Archive Board Meeting Minutes

WQG Board Meeting October 2021
WQG Board Meeting September 2021
WQG Board Meeting August 2021
WQG Board Meeting July 2021
WQG Board Meeting June 2021
WQG Board Meeting May 2021
WQG Board Meeting April 2021
WQG Board Meeting March 2021
WQG Board Meeting February 2021
WQG Board Meeting January 2021

WQG Board Meeting June 2021
Meeting Minutes
June 7, 2021

Present: Present: JudyQ Block, Susan Greathouse, Heidi Nesheim, Penni Eagan, Connie Gaebel, Chase Lawrence, Sharon Kennedy, Joyce Greenfield, Marianne Greenley, Cheryl Kraft, Karen Newton, Joan Courtney, Sue Nichols, Robbie Berg

The meeting opened by President JudyQ Block at 1:05 pm

This meeting was held through Zoom Video

President

Judy welcomed the new slate of officers, it is good for them to see what happens during a board meeting.

Quilt Show

Heidi Nesheim reported, due to personal issues she will be stepping down as the Quilt Show chair, however she will remain as a co-chair and continue to work on the facility location. Over the past 16 months Heidi has worked to find a facility for the 2022 quilt show. Heidi presented the option of the Hidden Creek Community Center. This new facility offers a large open space for the main show, foyer, patio and kitchen. Heidi is still working to get information regarding a classroom. The rented areas will be closed, with a temporary wall, from others using the center. There will be a separate entrance for show attendees. The approximate fee is $8,050. There will be a $50 refundable deposit required to secure the dates, October 1st and 2nd 2022, with set up on September 30th. There was a motion and second, it was approved to pay the deposit. Heidi will complete the reservation as soon as the center has the forms available later this month. There will need to be a new Quilt Show Chair. 

Vice President Education

Susan Greathouse contacted Siegel Foundation regarding an extension on their education grant due to no in-person classes in the schools. The request was granted, there is approx. $1700 remaining in the grant. Susan hopes there will be opportunities in the fall to go back to the schools. Susan will continue to lead this subcommittee. 

Vice President Charity

Judy received an email from Marilyn Alexander who was unavailable today. Jean Lasswell received a request from Kaiser Hospice for charity quilts. The charity committee stated there are a lot of quilts in storage for donations. There was discussion regarding changing charities and whether to do a one-time donation to Kaiser or delete Tuality Hospital and make ongoing donations to Kaiser. Cheryl Kraft will meet with the charity committee and discuss options. It was decided to make a one-time donation to Kaiser at this time and re-evaluate the future charities and their needs.  

Secretary

There was a motion, second and approval of the May minutes. 

Treasurer

Penni Eagan emailed reports to board. Penni took the old computer to Best Buy and had its memory erased, it is now available for Zoom meetings.  The Committee budgets need to get to Penni as soon as possible. Penni asked if the budget needed to be voted on, Judy stated there is nothing in By-Laws, Standing Rules or Policies that require it to be voted to approve. Penni shared the budget is adjusted as much as possible due to all the Covid related events that were not held. She is making the budget for January 2022 to June 2022. 

Program

The guild’s old computer will be used for Zooming the sewing days, Heidi will keep it unless it is needed elsewhere. At the May meeting Connie Gaebel requested a rotation to help Heidi run the Zoom Sewing Saturdays and Weekends. Heidi reported that no one has volunteered. There was a discussion as to what is involved having Zoom during Sewing Saturdays/Weekends.

Connie reported that due to multiple schedule changes at the Senior Center, Sewing Saturdays and Weekends will move to the second Saturday/weekend. She hopes this will eliminate a lot of schedule shuffling. August will be on the third Saturday with the new changes beginning in June. 

Sue Hauser will continue scheduling guest speakers until further notice of when we will return to in-  person meetings. Robbie Berg is doing a “test retreat” on June 23 in Canon Beach. She wants to determine if 25 attendees will work for the October retreat. There are still four opening for this trial retreat.  

Membership

Chase Lawrence reported that we have 192 members. The Featured Business member for June will be Jan’s Quilts. 

Chase is working with Judy updating the directory issues on the website. There will be a section on the registration form stating permission to use personal photos. Marianne Greenly suggested to only track those who do not want their photo posted. 

Ways & Means

No report

Quilt Barn Trail

As submitted by Jane Foust

QBT activities continue to be sluggish due to Corona Virus restrictions but there have been some activities this month.  I continue to respond to general public questions concerning our trail as they are submitted.  The Washington County Visitors Association has reprinted our official QBT map as supplies were nearing depletion.  See a front picture of the new map below.  The cover has changed and some updates made in blocks included – example:  the Blooming Hill Vineyard & Winery block that burned has been removed.  These maps are distributed by the Visitors Association by mail/ phone requests and in regular tourist stops throughout the county.  I also distribute through local county libraries, at presentations and a few local businesses.  

