EXECUTIVE BOARD MEETING - August 16, 2016
Executive Board of the Quilting Guild
Page 1 of 6
EXECUTIVE BOARD MEETING - August 16, 2016
The Executive Board of the Quilting Guild of The Villages met on August 16, 2016 at Saddlebrook recreation Center. The meeting was called to order at 3:03 pm by President Sharon Musch. Attendance was taken by Secretary Peggy Nelson and there were 37 voting members present. Secretary’s Report – The Secretary’s report for the prior month was accepted as published. Treasurer’s Report – The Treasurer, Sheila Robbins, proceeded to review the Guild Monthly Financial Report which had been distributed to members via email as well as related items. Budget Committee – A Budget Meeting will be held at Laurel Manor on October 4th from 5:30 pm to 6:30 pm and again on November 1st at the same times. Notice of the meetings, times and agenda will be sent to the chapter treasurers. Remember this is for pre-planning and will include requests from chapters, committees and events coordinators for the proposed CY 2017 Budget. Quilt of Valor – QOV for the Vietnam Wall is in Punta Gorda. The official Dedication is scheduled for November 5th at 10 am. Khaki Quilters will have a QOV presentation on August 30th at 1:30 pm at Eisenhower Rec Center for veterans who are father and son. If you have never witnessed this service it is something worth experiencing and we ask that you be present by 1:15 pm. Check the following website for more information: http://www.vietnamewallofsouthwestflorida.org Guild Treasurer Reports – The Income Tax Return for 2015 has been filed. We had a total Revenue of $116,483 and total Expenses of $95,474, with total Contributions for 2015 of $45,782. A question was posed as to what the income under sales miscellaneous income of $500 on Page two of the Treasurer’s monthly report represented. The Treasurer will check into this matter; however, she believes it was for the sale of the old drapes. Also with the Treasurer’s report, please note the reports which indicate what, who and how much was donated during the first six months. The total donations for the 1st six months of 2016 were $24,432. The top donation amount was from the Sterling Stitchers Chapter with $5,360 and the second place was the Eisenhower Mamie’s Chapter with $3,825. We have six chapters who have not reported their donations at all for the first half of the year; and 4 chapters who have not reported for the second quarter (April to June). The tracker for the next quarter is due at the end of September. If you have not submitted a report to date, please include the information in the report for the next quarter. Please be sure to use the guidelines for valuing the donation. If that is not available, the estimated store price can be used. Please note that we do report assets and depreciation.
Executive Board of the Quilting Guild
Page 2 of 6
The next report is the 2016 Budget vs. Actual. You will note that Marketplace income is a little different in that it includes some of 2015 and 2016. You will see the actuals for 2016 under the January to June column. The last area of the report shows expenses. You can see that we are well within our projected budget. We have not exceeded our anticipated expenses to date. Do the members present have any questions about how this is reported or what it represents? It is important that we understand what we have as we are approaching budget projections for the upcoming year. Batting – Finally, keep in mind that we have batting available for your use and requests will be accepted until December 31st. Vice President – Kris Loffler was not present at today’s meeting. However, Sheila Robbins, Treasurer, related a message from Kris regarding teachers for classes. This was a proposal that she requested we share with the members:
Each chapter will teach a class, taking turns each month. We have 19 chapters and each chapter would be responsible for one class every 19 months. The cost of the class would be $5.00 (or more if the instructor needs it). Minimum number of students would be 10 for each class. The instructor (or chapter) would be paid for the class. EXAMPLE: $5 x 20 students = $100. The instructor can choose to donate the money to the chapter. The Guild would also pay the chapter (not instructor) matching funds; i.e. $100. Price per student would be limited to $5 per student regardless of what the instructor charges. If the instructor donated their compensation, the chapter would make $200. The chapter can choose to have 1-5(?) people teach the class. The students need to be nonchapter for their chapter class. In other words, if Khaki Chapter were teaching, they can only be reimbursed $5 per non-Khaki students who take the class.
