North Cities Quilt Guild - Committee Positions & Duties

THE EXECUTIVE BOARD

The President shall (according to the printed by-laws):

1. Preside over all meetings of the Guild and Executive Board.
2. Appoint, with Executive Board approval, all committee chairpersons and serve as an ex-officio member of all committees except the nominating committee.
3. Serve as advisor to and as a member of the Executive Board through the term after leaving office.
4. Serve as chairperson for the incoming President’s quilt.
5. In the case of resignations(s) or vacancy (ies), during a normal term of office, the office may be filled by appointment by the President and ratified at a general membership meeting. (02/23/98)
6. As immediate past President, shall act as a liaison between standing and special committees and the active President. (08/26/02)

2008-2009 The President accomplished their duties by:

August:
1. Preside over the election at the August meeting
2. Try to fill as many Committee positions as possible before the September meeting
September:
1. Installation—be prepared to make a few remarks and take over the meeting once the installation is completed. Immediate past president should have an agenda for you to use.
2. Don’t forget to “adjourn” the meeting or you will get comments from some members.
October:
1. Set meeting dates for monthly board meetings. October board meeting should preferably be all of the new and outgoing committee members so that everyone feels engaged from the beginning. It is helpful if you can email agendas to everyone in advance.
2. Appoint a committee to do the budget for the year. Treasurer chairs the Committee. The goal is to have income match expenses. It is nice to have the previous treasurer on the committee so she can explain all of the reports. The budget needs to be approved by the Executive Board at the October meeting, because it needs to get into the November newsletter, so that it can be voted on by all the members at the November meeting.
3. Minutes from the first executive board meeting, (could be done at same time as the full committee board meeting, or afterward, or a separate day) need to reflect the names of the officers approved to write checks. Usually, the president, treasurer, and First VP can write checks. The secretary needs to certify that they are the official signers. Everyone (president, treasurer, first VP and Secretary) need to go to the bank (Bank of America on Yorba Linda blvd. by Marie Calendar’s) to sign the documents.
4. Your President’s message for the newsletter needs to be done by the 7th of the month or by the Sunday after the Guild meeting and sent as an email attachment to the Newsletter Publisher’s email (or if address where the editor can access it.(northcities@yahoo.com).
November:
1. In addition to the regular agenda items, the budget needs to be voted on.
2. Treasurer should make copies for handouts in case people do not bring the newsletter with them.
December:
1. There are no meetings this month but a newsletter still goes out.
January:
1. You might want to begin discussion on any subject that as come up, or any hot topic of the times.
June:
1. This is a good time to begin recruiting people to run for office. The parliamentarian chairs the nominating committee.
July:
1. Slate of officers for the following year is presented to the membership.
August:
1. Election of new officers.
September:
1. Installation of new officers.
2. Recognition of the volunteers during your year.

Monthly things to do:
1. Set agenda for board meeting and email to officers before the meeting. This helps the secretary do the minutes.
2. Every board meeting, minutes and treasurer’s report need to be approved.
3. Need to check the PO Box (#376 at Yorba Linda Post Office on Eureka, Just north of the Nixon Library). Try to check it right before the Board meeting and again right before the Guild meeting especially the first few months because of all the checks for membership and newsletter ads which get sent. A good time to go is Sunday when the main part of the Post Office is closed.
4. On the meeting day, most months the board members meet at Marie Calendar’s located on Yorba Linda for dinner at 5pm with the speaker.
5. The second VP for Current programs is responsible for making the reservation.
6. The President is responsible for the key to the church unless you can get someone else to accept that responsibility.
7. Verna Wheeler is active in the church and lives nearby so she is a good choice for church liaison.
8. The doors facing the parking lot and the door facing the new building need to be opened.
9. The bathrooms need to be unlocked.
10. At the end of the meeting you need to make sure all of the doors are relocked.
11. Do not forget to “Call the meeting to order” and “Adjourn” the meeting or you will get calls from members who will let you know that you did not do it.
12. The Guild’s email account is northcities@yahoo.com. You need to monitor it fairly frequently and respond to the emails. To access it you go to yahoo.com and click on Sign In. It will prompt you for the name and the password. The Newsletter chair and Webmaster also have access to the account because they need to get the newsletter articles that are submitted. When you are done you click on SIGN OFF.
13. Once all of the new members and returning members are entered into the membership database by the membership chair, they will give you a printed copy and you need to make sure everyone’s email is correct in the yahoo address book so that you can send group emails to members when the need arises.
14. Members are grouped as ALLMEMBERS1, ALLMEMBERS2, ALLMEMBERS3, ALLMEMBERS4, ALLMEMBERS5 and ALLMEMBERS6. Because this is a free yahoo account you can only send an email to a limited number of people at a time so you usually have to send 2 groups at a time to cover everyone. The biggest problem is that people change their email addresses and then any message sent out will bounce back. If they come back three times then just take them off the list.
15. We permit other guilds or charitable organizations to bring opportunity quilts and sell tickets. It is best to only allow one Guild per meeting to avoid competition.
16. The sound system sometimes works great and other times who knows. The second VP for current programs is responsible for keeping the microphone, etc. I have learned that you need to buy 6 to 8, 9-volt batteries for the microphone. One battery last for one meeting, sometimes two. Keep them on hand at all times.
17. See the note above about your President’s message for the newsletter. It needs to be sent by the 7th (or the Sunday after monthly Guild meeting) to the email address of the Newsletter Publisher.