                Before the pandemic restrictions were in place, the QBT was requested to provide a presentation and organize a “car tour” for the local adult Girl Scouts organization.  I provided an article about the QBT in their organization’s newsletter.  But the tour was scheduled and cancelled more than once due to Covid.  In May, I was contacted again to reschedule the guided tour to October 2021 in hopes that Covid restrictions will allow the tour in the fall.  

                I continue to have conference calls every two months with Julie Hurliman of Tillamook Visitors Association.  She is currently coordinator of Tillamook’s QBT.  We share ideas, exchange forms and do some joint planning as allowed.  These calls have been very beneficial.

Newsletter

Deadline Friday

Technology

Joyce Greenfield shared the new email service through the website will help to eliminate member’s emails going into their spam. 

New Business

Judy reported the July 6th Board Meeting will be in person at Rood Bridge Park at 1:00 pm. 

Judy plans on a Website dedicated launch within two weeks. Judy will continue to manage items on the website until there is a “webmaster” from within the membership. The blog and cloud storage are paid through September and October, they will be continued to be used. 

Connie will form a committee to review By-laws, Standing Rules and Policies.

Old Business

None

The meeting was adjourned at 2:17 pm

Respectfully submitted, 

Heidi Nesheim, Secretary

WQG Board Meeting May 2021
Meeting Minutes 
May 3, 2021

Present: JudyQ Block, Susan Greathouse, Heidi Nesheim, Penni Eagan, Connie Gaebel, Chase Lawrence, Sharon Kennedy, Joyce Greenfield, Marianne Greenley, Cheryl Kraft, Karen Newton, Joan Courtney, Sue Nichols, Robbie Berg

The meeting opened by President Judy Block at 6:00 pm

This meeting was held through Zoom Video

President

Judy welcomed everyone, old board and the nominated new board, thank you for coming and all that you do. Judy introduced the new board members. Voting will be administered as a poll. Judy mentioned that the new board should review the by-laws and make changes to keep them current. 

Vice President Education

Judy asked Susan if the BOM went smoother this month. Susan reported the only “glitch” was, Deborah did not complete a sample. Susan is working with Penni to confirm what funds are still available in the grant. 

Vice President Charity

No report

Secretary

The minutes for April received a motion, second and approval.

Treasurer

Penni emailed the Profit/Loss and Treasurer’s Report to board members. The new laptop was purchased and is in use, with Office 365, Quick Books, mouse and a protective case. The McAfee subscription is still valid and expires in November. The total cost, including tech support from the Geek Squad, was $1375.96. Penni needs budgets from all committees by May 15th in order to provide the 2021/2022 budget at the June board meeting. 

Programs

Sue Hauser has Zoom speakers through July. She is going to check out some Zoom workshops. The Beach retreat is a go for October. There will be more information to come on the retreat. The Oregon Gardens retreat had 26 attendees; everyone had their own 8 ft table. The virtual retreat was attended by 7-8 members. There was some lower costs and Connie will be working with Penni to refund to attendees. Connie will be stepping down as the Program Chairperson and Robbie Berg will be on the ballot to take her place.  

Membership

Chase reported we have 191 members. JudyQ was chosen for the featured business in May. Chase mentioned that the website is very nice but some of the membership forms need to be streamlined. She also wanted to make it clear to members; current member renewals are $48, no matter when you renew, only new members have a prorated fee schedule. There will be no photos of members on the website without prior authorization. 

Ways & Means

No report

Quilt Barn Trail

No report

Newsletter

The deadline is Friday. There will two new columns; Robbie will present questions regarding Featherweight machines and Julie Mason will have tricks and tips regarding quilting and piecing.  

Technology

Joyce has received several calls, emails or texts with the same question, will we be having Zoom meetings in conjunction with in person meetings. The consensus is that we should continue Zoom once we start meetings in person. There are many considerations/discussions before a full decision is made; such as cost, equipment, committee to run the video portion, entire meeting or just speaker, church internet speed and more. 

New Business

Judy suggested that we keep the general meetings as brief as possible, less business and more fun. The goal is to make the members happy to be a part of the guild. Some items we had in person do not necessarily translate well in Zoom meetings. There was a discussion that the majority of guild business should be handled at board meetings and only significant items or voting issues should happen at the general meetings.  Judy will send out the agenda to board members on the Sunday before the meetings, if a board member has something they need to bring up at the general meeting they will be added to the agenda. 