This could be an incentive to promote individuals to teach and would also benefit their chapter as well. The question was then raised: If we are having trouble getting in-house teachers or getting members to take the classes; perhaps we need to determine the reason for this and not just to a potential resolution. The Treasurer continued that this is not something to vote on; it is presented just as an idea and perhaps a way to encourage people. Jeanette Flint then presented on behalf of Kris Loffler and the Programs Committee. The September 6th Guild meeting will be at Laurel Manor and Lee Marty will have a trunk show. There will also be a class on September 7th at Rohan, and a second class on September 19th at Sea Breeze. September 21st will be an in-house class with Alice Nicholas on the Folded Wreath at Sea Breeze. Creative Quilters Market – This is scheduled for October 8th from 8:30 am to 12:30 pm at the Savannah Center. Each chapter can have three tables for $10 each and more if they are available. If you wish tables, please be sure to sign up with Sheila Robbins. They will be first paid, first received. Alex Anderson – There will be a charge of $10.00 for the whole day. There will be three lectures. The Programs Committee is preparing the flyers for distribution.
Executive Board of the Quilting Guild
Page 3 of 6
Standing Committees: Website – Joy Lynch explained we are adding to the website daily as we get information from representatives. Our membership is 1,091. We did have an issued at Sterling last Sunday that we would like to share with you. An individual was there to assemble her quilt and she was using spray adhesive. This presented a problem as some of the ladies’ present had a reaction to the spray. Please note that every facility in the villages is spray and aerosol free. We would like to just remind you of this and ask that you let the new members know that this is an expectation of the Guild and the Rec centers as well. Esther Meinhardt added that is written in the Hosting Duties document that all Executive board members received last year. Public Relations – Esther Meinhardt, chairperson of the PR Committee, presented the following information to the members: Flash Drives: New Logo Style flash drives will be ready by September 1. They will be distributed at the next Executive Board Meeting. Remember to send PR any special forms you use so that we can create them with the logo. All committee chairs and executive board members (one per chapter) will get one. Help Wanted: we need graphics designers help to do flyers, signs, programs etc.; photographers to take pictures at events and send in to the website; and reporters to review newspapers & websites and scan information to send to website. Showcase Bookmarks: Bookmarks are available for each chapter today. Please ask your members to help distribute them. They may be distributed at restaurants, hair dressers, anywhere the retailers will allow. PR Team: Another reminder that we will need a new Chair for the PR team as of February 1. Patt Reed has volunteered to be the secretary and take notes. All procedures and activities will be documented for ease in transition. Showcase—Judy Porter explained that we are still looking for our fifth shadow for the 2019 Showcase. While working on the layout at the Savannah Center, and have found that we are able to add two more booths for vendors by using the space in two closets in the back of the room where they store chairs. The empty room looks like a little store, which makes it very appealing. Patchwork Garden has come up with a very unique and clever design for our Ribbons and we believe you are going to really like them. We are getting ready to resume our monthly coordinator’s meetings on September 6th at Laurel Manor at 5:30-6:30 p.m. It is only five and a half months until the show, so we will be getting into high gear now. Esther Meinhardt indicated that the Road Show is available for anyone who would like them to come to their chapter. They presented the demo at Sterling Heights and a whole bunch of ladies were present and learned a lot about how to construct the bag and the sleeve. Please note that only 5 of the 19 chapters have taken advantage of this opportunity. The question was raised if the challenge quilts were still being sold. The question was to be sent back to the Friendship Star Chapter. They responded that they have sold 48 and there are 85 left to sell. Please contact Kathy
Executive Board of the Quilting Guild
Page 4 of 6
Quinn with any questions. A final question was asked if we could find out what the $5.00 is used for. The committee will look into that and report back to the Board. Marketplace 2018 – There will be no update from this committee until January of 2017. LRP – There will be no update from this committee until January 2017.
UPDATES Honor Flight – Flo Knorr indicated that the next flight is September 7th and we have enough quilts. The Guild is signed up for two flights next year, one in the spring and one in the fall. It is believed that the November fight will have 40 veterans. The Guild will be notified at the next meeting of the exact dates of upcoming flights. Camp Villages -- Flo and Dottie reported that Camp Villages was very successful. We have pictures posted on the website of each of the sections. Everyone had a great time. They passed their book of information to the secretary to be kept until the next year. There were leftover pillow cases and they were made up and given to the cancer society. Honor Flight Golf Tournament -- The Honor Flight asked if we were willing to sponsor a hole for their tournament on October 22nd. The amount per hole is $100.00. They make up Honor Flight Sponsor signs for each hole and ours would say “Supported by The Quilting Guild of The Villages.” It is a great way to get recognition and our name out there. This is the largest money raising function for Honor flight. Each veteran’s participation is free and each guardian pays their own way.
