Tucson Quilters’ Guild Business Meeting April 1, 2009

Meeting called to order by Kathy Harris at 9:36  12 Board members present; 3 Standing Committee chairs present.

Attendees: Nancy Arseneault, Colleen Babcock, Mary Bazzano, Jo Cady-Bull, Laura Cotter, Sally Dickinson, Patti Francis, Kathy Harris, Kay Hendricks, Nancy Landon, Mary Meserve, Marie Morris, Mary Perry, Donata Pfisterer, Lois Podolny, Joan Swanson, Susie Weaver Secretary: Minutes distributed by email 3/17/2009. Motion to approve minutes by Nancy Arseneault; seconded by Colleen Babcock. Minutes approved as written. Treasurer: Joan Swanson April 1, 2009 Checking Acct. $5256.92 Savings Acct. 50,809.61 Petty Cash 70.00 Fixed Assets Accumulated Depreciation -1445.00 Equipment-Fixed assets 19,715.84 Unrestricted CD 55,223.98 Restricted CD Endowment Account 15,000.00 Restricted CD Endowment Account 10,515.71

Grand Total 155,147.06 See attached report for additional details. We had March income of about $7,000, expenses of about 10,000, for a negative balance of approximately $3,000. Some of the expenses were related to the Quilt Fiesta in January. Joan has requested permission to obtain a software upgrade to Quick Books 2009 version as every user must now upgrade to keep current version updated. Kathy advised Joan she should call Joanna Strong at Intuit to inquire about the non profit version – and to ask if it is free to non profit groups before we purchase a copy. Quilt Show: Mary Bazzano/Mary Meserve  All committee chair positions are now filled.  Bookmarks are printed and ready for distribution.  Next Tuesday morning, April 7, the hanging committee will be working at the storage locker to inventory and organize the supplies for hanging the quilt show. Bears: Needs Chair Bees: Laura Cotter  2 New Bees are forming – one on the Southwest side that is searching for a meeting place; one on the far east side that also needs a meeting place.  Laura is looking for a volunteer assistant who is willing to attend the evening meetings to sit at the Bee Keeper’s table. By-Laws: Marie Morris No report given Block of the Month: Kay Hendricks/ Evelyn George  Block for May is called Butterfly Garden. Corresponding Secretary: Need Chair  Pat Romm’s mother passed away.  Verna Tharp’s husband passed away. Donations: Fran Braverman No Report Endowment/Long Range Planning: Mary Perry  Mary needs to know about how much money will be available this year for grants.  No grant requests have been received this year. Education: Jan Wright No Report Finance Committee: Needs Chair 1 Guild Pins: Patty Kruse  Kathy plans to talk with Patty, asking her to relinquish the position so that another member may take the job over. Only $5.00, for one pin, was recorded as having been turned in last year. Patty does not always attend the meetings so it is difficult to sell the pins when not present. More pins need to be ordered as it is reported that we are out. Historian: Karen Kelter No Report Hospitality: Vicki Oberg No Report Library: Donata Pfisterer /Kathryn Wald  There will be a book sale in May with older books priced at $3.00 for hard cover and $2.00 for soft cover; magazines will be 10/$1.00  Library bookmarks will be given out to each member who checks out a book. Bookmarks have library rules and policies printed on them.  Colleen requested that the file for the bookmarks be sent to her – she will print and include bookmarks with each new member packet.  Donata and Kathryn are still working to get book collection database entered into computer. They hope to complete the data entry by September.  Donata agreed to look into having a sign made to place in the courtyard directing members to the library for the general meetings. Membership: Colleen Babcock  Currently we have 527 members paid for 2009/2010. Of these, 85 are new members.  95 member cards are ready to be picked up at the General meetings in April.  Colleen has stickers available for the back of membership cards showing the new website password.  It was suggested that the church hall be used for the new member tea and that all new members from 2008/2009and their sponsors be invited to attend. Refreshment suggestions are for desserts to be served.  Colleen will order another shipment of badge/passport holders.  Kathy has generated a guest pass to be given to former members as an enticement to rejoin the Guild. The pass may be used in lieu of paying the $3 guest fee to attend a meeting; in addition the three dollars may be applied towards the annual membership fee.  Colleen and the membership committee have been working to put together new member packets. Members-at-large: Nancy Landon/Kay Hendricks No Activity to report this month. Newsletter: Doris Wells  Reminder – the new deadline for news articles is the Wednesday before the last Wednesday of the month.  Kathy is still waiting to hear from the Post Office regarding our application for non profit status.  It is noted that we get a reduced price for all copy expenses at the Alphagraphics at Oracle and Ina. Members are encouraged to take Guild copy business to that location. Copy charges will be added to the account, reducing the need for individual check requests to the treasurer. This is the copy center that produces and mails the monthly newsletter. AZ Quilter’s Hall of Fame: Jo Cady-Bull  Now accepting nominations for inductees to the Hall of Fame.  The annual induction will be held in September in Tucson at the Doubletree on Alvernon.  Nancy Arseneault is the featured quilter this month on the Hall of Fame website. NQA: Jo Cady-Bull  Jo has sent in the Guild annual membership fee.  The NQA annual quilt show is in June in Columbus, OH. Jean Biddick will be teaching at the show.

