Minutes · Minutes General Board

December 2019 Board Meeting Minutes

IEMQG Board Meeting Minutes
Via Conference Call
December 4, 2019

The following members were on conference call: Gayle, Jennifer, and Becky.

The 2020 Retreat at Vina de Lestonnac in Temecula will be November 9-11 (Mon – Wed). In order to secure this date, we need to send in our deposit this month. Jennifer motioned for Gayle to send a check for the deposit amount for the retreat; Becky seconded the motion. Motion passed. We will again have 10 rooms available (2 single rooms, 2 double rooms, and 6 triple rooms). Open registration will begin at the February meeting. The 2020 retreat fee rates will be as follows:

$241 – 3 person occupancy

$291 – 2 person occupancy

$391 – 1 person occupancy

Further details will be discussed at the February meeting.

Old Business

Committee Reports:

Treasurer, Gayle for Cat

Gayle confirmed reconciliation of the bank account. Gayle proposed that we open a savings account in addition to our checking account at Chase Bank. We will put the proceeds of deposits for the retreat in the savings account so that the checking account balance is not skewed. Jennifer motioned to establish a savings account to move over retreat funds; Becky seconded the motion; motion passed. We will need to change signers on the bank account to reflect the new treasurer, Candy and Co-VP Programs, Becky. Jennifer motioned to adjust signers on the checking account and soon to be savings account; Gayle seconded the motion. Motion passed.

Programs, Becky

December: Christmas Party

Prize for the Big Box game will be a $25 Quilter’s Cocoon gift card. We will also have 2 drawings for 2 sets of modern fat quarters.

January: Latifah Saafir; Becky will try to see if the Main Library community room is available on January 4th. If so, she will contact Latifah asap to advise of location change.

February: Simone Bradford, Color Theory.  Currently 27 color wheels are on back order per Cat’s last correspondence with Gayle. Gayle to send Becky a copy of the receipt for her follow up.

Opportunity Quilt, All

Jennifer motioned for Cat to start piecing the Opportunity Quilt as per her final picture emailed to Gayle last month; Becky seconded. Motion passed. The current plan is to unveil the opportunity quilt at the February meeting and sell tickets from February 2020 until February 2021. We have also planned to reserve a spot at Road to California in January 2021 as the grand finale and final push of ticket sales. Simone received another vendor quote for ticket printing; Gayle to check with her on status as we need tickets by March at the latest. The Guild will be encouraging members to buy tickets for themselves and/or to sell to family and friends. At this point, the only locations to take the Opportunity Quilt to for ticket sales is a meeting at the Coachella Valley Quilt Guild (date to be determined) and Road to California (January 2021). As we are in need of a chairperson(s) for the Opportunity Quilt in order to track ticket sales, it was suggested perhaps that Candy and Judy might be willing to co-chair.

Locations, Gayle

As the community room at the Main Library is a better fit for the guild’s meetings, Gayle suggested that we going forward that we should return to the Main Library. We would use Casa Blanca as a back-up when needed.

Fundraising, Gayle

Kris Kringle Craft Fair brought in funds of $220.

Officer 2020 Transitions Recap/Review

We are all set for 2020 with our new board members. Gayle has been in contact with Candy regarding treasurer duties; Jennifer has trained Elizabeth on the website and social media platforms; Becky has provided Jennifer with notes on who to contact in order to schedule general and board meetings.

New Business

April 2020 Challenge will be mini quilts with a maximum size of 24” x 24”. Several ideas were presented: Crayola crayon (pick 2), magazine page inspiration, fabric line, colors of the rainbow, and modern pattern inspiration. Jennifer suggested that we look at modern patterns on the MQG website for ideas, if we decided to go with the modern pattern inspiration. As we need to announce the challenge at the January meeting, we may want to meet briefly at the Christmas party and make a final decision.

Next Board Meeting

The next board meeting will be January 14, 2019 at JoAnn Fabrics in Ontario at 6 pm. 

Meeting adjourned at 5:45 pm.

Respectfully submitted,

Becky Brekke, Secretary

Minutes · Minutes General Board

November 2019 Board Meeting Minutes

The following members were on the email correspondence: Gayle, Jennifer, Judy, Laura, Pat, Simone. Rachel, Kelley, and Becky.