MOTION: That the Quilting Guild of the Villages sponsor one hole at the Honor Flight Golf Tournament for the amount of $100.00. Motion was made by Flo Knorr and seconded by Sharon Warner. The floor was opened to discussion. DISCUSSION Susan Davis, Piecemakers Chapter, asked the question: Do we support the Honor Flight? I am wondering how this has been established as there are other charities out there; i.e., cancer, MS, etc. Has the Honor flight been designated as our charity? Sharon Warner, Captive Chapter, indicated that we give money from our charity quilt and so have supported the Honor Flight in the past, and that the sign would be an extension of our previous support. Esther Meinhardt, PR Chair, indicated that we have and still do support the Honor Flight. President Musch injected that we need to follow Roberts rules of Pro and Con.; i.e. when we have a Pro we need to follow it with a Con; each statement must proceed to an opposing view. Shirley Larsen, Patchwork Garden Chapter, suggested inasmuch as we can probably expect similar requests from other causes in the future, we should probably consider setting aside a
Executive Board of the Quilting Guild
Page 5 of 6
certain amount in the budget for these requests. She agreed supporting the Honor Flight Golf Tournament was a good idea.
Sheila Robbins, Treasurer, indicated that if you look at the list of items we donate during a year, we give to a variety of charities. President Musch asked if anyone else had a comment, none were forthcoming. She then called for a vote on the Motion that is on the floor:
MOTION: That we sponsor a hole at the Honor Flight Golf Tournament for the amount of $100.00. Motion was made by Flo Knorr and seconded by Sharon Warner. The vote followed and the motion carried by a vote of 30 for and 1 opposed. Bylaws – President Musch reported that the Bylaws committee has essentially completed the review and updating of the Bylaws. The revised Bylaws were sent out last month and the committee has received a few comments back and those inputs need to be made. The Board members were urged to review the Bylaws and if there are any other grammar, spelling, changes, etc., let us know immediately. Most importantly, if it turns out there is a material/content change; we will have feedback via email so we can vote on these at our next meeting. Process and Procedures is something we do not have at this time; and we are looking for someone who has technical writing experience to assume this responsibility. The guild needs to have a position description for each officer, committee, chairperson and chapter president. If there currently is one, it should be reviewed; if there is none, it should be created. Sharon Edwins, Khaki Chapter and Chairperson of the Bylaws Committee, expressed her gratitude and appreciated for the great job the committee members did on this difficult task. These ladies spent two hours a week every week for months working on the Bylaws; incorporating best practices, Roberts Rules, and putting them in a user-friendly format that had consistency. We, as a committee, felt it was important to maintain clarity so that every member could understand the intent of the documents. These ladies did an awesome job and we commend them for their time and efforts. Sharon asked President Musch if she will still accept the Bylaws feedback and in what format she would prefer them. President Musch indicated she would accept them and any format is acceptable. If any member wishes clarification of any Bylaw or has grammatical changes, they need to be presented to the President by August 30th. The Bylaws will then go to Executive Board for voting and then to the general membership for voting. President Musch said we would like to do a similar job on the policy and procedures. The idea of updating these is simple, we would like to keep from reinventing the process every time we move forward. A notebook of each activity and position would make transfer of members to new committees, or positions easier. It should be a flexible ongoing document. Sharon Edwins, Khaki Chapter, said she believed there was a policy and procedure guidebook in a three ring binder which was similarly created earlier and given to the Secretary.