It has been my pleasure to serve on this committee and will gladly orient the new chair. Skip Heller

The First Vice President shall (according to the printed by-laws):

1. Perform all duties of the president in the President’s absence.
2. Act as the coordinator to the Guild’s quilt show(s) and/or other special e vents which are not regular programs or workshops of the Guild, coordinating the making and ticket sales of opportunity quilts, fundraiser and charity events. (06/27/05)
3. The outgoing First Vice President shall be an advisor to the incoming First Vice President. (02/23/98)

2008-2009 The First Vice President accomplished their duties by:

Opportunity Quilt
1. Contact other Guilds (see the So Calif. Council of Quilt Guilds (S.C.C.Q.G.) web page for contact information, show dates, times and locations of meetings.
2. Contact Road to Calif., Glendale, and Long Beach Quilt shows on line to make arrangements to have Guild there to sell tickets. Usually the Guild has to provide White Glove volunteers to be included in their shows. (Make sure you take along some of the tri-fold sheets with our Guild’s information on it. We want to encourage new members to join or come to our classes) Check with a board member to get these sheets. We have to be registered in the State of California Department of Justice yearly to be able to sell tickets at these larger shows. They will ask you for a copy of this. The board should be responsible for this, as it has to be renewed every year we have a raffle quilt.
3. Print up tickets and cards with quilt picture and information as to when it will be drawn. I had photos printed at Sam’s Club (6”x6”) for the same as a 3x5 print and printed the information on the back of the card using square labels on the computer. Get bids from printing companies. We started with 3,000 in 2008 but had to print 2,000 more.
4. Take quilt around to Quilt Guilds, Quilt shows, Quilt runs, community activities, storefronts like our Quilt Shops and Tall Mouse. If you cannot take it, get volunteers to take it for you.
5. I put $45 of my own monies into the cash box to use for change. I am sure if you asked the treasure for the amount it would be available to you. Just make sure to return it to her at the end of the year.
6. Fill out receipt for monies collected and give to treasure every month at the board or Guild meetings.
7. Set up your table with quilt displayed at all meetings of our Guild. This is a constant reminder to the members to bring their tickets in. Remind Guild members at each meeting to get their tickets sold or turn them in.
8. I handed members $20 worth of tickets and asked them to support the Guild and sell them. Not all members received these if they were not at the first meeting with the quilt. You might keep track of who has what numbers if you have the time. I did not. I just kept track of the number of tickets I had left and how many were handed out.
9. You will be doing the drawing for the winner at the end of the year. I asked Mary Ziegler to lend us the ticket barrel for the drawing. She is so good about that.

Spring Fling
1. You will start talking to the Guild members in November about bringing their donations and empty baskets in for the spring fling in April. You will have to take the donations home with you each month after the meetings until it is time to put the baskets together.
2. Ask for volunteers to put the baskets together. We made it a basket party and had a potluck. We met twice to put them together as we had so much stuff from Leah’s after they closed. I asked each of the volunteers to take home about 10-15 baskets and bring them back the night of the spring fling as I could not get all the baskets in my car.
3. Get volunteers to sign up to help the night of the spring fling. You will need a cash box with change and about 4-5 people in the back to collect the monies and get the bid sheets organized as they come in. You will also need the tables to be set up and people to do that. I split the bidding up at the meeting. This gave the helpers in the back time to get all the bid sheets organized by name of the wining bidder so when they came back to pay, all the baskets they won were together. We used an alphabetical file organizer for the bid sheets. They still need to be organized by name and this could take some time.
4. Hospitality took care of the snacks and the tablecloths on the tables.
5. Verna Wheeler (Church Facility Liaison) has the set up for the spring fling tables and meeting chairs. Contact her to make sure everything is a go and you can get into the church early to get things set up (about 3:30 or 4:00). This depends on how many people you have helping.
6. If you arrange the baskets numerically around the room, it is easier to find at the end of the night when everyone wants to pay and get home.
7. The baskets should have a number on them that matches the sheet number with a brief description of what is in the basket along with a bid sheet with the same number on it. There should be a beginning bid on each basket that is set according to what is in the basket. Bidding increments would be helpful as well to push the bidding up according to the value in the basket. No increment should be less than $1.
8. This is a great way for the members to clean out their sewing space to make room for the Christmas gifts and more new fabric. It also is one of the Guild’s fundraisers that is fun for everyone.

