Guild Library We will use a Google doc to track check-outs and check-ins. Jen will handle the documentation. The document will be on the guild drive. We will do rental fees for hardware, such as the AccuQuilt. We will limit people to check-out only 5 items at a time. Checkouts will last a month before the item is late. It can be renewed for a month only, if 5ere is no waiting list. Hardware will require a check that will be held in case items are not returned or broken. This will be documented in the catalog. Usage fees will not be charged for consumables, this will be a benefit of membership. We will create a form on the website for check out. We will plan on starting the library at the September meeting. Operations We have rented a 5x5 storage unit. We will be working out logistics for moving stuff for events. We may need to purchase shelving. We discussed having a reverse shop hop, where shops come to us, present about their shop for a few minutes, and sell items. We would need to do this at an event or something. Amanda is talking to S&R about maybe holding Sewing Saturday. This would be a more central location for members. Finances Diane went over finances. Digital receipts seem to be working well. We can get a street address for a PO Box, which would allow for deliveries. Diane will look into it. We will move money from the Fundraising category to cover the storage unit for the year. Charity Trina will offer advice from past QuiltCon charity quilts. Diane will check possible copyright issues. Fundraising We will target November 16th for the Quilt Photo Booth. Amanda will coordinate with the photographer, and find a location for the event. Fliers for the Sew-signment sale have been posted around town. We discussed logistics and fees. We will provide lunch for volunteers. Programming Retreat balances are due at the August meeting. Massages will be offered Saturday. Sherry needs volunteers for a wrapping and sorting party. Plans are underway for a quilting workshop, tentatively October 19th. We may have a guild outing to the Fanfare Quilt Show. The November meeting will consist of a shortened meeting and a presentation by Handi Quilter.
Operations We bought additional Guild Logo stickers that will be handed out at the holiday party and added to new member welcome bags. Extras can be used for packaging auction items. Finances Diane and Jill are working on a new digital receipt system. We need to purchase new checks. Diane will order them and ship them to the PO Box. Category definitions in the ledger are on-going and will be reviewd at the end of the year. Committee Updates Membership We need an easier way to take attendance for monthly meetings. Officers sugest delegating attendance to a committee member to check off names during introductions. Amanda will remind members to check in if they came in late. Website/Social Media Amanda and Sherry are working out Instagram best practices. Charity A new block will be introduced at the July meeting and door prizes will be drawn for 2nd quarter projects turned in. The Quilt Con project is ongoing. Fundraising The photographer is open to coming and talking at a meetin about photograhing as a program. Amanda will check with National MQG to make sure the photos will be acceptable for submission. We brainstormed ideas on where to advertise the Sewing Consignment sale. Programming The retreat is sold out and we have gone to a waiting list. Prizes are coming in and items are being purchased as needed. The 2019 Quilt Con quilt is being displayed at NASA. The current placard has no contact info. Amanda will look into updating it. The Quilt Con 2020 trip is down to 2 people signed up. Two more spots are available. We will look into trips to Paducah and Quilt Con 2021 next year. We are looking into donated or discounted storage space. We have a volunteer to be a librarian for a guild library, we will discuss how to implement.
Finances Diane presented the current financial information. The PO Box has been renewed. Google Pay seems to be working well. Committee updates Website Glenn would like a better way to print membership forms. Kelci and Charlene are helping with the Instagram account. Charity Crystal is working on organizing the QuiltCon charity quilt. She will register with national and send a survey for members to vote on their favorite design. Fundraising We discussed the possible Quilt Photography Booth and details for the Sewing Consignment sale. Programming Sherry is working on finalizing etails for the Fabric dyeing workshop. The Gee's bend trip plans are underway. We are almost sold out of spaces for the Retreat in September. There is one space left. Diane is working on figuring out if there is a way to display the 2019 Quilt Con quilt at NASA. We discussed criteria for approving requests to share at the meeting. We revisited the goals set from 2018 and identified goals to work on.
Please see the attached agenda.
As guild income goes up, we need to consider upping the officer purchase limit. This will be brought to the guild for a vote. Mode is out of stock on the wide back fabric we planned to buy. We bought 2 yards of a blue grunge. This should be enough for 2 small quilts.