The Retreat at Vina de Lestonnac in Temecula was a huge success! The work room, accommodations and food exceeded the guild’s expectations. We took the liberty to secure the same dates/time frame for next year.

Old Business

Committee Reports:

Treasurer, Gayle for Cat

Cat turned over the treasurer info to Gayle this month and it was all in great shape so we’ll only needed to maintain our current activity until Candy takes over in January. At the December board meeting, we’ll have a good picture of finances moving forward now that the retreat money has been disbursed and after the Kris Kringle craft fair on December 4th.

Fundraising, Gayle/Laura

We had an impromptu fabric sale at the retreat (fabric donated by former member Aimee French). We collected $234 and expecting $50 more that Evie needs to pay. 

Kris Kringle Craft Fair, Ontario – Scheduled for Wednesday, December 4th. Gayle, Laura and Pat will work this event.

Programs, All

December: Christmas Party

Christmas Party, Simone

Christmas party will be Saturday, December 7th from 2-4, at the Casa Blanca library. Board members to help with set up starting at 12:30 pm and tear down immediately following the meeting. Simone attached the holiday party flyer, sweet & savory food sign-ups, and IEMQG Board supplies sign-ups. Judy will send out a reminder email to those that signed up to bring either sweet or savory appetizers.

Activities for the party include the eating all our seriously yummy appetizers, Big Box of Questions Game & Notions gifts exchange. Notions should be wrapped and cost no more than $10. For the Big Box of Questions game it would be good to put a gift card from Quilter’s Cocoon inside the last box to unwrap. Do you have a recommendation for the amount? Gayle suggested modern fat quarters (we have a couple of bundles that were donated by Aimee) and a gift card from Quilter’s Cocoon? Jen suggested that the prize should be just a bundle of fat quarters which are super modern and valued around $90 so it’s roughly the same as a $75-$100 gift card and a very nice prize (and free for the Guild). Judy suggested if the inner box can hold fat quarters, then maybe $50 for the gift card with FQs? Or $100 without them? This will be a topic of discussion at the December board meeting and a final decision will be made at that time.

Membership, Judy

For the coming year, we have one new member (Patti Reyes) and 14 renewing members that have paid dues for 2020. The 2019 membership forms were scanned into the shared drive and then shred.

Raffles, All

It was decided that no raffles or boutique items will be offered at the Christmas party.

Meeting Locations, Becky

We have room reservations at the Casa Blanca library for December and January. Due to a room conflict with Casa Blanca for our February meeting, the meeting will be held at the Main Library. The Activity Log has been updated to reflect the change.

Next Board Meeting

The next board meeting will be December 4, 2019 at JoAnn’s in Ontario at 6 pm. 

Respectfully submitted,
Becky Brekke, Secretary

Minutes · Minutes General Board

October 2019 Board Meeting Minutes

IEMQG Board Meeting Minutes
October 22, 2019
JoAnn Fabrics and Crafts, Ontario, CA 91764

The meeting was called to order at 6:11 pm by Gayle, with the following members in attendance: Gayle, Jennifer, Judy, Laura, Pat and Becky.

Old Business

Committee Reports:

Treasurer, Gayle for Cat

Bank balance will be updated at the next meeting.

Fundraising, Laura

Upcoming Sale/Craft Fair Events:

Mountain Shadows, Highland – We brought in approximately $130 for this event. Good selling items were jar grabbers, traditional bibs, baby quilts and dog scarves. We thought we’d have more sales but probably not an event we would participate in next year.

Kris Kringle Craft Fair, Ontario – Scheduled for Wednesday, December 4th, Gayle, Laura and Pat will work this event.

Opportunity Quilt Discussion, Gayle for Cat

Cat has the quilt blocks on her design wall and Pat helped to design it. They worked on a new arrangement for five hours but they still feel it’s a work in progress. We revisited our aggressive time line of completion by the Christmas party. It was decided that we would like to consider a more reasonable completion time of possibly January or February 2020. One suggestion was to raffle the Opportunity Quilt after Road to California in January 2021. Our initial thoughts of having the Opportunity Quilt done in time for Road in order to display and sell tickets for our raffle quilt, does not seem like it will come to fruition as the only day that may be available is Sunday, which is usually a low attendance day and that we will not have a raffle permit in time. The permit process became more complicated than originally thought.

