Quilting Guild of The Villages June 17, 2014 Executive Board Meeting
The Executive Board of the Quilting Guild of The Villages met June 17th at Saddlebrook Recreation Center. The meeting was called to order at 3:05 p.m. by President Beth Bender.
President Bender welcomed all to the meeting. Roll call was held; Bradenton Chapter had no representation due to a Shop Hop.
The Secretary's report was accepted as published. The Treasurer's report was emailed to all participants.
Vice President Ruth Mazurski gave the Program Report. School supplies will be collected at the August and September Guild meetings to benefit the Stanton-Weirsdale Schools [PDF version of their "wish list" is on the Guild website].
Chapter Presidents were provided a suggested table setting for the July meeting (Ice Cream Social). One of the issues brought up through Long-Range Planning is the lack of opportunity for members to network with those in other chapters who participate in similar roles. Therefore, there will be tables for elected Chapter officers (Presidents, Vice Presidents, Secretaries and Treasurers) as well as other common goal-oriented positions like membership and other committee chairs. It is hoped that members will also 'mix it up' and share with those in other chapters.
Gyleen Fitzgerald will be the August guest quilt artist. She will conduct a full-day workshop on making the quilt of the century and a half-day from her book on Pineapple blocks.
Joy Lynch reported that the Long-Range Planning Committee expects to have a final discussion on the contents of the membership survey this coming Friday, June 20.
There are 952 Guild members.
There was no representative from Showcase 2015 but President Bender read a statement from Sharon Musch. The September meeting of the Showcase Steering Committee will meet at 8:30-8:45 a.m. at the Savannah Center, prior to the morning Guild Meeting that is planned for 9:30-11:30 a.m. Dale Angione will host a special trunk show that day.
UNFINISHED BUSINESS
Bylaws and Standing Rules. President Bender asked the board members to clarify several issues. First, the current Bylaws state that 75 members at a Guild meeting will make a quorum for a vote. With membership now at 950 members, 75 would seem to be too low. After much discussion the consensus was to propose a change in language to read that 10 percent of the membership must be in attendance at a Guild meeting in order for a vote to be taken regarding any change in the Guild's Bylaws.
Second, the current Bylaws call for a Nominating Committee to consist of two members from every Chapter, chaired by the President's appointment from the Executive Board. With 17 Chapters, that would create a Nominating Committee of 35 people. After a brief discussion, it was unanimously agreed that for practical purposes, the language should be changed to read "one member" of every chapter.
Third, the Executive Board previously approved adding a fifth elected officer for the Guild in the form of a Second Vice President. The original language split duties between such a Second Vice President to handle In-House Classes, leaving the First Vice President to deal with national teachers and workshops. The committee redrafted language about the terms of office and responsibilities to clarify roles and terms of office. Under the proposed plan, every November the Guild members would elect a Second Vice President to take office the following January. During the first year in office, that individual would create the calendar for Guild meetings for the following year, negotiating contracts with national quilt artists to lecture and teach workshops, and planning social activity-based meetings. At the end of that first year in office, that individual will automatically become the Guild's First Vice President and will spend the second year in office attending to the national quilt artists s/he has contracted with and generally supervising the Guild meetings planned the prior year. Additionally, the First Vice President (relieved from the job of negotiating contracts) will coordinate all In-House teachers and classes. To implement this system, the Guild President would appoint a person to be the new Second Vice President as soon as possible for a term to run through to the end of 2014. Ruth Mazurski would immediately become the First Vice President for the remainder of her term (ending December 31, 2014). On January 1, 2015, the appointed Second Vice President would move up to the position of First Vice President. The November 2014 election will be for two offices: Second Vice President and Secretary (to take office on January 1, 2015). Henceforth, in odd-numbered years, there will be elections each November for three offices: President, Second Vice President and Treasurer (to take office the following January 1st).
Budget Report. The proposed Budget was tabled again after another brief discussion about the list of Projected Expenses based solely on Cash on Hand; not including Projected Income.
Historian. No Chapter has a member willing to take on this scrapbooking effort.
Pam Henry Meeting (Recreation Department). Pam Henry was receptive and appreciative of all the work that Joy Lynch, chair of the Long-Range Planning Committee, put into a presentation on behalf of the 952 quilters in our Guild (indeed, for all other Villages fiber artists, too) for a suitable location for workshops, classes and committee/working meetings. We need a space with ample room to store supplies and enough electrical outlets to function when a group gathers for workshops in addition to our Chapter meeting rooms.
NEW BUSINESS
Guild Retreat. President Bender noted the recent passing of Carolyn Heald. Each year she single-handedly put together a 'Guild Retreat' that was attended by members from several Chapters. Barbara Morse has volunteered to contact Carolyn's family to discover whether the down payment has been made and what plans have been set with the venue.
Sign-In Books at Guild Meetings. Ruth Mazurski mentioned that some Chapters have commented on how heavy the "Host Chapter Duty Box" has become now that individual binders are required for each Chapter. This system was introduced to help Chapter Presidents know who among their members were attending (or not) and how many of their members are attending Guild meetings. The consensus was that Chapter Presidents are not using the books so the Program Committee will return to the prior system of general sign-ins.
The meeting was adjourned at 4:30 p.m.
Respectfully submitted,
Marilyn Paluszak, Standing in for Guild Secretary Heather Farnell