Annual reports are due to Judy in June, please include names of those on your committees or what they did this fiscal year. The June board meeting will be at 1:00 pm. 

Old Business

The website is moving forward, content is what is needed. All existing members will receive a password, as new members join, they will be issued a password through membership. Judy has set up email addresses for President, VP Education, VP Charity, Treasurer, Secretary and Membership, which reached our gmail limit. Judy is working to get the rest of the board, technology and newsletter added. An example of the email address; wqgsecretary@gmail.com

The newsletter will appear on the website in May. There was discussion on changes to the website to be easily accessed such as under “Resources” there might be tips and tricks for quilting. Help is needed to add more contact, Judy would the site to be up and running by the end of the month. 

The July board meeting will be Tuesday July 6th due to the 4th observed on the 5th. Starting time  at 1:00 pm.

The meeting was adjourned at 7:00 pm

Respectfully submitted, 

Heidi Nesheim, Secretary


WQG Board Meeting April 2021
Meeting Minutes
April 5, 2021

Present: JudyQ Block, Marilyn Alexander, Susan Greathouse, Heidi Nesheim, Penni Eagan, Connie Gaebel, Chase Lawrence, Sharon Kennedy, Joyce Greenfield, Jean Lasswell

The meeting opened by President Judy Block at 6:03 pm

This meeting was held through Zoom Video

President

No report

Vice President Education

Susan reported that there have been some issues with the Block of the Month (BOM). The main issue stems from members sending their information to Deborah and it has not gotten to her, some of them have gone into her spam folder. This has kept members from being entered into the drawing for the blocks. Susan related that this should only be a temporary issue and will be easier once we are back to in person meetings. Susan will contact Deborah and determine if it will be better to text or email the information to Deborah regarding the completion of a BOM. There was discussion regarding if items should be cc’d to advisors. Judy stated that once the website is fully functional all items will go through the specific Board Member Advisor, as it will be difficult to have emails listed for all the subcommittee members/chairs on the website. The exceptions to this will be Technology and Newsletter since they attend the board meetings. A streamlined approach of getting information to committees needs to be determined rather than going to several different people. The advisors should see more of what emails are being sent to the committees. A consideration needs to be made having “back up” for some of the advisors. 

Jean Laswell, guest

Jean presented an idea she has been working on with Clara Mashek. They would like to start a guild history section at the beginning of each general meeting. One or the other will give a brief presentation such as; how the guild was started, how we got our name and so on. This could also include those who were involved in the startup of the charity group and the Quilt Barn Trail. Jean will create a timeline and share her information with Sharon for the newsletter. The board agreed this would be a nice addition to the general meetings. 

Vice President Charity

Marilyn has not heard any updates from the group. Marilyn inquired if anyone on the board has contacted the church to see when it will be open. Nancy Stober would like to start working on getting the parking lot sale moving forward. Judy stated the church is opening in phases and is unaware what phase the guild will be a part of. Marilyn will contact the church regarding the use of the parking lot for Nancy. 

Secretary

The March board meeting minutes received a motion, second and approval.

Treasurer

Penni sent the treasurer’s report and Profit and Loss report to all board members via emails. 

Penni reported the guild’s laptop and QuickBooks is outdated, and was purchased in 2016. Penni did research on possible purchasing options to replace the laptop and update some of the operating systems. Best Buy had the best deal for approximately $1400. This laptop would have updated QuickBooks, security systems and enough gigabytes for the guild’s purposes. Penni stated a purchase should be made as soon as possible. It was discussed to have another person involved in the purchasing process and to include the nominated treasurer. There was a motion to purchase a new laptop, security protection and software not to exceed $1500.00. 

Penni needs committee chairs to submit their 2021/2022 budgets by end of April. Judy stated annual reports need to be sent to her. 

Program

Connie reported the speakers are scheduled through June and asked if we will still be doing Zoom meetings beyond June. Judy stated we should assume there will be Zoom meetings in July and August. Judy said that once we are back to in person meetings, we might be having speakers via video. Connie requested changing board meetings from evenings to afternoons or late mornings. She suggested a trial afternoon meeting and if this doesn’t work for future boards it can be moved back to the evenings. The board decided to try an afternoon meeting, starting at 2:00 pm for May and June. (note: after Connie left the meeting Susan Greathouse raised concern that she changed travel plans to attend the evening meeting in May, the decision was made to move the trial afternoon meeting to June). 