Executive Board of the Quilting Guild
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President Musch said that last month someone dropped off a plastic bag with quilts and placemats at the front of the room; does anyone know what they wanted done with them or who they belong too? It was suggested we check and see if there are any labels on them to identify them; otherwise, they will be used for the Country Western Hoedown. Country Western Hoedown – Nancy Wildzunas, Lake Miona Chapter, contacted the VHA and talked to them about the different things we need to do and explained we will be donating quilts that are worth a lot of money. We will be doing a Chinese Auction rather than price tagging each quilt. The VHA will pay the $150 for a tent for displaying the quilts and will also provide the printed tickets and handle the money. All of the money collected from the sale of quilts will be used for medical equipment, supplies, and co-pays for people that do not have adequate insurance to cover their medical needs. The VHA is covering the cost of the room to store this equipment so everything received will be going to purchase medical items. Ideas to display the quilts was discussed: hanging on a clothes line; draping them over rocking chairs; or hanging them over wheelchairs or walker. Nancy will take the ideas to the committee. The entry fee to the polo field is $5.00 per car or cart for the carnival like event. If you have any further suggestion, please email them to Nancy Wildzunas. Nominating Committee – Theresa Ierardi reported that they are awaiting member nominations from each chapter. The guild requires each chapter to provide a member to represent the chapter on the nominating committee. The representative will not be able to run for office. Several chapters gave Theresa the name of their representative at today’s meeting. Once each chapter has a representative they will meet. Please also begin nominating individuals for the two positions: Vice President and Secretary. President Musch added that we want a real election; therefore, we will need at least two members to run for each position. The position descriptions will be posted on the web site. Once the chapters are all represented, a meeting will be scheduled. Logo – President Musch indicated we are still following up on the logo and what that encompasses with the VHA. So that is still pending. NEW BUSINESS Estate Stash Sale -- Pat Chapin, Laurel Manor Chapter, was approached by a gentleman whose wife passed away and had a large quantity of quality materials, quilt frames, stencils, books, magazines, etc. that he needs help in selling. They have been helping him organize the stash and pricing the items. An Estate Sale will be held on September 2, 3 and 4 from 9 am to 4 pm. Friday is set aside for members of the Quilt Guild only to shop. The address is 3176 Abana Path, The Villages, FL. The dates, location and information will be on the website.
The meeting was adjourned at 4:20 p.m.
Respectfully submitted, Peggy Nelson, Secretary
Page 1 of 6
EXECUTIVE BOARD MEETING - August 16, 2016
The Executive Board of the Quilting Guild of The Villages met on August 16, 2016 at Saddlebrook recreation Center. The meeting was called to order at 3:03 pm by President Sharon Musch. Attendance was taken by Secretary Peggy Nelson and there were 37 voting members present. Secretary’s Report – The Secretary’s report for the prior month was accepted as published. Treasurer’s Report – The Treasurer, Sheila Robbins, proceeded to review the Guild Monthly Financial Report which had been distributed to members via email as well as related items. Budget Committee – A Budget Meeting will be held at Laurel Manor on October 4th from 5:30 pm to 6:30 pm and again on November 1st at the same times. Notice of the meetings, times and agenda will be sent to the chapter treasurers. Remember this is for pre-planning and will include requests from chapters, committees and events coordinators for the proposed CY 2017 Budget. Quilt of Valor – QOV for the Vietnam Wall is in Punta Gorda. The official Dedication is scheduled for November 5th at 10 am. Khaki Quilters will have a QOV presentation on August 30th at 1:30 pm at Eisenhower Rec Center for veterans who are father and son. If you have never witnessed this service it is something worth experiencing and we ask that you be present by 1:15 pm. Check the following website for more information: http://www.vietnamewallofsouthwestflorida.org Guild Treasurer Reports – The Income Tax Return for 2015 has been filed. We had a total Revenue of $116,483 and total Expenses of $95,474, with total Contributions for 2015 of $45,782. A question was posed as to what the income under sales miscellaneous income of $500 on Page two of the Treasurer’s monthly report represented. The Treasurer will check into this matter; however, she believes it was for the sale of the old drapes. Also with the Treasurer’s report, please note the reports which indicate what, who and how much was donated during the first six months. The total donations for the 1st six months of 2016 were $24,432. The top donation amount was from the Sterling Stitchers Chapter with $5,360 and the second place was the Eisenhower Mamie’s Chapter with $3,825. We have six chapters who have not reported their donations at all for the first half of the year; and 4 chapters who have not reported for the second quarter (April to June). The tracker for the next quarter is due at the end of September. If you have not submitted a report to date, please include the information in the report for the next quarter. Please be sure to use the guidelines for valuing the donation. If that is not available, the estimated store price can be used. Please note that we do report assets and depreciation.