Quilt Show
1. Form a committee to handle the show. Phyllis Morrow stepped up and did most of the work and organization for the show in 2009.
2. You need to oversee the meetings and be proactive to the needs of the committee. Go to all their meetings and help where you are needed.
3. There is a book on the quilt show for all the duties and committee people you will need.

It has been my pleasure to serve on this committee and will gladly orient the new chair. Mary Lou Ripper

The Second Vice President Future Programs shall (according to the printed by-laws):

1. Solicit and arrange for all Guild speakers and workshops.
2. Submit to the Executive Board for final approval all proposed speakers, workshops and cost of such.
3. Provide a schedule of workshops and programs for the upcoming year to the Newsletter Editor and Yearbook Editor.
4. Obtain a folder (accordion file folder works well) and label with months the Guild will contract with speakers. Correspondence & Contracts will be kept in this file.

The Guild currently has these events scheduled:
1. April:      Spring Fling
2. May:      Round Abouts
3. August:      Patchwork Stars
4. September:      New Board Installation
5. December:      No Meeting

These months need workshops and lecturers:
1. January
2. February
3. March
4. June
5. July
6. October
7. November

2008-2009 The Second Vice President Future Programs accomplished their duties by:

1. Obtain 8-1/2”x11” yearly calendar (this will make your job easier).
2. Highlight all meeting dates on calendar.
3. Schedule workshop dates and highlight on calendar. Workshop dates are usually on Sunday, but may be scheduled on the Saturday prior to Guild Business Meeting or the Monday of Guild Business Meeting.
4. Contact potential speakers by Email or phone and ask if he/she would be interested in teaching a workshop and lecturing at our Guild. Provide dates, location, times, etc.
5. When the person responds that he/she would be willing, Board approval is required.
6. Create a list of people to be brought in, the dates they are available, plus costs, and present to Board for approval.
7. When approved by Board, a contract needs to be prepared.
8. Type the contract; snail-mail the contract to the speaker requesting that it be filled out, signed, and returned to you.
9. When the signed contract is returned to you, verify that the contract is correct. If correct, sign contract, make a copy and snail-mail copy to speaker. File contract in folder.
10. If incorrect, investigate.
11. When teachers are known, prepare a Tentative Program Schedule listing Speaker, Web-Site, Date and Name of Workshop, Date, and Title of Lecture, the teacher’s supply list plus any pre-class sewing instructions (to be obtained from contracted person or their Website) and submit to the Newsletter Editor for inclusion in the Monthly Newsletter and the Guild's Website. This should be done as soon as possible!!!
12. A Program Budget Tracking Schedule is used to track expenses.
13. A North Cities Workshop Signup Sheet is to be prepared for each workshop. These sign-up sheets and copies of all contracts are given to the Second VP Current Programs by the end of the year.

It has been a pleasure to serve as this position and I will gladly orient the new Second Vice President of Future Programs. Judy Coffey

The Second Vice President Current Programs shall (according to the printed by-laws):

1. Serve as Workshop and Program Coordinator.
2. Provide a monthly article about upcoming program and/or workshop to the Guild Newsletter Editor.
3. Make sure workshops are paid in advance. Fees are nonrefundable unless: A) The workshop is canceled. B) A replacement can be found via the waiting list. C) No workshop is guaranteed unless the member and/or guests have paid in full.
4. Workshops with low sign-ups may be canceled by the Executive Board and fees paid will be refunded. Minimum participation will be determined by the Second Vice President Current Programs.
5. If space permits, workshops are open to guests for the regular workshop fee plus $10.00.

2008-2009 The Second Vice President Current Programs accomplished their duties by:

For each workshop teacher and program speaker:
1. Contact the teacher at least three months prior to their workshop to get a sample of their product. A copy of the supply list should be e-mailed to each participant in the class at least one week before the class.
2. Review the speaker's contract to determine if there are any extraordinary needs; such as, accommodations in a hotel or guild member's house, unusual supplies (if needed, Tall Mouse would purchase for attendees), and special arrangements needed for presentation, etc.
3. If necessary, pick up the speaker at the airport and take them to the arranged accommodation place.
4. For each workshop, supply all attendees with water, garbage paper bag and name tags.
5. For each workshop, if necessary, pick-up speaker and take to the workshop classroom.
6. Provide lunch for the teacher at each workshop.
7. Treat the speaker to dinner prior to the guild meeting at Marie Calendar’s. The executive board will also be there.
8. Introduce the speaker at the Guild meeting.

