Executive Board Minutes

The Executive Board of The Quilting Guild of The Villages met May 18, 2010.
 
President Flint called the meeting to order at 3 pm.
 
Secretary's minutes of April 20,2010 were read and approved with a minor correction.
 
President Flint summarized the Treasurers report in the absence of Beth Bender and reported we have 610 members.
 
Vice President Carolynn Heald reported on her meeting with  Program Committee.  She said they will do only four demos this year in October.  She has sent a contract to David Taylor for 2011 meeting and class on Pointless Applique.  Our September 7 2010 meeting will be a trunk show by Joyce Brace.  The June picnic was discussed and it was decided to cancel it. 
 
There was discussion of the motion made on April 20, 2010 regarding closing classes of less than ten participants.  Since some classes have more than ten, the Board members felt the difference in money would be made up.  Board members felt cancelling or not cancelling should be at the discretion of the teacher.  This was unanimously agreed on by a quorum of Board Members.
 
Doreen Hunter of The Quilt Show committee reported things still continue to run smoothly.  The Quilt Show budget was presented, discussed, and agreed on.  Lucie Verbois moved we accept the budget as changed.  Jo DeCandia seconded.  Passed.
 
Old Business:  President Flint proposed two changes on Standing Rules.  Under Program Committee, number 5:  Hostess does not have to pay for class; may take the class if time allows.  Under Teaching:  Our members will be allowed to teach in their own chapter and other chapters as well as in a pre designated location.  Lucie Verbois moved we accept the changes as presented.  Betty Heninger seconded.  Motion passed.
 
President Flint asked if anyone had changes in mind for the Workshop/Lecture Contract.  She recommended in the fourth paragraph, we state  The Guild requires a color facsimile of the project to be taught.
 
New Business:  President Flint recently talked with the pastor of Oxford United Methodist Church.  When classes are finished he would like the tables returned to their exact location on the floor as per the tape locations on the floor.  Chairs returned under the tables.
 
Marilyn Crosby thanked us on behalf of her husband for the gift certificates we sent him.
 
Joy Lynch announced she has tubes for raising table height.  She also has caps for those tubes to protect the floor from scratches.  If any chapters would like leg extensions or caps, contact her ASAP.
 
A Guild wide Shop Hop was discussed for this summer.  More information will be emailed and/or available through chapter presidents.
 
President Flint reminded us there will be no meetings (Guild or Board) in June, July, or August.
 
Meeting adjourned at 4 pm.  Respectfully submitted, Judith Ozbun, Secretary.

March 16 Board Minutes

Executive Board Meeting for The Quilting Guild of The Villages met March 16, 2010.
Meeting called to orer by President Jeanette Flint at 3 pm.
Secretary's Minutes for February 16 Executive Boad and February 23 Special Executive Board Meetings were read and approved.
Treasurer Beth Bender gave a complete report.   We now have 579 paid members.
Vice President Christi Aerni talked about the new packets for Classes at United Methodist Church.  Packets containing ticket/receipts, description of class and supply lists were given to all chapter presidents.  First class is April 6, given by Doreen Hunter.  Second class on May 4 will be given by Mary Shara on machine applique.  Per V.P. Aerni, money left after paying teacher and church will go into the Program Committee budget.  She wants all potential teachers to prepare a colored sample picture and supply list of the class they will teach.  The June class will be a four week class on aspects of beginning quilting taught by Beth Bender.
Vice President Aerni announced the upcoming Guild meetings as follows:  April 6, Diane McClure will do a trunk show/lecture; May 4, Linda Cantrell will do a lecture.  Program Committee is working on getting Nancy Chong for November 2 Guild Meeting and class.
Penney Shabel Moved we use church classroom instead of going through the Life Long Learning College for national teachers.  Karen Leonard seconded.  Motion passed.
Quilt Show Report.  Kathy Howe reported things were going well for the Show.  She still needs a person to "shadow" her.  Committee is receiving nice items for silent auction.  The Boutique List was distributed to all chapters recently.
Beth Bender gave packets of Raffle Tickets to all chapter Presidents today.
Old Business.  President Flint clarified room usage with John Rohan.  Rohan said The Villages has no problem with programs at night if they are scheduled in our regular meeting room.  He also stated we are allowed to swap rooms four times a year, except November and December.
Lucy Verbois moved we add to our Standing Rules that teachers can be paid if we have them in our regular meeting room and it is in our By-Laws and they have signed our contract.  Seconded.  Motion Passed.
Teachers living within a 50-mile raduis of The Villages can be brought in and paid if someone gets them a temporary guest pass.
New Business.  Beth Bender, Treasurer, stated when members change from one chapter to another, they do not have to pay dues again in the same year.  Beth reported our accounting service said there should be no problem giving grant money to new chapters.  Paula Mooney moved we give new chapters the grant money in their beginning.  Lucy Verbois seconded.  Motion passed.
President Flint would like a membership list from each chapter as soon as possible.  She asked if members would like the Christmas Party to be "finger foods" again or another format such as a catered meal.  Please discuss and bring ideas to next Board Meeting, April 20.
Meeting adjourned at 4:05 pm.
Respectfully Submitted.   Judith Ozbun, Secretary.