Diane made minor corrections to the reimbursement form and added non-officer approval guidelines. Forms should be emailed to the treasurer. The money box and and envelope stamp have been purchased and are in operation. We will link the minutes for purchase approvals when needed. We will be adding guild businesses as a tab and community guidelines under about to the website. A new charity block will be announced at the April meeting. A door prize drawing will be done for people who turned in charity items during the first quarter. We have refunded the buyer whose quilt was lost in the mail. The BJ Brewhouse fundraiser seems to have gone well. Multiple new designs and products have been added to the Zazzle shop. Our Zazzle rank has been increased to 6/10. Last quarter, we made 3x what we made in previous quarters on Amazon Smile. The Lucky Spool affiliate program link did not have info about the program. Amanda emailed them, and has not gotten a response. Amanda talked to a photographer, and it is possible to do a quilt photo booth. They will talk again after April, for maybe a time later this year. Jen is available after April, Trina has limited dates in May, so we are looking at June for the Fabric Dying workshop. Sherry is still working out the details of the swap with ECMQG. Laura is working on the Gee’s Bens trip for June. We currently have 13 signups for the the Retreat. We are looking to display our quilt con quilt with NASA. We have a potential workshop with Sherri Lynn Woods in October, depending on her schedule. We have developed Community Standards that will be introduced at the next meeting. Operations
We renewed with National MQG with 31 members. We have swag from Quilt Con that can be used in prizes. Also, Amanda purchased books for a few dollars a piece and Diane and Rachel pulled out the ones we thought would be relevant. Finances The Tax Form 990-N has been filed and accepted. The Purchase Request and Reimbursement form has been finalized. The form can be filled out online or a link can be sent or it can be printed and scanned and sent to the Treasurer at [email protected], A form is needed to request a purchase be made by credit card. Diane presented the February Financial report. There is a new Year to Date report to better track spending by officers. The Budget column has been moved to the far right. The principal income categories have been grouped at the top. We discussed whether to add sub-categories to better capture “Flow Through” money – this is a particular issue for workshops, kits, etc. which we round up the charge of and therefore end up with a balance after completion of the event We decided to leave the general flow through category due to overhead of removing one time use sub-categories and reviewing at Officer Meetings whether we should have a balance floating in flow-through or if it is a good time to zero out the balance. We also decided it is currently a good time to reallocate the flow through balance since we're in between Quilt-Con hotel deposits and Retreat deposits. We decided that to mitigate a treasurer absence and workload during the meetings, we will buy envelopes for people to put payments in and braintsormed that they should include: Name: Email: Amount: Purpose: Date: Diane will investigate what she needs/prefers and get them ordered before the next meeting. Officers will get the envelopes collected at the meeting to Diane and she will email receipts. Diane will also investigate keeping a spreadsheet record of payments and issuing digital receipts based on the spreadsheet number rather than keeping up with a receipt book. Membership Amanda told us that Glenn does not currently want to be reimbursed for the fabric cupcakes she provided for February birthdays. Charity A new roll of batting is on order. Amanda picked up our existing batting from Diane. We decided we will plan on 8 yards of the wide backing fabric (estimated cost about 2/5 remaining charity budget) and bring proposal to guild since sale goes through March 30th and 8 yards with estimated shipping is right on the $75 line. Several quilt tops, quilt bundles, block/pillowcase kits were made at Sewing Saturday. Crystal is working on a new charity block to be announced at the April Meeting. Fundraising One of the auction quilts was lost in the mail. The appeal for an insurance claim from USPS was denied. We recieved a mailed letter dated 2/20 that the original decision had been upheld. We recieved an additional email notice on 2/26 that they are still looking for it, but it hasn't been found. Amanda recommended that we write it off as lost and reimburse the customer 50% as discussed previously. Amanda will PayPal the money to purchaser since that is how she originally paid and guild will reimburse Amanda for the expense. The BJ's Brewhouse fundraiser has been set for March 28th. Fliers have been emailed out. Amanda uploaded one new tote to Zazzle, in case anyone who took a business card at Quilt Con follows up. Amanda also just found out that Zazzle is changing some policies and will start charging a nominal fee to accounts that haven't uploaded a new design in some amount of time. She will find out the details of how often a design needs to uploaded and what the fee is. We researched raffle laws. A raffle is allowed if you are a non-profit. In additon the tickets allow purchases to take part in a contest of skill (not luck) or you allow entries without purchase. Otherwise, it's a class A misdemeanor with up to a $6,000 fine and possible jail time. We previously contacted St. Jude’s at Huntsville Hospital and the website pointed to national organization, Amanda called and was told to make the check out to the hospital foundation. We may need to research another charity or St. Jude's national that has some kind of auction already that would be able to get a better price for full size quilts. Lucky Spool has a brand new program, registration opens 3/18 (the day before our meeting). If no distributor of Lucky Spool books is in the area, guilds can sign up as independent distributor and get a percentage of all books sold as well as a discount on books. We will put this on the agenda to discuss with members at meeting. Programming Rachel will be presenting an Everyday Creativity demo for members on 3/30 from 1:00pm to 3:00pm. The location has been rented from 12:00pm - 4:00pm to allow for setup and clean up. Attendees may bring a lunch at noon for social time. The demo will be held at the clubhouse in the neighborhood that Kris lives in. Sherry will buy the supplies