Monthly things to do:
1. Make dinner reservations for the Guild board and the speaker at Marie Calendar’s at 5:00 prior to the guild meeting.
2. Attend the board meetings (meeting place is decided by the current President of the Guild).
3. Promote upcoming classes by talking it up at the Guild meeting.
4. Staff the class table, answer questions from Guild members, sign members up for workshops and collect monies for all workshops.
5. Turn the money/or checks over to the treasurer.
6. Request any reimbursements from the treasurer by filling out the reimbursement form and submit with receipts.
7. Provide the newsletter editor with a written description of the workshop, presentation and the following workshop and presentation within seven days after the guild meeting.

It has been my pleasure to serve on this committee and will gladly orient the new chair. Betty Jura

The Secretary shall (according to the printed by-laws):

1. Keep a record of the proceedings of the general and Executive Board meetings.
2. Prepare and post at each general meeting the minutes of the previous general meeting.
3. Conduct all Guild correspondence under the direction of the President.
4. Keep a back-up key to the post office box.
5. Purchase office supplies as needed.

2008-2009 the Secretary accomplished their duties by:

1. Taking minutes at each Executive Board meeting.
2. Posting Executive Board Minutes at each following general meeting.
3. Keeping a key for the post office box and bringing mail to the Executive Board meetings.

It has been my pleasure to serve on this committee and will gladly orient the new chair. Karon Cornell.

The Treasurer shall (according to the printed by-laws):

1. Chair the Budget Committee, consisting of four other members from the general membership in good standing with the Guild.
2. Must present the New Year’s budget to the Executive Board at the October Executive Board meeting for approval.
3. The approved budget must be published in the Guild’s November Newsletter prior to the November meeting for ratification by the general membership.
4. Keep records of all financial transactions of the Guild.
5. Prepare a monthly financial report to be printed in the Guilds monthly Newsletter.
6. Pay all bills from the Guild bank account, as authorized by the Executive Board.
7. Maintain a balanced checking account and/or savings account of the Guild.
8. Prepare an annual financial report for the annual membership meeting in August and maintain the financial bookkeeping available for annual audit. (02/23/98)
9. Attend monthly Executive Board meetings.

2008-2009 Treasurer accomplished their duties by:

1. Distributing envelopes for income collection at the beginning of the monthly Guild meetings for:
     o Monthly Opportunity table.
     o Helping Hearts.
     o Workshop Fees.
     o Membership Dues.
     o Library.
     o Challenge Quilt.
     o Fat Quarters.
     o Newsletter Editor.
2. Making deposits into the Guild’s bank account after each Guild meeting or as needed.
3. Paying all bills and expense reimbursements from the Guild’s checking account.
4. Recording all income and expenses by category into the Guild’s laptop using Quick Books.
5. Preparing monthly Treasurer’s Reports within one week after Guild meeting, then:
     o Submit to Newsletter Publisher.
     o Submit at monthly Executive Board meetings.
     o Post for display at monthly Guild meeting.
6. Reconciled bank account on a monthly basis.
7. Once annual insurance premiums had been paid, sent a Certificate of Insurance to the Placentia Presbyterian Church.
8. Assisted with the payment collection at the Spring Fling, which is held in April.
9. Submitted to the Guilds Accountant in early October, the prior year period October 1st through September 30th for preparation of annual income taxes, which is submitted by February 15th of each year:
     o Backup of data file from Quick Books.
     o Number of hours current Board Members spent on Guild business.
     o Names, addresses and email addresses of the next year’s Board Members.

Also, per the bylaws, the Annual Budget should be included in the November Newsletter prior to the November membership meeting for ratification. The Executive Board needs to approve the budget at their October meeting. I thought it needed to go in the October Newsletter prior to the October meeting, so I was wrong. Linda Baldwin

THE STANDING COMMITTEES

The Block of the Month Coordinator shall (according to the printed by-laws):

1. Prepare a quilt block with directions, fabric color(s), block size and templates which can be made by members of the Guild for a drawing at the general membership meeting each month.
2. Provide a drawing of the quilt block, with directions, templates and necessary information for the Newsletter Editor the month prior to the actual due date.
3. Decide if more than one drawing is needed at any one general meeting due to the amount of blocks submitted at the meeting.

