Meeting Minutes

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General Meeting Minutes are followed by Executive Board Meeting Minutes


May 10, 2018

The meeting was called to order at 6pm by President, Phoebe Hein.


Chris Benedetti moved for acceptance of the April General Membership minutes. Motion was seconded by Patti Stephens.  Membership in attendance voted to accept the minutes.


Phoebe has received a thank you note from Sherry Flynn regarding the donation of quilts for the Hospice Quilt Auction.  She will post the note to the blog.

A note from Patty Olson was read thanking the guild for purchasing raffle tickets last month from the Tacoma Quilt Guild.

It was reported that Phyllis Mitchell is doing well.


 Following the Quilt Show committee meeting on April 19, 2018 the committee presented to President, Phoebe Hein a proposal, described below for the purchase of street banners promoting the Quilt Show.  President, Phoebe Hein called a special  email OCQG Board Meeting on Friday, April 20, 2018.  The Executive Board unanimously accepted the proposal by email vote.  The committee proposal now needs to be brought to the General Guild Membership as the cost exceeds $300. (See Standing Rules, Pg 52, Financial (A)).

Quilt Show proposal:

Purchase 20 street banners in 2018, made from marine acrylic, blue and white, with a quilt block image and the words “Quilt Show, First Fri and Sat, August”.  The cost is approximately $1500.  Various potential sources were investigated.  DiJulio Displays has the best proposal.

The Executive Board approved spending $800 already budgeted for capital improvements.

The Quilt Show Committee requests that the additional expenditure for the remaining $700 be supplemented by banner sponsorships from individual guild members.  The general membership must approve this supplement as it exceeds $300.  If approved, the Quilt Show Committee will provide instructions for those wishing to be sponsors.

The banners will be hung on light posts in the Newport central area by the city, and will be used in forthcoming years.  Time is of the essence in order to have them ready for this year’s show.  The city will hang the banners free of charge.

A motion was made by Jane Szabo to accept the Quilt Show Committee Proposal.  Motion was seconded by Debbie Mosley and passed by a hand vote of 74 members in favor.

Discussion followed regarding the banners wording, each banner will be double sided and will cost approximately $50 each.  Janet Webster will work with the printer regarding the wording.  Sponsorship sign-up for the banners will be available at the next meeting.

Christmas Placemats – Shirley Gilmore showed the Christmas placemats that have been received and reminded the guild that placemat no larger than 12 x 16 and they are needed to be turned in by the July meeting.  Placemats will hang at the Quilt Show in the cafeteria.  Be sure to put your name on the back.

Placemats will be returned at the September Guild meeting.  It is ok to do the back as a spring placemat.


Documentation – Twy Hoch announced that the next documentation will be in Lincoln City on May 19th from 9:30 a.m. – 3 p.m at the North Lincoln Museum.  The committee could use more help, please let Toni or Twy know if you are able to help.  Workers will meet at the  Newport Court House parking lot at 8:45 to carpool.

Finishing School – Phoebe reminded the group that the next Finishing School will be on May 24th from 10 a.m. – 4 p.m. at the Carriage House.  Come join the fun!

Challenge Quilts – Becky Mershon, still time to sign-up, make an elements quilt of earth, air, fire and water.  You do not have to include all elements.  Quilt cannot be larger than 30” square.  Bring your finished quilt in a paper bag to the June membership meeting.  All participants will be given an “Elemental Flower”.

Quilt Show – Jackie Stankey showed a Color Study quilt she is working on as an example of a modern quilt.  You can pick up the Quilt Show reminders list on the back table.  July 5th is the last day to register your quilt for the show.  Members working at the show can shop from 8 a.m. – 9 a.m. on the day of the show.

Teecia Cornelius presented information on Sponsored Ribbons for the Quilt Show.  She encouraged sponsors to use “creative names” for the ribbons.  The ribbons can be picked up the day of set-up.

Community Quilters – Sue Stephenson reported that the committee had their first meeting at the new location in Waldport.  Several beautiful, colorful community quilts were received during the meeting.

The committee will meet on the first Thursday of the month from 10 a.m. – 2 p.m.  There will be work stations at the meetings – #1 – patterns pick; #2 – fabric bins; #3 – cutting area to make kits.  Quilt Kits are available at the regular guild meetings.  Bags were made for kids when they come to the “hope chest”, all shapes and sizes.  The committee received a very generous donation of cotton fabric.  The committee is sponsoring an “Ugly Fabric Quilt” contest.  Quilts will be on display at the show and voted on for “Prettiest Ugly Fabric Quilt”, there will be a prize for the winner.  Bring your quilt to the July meeting.

2019 Raffle Quilt – Jane Szabo, has handed out some packets and is still taking names of quilters that would like to help.

