Ruth Johnson to approve the minutes of the Executive Board Meeting on March 21, 2019. The motion was seconded by Twy Hoch and approved by a voice vote.

Treasurers Report – Janet Sylvester requested that correspondence be sent to her OCQG Treasurer email.  Janet gave a brief explanation of how accounts are read and the retreat accounting.  Carry over money is to be used for equipment purchases only.  It was recommended that the retreat committee do a review on the over balance and that further discussion be tabled until a later meeting.  The Treasurers Report was accepted as presented.

Old Business

New Equipment Borrowing Form was presented and discussed, wording of Guild Equipment on page #53 of the Membership Directory will need to be revised.  The Equipment Borrowing Form was amended on#2,  add After Board approval any equipment…. #4. Notify the Vice President …and the Vice President will sign the form (not the Treasurer).  A motion was made by Jean Amundson  to approve the new Borrowing Form as amended.  Darcy de la Rosa seconded the motion.  The motion passed with a voice vote.  It was decided that the Vice President will check-in and check-out equipment.  Forms will be available online.  Changes will be added to the Vice President job description.

Pam Grindell and Ann Flescher did an inventory of the church closet and have a list of items which will be posted online.  Pam is going to label the guild equipment.

New Business

All of the taxes reports have been filed by Nan.  For future reference any presenter or judge that is paid over $600 needs to receive a 1099 Form from the guild.

Visual Arts Center Display – Jean Amundson reported that Janet Webster suggested using the VAC for display of some of the Guild Members Quilts which would increase interest in the quilt show (similar to what we have requested from Latimer).  Janet Webster and Gloria Zirges would be in charge of the display which would be in the Upper Gallery Space during July 2019.  Janet and Gloria

will curate and coordinate the show, theme to be determined. Sue Stephenson made a motion to approve to form a committee of  Janet Webster and Gloria Zirges to develop, curate and coordinate a show of OCQG Blue Ribbon quilts in July in the Upper Gallery at the VAC. The motion was seconded by Rose Shaw and passed with a voice vote.  It was also suggested that the committee should check to see if there is any security in the Gallery.

Janet Sylvester asked about the Latimer membership which is $65.00 per year and includes their newsletter.  It was mentioned that we have borrowed quilt racks in the past and we are asking to display our quilts at the center.  Darcy de la Rosa moved that the Latimer Membership become a budget item. The motion was seconded by Sue Stephenson and passed by voice vote.  Line item will be determined and reported back to the board at a later date.

Facebook Page – the question was raised as to who manages the page.  Currently Jane Szabo and Jennifer Reinhart are the administrators.  When the page was started the stated purpose was “for Guild activities and member accomplishments”.  Discussion followed regarding the need to develop a protocol and guideline for the Facebook page.  The item was tabled for further discussion after Jane Szabo is back from Australia.

BLOG Updates – a reminder that individual committees are responsible for their website page.


Block of the Month – Meralee Wilson reported all is going well and planning is done for the rest of the year.

Challenge – no report.  Workshop on May 11th.

Community Quilters – Sue Stephenson reported the following distribution since January 1, 2019.

Quilts – 143, SitUpon Pillows (after-school programs) – 22, Totes – 5, Burp Cloths – 88, Hospital Pillows – 8, Pillow Cases – 37, Oncology Bags – 25, Cardiology Bags – 26.  Twy distributed quilts to the school nurses for comforting sick kids in Blodgett, Philomath and Corvallis (her daughter-in-law is the school nurse in Corvallis).  She also took quilts for same use to Waldport Schools.  Currently making contact with Newport School District to do the same.

Communications – Melissa Hollenbeck is currently recovering from some eye surgery.

Documentation – Twy Hoch reported there is still space available May 18th.  Committee goal is to do 20 quilts per session, last month 20 were done in Lincoln City.  There will be no documentation in June.

Finishing School – Paulette Stenberg reminded the group there is lots of work done at finishing school and the last guild program on Dresden Plate patterns proved it.  Everyone is welcome to attend and finish projects.

Hospitality – no report.   Diane reported that Anne-Marie Mann will be moving and is looking for a new committee chair.  Remember that May meeting will be a potluck.

Librarian – Pam Grindell reported that inventory of the closet and books is done.  A list will be published on the website so members can make copies if they’d like.  Pam said she would like to see more library books checked out.  Books that are not used will be sold.

Membership – Ruth Johnson reported we have 199 members. Bookmarks have been mailed to several quilt guilds in Oregon.  If you are going to be visiting out of town quilt shops please take some bookmarks with you.  Umpqua Valley Guild contacted Jane Szabo and requested “something” for their 500 gift bags that will be handed out at the show, Ruth sent 500 bookmarks.  Several members have requested that part or all of their  information not be included in the website directory.  Nan will be given the information when she returns from her vacation.

Merchandising – Becky Mershon – no report.

Workshops & Programs – Janet DeSau reported the “barn quilt signs workshop” was great.  There were some non guild members that attended after the article in the newspaper.  May meeting will be a potluck.  October meeting program will be Mr. Domestic.

Publicity – Jean Amundson/no report.

Quilters Surprise – no report.

SABLE – We need more participation from guild members, possibly a good idea to change the monthly categories.

Veterans Project – Two Hoch reported there were two presentation of quilts on March 31st at Trinity Methodist Church in Toledo and Atonement Lutheran Church in Newport.  There are currently 15-18 quilts in stock, more need to be made.  There will be a workshop on May 11th at Atonement Lutheran from 9 a.m. – 3 p.m.

Quilt Show – Darcy de la Rosa & Jean Amundson reminded the group there will be a meeting at 1:15 p.m. today at the Carriage House.  Be sure to attend as there will be delicious apricot pecan bread to eat.

2019 Raffle Quilt – Currently displayed at Oregon Coast Bank in Newport.

2020 Raffle Quilt – All block packages have been passed out and a couple of completed blocks have been returned.

Rose Shaw asked if the Guild would  possibly consider a new painting featuring the Yaquina Bridge.  There will be further discussion at a later date.

Meeting was adjourned at 11:40 a.m.


Finishing School – April 25th – 10a.m.-  4p.m. at the Carriage House

Community Quilters – May 2nd – 10a.m. – 2 p.m. at Family Fabrics, Waldport

Block of the Month – May 9th – 5p.m. p.m.Half Square Triangle Class at Atonement Lutheran Church

General Meeting – May 9th – 5:30p.m. Table Walk – 6 p.m. General Meeting at Atonement

Lutheran Church, Newport

Veterans Workshop – May 11th – 9 a.m.- 3p.m. at Atonement Lutheran Church

Executive Board Meeting – May 16th – 10 a.m. at the Carriage House

Quilt Show Meeting – May 16th – 1:15 p.m. at the Carriage House

Documentation – May 18th – 9:30a.m. – 3:30p.m. at the Carriage House

Respectfully Submitted by Marian Brown, OCQG Secretary