2008-2009 The BOM Coordinator accomplished their duties by:

Before the meeting:
1. Make up a block sample or two from your directions, for people to see. I tried to make blocks that were easy enough for beginners but entertaining enough for experienced quilters.
2. I made my block, jotting notes, tips, ideas, sketching instructive pictures as I went.
3. Work up the block of the month pattern and then be sure to test or have it tested for accuracy. If time allowed, I made another block, following my written instructions. ALWAYS have someone else test and proofread before copying or giving to the Newsletter Editor. A lot of times we do not see our own mistakes, but we do need to catch them before they are printed and in the newsletters!
4. Make copies of the pattern to hand out at the meeting. (Usually 50).

Things you need for the meeting:
1. Bring a basket with the BOM sign, tickets, pens, patterns, and sample block(s).
2. Make sure the Newsletter Editor gets a copy of the BOM.
3. Do not forget to give the Treasurer your receipt for reimbursement. Mark it with your name and the month.

At the meeting:
1. I tried to arrive about 6:15-6:30 before the meeting.
2. Put out a stack of new patterns with the sample block(s).
3. Collect blocks and issue one ticket for each one submitted. Have people write their names on the tickets and put them in a basket at your table.
4. During the meeting, count up the blocks and decide how many you can put into each stack. Divide them accordingly. Once in awhile a person will bring another block at the break and you can add that to a stack, but they are usually all in before the meeting begins.
5. After the break, when you go up to speak, have someone draw tickets to get your winners. You may win only one stack per month/meeting. Present this month’s winners with their blocks. Show next month’s block for anyone who did not make it over to the table to see. Act excited and they will be!

When you return home after the meeting:
1. Put a couple of copies of the new pattern in the BOM binder.
2. If you have extras, leave some in your BOM basket in case someone asks for them next month.

It has been my pleasure to serve on this committee for the past 3 years and will gladly orient the new chair. Judy Stumpf

The Door Prize Coordinator shall (this is a new position for the Guild):

1. Each month gather door prizes from as many of our Quilting Stores, advertisers, and vendors as possible.
2. Each month each member will receive one door prize ticket when you check-in, if the member is wearing their name tag they will receive another door prize ticket, and if the member donates an item to H.I.S. House they can earn another door prize ticket.
3. Provide a Thank You note and envelope (a note with the Guild emblem is also provided on the internet to print) to each person who wins a door prize.
4. Make sure the Name of the store and full address is on the envelope.
5. Each winner needs to be reminded to write a Thank You message to the store they won their prize from.
6. The guest speaker usually donates a gift.
7. These past few years we had 3-4 Guild members collect the items so it would help out the collection with the gas prices be so high.
8. These members gave the prizes to me (the coordinator) at the Guild meeting. A few owners of their stores brought in their own gift each month.
9. Once I received all the items I had someone select a name from the basket and I would write the winners name down on the list that has all the names of the stores on it.
10. Now I would attach a Thank You note and envelope to the item.
11. From this list I would write my article for the newsletter.
12. The article needs to be sent to the Newsletter Editor by the Sunday after the Guild meeting.
13. Members need to be present to win and they may win more than one prize.

It has been a great pleasure to hold this position for our Guild. I will gladly orient the new chair if necessary. Phyllis Morrow

Facility Liaison shall (according to the printed by-laws):

1. Shall be the point of contact for the meeting place.
2. Arrange for the facility in which the Guild holds the general meetings, some workshops and special functions.

2008-2009 The Facility Liaison accomplished their duties by:

1. Arriving at the meeting place one hour before the meeting, unlocking, doors, and restrooms, turning on lights, air conditioning/heat, wireless speakers and checking to be sure the requested set-up was followed (arranging for the physical set-up of the meeting place each month). This occasionally involved communication with the Second Vice President Current Programs regarding the requirements of the evening’s speaker.
2. Arrange for set-ups for potlucks, the Spring Fling, etc. this involves communication with the Hospitality Committee.
3. Turning off utilities and locking buildings after each function held.
4. Arranging for the physical set-up of the meeting place for two Saturday “sew-ins” held during the year. This involves filling out a form requesting the facility for our use on an additional day during the month and coordinating our use with the facility and the Churches use.
5. Arrange for the physical and financial use of the facility from the Church for the Guild’s quilt show in June (held every other year). This involves reserving time from the Church for set-up and take down of the show, making sure that the Guilds liability insurance is on file, estimating number of attendees, etc.
6. Securing and reworking a movable cart for the Guild’s library collection.
7. Distributing food and clothing items brought in by Guild members for church assistance to needy families in the community.