Executive Board of the Quilting Guild
Page 2 of 6
The next report is the 2016 Budget vs. Actual. You will note that Marketplace income is a little different in that it includes some of 2015 and 2016. You will see the actuals for 2016 under the January to June column. The last area of the report shows expenses. You can see that we are well within our projected budget. We have not exceeded our anticipated expenses to date. Do the members present have any questions about how this is reported or what it represents? It is important that we understand what we have as we are approaching budget projections for the upcoming year. Batting – Finally, keep in mind that we have batting available for your use and requests will be accepted until December 31st. Vice President – Kris Loffler was not present at today’s meeting. However, Sheila Robbins, Treasurer, related a message from Kris regarding teachers for classes. This was a proposal that she requested we share with the members:
Each chapter will teach a class, taking turns each month. We have 19 chapters and each chapter would be responsible for one class every 19 months. The cost of the class would be $5.00 (or more if the instructor needs it). Minimum number of students would be 10 for each class. The instructor (or chapter) would be paid for the class. EXAMPLE: $5 x 20 students = $100. The instructor can choose to donate the money to the chapter. The Guild would also pay the chapter (not instructor) matching funds; i.e. $100. Price per student would be limited to $5 per student regardless of what the instructor charges. If the instructor donated their compensation, the chapter would make $200. The chapter can choose to have 1-5(?) people teach the class. The students need to be nonchapter for their chapter class. In other words, if Khaki Chapter were teaching, they can only be reimbursed $5 per non-Khaki students who take the class.
This could be an incentive to promote individuals to teach and would also benefit their chapter as well. The question was then raised: If we are having trouble getting in-house teachers or getting members to take the classes; perhaps we need to determine the reason for this and not just to a potential resolution. The Treasurer continued that this is not something to vote on; it is presented just as an idea and perhaps a way to encourage people. Jeanette Flint then presented on behalf of Kris Loffler and the Programs Committee. The September 6th Guild meeting will be at Laurel Manor and Lee Marty will have a trunk show. There will also be a class on September 7th at Rohan, and a second class on September 19th at Sea Breeze. September 21st will be an in-house class with Alice Nicholas on the Folded Wreath at Sea Breeze. Creative Quilters Market – This is scheduled for October 8th from 8:30 am to 12:30 pm at the Savannah Center. Each chapter can have three tables for $10 each and more if they are available. If you wish tables, please be sure to sign up with Sheila Robbins. They will be first paid, first received. Alex Anderson – There will be a charge of $10.00 for the whole day. There will be three lectures. The Programs Committee is preparing the flyers for distribution.
Executive Board of the Quilting Guild
Page 3 of 6
Standing Committees: Website – Joy Lynch explained we are adding to the website daily as we get information from representatives. Our membership is 1,091. We did have an issued at Sterling last Sunday that we would like to share with you. An individual was there to assemble her quilt and she was using spray adhesive. This presented a problem as some of the ladies’ present had a reaction to the spray. Please note that every facility in the villages is spray and aerosol free. We would like to just remind you of this and ask that you let the new members know that this is an expectation of the Guild and the Rec centers as well. Esther Meinhardt added that is written in the Hosting Duties document that all Executive board members received last year. Public Relations – Esther Meinhardt, chairperson of the PR Committee, presented the following information to the members: Flash Drives: New Logo Style flash drives will be ready by September 1. They will be distributed at the next Executive Board Meeting. Remember to send PR any special forms you use so that we can create them with the logo. All committee chairs and executive board members (one per chapter) will get one. Help Wanted: we need graphics designers help to do flyers, signs, programs etc.; photographers to take pictures at events and send in to the website; and reporters to review newspapers & websites