Meeting Minutes

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General Meeting Minutes are followed by Executive Board Meeting Minutes



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


Joan Johnson moved for acceptance of the July General Membership minutes.  Motion was seconded by Jan McQueen.  Membership in attendance voted to accept the minutes.


President, Phoebe Hein gave  a big “Thank You” to the guild members for the very successful Quilt Show.  Phoebe said it was very special and moving to walk Veterans into the hall for their quilt presentation and said one of the most important parts of the Quilt Show is visiting with guild members.

Phoebe reminded the membership that Committee Budgets are due at the September meeting.

Quilt Show Participation Labels are available for pick up tonight.

The 2019 Raffle Quilt needs a name, please give your ideas to Jane Szabo or Cindy McEntee.  The winner will receive 18 Raffle Tickets.

Outreach Funds – Thank You’s were received from,  Latimer Center, 4-H Coastal Ranchers Quilt Group and Coffee Creek Quilters. 

Shirley Bowles from Springfield, Oregon was the lucky winner of the 2018 Raffle Quilt “Ocean In Motion”.  Shirley is a member of the Emerald Valley Guild.

Christmas Placemats are ready for pick-up tonight, remember to bring back for December Potluck.


Documentation – Twy Hoch reminded the members that it is a good time to have quilts that were in the show documented.

Nominating – Diane Tillotson  reminded members to sign-up to be a committee member.

Community Quilters – Sue Stephenson reported that the Childrens Corner pillows are going to the hospital.  Reminded the group that Community Quilters meets the first Thursday at Ruth’s Fabrics in Waldport.  There is an urgent need for Tote Bags 2 X 2 with handles for the Seashore Literacy Center.  The bags will be given to the children who have completed the after school program and will contain a book, quilt and information on the Guild.  Quilt Kits are available for Guild Members to  pick up.  Jennifer Reinhart received 17 “male themed” quilt tops at the Quilt Show.  

State Fair – Twy Hoch reported that the Guild will be putting on a demonstration on Friday,August 31st from 10 a.m. – 4 p.m.  Contact Twy for carpooling and parking passes.

Membership – Ruth Johnson reported there are 76 members and 4 guests at the meeting.  There are 45 Quilt Show Books available at the membership table.

Quilt Show – Jean Amundson, Jackie Stankey, Janet Scanlon and Debbie Mosley gave a big THANK YOU to all the Quilt Show committee members and helpers, we had another very successful Quilt Show!  For those of you who like statistics (or not), here are the tallies:

The Numbers Game!

  • Attendance: 1296
  • Number of quilts entered in the show: 238 (169 of which were judged by Kathie Kerler)
  • Medieval Elements Challenge Quilts: 12
  • Bayshore Friendship Star block exchange quilts: 12
  • Veterans Project quilts: 6
  • Silent auction quilts: 27
  • Guild activities booth quilts: 7
  • Placemat display: 59
  • Grand total quilts displayed: 302, plus 59 placemats (361)
  • Number of raffle tickets sold total, including those sold at the show: 8602 ($7896)
  • Silent auction proceeds: $1130 ($565 will be donated to Lincoln County Food Share)
  • States outside of Oregon represented by visitors at the show: 17 (tallied)
  • Foreign country visitors were from Canada, United Kingdom and Germany(tallied)
  • Visitors from Oregon but outside Lincoln County – 402 (tallied)
  • Featured Quilter – Jennifer Reinhart reported that she had 38 quilts and items in her booth.  She also received 17 quilt tops which she will quilt for Community Quilters.  A special thank you to Paulette, Janet and Velma for helping with sleeves.

Programs/Workshops – Jennifer Reinhart reminded the guild that it was decided there would be no workshops in 2019.  If you want to give feedback please leave it at the workshops table.  There is planning for a Barn Block workshop in the fall or spring of 2019.  Please contact Jennifer if you are interested, all supplies will be provided.  Final payment for Billy Bag workshop in October is due.

September 13th  program will be the Portland Modern Quilt Guild with a display from the Sisters Quilt Show.  Please bring goodies to share.  Judy Niemeyer Mini Retreat October 25,26,27 has 2 slots available.  Final payment is due tonight.  