Ticket update: Simone has gotten two quotes and is waiting for one more. Further discussion tabled until next month.

The Coachella Valley Quilt Guild will be bringing their Opportunity Quilt called “Rio de Flores” (River of Flowers) to our November meeting. And in turn we will plan to take ours to one of their meetings next year.

A possibility for displaying the Opportunity Quilt and selling raffle tickets could be at the Ontario Museum of History and Art for their October festival. Per Leslie Matamoras, booths are free to non-profit groups. We could take advantage of having a booth to sell raffle tickets, promote the Guild, even donate quilts to sell for the Guild. We could focus on donating mini quilts, lap quilts, framed quilts, etc.

Programs, Laura

Programs slate through next year:

November: Membership University

December: Christmas Party

2020 –

January: Latifah Saafir, ‘How Many Ways to Sew a Curve’ Lecture

February: Simone Bradford, Color Theory

March: Laura Greene, Perfect Bindings

April: Mini Quilt Challenge

May: Jennifer Adams, Transitional Quilter

June: Sandra Johnson, ‘How the Heck Do I Quilt This’ Lecture

July: Dark due to the Fourth of July

August: Quilt Vendor Presentation (Wonderfil? The Batty Lady?)

September: Then and Now

October: Wendy Knight

November: Member University

December: Christmas Party

Election Slate:

Gayle, President

Laura & Becky, Co-VP of Programs

Elizabeth, VP of Communication

Candy, Treasurer

Secretary, Jennifer

Laura reached out to St. Marks Church for a potential workshop location. They charge $100 to rent out their room.

The next Sit and Sew will be on Saturday, January 18, 2020 at Quilter’s Cocoon in Riverside.

VP Communications, Jennifer

Election email sent from Survey Monkey. The voting ends on 10/31/19 at 8 pm.

Jennifer trained Elizabeth for two hours on the website operations and duties.

Membership, Judy

Judy passed out both the Membership and Hospitality Chairperson duties, as there were several overlapping tasks. We made changes to both sets of duties and Judy will update them as discussed. Becky will also update the Secretarial duties. Jen to post the new membership forms on the website. 2020 membership forms will be available at the November meeting.  

Hospitality, Pat

Pat needs approximately 11 fat quarters for the name tag raffle for next year.

Raffles, All

We are not in agreement if we need a dedicated raffle chairperson. We are in agreement that we need better table and ticket organization of this position and a dedicated spot at the meeting. For the November meeting Jennifer will man the raffle table. She will also put together a small raffle for a trial run as it was agreed that smaller raffles seem to be more popular than the larger raffle basket. Also discussed was the possibility of foregoing raffles this coming year.

Christmas Party, Jennifer for Simone

Christmas party will be Saturday, December 7th from 2-4, board members to help with set up starting at 12:30 pm and tear down immediately following the meeting.

Pat will purchase the table centerpieces and Judy will assist with providing the tablecloths. Motion to allocate a maximum of $30 for centerpieces by Jennifer, motion seconded by Gayle. Motion passed. Jennifer will provide coffee/tea, cups, and sugar. Becky will provide plates, napkins and forks. Simone will bring the Big Box of Questions Game and run the Notion Exchange (maximum of $10).

We decided on sewing related items would make great decorations for the food table. There will be an announcement for these items at the next meeting.

Southern California Council of Quilt Guilds (SCCQG), Jennifer

Gayle confirmed that Cat paid next year’s SCCQG dues. Unfortunately, dues will be going up next year. The October meeting topic was Mastering Social Media Marketing Strategies. The presenter opened it up for questions at the beginning of the meeting, which turned out to be a mistake as too many questions were asked and not enough time for the lecture topic to be fully explored.

The SCCQG has Road to California challenge called, “Call for Quilts – Challenge 2020:  Honoring Road to California”.  You are challenged to create a quilt that is inspired by this wonderful quilt festival and features a technique that was learned in a Road to California workshop or uses a pattern/book and/or fabric purchased from a vendor at Road to California during the years 1995 – 2019. Exhibit entries are limited to SCCQG members of Member Guilds or Affiliate Members only.