2  This show has a special section for chapter quilts. Jo suggested that our raffle quilt be submitted for consideration. Programs: Lois Podolny/Nancy Arseneault  April speaker is Sandi Bonsib. The Sweet Treats Class has been cancelled; the Log Cabin – No Seam Rippers allowed class has been moved to Thursday, and will be taught at the church in the library/classroom.  May Speaker - Louisa Smith  June Speaker – Karen Combs  More teachers are requesting reimbursement upfront for airfare. Karen Combs made her own hotel reservation and has requested reimbursement. She is flying into Phoenix and renting a car at her own expense. More expenses are being paid early to teachers.  It was suggested that a formal class policy for both sign-ups and class withdrawal be posted on the website and in the newsletter.  Lois and Nancy are still working to get the remaining contracts signed for 2011 speakers. Place Mats: Nancy Clarke No Report Property Manager: Need Chair Quilt-a-thon: Pam Wright/Flora Alderman  The plan this year is to use donated tops and add borders before quilting; use donated blocks to assemble into quilt tops with added borders; and use quilt kits cut from simple patterns to make quilts for charity. Some of the donations of quilt tops and blocks have come from families of guild members who have passed away.  At Cactus Quilt Shop, a vendor donated several sets of sample fabrics to be used to make charity quilts.  Batting will be ordered soon for the annual quilt-a-thon.  7 additional members have volunteered to meet to help organize and cut fabric kits to be used at the quilt-a-thon. Quilting for Others: Pam Wright/ Flora Alderman  Patterns from the quilt-a-thon will be available for use for QFO as well.  Donated fabric is being shared with Placemats, Education, and with Karen Fisher for her school projects.  Kathy received an email from Sharon Pederson, our speaker last month. Sharon shared a suggestion for displaying the donated quilts each month. Instead of having these displayed from the stage during Show and Tell, she suggested that several members be handed quilts to hold up as they walk around the room for display. Also, Sharon expressed her appreciation for our guild, and for the hospitality she received at Lois Podolny’s home.  Pam will write and submit to Colleen an explanation of our quilt-a-thon to be included in the new member packet. Quilt for a Cause: Jeanne Coleman/Phyllis Spalla No Report Raffle Quilts:  2010 Charlene Didjurgis Quilt not yet ready for binding.  2011 JoAnn Hinchliffe/Linda Truesdell Committee will begin work next month  2012 JoAnn Hinchliffe/Linda Truesdell Website: Meg Silvern No Report Old Business:  The Guild is still planning to hire a bookkeeper. It has been determined that we will not hire a Guild member since it would be difficult to fire a member. Guidelines need to be written to specify the duties of a bookkeeper. Joan will talk with the accountant next month to ask for recommendations for bookkeepers.  Insurance: We currently have 3 policies, in addition to 2 policies purchased specifically for the quilt show. One policy covers malfeasance – in the event the treasurer or other elected director absconds with up to $100,000. We have a general liability policy to cover against lawsuits. Property we own and store in the storage lockers is insured up to 3 $11,790. To add an additional location (the church) to this policy would cost $100 for $5,000 of coverage annually. The Elected directors are covered under a liability policy.  Joan will ask the agent what our current deductibles are and how our annual premiums would be affected if we increase these deductibles.  The insurance agent will be asked to attend the May business meeting to discuss our policies.  Joan noted that the Guild phone answering service currently costs $95 a month. Kathy noted that we require a valid phone number for the credit card service and for our non profit mailing application. Joan will research costs for alternate phone service.  Kathy and Joan have opened a safe deposit box at the Bank of America on Broadway at El Con. Documents kept in this box will include the Articles of Incorporation, our CD’s, and hardware with the back-ups for the laptops.  The issues with the boutique have been resolved. New Business:  Everyone is empowered to ask members to take any suggestions or complaints to the appropriate committees for resolution of problems.  Patti Francis requested permission to sell raffle tickets at the next guild meeting for an opportunity quilt. Money raised from the raffle will be used to help the Voices of Harmony Choral group travel to a competition. Nancy Arseneault moved to approve this raffle sale, Nancy Landon seconded. Motion passed to allow sale of raffle tickets. Patti will provide her own display rack for the quilt  The cookbook committee received only 13 recipes – they would like to publish these in the newsletter.  Fabric, books, and projects from the estate of Louella LeCompte will be sold following the April Wednesday meeting in the classroom. A vote was held to approve this sale, provided the classroom is available. Motion to approve the sale by Pam Wright, seconded by Mary Meserve. Motion passed. Decision is to hold 10% of the proceeds of the sale for the guild. This percentage needs to be added to the Guild Procedures and Guidelines document for future sales.

Laura Cotter moved to adjourn the meeting at 11:13 am.

Sally Dickinson Seconded.

4