The ribbon winners from the 2018 Quilt Show shared their beautiful quilts. It was a feast for the eyes!

2018 Raffle Ticket Sales – Nan Scott announced that Ruth Hutmacher sold 319 tickets and presented her with a beautiful bag that was  made by Nan.

Quilters Surprise – Ruth Hutmacher won a pin holder, bag and ornament

Nifty Notions – Chris Benedetti won a Stash’n Stor, Ruler and a mini plaque to decorate.

SABLE – winners were Beverly Hergenrader, Gail Chipman and Carol Nelson

next month Nature Fabrics

Block of the Month – winner Ann Flescher

Show & Share

  • Jane Szabo shared a block from Corvallis Row by Row in black, white and red.
  • Jane Moppin showed a quilt made by Sea Aire  residents with the help of guild members. The quilt will be hung on the wall at Sea Aire.
  • Anne-Marie Mann shared a modern quilt top and “Tumblers” a black quilt with bright colored squares.


Next month the rec center quilts will be changed, need fall or assorted fall holiday quilts.

If you haven’t prepared a reimbursement form, please so do now since the end of the fiscal year is November.  Please cash checks promptly.

Veterans blocks to sew are available.

Marie Hansen’s family lost wheat crop in Eastern Oregon fire, please keep them in your thoughts.


  • Executive Board Meeting – Aug 18th, 10-11:30 a.m. at Carriage House
  • Quilt Show Wrap Up Meeting – Aug 18th, 1:30 p.m. at Carriage House
  • Community Quilters – Sept 6th @ Ruth’s in Waldport, 10 a.m. – 2 p.m.
  • Next General Meeting – Sept 13th @ 5:30 p.m. at Atonement Lutheran Church
  • Respectfully submitted by Marian Brown, OCQG Secretary


16 AUGUST 2018

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

A quorum was present.

Minutes – Sue Stephenson moved that the minutes of the July Executive Board Meeting be approved as published.  Motion was  seconded by Cindy McEntee and approved by vote.

Treasurer’s Report – Gail Chipman, treasurer’s report was accepted as presented.  Gail reported that there are some unidentified charges on bills received.  Please be sure to give receipts to Gail so she can apply the charges to the correct account.  Community Quilts will be added as a line item on the budget.

Old Business

Street Banner Project – Expense $1490, Donations received $1142.  Item will be taken out of Quilt Show budget and made a line item in budget.  Additional funds needed will be taken from Capital Improvements as approved by the general membership .

New Business

President Phoebe Hein welcomed Melissa Hollenbeck to the Executive Board Meeting.  Melissa and Lee Palmer have agreed to take over the Communications Committee.

Computer purchase and new FUND software discussion will be carried forward to the September Executive Board meeting when Nan Scott will be in attendance.

Nominating Committee Report – Diane Tillotsen, reported the officers have been filled and committee chairs are being sought.  President – Diane Tillotsen, Vice President –  Meralee Wilson, Treasurer – Janet Sylvester, Secretary – Marian Brown.

Budget – Janet Sylvester reminded everyone that budgets are due at the September meeting.

Jennifer Reinhart reported that there may be a conflict in the future for the first week-end in August with the Recreation Center and the Seahorse Invitational Swim Meet.  Discussion followed with parking being the main issue.  More information and discussion will follow.


Advertising – no report

Audit – no report

Budget – Janet Sylvester, committee budgets due at the September meeting.

Block of the Month – Merralee Wilson, looking for ideas for next year.

Challenge – Becky Mershon reported that 2019 Challenge ideas need to be presented to the board in September.

Communications – Melissa Hollenbeck and Lee Palmer are working with Nan and appreciate all of her help.

