Board Minutes

Board Meeting Minutes
Over the Mountain Quilters’ Guild Meeting
April 9, 2019

Carol Bush called the meeting to order at 10:25 AM
Her careful review of the OTMQG By-Laws has led Carol B. to feel that five
required Board meetings per year is excessive. Discussion followed and an
amendment to read “Board Meetings as needed” was proposed. A vote for
bylaw amendment was taken and unanimously accepted. Cindy G made a
motion to amend, and Jackie A. seconded the motion.

The secretary, Shirley T, agreed to make necessary changes and submit the
amended bylaws to Carol B., the current OTMQG President. This document will
be presented at the general meeting in May for full vote of approval by

Kristi K. noted that the old OTMQG website is very hard to follow, as it has not
been updated since 2015. While Holly P’s excellent blog can be found among
the website tabs, this arrangement is not acceptable. All agreed that the old site
should be taken down. Holly P. agreed to follow up with Daryl F who holds the
rights to this outdated site.

The meeting adjourned at 10:38 AM.
Submitted by: Shirley Tomany

Board Meeting Minutes
Over the Mountain Quilters’ Guild Meeting
November 13, 2018
Claudia Sanders called the meeting to order at 11:28 am. She welcomed the
incoming officers and expressed her pleasure at the high quality of enthusiastic
members for incoming Board.

The treasurer, Bernadette Houghton, reported that the year-end budget is in
good shape. She has already contacted each Committee Chairperson to obtain
their budgetary needs for 2019. She agreed to print a full report of these needs
so that membership can vote on the proposed budget during our January, 2019
general meeting. Following this vote, the budget will be presented to Board
members for their approval as well.

Claudia reminded Board Members of the need for a full audit. Carol Anderson
has agreed to perform this audit in 2019.

Community Service Chairman, Jacki Albert, stated her need to increase her
budget by apx. $250. She assured Board members that she would strive to stay
well below this budget, if possible.

Claudia noted that $100 had been budgeted for Hospitality in 2018. Some of
these designated funds remain after September’s Anniversary Party, along with
some party supplies, including bottles of water, etc. No attention need be given
to the budgetary needs for the balance of 2018.

Tanya Magnum expressed her willingness to Chair the Show and Tell activities in

Claudia welcomes questions and suggestions from Board members to assure a
smooth transition. Meeting was adjourned at 12:05 pm.
submitted by Shirley T.
Over the Mountain Quilt Guild
Board Meeting – August 14, 2018
Meeting was called to order at 8:51 a.m. by Claudia Sanders, President.
The board meeting was called to discuss the upcoming 20th Anniversary celebration. In
addition Claudia asked the members to review their duty descriptions. Committee reports
were given.
Programs: is following up on demos for the remainder of the year.
Community Service: Christi King has offered to quilt any community quilt project with her
long arm. Members must supply the batting and backing material and be responsible to bind
it. The board felt this was a great offer and Claudia would announce it to total membership.
Membership: Cindy reported we’ve had a new member every month.
Secretary is still needed. Ren has relocated to Bend, Oregon.
Cindy proposed that rather than one large raffle prize at the anniversary celebration that
smaller prizes could be raffled every 30 minutes. She thought $100 for all prizes would be
sufficient. Marilyn volunteered to acquire raffle prizes.
Cindy proposed that this amount of money should be used for raffle prizes and Lynette
seconded it. All agreed.
Potluck will be a luncheon. Cindy will have sign-up sheet for categories of food so that the
luncheon will be balanced. To start it off, Cindy will bring a ham, Lynette will bring a
cheese tray, and Marilyn will bring a bread tray. Cindy will also have a sheet for members to
indicate if they are bringing a guest. A guest would be a supporter of the Guild, a past
member, or someone who would like to be a member.
Claudia has invited two founding mothers that are planning to attend. She is trying to contact
one more.
Carol Bush described how the quilts from past projects will be displayed. She also contacted
the Independent and invited a reporter to cover the celebration as a human interest story.
Meeting was adjourned at 9:15 a.m.

