Board Meeting SCtMQG – May 5, 2026

Board Meeting SCtMQG – May 5, 2026

Attendees:  Kate Lemmers (Pres), Tait Michael (VP), Nancy Riggs (Treas), Leslie Morgan (Sec)

For Saturday’s meeting:

1.     Food

2.     Main committee reports

3.     Programs

4.     Show / Share

BOARD MEETING AGENDA

·       Pricing for membership & events for Guild members & non-members

·       Treasurer’s Report & what to share with Membership

·       Need for Policies & Procedures document; Kate looked on-line and found examples from other guilds.  She also provided a copy of a Policy and Procedure Manual Template.

¾ vote of Guild Board Policy determines decision.

REMINDER: GET LIBRARY KEYS FROM IAN

Member Guild Fees

1.     How do we handle cost for new Members who already have a personal membership to MQG?  Do they pay the regular member cost, or, is there a deduction equivalent to the per person cost to the Guild for MQG.

2.     Additional note re per person cost:  current Guild membership is n=44 with a National MQG cost of $799.   Thus, Guild MQG membership is ~$20/pp. At n=45, membership to the national guild will increase to $1000.

3.     Policy:  For new members who are already members of MQG, subtract Guild pp fee from SCtMQG membership fee until the expiration of the new member’s term.  At that point, add new member to our Roster.  Subsequent communication agreed that will be too complicated.  The Member fee is the same for all.

4.     FYI – National MQG assesses individual guild membership level annually in Mar and Jul.

Treasurer’s Report

This year’s Treasurer uses accounting principles which changes slightly from listing income and expenses.  She worries that there is some angst among members desiring to have better visibility into income / expenses.

The decision was taken to have the Treasurer report quarterly to the membership especially with financial information regarding Charity, Retreats, & Programming. Two additional notes:

·       There should be budget allocated for quilting for Show and /or Competition quilts.  Quilting for charity will not be paid and will be rotated among members who have the facility and bandwidth.

·       Officers for the following year are confirmed by the membership in Dec.  The Budget will be shared in Jan.

 Scholarship Fund

Last year, an anonymous donation of money came into the Guild.  It has become a Scholarship Fund.  The current thinking is to use this fund to subsidize a Member to be able participate in a Guild activity when otherwise precluded from participating.  It will not be used for non-members, nor pay Guild Membership dues.  To request support, contact a Board Member; this will remain anonymous except for the Board.

 As a new element in the Guild, there may be small shifts as the Board learns more about implementing this activity.

The Board also thinks it would be good to maintain a Reserve Fund of at least $2500 to be fiscally responsible and avoid banking fees.

 Policies & Guildelines

Tait will rough draft Policies & Guidelines to cover:

·       Membership

·       Event Planning and Process/To-Do’s

·       Pricing - Board thinks 10 – 20% upcharge is fair for non-members.  Actual amount to be determined based on per person charge to participate.  Any exception will be discussed within the Board.

·       Clarification of VP role to include liaising with Committees to bring clarity when/what the Board needs to know.

MEETINGS:

There’s been an issue with Signup Boards not making the entire circuit of attendees before the end of the meeting.  Suggestion to start it earlier and add frequent reminders during the meeting to keep them moving.