Connie brought up a concern about a current policy. The policy states, “During the time they are in office or chairing, the Program/Workshop Officer and Retreat Chair may, at their option, decide to attend the workshop or retreat without charge or with a partial charge. Should there be co-chairs, they may attend with up to half of the cost of the workshop or retreat without charge. The policy recognizes the extra work involved in setting up and organizing these events, but these persons may also opt to pay for the events in question.” Connie stated that everyone who works for the good of the guild work hard and no compensation is expected. The cost of allowing a chair or co-chair to attend the retreats or workshop will have to either come out of the guild’s budget or an increase in attendance fees. Connie would like to have this policy removed, it has never been used and was last revised on February 5, 2013. A motion was made, second and approved to remove this policy. 

There will be a limited in person Sewing Saturday in April, COVID policies will be in place. 

Membership

Chase reported there are 187 members. Chased asked if there will be a way to integrate membership additions/changes/deletions without submitting a PDF to Judy for website updates. Judy will look into this. Business member, Paulina Brie Kriebel has requested to be the featured business in May. It was agreed to have Brie Kribel Clothing in May. 

Ways & Means

No report

Quilt Barn Trail

No report

Newsletter

Sharon stated that due to the retreat the deadline will be Wednesday this month. 

Technology

Joyce reported they are working on the website and email blasts should be reduced once the website is complete. 

New Business

The nominating committee has called every member in the directory with the following nominated board members:

Cheryl Kraft: VP Charity

Sherry Smith: VP Education

Karen Newton: Secretary

Joan Courtney: Treasurer

Judy Block: Ways and Means, if no one else steps up.

No one has stepped to be the President; the committee will keep working. 

The board slate will be announced in May, elections in June and installation at the July Board meeting. 

Old Business

Judy reported they have made some advancements on the website; it is sparse since not much content as of yet. Swipe Simple is being used for bank deposits and is up and working, including a tab for donations. The website is user friendly and is ready for annual registration renewals. Changes have been made to remove private information from public sites. Board member emails will be their name “at” westsidequiltersguild.com.  All sub committees will be referred to the board committee advisors. Archived information, such as the newsletter will have private information removed. The items containing private information will be accessed through the “Members Only” tab. Judy will research the cost of having individual login names and passwords. One individual will be in charge of issuing new passwords to new members. Judy will send a spreadsheet to board members for review and take suggestions as to what needs to be added or removed. The website is westsidequiltersguild.com. Although it was placed in the bylaws to charge a fee for using a credit card, at this point the guild will absorb the service fee costs as a function of doing business and will revisit if the cost becomes prohibitive. 

The meeting was adjourned at 8:04 pm

Respectfully submitted, 

Heidi Nesheim, Secretary

WQG Board Meeting March 2021
Meeting Minutes
March 1, 2021

Present: JudyQ Block, Marilyn Alexander, Susan Greathouse, Heidi Nesheim, Penni Eagan, Connie Gaebel, Chase Lawrence, Sharon Kennedy, Joyce Greenfield.

The meeting opened by President Judy Block at 6:04 pm

This meeting was held through Zoom Video

President

Judy asked if the new General Meeting format was better and if the board wanted to continue with the same format. All agreed to keep the new format and limit the guest speakers to one hour.  Karen Collier and Sue Nichols have been reaching out for possible board member replacements in the upcoming election. Cheryl Kraft will be on the ballot for Vice President, Charity. There was discussion about having some positions be one year instead of two, this will get the transition to a smaller group. This year all but two board positions will be vacating. 

Vice President Education

Susan will ask the for an extension on the Hillsboro education grant for another year since there has been no in person instruction. 

Vice President Charity

Penni has received approx. $120 from the fabric sales. There was discussion regarding an outdoor sale when the weather is warmer. Marilyn will contact Nancy Stober and ask her to present her idea at the next board meeting. 

Secretary

There was a motion, second and approval of February board meeting minutes.

Treasurer

Penni emailed the treasurer’s report along with the profit and loss report to all board members. There was a discussion of having the “swipe” credit card option and a PayPal option for guild member purchases. The PayPal fees would be less than the credit card. The decision was made to add a PayPal option. Penni confirmed the bank routing number is available to use on the website. 

Program

There was a discussion as to if charity show and tell should be separate from regular show and tell, the way it happens during in person meeting. The decision was to keep the charity quilts as part of the regular show and tell and ask members to indicate which quilts are for charity. The Oregon Gardens Retreat is still a go. Oregon Gardens is honoring our contract. March program is the UFO reveal. 