for the demo after the meeting. Sherry will buy the supplies after meeting. Participants should bring sewing machine, cutting implements and small cutting mats, black thread (or other color if desired). We will need a few irons and ironing boards. The cost will be $5.00 for members and $10.00 for non-members. The Fabric Dying workshop will be held after April. Sherry to check with Trina to see if her house is still available and set a date. The colorways will be primary, garden, and autumn. Jen will demo ice dyeing and marbling. It takes too long to do during the workshop. Participants will dye 18 fq and play with ½ yard. We need to purchase good quality ziploc bags for this class quart and gallon (name brand NO generic). The cost will be $50.00 for members and $60.00 for non-members. Canopies and fans would be nice to have outside along with a cooler of water. We'll wait to see what date it works out to be scheduled on and whether it will be as hot as last year. ECMQG has responded about the small item swap. Sherry is working out details with them. Laura will poll guild members during the meeting to determine interest in the Gee's Bend trip. Amanda and Rachel will bring tables to the meeting for the Scrap Dash Challenge. We plan to set up 5 equalish piles. Members will grab scraps from the pile in front of them for a short time limit, then they will rotate to a new pile. We will start collecting Retreat deposits at the March meeting. It will be open to members only until day after May meeting. The final balance will be due at August meeting. We will discuss Nifty Notions and Quilt Con quick tips. The National Guild has released new Community Standards. We will mention them to the guild and make a point that we will be following them. We plan to add a link to them from our website. Quilt Con DeBrief Amanda and Rachel attended the Leadership Breakfast. New Community Guidelines are coming out shortly, we will review and adopt these. These were a recommendation from the new Inclusion and Diversity committee. There is a new 60+ page document for guild leadership to help stand up guilds. Including programming ideas. Coming this spring. Ideas from Quilt Con Have a Quilt Photography Booth - hire a professional photographer, people bring quilts, pay $5 or $10 per quilt, get a couple of pictures, maybe invite other guilds. This would be a good way to get better photos, it might be fast for the photographer to reuse the set up. We thought this sounded like a good idea. Amanda will investigate cost & feasability. Amy Friend (During Quiet Time) offers workshops. We will email for pricing and info. The Stitch TV Show based in Atlanta, offers 1 hour lectures ($400) and all day workshops ($600). For both of these we will put together a list of topics and ask members what they are interested in. We may possibly pursue splitting the cost with the Athens guild. We also collected challenge ideas from Quilt Con. We will add a section with the current challenge and coming up deadlines to the Meeting Agenda. Amanda will handle the Quilt Con rooms and contacting members for payment. Dues renewal, Glenn has been adding people to National. We will need to ask National to reissue the bill, because we should be in a different rate category. Rachel will start emailing Diane when she receives a check via the PO Box. We will do a beginning of the month report to get everyone who joins at the meeting added to the appropriate platforms. We will tell people it will take 2-3 weeks to get added.
We now have a debit card. Diane has come up with a new reimbursement system. It can take a purchase request or a reimbursement. Diane started a new spreadsheet for 2019, and has improved the accounting ledger. She has also revised the monthly report, and has a new way to generate a categorized report. Redstone has a new third party payment and invoicing system that we can investigate for the auction. We are currently at 28 members. Glenn has asked her committee members for suggestion and ideas. We added the sew day supply list to the website. We need a new member page on the website, we also need to list discounts for members. Crystal got 7 new sign ups to for the charity committee. National contacted us to tell us that they can’t find our quilt. We have sent them our tracking info to see if they can find it, but have not heard back. One of the auction items appears to have been lost by USPS, however USPS has denied the insurance claim. We are going to appeal the decision. Amanda will be working on new designs to refresh the Zazzle shop. Sherry has contacted people on her committee. She will check with people after quilt con to see who got into what classes. ECMQG has proposed a small item swap between the guilds. In March, we will talk about Nifty Notions. We discussed the 2019 budget and the feedback survey results. Diane has been added to the bank account and we have requested a debit card. Jen has the quilt con quilt and has finished quilting. She will pass to Sandy to for binding.
Zazzle has added a feature to allow users to move designs to other products. Amanda added some luggage tags to the store. We will check in after quilt con on guild sponsored workshops. Add sewing bee near Providence on the third Sunday starting in February 1pm - 6pm. We discussed changing the dues to prorate mid year instead of monthly. We plan on renewing membership through national by early February. The meeting will be the cutoff for counting new members. We planned a schedule for the elections and surveys later in the year. We looked over the responses to the planning survey. Issue Challenges every 2 months, 3 month turn around. We started signing challenges to the calendar. We laid out the schedule for the quilt con quilt. We decided to have purchase authorization forms for all purchases, including estimated for budgeted. All officers and committee chairs were in attendance. We went over new committee and officer training materials. We went over the feedback and planning surveys and made adjustments as necessary before sending out. We need a sign-in sheet for membership and for sew and tell for the meetings. Glenn would like to add birthday month to the New Member form. We discussed changing the dues structure. Rather than pro-rating on a monthly basis, we would like to specify that the full amount be due for members joining from January through June and members joining July through December would pay half. This will be brought to the January meeting for a vote.
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