It has been my pleasure to serve as the Facility Liaison and will gladly orient the new chair if and when necessary. Verna Wheeler

The Fat Quarter Coordinator shall (as the new guidelines were stated in the July 2009 Newsletter):

1. Each month a drawing for the fat quarters is conducted allowing Guild members to win a packet of fat quarters donated by the members.
2. The members donating fat quarters of the theme for that month will be given one ticket for each fat quarter they turn in for the drawing (if twenty-five fat quarters were turned in then they would be divided up into three packets of eight, eight, and seven). This way you will have three winners.
3. At the President’s request the coordinator will go up to the front of the Guild and pull one name for each packet of fat quarters.
4. The coordinator shall write an article for the monthly Newsletter (which is due by the Sunday following the Guild meeting) giving the theme and/or color for the up-coming month and include the names of the previous month drawing winners.

2008-2009 The Fat Quarter Coordinator accomplished their duties by:

1. I took over as the Fat Quarter Coordinator when Denise Martin moved away.
2. I have continued with what she had set up as to theme and/or color for each month.
3. I have conducted a drawing each month and written an article for the monthly Newsletter.
4. This year we have added a special year-end Fat Quarter Basket drawing.
5. Members bring in a new fat quarter (with the stores wrap on it) and donate it to this special drawing basket.
6. For each brand new fat quarter a member turns in they received six tickets for the drawing to be held at the end of the year in October.
7. Tickets can also be purchased starting at the September and October meetings. One ticket for $1.00 or six tickets for $5.00.

It has been my pleasure to serve on this committee and will gladly orient the new chair. Marlene Kelley

The Friendship Group Coordinator shall (according to the printed by-laws):

1. When I took over this position, a notebook filled with information from years before were in it. No one had this chair for the past several years.
2. I compiled the information that I had by contacting each group that I knew of asking them for information as to who belonged, phone numbers or emails, contact person, when, where, and time they meet, their specific projects or goals, and if they were accepting new members.
3. Since I have taken over this responsibility, there have been only 2 ladies that were interested in joining a friendship group. I contacted them and gave them all the information that I had available and asked them to let me know the outcome and if they had joined a specific group.
4. The information regarding Friendship Groups was published in our newsletter for all to see.

2008-2009 The Friendship Group Coordinator accomplished their duties by:

1. Make available the name of the friendship group, who belongs and the name of the contact person.
2. Find out when and where are their meetings.
3. Find out what specific projects or programs the group performs.
4. Find out if this group is interested in taking in new members.
5. When a Guild member expresses a desire to join a friendship group, make available all the information listed above in 1 thru 4, so that they may find a suitable group in which to join. Also they can check the compatibility of the projects or interests that the particular group pursues.
6. Make sure that the information pertaining to the friendship groups be made available to the Newsletter Editor. It must be turned in to them by the Sunday after the Guild meeting.

It has been my pleasure to serve on this committee and will gladly orient the new chair, Janice Rund.

The Hospitality Coordinator shall (according to the printed by-laws):

1. Promote a welcome atmosphere to all members and guests.
2. Arrange for refreshments at all general membership meetings.
3. Coordinate the drawing of a schematic for the arrangement of chairs, tables, and necessary equipment prior to the Guild general membership meetings with the Facility Liaison.

2008-2009 The Hospitality Coordinator accomplished their duties by:

1. Hospitality determines who will provide refreshments for the general membership meetings and informs the Newsletter Chairman. For the past few years, this has been done annually rather than monthly, but if done on a monthly basis, the information is due to the Newsletter Chairman by the Sunday following the Guild meeting.
2. Hospitality divides the membership list alphabetically to determine which members will bring refreshments. For example: January meeting – “Those whose last names begin with A,B,C,D provide refreshments for upcoming meeting.” The Newsletter Chairman has a “boiler plate” format which includes a standing request for paper goods, information on cell phone use, etc.
3. Hospitality will also make name tags and fat quarter bundles for guests and assign a Friendship group to welcome guests at each meeting. This assignment will also appear in the newsletter. Hospitality will send notes of welcome to guests who provide their name and address.
4. Hospitality is responsible for purchasing water, paper goods (as needed), and disposable table cloths for the meetings. It is very important to provide bottled water, approximately 24 bottles per meeting during the winter months and 35 bottles per meeting during the summer months. The bill for purchases is submitted to the treasurer for reimbursement. The Guild charges 25 cents per bottle which is deposited with the treasurer at the end of each meeting.
5. In April, the Guild holds the Spring Fling (an annual fundraiser and welcome to new members.) For this meeting, Hospitality is responsible for providing a large sheet cake, decorations, and lemonade, (the church does not allow red punch due to potential spills).
6. Members are asked to bring appetizers instead of sweets to this meeting. Try to have a little more food than usual to keep people in the back of the room and bidding on the baskets, etc. The tables are set up in the back of the room with the baskets on them, and the chairs are set up as usual in the front of the room – coordinate with Facility Liaison.
7. In September, we hold our annual potluck. For this meeting, Hospitality divides the entire alphabet and assigns each group a category, i.e., appetizer, salad, main dish, dessert. Hospitality provides both large and small plates, forks, and dinner napkins, disposable tablecloths, as well as bottled water and lemonade. We have not charged for water at this meeting. Remind members to bring a serving spoon if one is needed for their dish.
8. For this September meeting, the round tables are set up in the front of the room for dining, and the long roll out tables are set up for a buffet – coordinate with Facility Liaison. Hospitality usually provides centerpieces for the tables. Be creative!
9. We have not been making coffee. However, if coffee is made, we are allowed to use the church’s coffee pots. Some are marked for water use only. One cup of ground coffee makes about 20 cups of coffee depending on the size of the cups used. Be sure to wash and clean any items that belong to the church and put them away in the same place they were found.
10. We usually begin cleanup after the break at general meetings. Dispose of any unusable plastic tablecloths and disposable dishes. Following the meeting, either take any leftovers with you or leave them in the kitchen for the church employees. It is not necessary to take out the trash.