Sewing Saturday in April may be back to a limited in person at the Senior Center, depending on state restrictions. Judy has invited Connie and Sue Hauser to a virtual “Meet the speakers” program sponsored by Southern California Council of Quilt Guilds. There will be a survey sent out to members for any input on potential speakers. Sue works hard and spends lots of hours getting our speakers. April speaker: Lori DeJarnatt. May: Lori Dickman. June: Cheryl Malkowski.

Membership

There are 187 members. Chase presented and idea of having the members “unmute” after our guest speakers and clap. This was highly accepted and will be implemented at the next general meeting.

The featured business for April will be Jan’s Quilts. 

Ways & Means

No Report

Quilt Barn Trail

No report

Newsletter

Sharon reminded everyone that the deadline is Friday.

Technology

Joyce is still having technical issues launching polls due to “other device is logged in”. Those who run Zoom meetings are not logging out. Heidi will contact Marta Lansing to see if she logged out after taking over the Zoom call on Sewing Weekend’s Saturday. 

New Business

It was discussed that many of the positions need to have a back-up person. For example, if Jayne is unable to build the Show and Tell for a meeting, who will step up to complete that task. 

Old Business

The exempt status letter for Bottle Drop is still in process. It is Judy’s main goal to get the website up and running as soon as possible. There was discussion to have the board member’s emails be more generic and not their personal emails, such as WQGSecretary@…..  Steven Block will set up the routing numbers, PayPal, and password protections on the website this week. There needs to be a checklist of who will be responsible for posting current updates, such as minutes, calendar, programs, etc. At next month’s board meeting the board members should be prepared to present their technology responsibilities for the website. There will also be a website teaching session in the future. 

The meeting was adjourned at 7:19 pm

Respectfully submitted, 

Heidi Nesheim, Secretary

WQG Board Meeting February 2021
Meeting Minutes
February 1, 2021

Present: Marilyn Alexander, Susan Greathouse, Heidi Nesheim, Penni Eagan, Connie Gaebel, Chase Lawrence, Sharon Kennedy, Joyce Greenfield

The meeting opened by Vice President Susan Greathouse at 6:03 pm

This meeting was held through Zoom Video

Nancy Stober

Nancy explained her thoughts on what to do with the large amount of donated fabric, which she has moved to the outside storage unit. There are 20 labeled boxes. She would like to try advertising some of the fabric in the newsletter to see what kind of response there is. It was suggested by others to list on eBay, Facebook or an online auction. Nancy stated she did not want to be in charge of such an endeavor. There was concern that raising money outside of guild members would compromise our Non-Profit status. Nancy stated she had previous conversation with IRS in Salem and was told we do not make enough to be a flag to the IRS especially since that the money will go back into the guild expenses and charitable donations. The price for the fabric would be $3.00 per yard. Nancy would handle the distribution or anyone who would like to meet her at the storage unit and look through the boxes. There was a discussion about what to do if more than one person wants the same fabric. Nancy will handle as a first come first served basis. There is hope that in nicer weather, spring/summer, we could have an outside sale of this fabric. After the discussion it was decided to try the newsletter first to see how it goes. 

President

Judy was unavailable, Susan stepped in tonight. Clara Mashek advised there might be a project for a COVID signature quilt, she wanted the board/guild to be aware this is a possibility and may be asked to submit something from the guild. More information may be forthcoming in the spring. Susan advised there is a Nominating Committee consisting of Sue Nichols, Cheryl Kraft and Karen Collier. Sue Nichols and Cheryl have stepped up to share the duties of Vice President, Education and will be on the ballot. 

Vice President Education

Susan was contacted by the Immigrant Project of Oregon. They are starting to discuss a quilt showing the immigrant history in Oregon. Susan directed them to other resources. This is project is just starting, it is unknown what it will be or if they will want a block from the guild.

Vice President Charity

Nothing to report

Secretary

Nothing to report

Treasurer

Penni sent electronic copies of her reports to the board members. She received a Kroger/Fred Meyer Rewards check for $69.60. She stated there are some upcoming expenses such as, Senior Center quarterly payment and Storage in Hillsboro. Connie stated that we continue to pay for the Senior Center despite no in person activities, because we store items there and it is always available to use if we chose to have in person functions. 

