Quilting Guild of The Villages May 2011 Executive Board Minutes
The Board of The Quilting Guild of The Villages met May 17, 2011. The meeting was called to order by President Jeannette Flint at 3:00 pm.
The secretary's report was read.
Jackie Whitehead noted that her class was not mentioned in the Program Committee report last month. Jackie will be teaching beginning hand appliqué on July 28th. Those interested in the class should contact Jackie directly at 750-5946 or jackiew60@comcast.net.
Donna Kudner moved that the secretary's report be approved, seconded by Regina Wolf and carried.
Beth Bender gave the treasurer's report. There are 627 paid members.
Last month Beth was asked to research if there is a limit on the amount of funds that can be kept in the Guild treasury and individual chapter treasuries. She was also asked to check on any requirements from the IRS regarding donations to maintain our nonprofit status. Beth has consulted with our CPA and as long as we are meeting our not-for-profit purpose, there are no treasury restrictions or mandatory donation rules. It is acceptable for money to go through the treasury for member teachers. Keeping good records is the key. Regarding the 501 nonprofit status, because only residents of The Villages are eligible to be members of our Guild, we are considered a "closed society" and 501 (c)(4) is the appropriate designation.
The Program Committee report was given by Micki MacCumbee. The committee met yesterday and had a presentation by Stitching My Memories who will conduct a texture magic class in September as well as a trunk show. They are also willing to do chapter classes.
Micki reported she just received notice that Quilters Dream is having a sale for Villages quilters on 5/25. They will be giving 25% off 1 yard cuts of fabric.
The 50/50 table will be moved to the back of the room for more visibility at the upcoming Guild meetings.
The July meeting will be an ice cream social. Discussion took place regarding consolidating information on the history of our Guild. Marilyn Paluszak intends to work on this starting this summer and eventually our history will be on the website.
The August meeting topic will be getting a jump on Christmas. After suggestions and discussion, Joy Lynch moved that we invite Whippoorwill Station Quilt Shop to participate by showing the latest line of Christmas fabric. This was seconded by Lucie Verbois and carried.
Lucie Verbois suggested that all teachers provide their class information and list of supplies to the Program Committee who can feed this information to the Webmaster. In the event a participant loses the class information, it will be available online. Additionally, the member teachers need to let the Program Committee know how many students they have registered. The library facility has 10 tables and accommodates 20 students without additional setup. Jackie Whitehead asked the Program Committee to provide written guidelines to the member teachers so the teachers will know what is expected of them.
The Quilt Show committee reported they are making progress in getting the committees named and in September, the first formal group committee meetings will start. Material has been purchased for the drapes for the quilt forms and each chapter will have one drape to sew and personalize.
Bev Jahn expressed her concern that the board never discussed the fabric requirements for the charity quilt. Since the charity quilt committee has a budget for fabric, she did not think the chapters should be required to provide fabric for the charity quilt.
Alice Nicholas said the Seabreeze Chapter wanted to offer all members an opportunity to participate in the charity quilt and they developed the plan and timeline to involve everyone in fabric selection and sewing. Emails were sent prior to the charity quilt announcement at the April Guild meeting but apparently some did not receive the email. Alice was accepting any fabric donations today and she asked that each chapter advise her if they were going to participate as it was not mandatory if they did not want to donate fabric. The Seabreeze chapter was thanked for stepping up and accepting the responsibility for the charity quilt.
There was discussion on what the quilt show committees have brought forward to the Executive Board in the past. The quilt show chairs expressed their desire for their committees to be responsible for what they have been assigned as long as they are operating within their budget. Reports will be given at the monthly Board meetings.
To avoid misdirected emails, it was suggested using auto reply when sending important notes so the sender will be aware when the note is opened. Please add Ann Vogel (annvogel18@yahoo.com) as a contact for Piecemakers.
Webmaster Marilyn Paluszak noted that Chapter Presidents and the Executive Board officers are notified when something new is operational on the website.
The Bylaw committee distributed a draft of proposed changes to the Bylaws. The draft shows the former wording and the proposed new wording. Presidents are to share this information with their chapters and give feedback at the June Executive Board meeting. Any changes must be voted on by the membership. President Flint thanked the Bylaw Committee for their work on the proposed revisions.
Suzy Blanchard, Supervisor for Healthy Start, has requested baby quilts. Some chapters have committed to a one time donation of quilts to help this organization (352-569-2959 or cell: 352-812-1251)
Jeannette Flint announced the Quilt Trolley will be at the Hampton Inn on the second Tuesday and Wednesday of the month beginning in October. You can find more information at www.quilttrolley.com.
Joy Lynch, Membership Chairperson, announced that an updated quilt roster will be emailed once a month. This update will be sent one week before the Board meeting. Contact jklynch@thevillages.net if you have changes to the Guild roster or questions.
The meeting was adjourned at 4 pm.
Respectfully submitted,
Joyce McKee, Secretary