Special Board Meeting
A special Executive Board Meeting was called by President Flint for February 23, at 1 pm. Executive Board met in conjunction with Program Committee to address new Speaker/Workshop guidelines issued by The Villages. Vice President Aerni and President Flint have looked at meeting sites out of The Villages. The Oxford United Methodist Church at CR301 and CR466 has a room we could use for classes. It is available Tuesdays, seats 30 people, cost is $50 per six-hour day.
Joy Lynch made a motion we leave the nationally known speakers as scheduled through the Lifelong Learning College. Seconded by Eileen Kelly. Motion carried.
Joy Lynch recommended The Guild pay for shuttle services for the speakers flying into and out of Orlando Airport.
VP Christi Aerni recommended the Program Committee get a sample of all subjects to be taught and list of spplies for members to preview before registration.
Bev Jahn moved we try using the church meeting room for six months to see how it works. Joy Lynch seconded. Motion carried.
After discussion of how to fill classes, Joe Comer moved we do class registration on a "first come, first served" basis. If classes don't fill, go to a "three people per chapter" basis. Doreen Hunter seconded. Motion carried.
Vice President Aerni is looking for some teachers to do classes.
Meeting adjourned at 1:35pm
Respectfully submitted, J. Ozbun, Secretary.

The Executive Board of The Quilting Guild of The Villages met February 16, 2010
Meeting called to order by President Jeanette Flint at 3 pm.
New Business was first, to accommodate Pam Henry of The Villages Recreation District. She explained the new rules and regulations regarding payint for speakers. The rules and lengthy and complicated, contact Ms. Henry for information.
Secreatry's minutes were not read, they are on the web site.
Treasurer Beth Bender gave a complete report. We now have 552 members.
President Flint met with The Villages Seabreeze Rec. Center about getting another meeting room to start another quild chapter. It is pending. Joy Lynch mentioned we needed another evening chapter.
Vice President Christi Aerni had no report.
President Flint mentioned Nancy Chong will be in Tampa in Mid-November. Do we want to try to get her to speak in our guild? No decision was made.
President Flint mentioned an error in January minutes. Another motion was made stating the hostess gets her class fee paid by Guild. Seconded by Marilyn Crosby, and carried.
Quilt Show Chair Kathy Howe stated we need to vote on charities to receive monies from Quilt Show auction. This will be voted on by Guild members at a Guild meeting.
President Flint stated the question of serving refreshments at monthly Guild meetings will be decided at a Guild meeting.
Lucy Verbois moved we amend the motion made in January regarding having no meetings in July and August; TO, have no meetings June and July. Seconded. Did not pass. There was discussion of having Brenda Grampsass do a trunk show one of those months. Tabled until we get more information.
President Flint needs two people to do an audit of Treasurer's records. Marilyn Crosby moved we hire a CPA to do it. Nancy Myers seconded. Carried.
Discussion of people who attend meetings without paying dues and/or going to more than one chapter. Joy Lynch moved we add to Standing Rules that people can be a member of only one chapter and go to one meeting/chapter. Jo DeCandia seconded. Motion carried.
Meeting adjourned at 3:55 pm.
Respectfully Submitted, Judith Ozbun, Secretary.

The Executive Board of The Quilt Guild of The Villages met January 19, 2010.  Meeting called to order by President Jeanette Flint at 3 pm.
Each Board member introduced themselves.
There were no Secretaries minutes read.
Treasurer Beth Bender gave a complete report.  Tonia Brock moved we accept the report, motion seconded and passed.
Vice President Christi Aerni had a variety of questions for the Board.
Would we like a fashion show at a future Guild meeting?  Board voted NO.  Should we pay our hostess who works with speakers a fee for lunch, etc?  Board voted YES.  How can we get more people to attend speaker classes?  Credit Card for V.P. expenses was mentioned again.  Treasurer Bender has a card she uses for Guild Business and will continue to do so.
A motion was made by Jacki Whitehead to have no scheduled Guild meetings in July and August.  Bev Jahn seconded, motion passed.
Quilt Show Report. 
 Co-chair Kathy Howe gave each chapter a list of Show categories.  She announced members could enter two quilts and one Challenge Quilt in the Show.  The committee needs to have two people shadow the Co-chairs the rest of the year to learn about the Show.  She stated a permit is needed to print tickets.  They are getting bids on tickets now.  Sewing machines will be allowed in vendor booths for display only. 
Old Business.  Member Survey results were discussed led by President Flint.  Item 5, a majority wanted an afternoon Guild meeting.  That will not happen for over a year because the speaker contracts are already signed for evening meetings.
New Business.  President Flint announced chapters could now apply for 2010 Education Grants in the amount of $250.  She asked if Board wanted to renew the Sunshine State Quilters Association membership of $22 annually.  Board members approved.  There are a few seats on the February 19 trip to Sewing Expo in Tampa.  Call Laura Tomich at 352-259-1200.  Also, call her (Laura) if interested in the Suwanee Quilt & Craft Show bus trip to Trenton FL on March 13.  A person is needed to see that our announcement of upcoming Guild meetings gets into the newspaper.  Joann's Fabric will once again give a 10% discount if you show your membership card at time of purchase.  Sew Cherished owner would like to join as a member at large; Board members said she would have to join a chapter.
Meeting adjourned at 4:30 pm.