2019 Guild Retreat – Phoebe reported that sign-up will start at the June membership meeting.  Policy for refunds needs to be finished and accepted before sign-up is started.

Rec Center Quilts – Debbie Mosley, reported that “Summer Quilts” will be going up on Saturday. A reminder for quilts will be put on the BLOG.  Next theme for quilts is “Red/White/Blue Patriotic” and quilts will hang from July – September.

Membership – Ruth Johnson, handed out directory updates today at the sign-in table.  There are 82 members present and 3 guests.

Programs/Workshops – Jennifer Reinhart reported that the guild will take a break from workshops in 2019.  FFO sign-ups – July Program sign up at workshop table.  There will be a “Spring Potluck” at the May 2019 meeting.  There are still openings for tomorrows workshop.


Jennifer introduced Jaimie Davis from Portland, Oregon.  Jaimie is a woman that “loves to make quilts” and will be putting on the Baltimore Workshop tomorrow.

Jaimie has taught and lectured for the American Quilters Society, the Northwest Quilting Expo and Quilt Connect USA.  Her work has been shown in national and international exhibits including the International Quilt Show in Houston, Texas, the Pacific International Quilt Festival in Santa Clara, California and the International Art Competition  for the Church of Jesus Christ of Latter-day Saints.

Jaimie is a story-teller who enjoys spending time with people who love to sew.  She has been teaching for over 20 years and believes that everyone who enters her classroom should feel happier and more confident when they leave.  Color and curvy lines inspire her, and the joy of creating keeps her working late into the night.

Jaimie gave a very informative program on the history of the Baltimore Quilt and had a great saying that “anything on paper can be done in a quilt”. For more information or to purchase her patterns check


Quilters Surprise – Rosanne Berton, a visitor,  won fabric.

Nifty Notions – Beverly Hergenrader won an Add-a-Quarter ruler and Fresh Press Lindanne Perdue won batting

SABLE – Jan McQueen, Lisa Hall and Pam Grindle

Block of the Month – Jane Szabo

Show & Share

Dolores Thomas – Small Quilt Auction quilts “Cat-a-tude” with bling.
Becky Mershon – Olympic Gold/Hide and Seek, Oregon quilt.
Sue Stephensn – Bright multi colored squares quilt “Flying Block Rocket Musical Extraveganzy”
Marge Hoyt – “Jungle Friends” zoo quilt for 3-year-old great nephew.
Jean Johnson – “Which Way Is North” quilt in holiday colors with scrap backing
Fran Whited – baby quilt for community quilts, “Zoo Animals” community quilt, “Shades of Blue” small quilt, Story Book Quilt with bright red farm border.
Lisa Taylor – shades of green, bed quilt, added batting to borders after quilted
Teecia Cornelius – wall hanging “Crow on a Branch”
Paulette Stenberg – community quilt “Shades of Pink”; community quilt “Pastel Dresden Plate”.
Michelle Tegner – bright, spring colors quilt “My Star Burst Quilt”, a jelly roll table runner and a jelly roll rug.


Executive Board Meeting – May 17th, 10-11:30 a.m. at Carriage House

Quilt Show Meeting – May 17th at 1:15-3 p.m. at Carriage House

Documentation – May 19th, Lincoln City Museum

Finishing School – May 24th, 10 a.m. – 4 p.m. at Carriage House

Next General Meeting –  June 14th, 5:30 p.m. at Atonement Lutheran Church, 2315 N. Coast Hwy.

Carriage House Location – 545 SW 9th St., Newport


Meeting was adjourned at 7:53 p.m.

Respectfully submitted by Marian Brown, OCQG Secretary


May 17,2018

The meeting of the Executive Board was called to order by President, Phoebe Hein at 10 a.m.

A quorum was present.

Approval of Minutes – Jean Amundson moved that the minutes of the April Executive Board Meeting be approved as published.  Motion was seconded by Gail Chipman and approved by vote.

Treasurer’s Report – Gail Chipman, treasurer’s report was accepted as presented.  Sue Stephenson requests that Community Quilters be added to the Income Category.


Jean Amundson reported that Paula Hnyda is home and able to have company for short visits, please call ahead. Updated report Friday is that Paula has returned to OHSU.

Old Business

Banner Sponsorship – Jean Amundson reminded the group that banner sponsorships are available, approximately $35 needed for each banner.  Janet Webster has placed the order for the Street Banners.

Sponsorship envelope will be at the June General Membership meeting.

Guild Retreat – Virginia Dale requested approval for refund that was requested for Carol Nelson in 2017.   Motion – Jean Amundson moved that a refund be given to Carol Nelson for the 2017 guild retreat minus the $50 non refundable deposit.  This is a one time exception to the Guild Retreat policy being adopted today.  Motion was seconded by Gail Chipman and approved by vote.