Program

Connie reported that Patty Dobbs has only received seven UFO entries. Connie will give a newsletter item to encourage more participants. The Oregon Garden’s Retreat contract has been signed. Although the OG’s room rates will increase April 1stthey will honor the guild’s room rates. There was a lot of interest in the virtual retreat option but only three have signed up. Retreat fee balances will be due in March. There has been a concern regarding speaker presentation times. Sue Hauser has had to ask speakers to keep to 45 minutes. Some of the speakers have turned down our request to speak because their presentations are 60 minutes and it is difficult to shorten. Due to virtual meetings, we are able to contract with speakers we would not normally have because we do not have to pay for transportation or accommodations. There was discussion on how to accommodate our speakers and keep the meeting from getting too long. A motion was made to keep the pre meeting break out rooms and keep business to priority items only, have the speaker, then the remainder of the business meeting after the speaker (show and tell, mini moments, committee advisors, sunshine and shadows etc.) The motion was seconded and approved.  Joyce Greenfield reminded that during a Zoom meeting, members can turn off their video and still listen to the meeting. Program committee member Ruth Voelker has decided to step down from retreat/workshop registrations due to relocation. Carol Sayles will now be heading this duty. Thank you, Ruth, for all you did.   

Membership

A member asked why the directory no long has a first name alphabetical list in the back. Chase stated she did not know why it was included and will have it in the next directory. There are currently 183 members.

Ways & Means

No report

Quilt Barn Trail

No Report

Newsletter

The March Featured Busines is AnnMarie Tomlin, Grandma Duckie Longarm. In April it will be Dana Markunas, Streamline Quilting. Sharon asks that April information is given to her early since she will be at the retreat during her normal editing time.                                                                

Technology

Joyce is working on the website. Joyce asked about items in the contract for the website creator, what is the support agreement, parameters for service, what happens when technology has updates and other such items. The maintenance agreement seems very broad. Joyce will reach out to JudyQ and Steve. 

New Business

None

Old Business

None

The meeting was adjourned at 7:14 pm

Respectfully submitted, 

Heidi Nesheim, Secretary

WQG Board Meeting March 2021
Meeting Minutes
March 1, 2021

Present: JudyQ Block, Marilyn Alexander, Susan Greathouse, Heidi Nesheim, Penni Eagan, Connie Gaebel, Chase Lawrence, Sharon Kennedy, Joyce Greenfield.

The meeting opened by President Judy Block at 6:04 pm

This meeting was held through Zoom Video

President

Judy asked if the new General Meeting format was better and if the board wanted to continue with the same format. All agreed to keep the new format and limit the guest speakers to one hour.  Karen Collier and Sue Nichols have been reaching out for possible board member replacements in the upcoming election. Cheryl Kraft will be on the ballot for Vice President, Charity. There was discussion about having some positions be one year instead of two, this will get the transition to a smaller group. This year all but two board positions will be vacating. 

Vice President Education

Susan will ask the for an extension on the Hillsboro education grant for another year since there has been no in person instruction. 

Vice President Charity

Penni has received approx. $120 from the fabric sales. There was discussion regarding an outdoor sale when the weather is warmer. Marilyn will contact Nancy Stober and ask her to present her idea at the next board meeting. 

Secretary

There was a motion, second and approval of February board meeting minutes.

Treasurer

Penni emailed the treasurer’s report along with the profit and loss report to all board members. There was a discussion of having the “swipe” credit card option and a PayPal option for guild member purchases. The PayPal fees would be less than the credit card. The decision was made to add a PayPal option. Penni confirmed the bank routing number is available to use on the website. 

Program

There was a discussion as to if charity show and tell should be separate from regular show and tell, the way it happens during in person meeting. The decision was to keep the charity quilts as part of the regular show and tell and ask members to indicate which quilts are for charity. The Oregon Gardens Retreat is still a go. Oregon Gardens is honoring our contract. March program is the UFO reveal. 

Sewing Saturday in April may be back to a limited in person at the Senior Center, depending on state restrictions. Judy has invited Connie and Sue Hauser to a virtual “Meet the speakers” program sponsored by Southern California Council of Quilt Guilds. There will be a survey sent out to members for any input on potential speakers. Sue works hard and spends lots of hours getting our speakers. April speaker: Lori DeJarnatt. May: Lori Dickman. June: Cheryl Malkowski.

Membership

There are 187 members. Chase presented and idea of having the members “unmute” after our guest speakers and clap. This was highly accepted and will be implemented at the next general meeting.

The featured business for April will be Jan’s Quilts. 

Ways & Means

No Report

Quilt Barn Trail

No report

Newsletter

Sharon reminded everyone that the deadline is Friday.

Technology

Joyce is still having technical issues launching polls due to “other device is logged in”. Those who run Zoom meetings are not logging out. Heidi will contact Marta Lansing to see if she logged out after taking over the Zoom call on Sewing Weekend’s Saturday. 

New Business

It was discussed that many of the positions need to have a back-up person. For example, if Jayne is unable to build the Show and Tell for a meeting, who will step up to complete that task. 

