February 2019 OCQG Board Meeting

Oregon Coastal Quilters Guild Executive Board Meeting February 21, 2019

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The meeting was called to order by President Diane Tillotson at 10:05 a.m.  A quorum was present.

A motion was made  by Twy Hoch to approve the minutes of the Executive Board Meeting on January 2019.  The motion was seconded by Jackie Stankey and passed by a voice vote.

Treasurer’s Report was presented by Janet Sylvester and accepted as corrected.  Janet said that she likes the new system and that it is still a learning process.

Diane announced that the Grants Pass Quilt Show will be held May 10-11, 2019.

Old Business – None

New Business

Nan Scott reported that we use the Carriage House extensively for meeting space including monthly board meetings, quilt show meetings, finishing school and documentation (approximately 120 hours a year) and therefore made the following motion. Motion: I move that we establish an on-going annual budgeted donation of $700 payable to Lincoln County Historical Museum each January until such time as this action is cancelled or modified by a vote of the Executive Board.  Motion was seconded by Jean Amundson.  Discussion followed and then the motion was approved by a voice vote.

Nan Scott reported that when we purchased the accounting software, six months of telephone support and upgrades were included.  That support will expire in April.  We are early in this transition process and the treasurer is learning fast, but there is a lot to learn.  When our support expires, we will no longer have free telephone support to answer questions and resolve problems.  An updated version of the software comes out at least once a year as the software is made more efficient and updated to current fund accounting practices.  After our support expires, we will no longer receive those updates.  Because we did not budget for on-going support after the initial six months. Motion: I move that the treasurer be authorized to renew support of Church Windows Accounting Software for six months (until October 1, 2019) for a cost of $63.  Motion was seconded by Darcy de la Rosa.  Discussion followed and then the motion was approved by a voice vote. Further discussion will follow at a later date regarding the updates for the accounting program in the budget.

Retreat – Diane Tillotson brought up the donation gifts for the Retreat Committee and discussion followed.  Nan Scott, Jean Amundson and Marian Brown will bring a proposed policy regarding the monetary recognition for committee members to the next executive board meeting.

Committee Reports

Audit – Elizabeth Wood reported that the audit has been completed and a formal report will be presented at the next Executive Board Meeting.

Block of the Month – Meralee Wilson reported that the committee is working with a new plan this year.  There will be four technique classes offer throughout the year ½ hour before the General Meeting. The first class was held in February on paper piecing.

Communications – Melissa Hollenbeck received compliments from the board members on the addition of quilt pictures to the BLOGS.

Community Quilters – Sue Stephenson reported there have been 19 Quilts, 9 Oncology Bags, 25 Burp Cloths and 15 Toiletry Bags distributed.  Oncology bags and burp cloths are an ongoing need.  Patterns for both are available at the community quilters table.  Additionally, the pattern for the oncology bag is now available on the website.  There is also a need for more quilts in the 4X5 range for Head Start.  Please stop by the community quilters table and take home a quilt top kit to complete, or take home a quilt “bundle” to be quilted.  March guild meeting program is COMMUNITY QUILTERS – HOW YOUR PARTICIPATION HELPS OTHERS. Meeting is March 14th  at 1p.m.  We will have speakers from some of the agencies that receive the quilts to share the work that their organization does, demos and displays.  March workshop is Community Quilters.  Date is March 23 at Atonement beginning at 8 a.m.  There will be many activities to choose from.  We will have a quilt tying workshop, “Make a Top” workshop and others.  For all of you who have been saving those scraps for dog beds, Twy will be conducting a Dog/Cat Bed workshop, and you will be amazed at the quality of the finished product!  No need to sign up, but please mark your calendars and plan to attend this workshop.  There will be more information on the blog as we approach the date.  Pattern for the toiletry bag will be  on the website in the near future.

Publicity – Jean Amundson was thanked for the wonderful articles that have been in the paper.

Documentation – Twy Hoch reported that the next Documentation will be on March 23rd, it is full with 22 family quilts from Myrtle Point.  

Finishing School – Paulette Stenberg reminded everyone that finishing school  will be next week from 10 a.m. – 4 p.m. at the Carriage House.

Librarian – Pam Grindell asked if there was a list of the books on the cart.  There is an old list and she will be given a copy.  Library books can be cleaned out as needed and sold or given away during general meeting table walk.

Membership – Ruth Johnson reported there are 193 members.  There is a new directory update page with renewals and new members which will be available to the membership at the general meeting. New membership cards have been ordered.  Correction to phone number for Cindy Wenz – “8” needs to be added to home number.

Merchandising – Becky Mershon reported that merchandise items will be available on a table at the next general meeting.

Program/Workshop – Janet Desau reported the Barn Board Painting Workshop is scheduled for Friday, April 12-13 at the Visual Arts Center in Nye Beach,  max 20 people – Cost is $105/person ($55 for supplies, $35 for instructor and $15 room rental fee).  Membership requested chairs be added behind their table when set-up is done, Janet will talk with the Atonement secretary and make changes to the set-up diagram.

Publicity – Jean Amundson asked for information on the March General Meeting so she can send the information to the newspaper.  Sign-painting class information will go to the paper closer to the date of the workshop.

2020 Retreat  – Dates for the retreat will be posted once the dates for the Albany Quilt Show are published.

Veterans Project – Twy Hoch reported a date for a sewing party in Newport will be set.  There will be a presentation of 7-8 quilts at the Toledo Methodist Church during a Sunday Service, the date still needs to be determined.

Quilt Show – Darcy de la Rosa, Jean Amundson, Jackie Stankey reminded the group that there will be a Quilt Show Meeting today at 1:15 p.m. at the Carriage House.   The following committee chairs are still needed – Demonstrations, Hostess Coordinator, Large and Small Gyms Hanging/ Takedown Coordinators.

2019 Raffle Quilt – Jane Szabo said approximately $1,000 collected to date. Quilt is currently being displayed at Ruth’s Fabrics in Waldport and Ruth sold 137 tickets in one week!

2020 Raffle Quilt – Ann Flescher reported the blocks for the 2020 Raffle Quilt have been printed and the material will be shopped for.  The committee goal is to have the quilt ready for the Portland Expo in September.  There will be a sign-up at the general meeting for the quilt blocks.  Ann requested a space at a table during the general membership meeting for the 2020 Raffle Quilt. 


Twy Hoch announced that if anyone is interested in learning about the documentation process they can stop by and observe on March 23rd.  Helpers are needed and it’s a good committee to be a part of.


Documentation – February 23rd – 9:30a.m. – 3:30p.m. at the Carriage House

Finishing School – February 28th – 10a.m. – 4 p.m. at the Carriage House

Community Quilter’s – March 7th – 11a.m. – 3p.m. at Family Fabrics in Waldport

General Meeting – March 14th – 12:30p.m. Table Walk – 1p.m. General Membership Meeting at

Atonement Lutheran Church

Executive Board Meeting – March 21st – 10a.m. at the Carriage House

Quilt Show Meeting – March 21st – 1:15p.m. at the Carriage House

Meeting was adjourned at 11:30a.m.

Respectfully submitted by Marian Brown, OCQG Secretary