It has been our pleasure to serve on this committee and will gladly orient the new chair. Rita Jones and Penny Hunter

The Historian shall (according to the printed by-laws):

1. Receive any memorabilia from active members, associate members or guests.
2. Catalog such memorabilia.
3. Maintain the Guild’s historical records in an orderly manner.

The Librarian shall (according to the printed by-laws):

1. The librarian shall be responsible for receiving and cataloging all publications included in the Guild Library.
2. Enforce the rules of the library as set forth in the Standing Policies
     A) Library materials may be checked out from one general meeting to the next upon presentation of a valid membership card; three items maximum.
     B) Overdue materials will be fined at a rate of $1.00 per item per month.
     C) Lost items must be replaced by the same book, magazine, and/or patterns, if still in print. If the lost item(s) cannot be located after a reasonable search, or the item is out of print, it must be replaced with a book, magazine, pattern, of equal value.
     D) Money collected from library fines will be used to purchase items for the library.
3. Be responsible for having the library publications at the Guild meeting each month.
4. Set up and maintain a check-in/check-out system for the publications.
5. Keep the past years historian yearbooks with the library publications for the guest/members to see when visiting the Guild meeting.
6. Keep the past two years of the Guild Newsletter with the library publications for guest/members to see when visiting the Guild meeting.
7. The Librarian shall write an article for the newsletter each month to help keep the membership up to date on the publications available or delinquent.

2008-2009 The Librarian accomplished their duties by:

1. During the past few years we were lucky to obtain a cart for the library books. This cart is kept in the storage space on the left of the Church stage.
2. The cart is rolled out at the beginning of each meeting so the members can review the books and check out the ones that they want (3 items maximum).
3. The library also receives books and magazines from members.
4. The magazines are sold and the books checked, if they are older than 10 years or duplicates of those already in the library they are also put up for sale. These type of items are stored under the stage at the end of each meeting.
5. There is a master list of all the books in the library which needs to be periodically updated and kept for reference by the Librarian. It is on a CD so it may be passed on to each new Librarian.

It has been my pleasure to serve on this committee and will gladly orient the new chair. Judie Dee

The Mailing Director shall (according to the printed by-laws):

1. Fold, stuff, stamp, seal, and mail all bulk mailing for the Guild.
2. Be in charge of the bulk rate mail stamp and fees.
3. Obtain and/or renew the Guild post office box.
4. Check the post office box for mail and distribute the mail to the necessary chairperson in a timely manner.
5. Keep a key to the post office box.

The Membership and Registration Director(s) shall (according to the printed by-laws):

1. Collect yearly membership dues and entry fees from guests at all general membership meetings.
2. Keep membership records up to date monthly.
3. Write an article for the Guild’s Monthly Newsletter to report the number of members, and guests present at the general membership meetings, and list the names of new members as well as report on the number of current membership.
4. Provide a list of names, addresses, phone numbers, e-mail addresses, birthdays for the annual Yearbook publication to the Yearbook Editor (by November 30th).
5. Provide a print out to the general membership so they may update their yearbooks.
6. Email all new email addresses to the Web Master on a monthly basis.

