June 2018 Board Meeting Minutes

IEMQG Board Meeting Minutes
June 26, 2018, 6:30 pm
JoAnn Fabrics & Crafts, Ontario, CA

The meeting was called to order at 6:27 pm by Laura Greene, with the following members in attendance: Laura Greene, Gayle Bennett, Jennifer Adams, Pat Klassen and Becky Brekke. Becky Brekke took minutes in the absence of Secretary Tricia Williams.

Old Business:
Committee Reports:
Programs
Cat was unable to attend and as a group we discussed the programs for July – October.
July meeting – The Spotlight Quilter Presentation will be by Simone Bradford on herself. She will also bring fabrics for purchase at her Pop-Up shop. Becky will post this event on FB and IG.
August meeting – Shawnee Miller will be giving her Thrilling Threads lecture. A flyer has prepared regarding Shawnee’s lecture on August 4 and her workshop on August 19. The flyer will be available at the flyer/advertisement table at the July meeting. Jen will post these events on the website after the July GM meeting. Becky will post these events on FB and IG. Currently, we still need 3 more people to sign up for the workshop in order to meet the minimum requirement. Jen will create a link on the website to register for the workshop.
September meeting – Song Title Challenge quilts will be revealed. Linda Rasmussen will once again critique our creations.
October meeting – Upcycle Sale at Mountain Shadows Clubhouse in Highland, CA.

VP Communications – Jen will update the Southern California Council of Quilt Guilds (SCCQG) with changes to the Executive Board and our PO Box address.
Jen will create & mail Thank You card to Natalie Barnes, Simone Bradford, and Shawnee Miller. Upon Tricia’s return, she will handle any mailing of Thank You cards going forward.
Jen will create laminated cards (Agree, Disagree, etc.) to be used during the general meeting Warm-Up session. Jen will send monthly reminders to Laura to send President’s blog post each month.

Treasurer – Gayle reported on our financial condition and we reviewed the bank balance for June. Gayle advised that the Guild opened a PO Box and the address is PO Box 2611, Rancho Cucamonga, CA 91729.
Also discussed was that we should advise anyone paying for Guild fees via PayPal to send payment via the “Friends and Family” designation so that the Guild is not accessed service fees. Jen will create PayPal link on website.

Upcycle Event – A full page flyer has been created. Jen will email information to SCCQG for posting on their website. For printing purposes, the flyer will be condensed so that 2 fit per sheet. Once that is completed, Gayle will print them out for distribution. Suggested that we take the flyers to our local quilt shops for more exposure. Laura to email the flyer to nearby Guilds listed on the SCCQG’s website.

Welcome/Refreshments – Pat advised that Alisa will be bringing snacks but another person is also needed and Pat said that she would bring in snacks along with Alisa for the July GM.
Pat brought up the need for an assistant to help her run the Welcome Table and Refreshments as it is essentially two committees. As such, it was decided that the Welcome/Refreshments will be split into two committees: Welcome Committee and the Hospitality Hostess Committee (in lieu of Refreshments). Laura will contact Ruth Ann to see if she would like to assist Pat. Pat would then mentor Ruth Ann in all aspects of the Welcome & Hospitality Hostess. In the future, we would expect Ruth Ann and Pat to chair these committees. In the interim, the board and chairs agreed to rotate Welcome Table duties with Pat.

Raffle – Alisa has been appointed as the new Chairperson.

Charity – Jen will create a donation form for the Welcome Table for people to record their donations. This form will be a running list through the end of the year.

Membership – Becky will create a sign-in sheet for Guests only for the Welcome Table.

President – Laura will send a ‘Thank you for attending our Guild meeting’ email to new guests and a ‘Thank you for joining our Guild’ email to new members.

Review Bylaws. We agreed on the following changes:
Article VI: FINANCIAL ADMINISTRATION
Article VI Section 1 – No change
Article VI Section 2 – replace “February” with “March”
Article VI Section 3 – No change
Article VI Section 4 – Added the following sentence: “The Committee shall be established in the month of October.”
Article VI Section 5 – No change

New Business:
The Guild has been invited to exhibit at the Ontario Museum of History and Art, 225 Euclid Ave, Ontario, CA 91762, the last two (2) weeks of December 2018. More details to follow.
Open Nominating Committee chairperson position discussed. At the July BM, the duties for this position will be discussed and once agreed upon will be added to the Bylaws. The duties will be communicated at the August GM and the chairperson shall be appointed at the September BM.
Secretary shall be responsible to clean up the Google Drive shared folder at the end of the year. Will be discussed further upon Tricia’s return.
Next meeting – Monday, July 16 at 6:00 pm at JoAnn Fabric & Crafts, 4470 Ontario Mills Pkwy, Ontario, CA 91764 (Dinner beforehand at Chipotle Mexican Grill, 11334 Fourth St, Rancho Cucamonga, CA 91730 at 5:15 pm.)

Meeting adjourned at 7:48 pm.

Tentative IEMQG General Meeting Agenda
July 7, 2018 – 2:00pm – 4:00pm
Community Center, Grand Terrace
22795 Barton Rd, Grand Terrace, CA 92313

1. Welcome – Warm-up (Cat)
a. “Fourth of July is the most important holiday of the year.”
b. Nominating Committee chairperson position open
2. Committee Reports (Cat)
a. Program Announcements
i. August meeting – Thrilling Thread class
ii. September meeting – Song Challenge, Linda Rasmussen to curate
3. Song Title Challenge (Gayle) – Song Title Challenge drawing during break
4. Block Lotto (Shelley) – Raffle for house block and share next Block Lotto
3. Hospitality – Refreshments Sign-up (Pat)
4. Break – Snacks and Pop-up Shop
5. Program – Simone Bradford Spotlight Quilter
6. Show and Share
7. Raffles – Fat Quarter Raffle & Name Tag Raffle (Alisa)
Adjourn

Respectfully submitted,
Becky Brekke