Quilting Guild of The Villages May 20, 2014 Executive Board Meeting
The Executive Board of The Quilting Guild of The Villages met May 20th at Saddlebrook Recreation Center. The meeting was called to order at 3:00 p.m. by President Beth Bender.
President Bender conducted roll call of all chapters.
The Secretary's report for April was accepted as published. The Treasurer's report was emailed to all chapter presidents to share with their chapters.
Ruth Mazurski, VP/Program Chair, apologized for having to postpone Show and Tell at the last guild meeting due to time constraints. She welcomed comments on how to better utilize the limited time we have reserved and still get the benefit of the program speaker. Ruth asked all chapter presidents to be sure they have the right chapter rep on the program committee as all members are not participating equally. Ruth announced that the program reps will soon be able to view the calendar listing all future programs that have been contracted. Ruth is still looking for someone to record the minutes of the program committee meetings.
Joy Lynch reported on Membership and Long Range Planning. The Guild now has 949 members. Patt Reed, a former communications professional, presented a Media Guidelines Document which outlines the process to get more public visibility for the guild. A worksheet was provided to aid in developing news articles. Patt also created a 'bookmark' to hand out to visitors and guests.
Sharon Musch reported on Showcase 2015. The guidelines for Silent Auction items are on the website. Some chapters have already completed items that are not within the guideline criteria and Sharon will bring this issue to the attention of the committee.
The Proposed Bylaws and Policies and Procedures (formerly Standing Rules) were presented for comment. There were a number of suggestions for changes. Beth Bender will make the suggested changes and resend the document to all board members who should have their chapters review the by-laws prior to voting by the membership.
Chapter Presidents were again reminded that each chapter must provide a list of charity donations to the Treasurer each year. We have attempted to compile a list for 2013 but it is still incomplete. The chapters should keep track of what was donated (quilts, pillowcases, money, etc.) the name and address of the organization and the contact person for the organization receiving the donation. At year end, this information should be sent to the Webmaster as well as the Guild Treasurer.
Beth had a partial list of the Basket winners from the January Marketplace.
After review of communications concerning the Silent Auction for the 2015 Showcase, President Bender recommended we continue the past practice of donating proceeds from the Silent Auction to the same organization(s) that receive the proceeds from the Charity quilt. This can be changed for future shows after 2015. A vote was taken and passed. It was noted the Chinese Auction proceeds go back to the guild, not to charity.
A proposed Expense Sheet for 2014 was presented covering April 1, 2014 to March 31, 2015. An official budget for this period cannot be passed until new Bylaws are adopted allowing for a one-year budget.
Chris Phillips accepted two more quilts for Hospice: a butterfly quilt from Friendship Star and a patriotic quilt from the B's.
Beth read a note from the ALS foundation thanking the Guild for the donation from Marketplace 2014.
Respectfully submitted,
Joyce McKee, Acting Secretary