and scan information to send to website. Showcase Bookmarks: Bookmarks are available for each chapter today. Please ask your members to help distribute them. They may be distributed at restaurants, hair dressers, anywhere the retailers will allow. PR Team: Another reminder that we will need a new Chair for the PR team as of February 1. Patt Reed has volunteered to be the secretary and take notes. All procedures and activities will be documented for ease in transition. Showcase—Judy Porter explained that we are still looking for our fifth shadow for the 2019 Showcase. While working on the layout at the Savannah Center, and have found that we are able to add two more booths for vendors by using the space in two closets in the back of the room where they store chairs. The empty room looks like a little store, which makes it very appealing. Patchwork Garden has come up with a very unique and clever design for our Ribbons and we believe you are going to really like them. We are getting ready to resume our monthly coordinator’s meetings on September 6th at Laurel Manor at 5:30-6:30 p.m. It is only five and a half months until the show, so we will be getting into high gear now. Esther Meinhardt indicated that the Road Show is available for anyone who would like them to come to their chapter. They presented the demo at Sterling Heights and a whole bunch of ladies were present and learned a lot about how to construct the bag and the sleeve. Please note that only 5 of the 19 chapters have taken advantage of this opportunity. The question was raised if the challenge quilts were still being sold. The question was to be sent back to the Friendship Star Chapter. They responded that they have sold 48 and there are 85 left to sell. Please contact Kathy
Executive Board of the Quilting Guild
Page 4 of 6
Quinn with any questions. A final question was asked if we could find out what the $5.00 is used for. The committee will look into that and report back to the Board. Marketplace 2018 – There will be no update from this committee until January of 2017. LRP – There will be no update from this committee until January 2017.
UPDATES Honor Flight – Flo Knorr indicated that the next flight is September 7th and we have enough quilts. The Guild is signed up for two flights next year, one in the spring and one in the fall. It is believed that the November fight will have 40 veterans. The Guild will be notified at the next meeting of the exact dates of upcoming flights. Camp Villages -- Flo and Dottie reported that Camp Villages was very successful. We have pictures posted on the website of each of the sections. Everyone had a great time. They passed their book of information to the secretary to be kept until the next year. There were leftover pillow cases and they were made up and given to the cancer society. Honor Flight Golf Tournament -- The Honor Flight asked if we were willing to sponsor a hole for their tournament on October 22nd. The amount per hole is $100.00. They make up Honor Flight Sponsor signs for each hole and ours would say “Supported by The Quilting Guild of The Villages.” It is a great way to get recognition and our name out there. This is the largest money raising function for Honor flight. Each veteran’s participation is free and each guardian pays their own way.
MOTION: That the Quilting Guild of the Villages sponsor one hole at the Honor Flight Golf Tournament for the amount of $100.00. Motion was made by Flo Knorr and seconded by Sharon Warner. The floor was opened to discussion. DISCUSSION Susan Davis, Piecemakers Chapter, asked the question: Do we support the Honor Flight? I am wondering how this has been established as there are other charities out there; i.e., cancer, MS, etc. Has the Honor flight been designated as our charity? Sharon Warner, Captive Chapter, indicated that we give money from our charity quilt and so have supported the Honor Flight in the past, and that the sign would be an extension of our previous support. Esther Meinhardt, PR Chair, indicated that we have and still do support the Honor Flight. President Musch injected that we need to follow Roberts rules of Pro and Con.; i.e. when we have a Pro we need to follow it with a Con; each statement must proceed to an opposing view. Shirley Larsen, Patchwork Garden Chapter, suggested inasmuch as we can probably expect similar requests from other causes in the future, we should probably consider setting aside a
Executive Board of the Quilting Guild
Page 5 of 6
certain amount in the budget for these requests. She agreed supporting the Honor Flight Golf Tournament was a good idea.