Old Business

The exempt status letter for Bottle Drop is still in process. It is Judy’s main goal to get the website up and running as soon as possible. There was discussion to have the board member’s emails be more generic and not their personal emails, such as WQGSecretary@…..  Steven Block will set up the routing numbers, PayPal, and password protections on the website this week. There needs to be a checklist of who will be responsible for posting current updates, such as minutes, calendar, programs, etc. At next month’s board meeting the board members should be prepared to present their technology responsibilities for the website. There will also be a website teaching session in the future. 

The meeting was adjourned at 7:19 pm

Respectfully submitted, 

Heidi Nesheim, Secretary

WQG Board Meeting January 2021
Meeting Minutes
January 4, 2021


Present: JudyQ Block, Marilyn Alexander, Susan Greathouse, Heidi Nesheim, Penni Eagan, Connie Gaebel, Chase Lawrence, Sharon Kennedy, Joyce Greenfield

The meeting opened by President Judy Block at 6:02 pm

This meeting was held through Zoom Video

President

Renee Friberg submitted her immediate resignation from the board, Judy accepted her resignation. A motion was made to approve the December board minutes, there was a second, the motion was approved. The February 1, 2021 board meeting will be facilitated by Susan Greathouse, Judy will be unavailable. It is time to find a nominating committee for board elections in May. Judy will step down as president other board members will be stepping down after two years of service; Penni Eagan, Heidi Nesheim, Susan Greathouse and Marilyn Alexander. Connie will continue with programs and Chase will continue with membership.  There was discussion regarding whether to fill Renee’s position temporarily; Judy will contact Nancy Stober. The only open project with Ways and Means is Bottle Drop. Give your nominating committee ideas to Judy, all nominees will need a copy of the job description.

Vice President Education

No report.

Vice President Charity

The charity  committee was approached by an organization with fabric to donate for mask making. The committee decided they have enough fabric in storage and will not be taking on making masks for this organization.  

Secretary

                                                                                     No report

Treasurer

Penni sent all the reports to board members.  There was discussion regarding when membership renewals are due and the process of doing so online.  Registrations will be effective July 1st to coincide with the budget fiscal year as per the guild’s Standing Rules. Online registration payments received prior to July 1st will not be posted until July 1st.

Program

Connie will place an announcement in the newsletter for those who took the Judy Niemeyer Stellar Snowflake class to submit their projects for the February Show and Tell.  Oregon Gardens Retreat has been moved to  April 9-11, 2021. Robbie is waiting for the new contract, payments will not be due until a month prior. Connie shared that having the retreat will depend on State COVID restrictions in April. March will be the UFO reveal. Those who want to participate will need to send a $3.00 entry fee to Penni, do not include your UFO list. Patty Dobbs will not need the list this year. Due to a large volume of participants, there will be a limit of three photos however you will be able to mention how many UFO’s you completed. More information will be in the newsletter. Zoom Sewing Saturday will be January 16th 9:00 am to 6:00 pm. There will be a Sewing Weekend February 19th, 20th and 21st, via Zoom.

Membership

The Featured Business member for February will be Chase Lawrence of Chase Quilts. Our December meeting had 78 participants. We currently have 182 members.  Once the website launches there will be an opportunity to renew or register for membership online. There will be paper forms available for those not wanting to do so online. The photo release forms will be explained during a general meeting before website launch.

Sue Hauser received a large fabric donation and took it to Nancy Stober. Carolyn and Heidi are helping Nancy organize this donation. Some of the fabric will go into charity storage and some will be sold via the newsletter or other sources, (online auction, outside garage sale). This is a work in progress. Heidi reported there are very nice fabrics, including designer lines. Fabric ranges from fat quarters to upwards of 8-yard cuts. Heidi will send a copy of the IRS Tax Exempt letter to Judy for the Bottle Drop donation program.

Quilt Barn Trail

No report

Newsletter

No report

Technology

Joyce reported that our members are getting used to meeting via Zoom and rolling with glitches as they happen. There has been positive response to the ‘Breakout Rooms’, these will continue for the general meetings. The website is coming along, if you would like to help contact Joyce. Columbia Bank made a change to one of their servers which is delaying the implementation of online payments. Penni will advise when Columbia Bank is ready to forward. There was discussion regarding the GoDaddy .org and .com sites. The guild owns www.westsidequiltersguild.com and will renew the .org for one more year, the .com is paid until September 2021. Once the website is live all guild information such as, BOM and emails blasts will be posted on the website. Joyce advised that Zoom meetings are available for small group meetings such as; charity, ways and means, EQ8, etc. Joyce can teach board advisors how to set up a meeting or let Joyce know then she will set up but she does not need to run the meeting or be present. 