Over the Mountain Quilt Guild
Board Meeting – June 12, 2018

Meeting was called to order at 11:15 a.m. by Claudia Sanders, President.

The board meeting was called to discuss general ideas, ideas for the 20th Anniversary celebration, program ideas for 2019, getting people to volunteer for position in 2019, a gift for the church as Christi has been setting up the tables each month.

The following are not in the order discussed at the meeting but rather by topic.

General Ideas
When a member brings a guest to the guild, they would receive an additional raffle ticket as a thank you.

Ending guild meetings earlier than 1:30pm as many people leave by Noon.

Getting People to Volunteer for 2019 Positions
There were no concrete ideas for this issue, but all will think about it.  Programs is the most difficult to fill, not one thing appeals to all.  A brief discussion began about having local teachers come in throughout the year rather than a large project.

Thank you for Christi/church
Discussions and ideas for a gift to the church will continue.  Christi has been setting up tables each month, a most welcome undertaking that deserves a thank you gift.

20th Anniversary Celebration Ideas
Cindy and Lynette will coordinate the potluck.  There is $100 in the budget for both this potluck as well as the Holiday festivities.

Claudia suggested displaying quilts from years past.  She will ask Kathy Keller if she’d like to display some as she has been a member since Year 2 (Claudia is one of the first original members).

Corsage/lapel pins ideas were discussed.

Claudia brought up the subject of inviting The Founding Mothers as well as previous members.  Bernadette suggested inviting past vendors as well. 

There was discussion of a raffle gift that a vendor may possibly donate.

The meeting was adjourned at 11:55 a.m.


Board Meeting Minutes
Over the Mountain Guild Meeting
March 13, 2018

The meeting was called to order by Claudia Sanders at 11:15a.m.

Claudia Sanders, President
Nancy Ford, community service
Bev Reynolds, programs
Jacki Albert,community service 
Bernadette Houghton, Treasurer 
Tonya Mangum, sunshine
Carol Bush
Holly Plugge, programs, historian
Lynette Rose, Vice President 
Ren Möews, secretary 

Community Service:  Jacki will need assistance for April’s project( ie batting, cutting of material etc) She will have more detailed instructions next month.

Minutes for the previous meeting were posted on the brown board located on the stage, far-left.  They are also posted on the blog at

Carol Bush has suggested for the guilds 20th anniversary(9/11/2018)to participate in our own quilt show.  The board decided to have the showing only for members, but will check for a later date or later time that same day for a possible open to the public quilt show depending on permission from the church. Members will be encouraged to bring their works for the celebration.

Treasurer’s Report:  Treasurer Bernadette Houghton asks the board for permission to move the all the savings amount to checking, minus $5 to keep member status.
Motion was made by Lynette and second by Holly. No dissenting votes.

The meeting was closed by Claudia Sanders at 11:34a.m.

Over the Mountain Quilt Guid
Board Meeting – January 4, 2018

Meeting was called to order at 10:10 a.m. by Claudia Sanders, President.

The required number of board members were present for a quorum.

Treasurer’s report:  will be presented at general meeting on January 9, 2018.

Committee reports:  Programs provided a statement that they were ready to begin the calendar project.  Instructions for January and February blocks will be distributed.

Old Business: 

Set-up and tear-down was discussed.  Claudia will make up a sign-up sheet.  Cindy said she had reminded those signed-up prior to each meeting and had a good amount of success with the sign-up sheet that way.  It was suggested that recoil extension cords would make such work much easier.  This would need to come out of the Property account and the budgeted amount did not allow for this.  Another source of funding would be the savings account and it will be discovered how to access these funds per the bylaws.