Retreat Policy for OCQG draft was presented by Jennifer Reinhart with comments on the following.

#3 – discussion regarding additional fees – it was decided to combine #3 & #7

#5 – discussion regarding costs needing to be met, final payment due date, non-guild members given space that is not filled by deadline

#6 – should be part of budget, retreats are self-sustaining, budget is a working document

#9 – corrected to reflect Virginia’s comments

#12 – remove 2 & 3


#6 – non-refundable, non-transferrable  discussion

#8 – cancelled or rescheduled

Corrected Retreat Policy will be emailed to board members.  Special email meeting will be called by president, Phoebe Hein.

Accepted Retreat Policy will be put on BLOG, announcement will be made at the General Membership meeting and copies of the new Retreat Policy will be available at the retreat table.

Fund Accounting – A discussion was had regarding a change in the accounting system to FUND Accounting which would make reports easier to understand and end of year audit easier.  A reminder that restricted funds use cannot be changed without authorization.   Board recommends changing to a FUND accounting system at change of year.  Further discussion to follow.

New Business

 Outreach Funding – Phoebe Hein will ask for suggestions for Outreach Funding.  Gail Chipman will report the amount available for Outreach Funds at the June General Membership meeting.

Advertising – no report

Budget – Janet Sylvester announced budgets are due in September.

Challenge Quilts – Becky Mershon  reported there are 14 signed up for the Challenge Quilt.  Quilts will be displayed and lst voting will take place at June meeting.

Communications – Nan Scott is continuing to do the BLOG while Paula is recovering.  Nan reminded the board members that information for the BLOG is due by the Sunday following the Executive Board meeting. We want to make sure we don’t overwhelm members with too many email notifications.

Community Quilters – Sue Stephenson reported there are 28 completed quilts in inventory and 13 quilts were distributed in 2018. Currently meeting with reps of organizations to determine needs going forward.  Seashore Literacy would like to get bags with quilts and they would put in a book for children.  The guild could include information about Community Quilters and Guild as well as a Quilt Show flyer in the bag. The ugly fabric challenge is underway.  First Thursday meeting is to prepare kits only, no sewing machines.  No dog beds yet, but we can use some small pillows for kids to sit on.

Documentation – Evelyn DePaolo, next documentation will be Saturday, May 19th in Lincoln City from 9:30 a.m. – 3:30 p.m.

Finishing School – Paulette Stenberg, Thursday, May 24th at the Carriage House.  This would be a good time to finish UFO’s which will be the July Guild Program.

Hospitality – no report

Library– no report

Membership – Ruth Johnson, 1 new member, current membership 186.  Committee is missing clear tub with label maker and name tags inside.  Requested that font for name tags be larger.

Merchandising – no report

Program/Workshops – Jennifer Reinhart

June program will be Quilts of Valor and Veterans Quilt Project with presentation of quilts.

Jennifer reminded committee chairs that it is important to arrive 15-30 minutes before the starting of the table walk so that areas are set-up for the meeting.  All committees need to be responsible to take supplies in and out of the closet.  Program committee will continue to mark committee areas on the tables with signs.  A reminder that it is important that when we have a guest speaker we follow the agenda and hold business items to time allotted.

 Publicity – Jean Amundson reported there will be an article on the Raffle Quilt and Veterans Quilts Program in the newspaper and on Lincoln County Today.

Raffle Ticket Sales – Nan Scott reported that sales are ok and reminds everyone that tickets or money is due back by the July meeting.

2018 Raffle Quilt – Nan Scott reported quilt will be going to the Florence quilt shop.  Ticket sales at the quilt shops have been very slow.  Sale of tickets is good at Quilt Shows.

2019 Raffle Quilt – Cindy McEntee reported committee is working on assembling quilt.

2019 Guild Retreat – no report

SABLE – no report

 Veterans Quilts – no report

Rec Center Hanging – Debbie Mosley told the board that she receives positive comments every day about the beautiful quilts on the walls.  Nine quilts are currently on display.

Niemeyer Mini-Retreat – no report


Quilt Show Meeting 1:15 today at Carriage House

May 19th – Documentation, 9:30 a.m. – 3:30 p.m. at Lincoln City Museum

May 24th – Finishing School, 10 a.m. – 4 p.m. at Carriage House

June 14th – General Membership Meeting, 5:30 p.m. Table Walk, 6 p.m. Meeting at Atonement Lutheran Church

June 21st – Executive Board Meeting, 10-11:30 a.m. at Carriage House

June 21st – Quilt Show Meeting, 1:15 p.m. at Carriage House

Respectfully submitted by Marian Brown, OCQG Secretary