New Business

None

Old Business

The meeting was adjourned at 7:31 pm

Respectfully submitted,

Heidi Nesheim, Secretary

Westside Quilt Guild Board Meeting 

November 2, 2020 

Present: JudyQ Block, Marilyn Alexander, Susan Greathouse, Heidi Nesheim, Penni Eagan, Renee Friberg, Connie Gaebel, Chase Lawrence, Sharon Kennedy, Joyce Greenfield 

The meeting opened by President Judy Block at 6:03 pm 

This meeting was held through Zoom Video 

President 

The featured business member will be added to the newsletter, website and at the general meeting. November’s featured business is Sharon’s Attic and Judy will be hosting the Zoom meeting from the shop. Sharon will be given up to five minutes to talk about her shop, other employees will introduce themselves. Employee, Jennifer, will be assisting with the technical portion at the shop. Judy will compensate her for her time with a complimentary pass to the Judy Niemeyer workshop.  Aloha Sew and Vac will be the December featured business. All future business members will be “placed in the hat” to decide which one will be next. The next board meeting is December 7th

Vice President Education 

Heidi suggested the new community center might offer us an opportunity to teach classes for the community. Renee is doing a sewing pod for three girls in her neighborhood and will send information to Susan for our records.  

Vice President Charity 

Marilyn stated that on occasions she receives questions regarding how to get batting and backing for charity quilts, she forwards this to Marcia Elliot and Carolyn Drosd. There is no charity sew days at this time.  

Secretary 

Nothing to report. 

Treasurer 

Penni sent the Profit and Loss and Treasurer report to board members and realized she sent the wrong month. She will send the correct month to all the board. Penni listed $1632.28 under Miscellaneous. Administration. There was concern this could be an issue if we are audited. She will make a specific category for speaker fees (which is what this amount indicated).  

Program 

Judy Niemeyer is the presenter this month and expected to have a lot of interest. The virtual workshop starts on Saturday November 21st, 35 members have signed up and 7 non-members. Her speaking fee is $800 and the workshop has brought in $910. Connie sent out an email regarding confusion about the kits and patterns. The kit does not come with a pattern. Connie feels that after the presentation there will probably be more deciding to take the class. The December meeting will be the challenge reveal. Participants will send their photos to Jane Hogue and she will put together a slide show. Becky Goldsmith will be the speaker in January, “Piece O’ Cake” of quilting, “Your quilt top is finished now what?” Barbara Eikmeier will talk sashing at the meeting in February.  The next Sewing Weekend is November 20, 21 and 22. You will need to register with Heidi to attend. The Oregon Gardens has the minimum number required to attend (25) it is a go.  Shirlene has chosen a pattern for the compassion quilt. The goal is to have 3-4 made. More information to come.  

Membership 

The General Meeting in October had 88 members participating. 177 members have renewed or joined. Chase is continuing to update the data base as memberships come in. The pdf will be ready to go to the website once it is ready. There will need to be some type of authorization by members for their information to be posted. In the future that authorization will appear on the registration forms. The Member Directory will be accessed through the website. All members will have their own user name and password, no group access will be available. Chase will make the authorization form.  

Ways & Means 

Renee continues to work with Bottle Drop Give for members to donate their bottles to the Guild. Once the details are worked out, blue bags will be available and guild stickers to place on the bags. More information to come. Renee will place a reminder in the newsletter for Amazon Smile and Fred Meyer awards, these can be designated to the guild without the member giving up their points. JudyQ received a large donation of quilting DVD’s and magazines. She will place them in storage until we have a Brown Bag or Rummage Sale. The Boutique is December 5th, charge card purchasing will be available. 

Quilt Show 

Heidi mentioned her concern that no one stepped up to help with the possible drive thru quilt show and only one person volunteered to finish the raffle quilt top. She hopes more will volunteer in the future.  

Quilt Barn Trail 

No report 

Newsletter 

No report 

Technology 

Joyce receives requests to send out email blasts from random people. She asks that these requests go through the board member who is the advisor for that committee. Joyce is still having many members contacting her that they did not get the BOM information or the newsletter. She hopes once the website is up and running this issue will be eliminated.  

Judy stated that no one has sent any ideas for our website’s home page. We would like to “brand ourselves” and those who search for the guild will see immediately what we are all about. There are many things to discuss regarding the website, Judy would like to have a separate meeting for this purpose.   

New Business 

Connie and Jean Lasswell would like to start having door prizes at the general meetings. This can be accomplished by a name draw of those present.  

Old Business 

None 

The meeting was adjourned at 7:12 pm 

Respectfully submitted,  

Heidi Nesheim, Secretary