Next meetings:

January 11, 2020 in Norco, hosted by the Inland Empire Quilt Guild.

April 18, 2020, Meet the Teachers, in Carson, hosted by the Flying Geese Quilt Guild

July 18, 2020, Round Table Guild Officers, in TBA, hosted by the Central Coast Quilters

October 10, 2020, Alternate Program Proposals, in TBA, hosted by the Desert Winds Quilt Guild

January 9, 2021, Fundraisers Renovated & Revitalized, in TBA, hosted by Pass Patchers Quilt Guild

July 17, 2021, Transitioning of Quilt Boards, in TBA, hosted by El Camino Quilters Guild

Retreat, Gayle

Final list and room assignments have been submitted. At this time, any new cancellations will not be refunded if no replacement is found.

Meeting Locations, Becky

We have room reservations at the Casa Blanca library for November, December and January.

New Business

2020 Challenge will be color/mini quilt, maximum size of 24” x 24”. Laura to contact Linda Rasmussen to see if she is available to curate again. Guild to provide one fat quarter that will need to be integrated into the mini quilt. Becky to contact local fabric manufacturers to see if they would donate the fat quarters.

Next Board Meeting

The next board meeting will be November 11, 2019 at the Retreat. 

The meeting was adjourned at 7:56 pm.

Respectfully submitted,

Becky Brekke, Secretary

Minutes · Minutes General Board

September 2019 Board Meeting Minutes

IEMQG Board Meeting Minutes
September 26, 2019
JoAnn Fabrics and Crafts, Ontario, CA 91764

The meeting was called to order at 6:10 pm by Gayle, with the following members in attendance: Gayle, Jennifer, Cat, Simone, Laura, Pat and Becky.

Old Business

Committee Reports:

Treasurer, Cat

Bank Balance Report – Chase statement, check register, income and expense reports were distributed and discussed. Upcoming expenses are SCCQG and website fees due this month. Gayle noted that we might want to consider a larger budget for (general) supplies next year as we’ve almost doubled the budgeted amount for this year. Cat provided the check in advance for the October speaker to Laura as she will not be able to attend.

Rachel and Jessica sent donated quilts to Paradise and they requested to be reimbursed for shipping and related expenses, approximately $30. Laura motioned that they should be reimbursed for the expenses incurred; Jennifer seconded the motion. Motion passed. Becky advised Cat that she will pay the $20 refreshment fee for Casa Blanca library prior to the November and December meeting dates and will send Cat an email confirming the transaction each time. Jennifer was reimbursed for expenses relating to the retreat goodie bags. Jennifer has a couple more treats (sweet) to purchase to complete the bags.

Opportunity Quilt Discussion, Cat

Cat advised that she is slightly behind schedule. However, she will have time to catch up if she works on it at the retreat, and by keeping the quilting simple and sleek, she is confident the quilt will be completed by December 7th, which is the guild’s Christmas party and the Opportunity Quilt kick-off date.

Gayle was unable to get assistance with the ticket printing process from a couple contacts at Nite Owls. We will forge ahead without assistance as the raffle tickets need to be printed in early November or sooner. Simone showed us her raffle ticket mock ups. Currently she is trying to determine the ticket size. She’s guessing that color tickets are not feasible cost-wise. We will keep it simple and stick to black and white. Simone will design the tickets but she still needs to find a company to print them. She has a contact that she has worked with at Staples. Becky will send Simone contact information for Preferred Choice Printing out of Corona as another option. Jennifer will send Simone the link to the shared drive with the IEMQG vectored logo – possibly using it as a background watermark on the raffle tickets.

The question came up of how many tickets should we get printed. We came up with 3,000 tickets as our baseline (500 packets of 6), as ticket prices will be $1/each and $5/6 tickets. Gayle will speak with Leslie from the Ontario Museum to see if we could sell Opportunity Quilt tickets there. If so, we would most likely need to print additional tickets. We also decided to start at ticket # 1000.