New Business:

The bank account signature changes need to be made with the new year and new officers.  A motion was made by Cindy to write the required memo of minutes and submit to Nuesenda Credit Union.  The motion was seconded by Claudia and there was a unanimous vote to carry the motion at 10:35 a.m.  The memo will add Bernadette Houghton, Claudia E. Sanders and retain Cindy Gregory as authorized representatives.  It will remove Carol Anderson and Carol Bush from the list.

Other new business-Cindy introduced the possibility of a new service, rotary blade sharpening.  She had found a device that would allow the guild to provide this service.  Funding for the sharpener will be determined after the savings account access issue is learned.  It will then be brought to the whole membership, asking for interest and possible reviews of the product.

The meeting was adjourned at 10:45 a.m.

Minutes taken by Lynette Rose.

Over the Mountain Board Meeting
July 11, 2017

Sandra called the meeting to order and asked that there be no side bars during the meeting.
Old Business-  Nancy Ford has the other pattern that we were supposed to do this year.  She will pass it around and see if anyone has an interest in the pattern.  If 10 or more ladies are interested, we can purchase the pattern for $ 12.

New Business-  Cindy Gregory said it appears that the Guild is leaning towards the calendar/table runners.  Cindy has a bunch of patterns and suggested that we all bring in our patterns to compare and look at.  The Board thanked Marilyn Gampel for volunteering to run Programs next year.  Eileen Suderman volunteered to assist Marilyn.
Carol Anderson has questions about this year’s project.  Who is going to take the lead in finishing up our quilts????  Kathryn and Holly will be teaching next month’s flying geese row.  After that, it is a matter of putting the entire project together.  Susannah suggested that we all be available to help.
September is our Anniversary and Demo month.  There will be no working on our quilt that month.

Carol Anderson volunteered to teach set-in triangles for log cabin black.  Sandra volunteered to help.
Some ideas were talked about for Demo Month.  For example: How to properly make a quilt label.  Sandra will ask members next month for volunteers to teach something.

Notes taken by Rosie Dorsey


Over the Mountain Board Meeting 
May 9, 2017

Sandra Philbrick called the board meeting to order at 11:15 am.  Attendees were:
Shelly Miller,  Nancy Ford, Holly Plugge, Susannah Faith, Cindy Gregory, Rosie Dorsey, Kathryn, Carol Anderson and Sandra Philbrick

First item of business-  First Aid-  Sandra suggested we have a first aid kit available for members with the address of where we hold Gilld.  She purchased one on Amazon for $24.95.  The board agreed to reimburse her for the kit.

Second item of business-  Room set-up and take-down-  Rosie Dorsey suggested that each “Pod” of ladies be responsible for their own table set-up and take-down.  Susannah Faith said that might not work because some ladies were not capable of doing it by themselves.  It was suggested that if no one has signed up for set up or take down on any month, then each member might have to do their own station.

Third item of business-  Carol Anderson has already found a replacement for Treasurer next year.  She suggested that we start searching for people to take over our jobs next year.

Fourth item of business -  Programs-  As always, programs is always a challenge.  Thru group ideas, we will start asking the ladies what they would like to see for next year.  Cindy Gregory agreed to be scribe in July with a flip chart.  Members can suggest items, and we can get an idea of how many are interested in those suggestions.

Sandra Philbrick called a dismissal of the board meeting at 11:42

Notes taken by Rosie Dorsey


Over The Mountain Board Meeting

January 10, 2017

Meeting was called to order at 12:10 pm by Susannah Faith

Old Business:  There were no comments to old business.  There were no concerns or anything that needed to be changed

New Business:  It was clarified that Nancy Ford will take charge of measurements for our 2017 project.  Holly Plugge will type up and send out materials needed to each demo team and Sandra will than send out monthly to Guild Members.

Reports:  No one signed up for the agenda so assumption is made that there are no reports.

Meeting adjourned:  Motion was made by Susannah Faith to adjourn meeting at 12:16

Cindy made the motion and Shelly seconded motion

Rosie Dorsey- Secretary