Sheila Robbins, Treasurer, indicated that if you look at the list of items we donate during a year, we give to a variety of charities. President Musch asked if anyone else had a comment, none were forthcoming. She then called for a vote on the Motion that is on the floor:
MOTION: That we sponsor a hole at the Honor Flight Golf Tournament for the amount of $100.00. Motion was made by Flo Knorr and seconded by Sharon Warner. The vote followed and the motion carried by a vote of 30 for and 1 opposed. Bylaws – President Musch reported that the Bylaws committee has essentially completed the review and updating of the Bylaws. The revised Bylaws were sent out last month and the committee has received a few comments back and those inputs need to be made. The Board members were urged to review the Bylaws and if there are any other grammar, spelling, changes, etc., let us know immediately. Most importantly, if it turns out there is a material/content change; we will have feedback via email so we can vote on these at our next meeting. Process and Procedures is something we do not have at this time; and we are looking for someone who has technical writing experience to assume this responsibility. The guild needs to have a position description for each officer, committee, chairperson and chapter president. If there currently is one, it should be reviewed; if there is none, it should be created. Sharon Edwins, Khaki Chapter and Chairperson of the Bylaws Committee, expressed her gratitude and appreciated for the great job the committee members did on this difficult task. These ladies spent two hours a week every week for months working on the Bylaws; incorporating best practices, Roberts Rules, and putting them in a user-friendly format that had consistency. We, as a committee, felt it was important to maintain clarity so that every member could understand the intent of the documents. These ladies did an awesome job and we commend them for their time and efforts. Sharon asked President Musch if she will still accept the Bylaws feedback and in what format she would prefer them. President Musch indicated she would accept them and any format is acceptable. If any member wishes clarification of any Bylaw or has grammatical changes, they need to be presented to the President by August 30th. The Bylaws will then go to Executive Board for voting and then to the general membership for voting. President Musch said we would like to do a similar job on the policy and procedures. The idea of updating these is simple, we would like to keep from reinventing the process every time we move forward. A notebook of each activity and position would make transfer of members to new committees, or positions easier. It should be a flexible ongoing document. Sharon Edwins, Khaki Chapter, said she believed there was a policy and procedure guidebook in a three ring binder which was similarly created earlier and given to the Secretary.
Executive Board of the Quilting Guild
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President Musch said that last month someone dropped off a plastic bag with quilts and placemats at the front of the room; does anyone know what they wanted done with them or who they belong too? It was suggested we check and see if there are any labels on them to identify them; otherwise, they will be used for the Country Western Hoedown. Country Western Hoedown – Nancy Wildzunas, Lake Miona Chapter, contacted the VHA and talked to them about the different things we need to do and explained we will be donating quilts that are worth a lot of money. We will be doing a Chinese Auction rather than price tagging each quilt. The VHA will pay the $150 for a tent for displaying the quilts and will also provide the printed tickets and handle the money. All of the money collected from the sale of quilts will be used for medical equipment, supplies, and co-pays for people that do not have adequate insurance to cover their medical needs. The VHA is covering the cost of the room to store this equipment so everything received will be going to purchase medical items. Ideas to display the quilts was discussed: hanging on a clothes line; draping them over rocking chairs; or hanging them over wheelchairs or walker. Nancy will take the ideas to the committee. The entry fee to the polo field is $5.00 per car or cart for the carnival like event. If you have any further suggestion, please email them to Nancy Wildzunas. Nominating Committee – Theresa Ierardi reported that they are awaiting member nominations from each chapter. The guild requires each chapter to provide a member to represent the chapter on the nominating committee. The representative will not be able to run for office. Several chapters gave Theresa the name of their representative at today’s meeting. Once each chapter has a representative they will meet. Please also begin nominating individuals for the two positions: Vice President and Secretary. President Musch added that we want a real election; therefore, we will need at least two members to run for each position. The position descriptions will be posted on the web site. Once the chapters are all represented, a meeting will be scheduled. Logo – President Musch indicated we are still following up on the logo and what that encompasses with the VHA. So that is still pending. NEW BUSINESS Estate Stash Sale -- Pat Chapin, Laurel Manor Chapter, was approached by a gentleman whose wife passed away and had a large quantity of quality materials, quilt frames, stencils, books, magazines, etc. that he needs help in selling. They have been helping him organize the stash and pricing the items. An Estate Sale will be held on September 2, 3 and 4 from 9 am to 4 pm. Friday is set aside for members of the Quilt Guild only to shop. The address is 3176 Abana Path, The Villages, FL. The dates, location and information will be on the website.
The meeting was adjourned at 4:20 p.m.
Respectfully submitted, Peggy Nelson, Secretary