We went over the items to be included on the tickets:

Quilt Name: Blurring the Lines

Drawing Date: December 5, 2020

Ticket Price: $1/each and $5/6 tickets

Size: Either “Queen” or Cat will provide actual dimensions

The tab should include space for name, phone number and email if there’s room.

Should state “Do not need to be present to win” and the guilds website address.

Gayle will provide paperwork to the MQG to request an exemption letter to submit when we obtain the required permit from the state of California to sell raffle tickets at Road that will be valid for one year. The cost of the permit is $20. Gayle also mentioned that we need to purchase a quilt stand for displaying the opportunity quilt. Becky motioned to approve buying a new quilt stand for approximately $115; Jennifer seconded the motion. Motion approved.

Fundraising, Laura

Upcoming Sale/Craft Fair Events:

Inventory and pricing at Laura’s home on Sunday, October 6th at 11 am. Currently we have 250 items available for sale. The Christmas items were pulled aside for the Kris Kringle Craft Fair.

Mountain Shadows, Highland – 9 am to 1 pm on October 12th: Laura, Pat and Gayle will work this event. Laura was advised not to overfill the table. There will be a box under the table with items to fill the table as room is available. We’ll have two tables, rectangle and square, a dress form (for purses, etc), and we will be near the railing so we can hang quilts. Laura is planning to have two sections, one for pet related items and the other for baby related items. She is also bringing baskets to display the baby items and dog dishes for the pet items. Gayle will bring a wire rack to display the bibs and a cash box/change. There will be 17 vendors this year (versus 12 last year) and a bake sale. The guild will donate an item for the numerous raffles to be drawn. Admission is free and members will be encouraged to attend at the October meeting.

Kris Kringle Craft Fair, Ontario – Wednesday, December 4th, Gayle, Laura and Pat will work this event. Jen updated the Kris Kringle flyer. Laura will have copies available at the October meeting. Further discussion tabled until the October board meeting.

Exhibits:

Upland Library, Laura

Laura asked if we would like to exhibit about 12-14 quilts next March at the Upland Library. However, we would not be agreeable to a providing a lecture/presentation. Laura offered to coordinate the event. We decided to table the discussion until early next year.

Road to California, Atrium Exhibit, Gayle

Gayle informed us that we are about 9 quilts short. We will contact members to see if they can help us out to reach the minimum amount of quilts required. As a reminder, Gayle needs to submit photos of the quilt tops no later than October 15th. Mike will be available at noon at the October meeting and afterwards to take photos. Quilts will be required to have a label and sleeve. The guild will need to purchase clear, heavyweight, 60 gallon contractor bags for the quilts; it is estimated that the bags will hold three quilts. Quilts need to be delivered by January 17, 2020.

Block Lotto, Simone

Simone has agreed to do block lotto again for 2020. It was decided that December will be “dark” and we will start again in January.

Programs, Laura & Becky

October – Elizabeth Eastmond of OPQuilt will be the guest presenter. The lecture will be “An Undercover Traditional Modern Art Quilter”. We will provide two quilt stands, table, podium, and microphone. Becky to follow-up to see if she will need a projector. If so, Laura will bring hers.

Confirmed speakers for 2020:

January 4th: Latifah Saafir

February 1st: Simone Bradford. Simone was given a color wheel in preparation for her presentation. We will have color wheels for everyone in attendance at the meeting.

June 6th: Sandra Johnson

October 3rd: Wendy Knight

Nominations/Election, Gayle

Committee Members: Pat and Lisa

Pat will announce the executive board candidate slate at the October meeting.

Executive Board Candidate Slate:

Gayle Bennett, President

Laura Greene & Becky Brekke, Co-VP of Programs

Candy Scott, Treasurer

Elizabeth Eastmond, VP of Communication

Secretary, OPEN

Membership, Gayle for Judy

The membership form for 2020 was reviewed and no changes are required.

Meeting Locations, Becky

October: Main Library

November: Casa Blanca

December: Casa Blanca

New Business

No new business

Next Board Meeting

The next board meeting will be October 22nd at 6:00 pm at JoAnn in Ontario, CA. 

The meeting was adjourned at 7:50 pm.

Respectfully submitted,

Becky Brekke, Secretary