2020 Raffle Quilt – Jane Szabo reported that ideas need to be presented at the September meeting.  Need ideas and person responsible for making quilt.  Will post a BLOG to membership

Community Quilters – Sue Stephenson  reported that  57 quilts, 8 sit upon pillows, 35 burp rags and 21 hospital pillows (from Children’s Corner at quilt show) have been distributed in 2018.  Community Quilters sold $46 worth of donated merchandise at quilt show which will show up in next month’s treasurer’s report under the new line item, Community Quilters Income.  Seashore Literacy is giving out 12 totes containing a quilt, a book or two, information on quilt care and information on the Quilt Guild today to kids who have completed their after-school program for this year.  This will be an ongoing event so more totes will be needed, no larger than 2’X2’.  We received about 15 totes from membership so far and more are coming.  Gloria Zirges “saved” many lovely quilts from a deceased community member and has donated them to Community Quilters, along with several unopened packages of batting.  Some of the quilts will be donated and some will be used by local agencies trying to raise money as auction items or just to sell.  Jennifer Reinhart collected 17 quilt tops and backs at the show on Friday in “male” fabrics.  She is donating the quilting.  Many Thanks!  Community Quilters will meet again on September 6th at Ruth’s in Waldport.  We will be working on a secret new project!  Sue brought up the need to do an updated rack flier about the guild, discussion followed.  

State Fair – TwyHoch will take Quilt Guild Bookmarks to the State Fair.

Finishing School – Paulette Stenberg, reminded everyone it’s a great opportunity to “finish projects” for 2019 Quilt Show.

Hospitality – no report

Membership – Ruth Johnson reported 190 members, no new members, will update Quilt Guild Flyer information and order new supply (500).  Information will be less time specific to keep it current.

Will also create a “Want To Become A Member” form for use at Quilt Show.

Merchandising – Becky Mershon reported we beat goal for Quilt Show, last year $1,936, this year $2,380!

Documentation – Twy Hoch, reported the September and November dates are already filled.

Set-Up/Take-Down – Janet  DeSau, Elizabeth Wood – will solve issue of locked door.

Program/Workshops – Jennifer Reinhart reported September meeting will be Portland Modern Quilt Guild, asked members to bring “goodies” to share.  Jen asked that when we have out of town speakers that more members bring goodies to share. October workshop email will go out to those registered to let them know what prep work needs to be done.  Sheilah Schneider, Barnboard Quilt Painting program is scheduled for April and a workshop will be offered with a limit of 20 participants. If needed an additional workshop will be offered in the fall.  Will inquire as to space for workshop, Atonement, Visual Arts, 4-H Building at Fairgrounds, Recreation Center.  It is a 3 day workshop.

Judy Niemeyer October Workshop is full, final payment is due.

Publicity – Jean Amundson, an article about the Portland Modern Art Guild will be published, need to have some photos.  Jennifer will get photos to Jean.

2018 Quilt Show – Jackie Stankey & Jean Amundson, reported a summary of the Quilt Show was made at the General Membership Guild meeting.  The wrap-up meeting will be held this afternoon at 1:15 p.m. at the Carriage House for review and comments.  An informational spread sheet is being made and will be distributed at a later date.

2019 Raffle Quilt – Jane Szabo & Cindy McEntee reported the quilt will be done this week and will be displayed at the Portland Quilt Show.  Jean Amundson was the winner of 18 tickets for having the winning quilt name “Heading Home”.

2019 Guild Retreat – Georgia Sabourin reported it is full with 1 person on the waiting list.  There will be “fun surprises” for everyone!

SABLE – no report

VQP – Ginger Dale reported there were 4 Quilts presented at the Quilt Show and there are 21 quilts ready for presentation.  Bayshore Sew Down for Veterans Quilts is scheduled for September 21st.

Rec Center Hangings – fall quilts and fall holidays will be hung next.

Nominating Committee – Diane Tillotson asked everyone to “talk up committees” and reminded everyone they need to sign up for committees, it is not assumed that chairs will continue.

Meeting was adjourned at 11:18 a.m.


  • Quilt Show Meeting today at 1:15 p.m. at Carriage House
  • August 23rd – Finishing School, 10 a.m. – 4 p.m. at Carriage House
  • September 6th – Community Quilters 10 a.m. – 2 p.m. at Ruth’s in Waldport
  • September 13th – General Membership Guild Meeting, Atonement Lutheran Church
  •        (5:30 p.m. Table Walk/6:00 p.m. General Meeting)
  • September 20th – Executive Board Meeting 10-11:30 a.m at Carriage House
  • Respectfully submitted by Marian Brown, OCQG Secretary