2008-2009 The Membership and Registration Director(s) accomplished their duties by:

1. Yearly-
     A. Provide membership number of each member to yearbook editor.
     B. Supply an updated list of members signed up for mailed Newsletters to the Mailing Director.
     C. Supply an updated members list of people signed up for the yearbook to be mailed to the Yearbook Editor. If asked, help the Yearbook Editor check for errors before printing.
     D. Print and fill out all membership cards.
     E. Have on hand a supply of nametag holders (these are to be given out to new members).
     F. Distribute membership cards in a timely fashion once the renewal period is closed.
     G. Place a reminder in the August, September and October Newsletters that it is time to renew membership.
     H. Collect dues and keep very careful records of payment, date and method of payment.
     I. Organize the New Members Welcome (part of the Spring Fling).
     J. Make and send out invitations to new members.
     K. Publish a list of all new members from (April-to-April) in the Newsletter.
     L. Check with Hospitality Director to see about ordering two cakes with welcome wishes on them.
     M. Make up a goody bag for each new member attending the April meeting.
     N. Make up a new member badge for the April meeting.

2. Monthly-
     A. Print updated membership list for member check-in.
     B. Print fresh visitors check-in list.
     C. Have an update sheet to report changes in membership information and errors in yearbook.
     D. Count money taken in, fill out treasurer’s statement sheet, and give to Treasurer.
     E. Count members present and guests, record number.
     F. Assign membership number to new members; make up membership card, report new member information to Newsletter Publisher and Yearbook Director.

It has been my pleasure to serve on this committee and will gladly orient the new chair. Joanne Burkhart.

The Monthly Opportunity Coordinator shall (according to the stated by-laws:)

1. Coordinate volunteers to donate fabric and time to make a wall hanging quilt for a monthly opportunity quilt donation.
2. Display the current and following month’s donated monthly opportunity quilt at the general membership meetings.
3. Keep a record of the monies collected and give the money to the Treasurer with an accounting report.
4. The monthly opportunity guilt’s fabric and pattern donated will be the choice of the volunteer.
5. The wall hanging quilt may not exceed 40”x40”: (including borders).
6. The quilt may be completed by hand or machine.
7. The quilt must be quilted and bound.
8. The quilt may be a fused appliqué. The quilt is due at the monthly general membership meeting one (1) month prior to the month it will be offered for donations so it may be displayed next to the current month’s quilt being offered for donations. (02/23/98)

2008-2009 The Monthly Opportunity Coordinator accomplished their duties by:

1. Encouraging the donation of quilted items or supplies which will be displayed at the monthly meeting.
2. 3 - 6 items will be displayed, and members will be able to buy tickets at $1 each or 6 tickets for $5.
3. They will put their name on each ticket and place the ticket in the container labeled to match the displayed item.
4. Tickets will be drawn after the program, and items awarded to the winner.
5. The coordinator will count the money received and deduct $30 for change to be used at the next meeting.
6. The balance will be given to the treasurer who will provide a receipt for the money given.
7. A monthly record will be kept of the proceeds.
8. Information about the winners, who donated the items, and the total amount made will be furnished to the Newsletter Editor.
9. The monthly items can be donated by members or prepared by the committee member.
10. The size, style, and type of item will be at the discretion of the person making it.

It has been our pleasure to serve on this committee and will gladly orient the new chair. JoAnne Kautz & Cynthia Gilbert

The Newsletter Editor and the Newsletter Publisher shall (according to the printed by-laws):

1. The Newsletter Publisher shall solicit Sponsors for advertising in the Guilds Newsletter and The Yearbook.
2. Maintain records of such advertisers; collect the advertising fees from the sponsors and submit the money to the Treasurer.
3. The Newsletter Publisher shall have a personnel assistant to proof read (Newsletter Editor) the monthly Newsletter prior to the printing of the Newsletter each month.
4. The Newsletter Publisher shall prepare given articles for public publications of the Guild events.
5. Submit all requests for expenditures to the Executive Board for pre-approval (purchasing stationary and postage for letters that are mailed to solicit Sponsors for advertising in the Newsletter). This is done at the beginning of November.
6. After actual expense is incurred submit all receipts and supporting information to the Guild Treasurer for payment or reimbursement.
7. Prepare articles for the monthly Newsletter to keep the general membership informed of upcoming events and participation in the activities of their committee.
8. Maintain a notebook of activities of the committee to be passed along to the next chairperson of that committee (can also be on a CD).
9. Standing and Special Committees will fulfill their duties from October to September of the following year.

2008-2009 The Newsletter Editor and the Newsletter Publisher accomplished their duties by:

Sponsors:
1. A revision of the previous year’s letter for Sponsors was made and approved by the Executive Board at their November Board Meeting.
2. The Board also votes on the price ($75) of the renewal for the Sponsors for the year.
3. At the end of November the Newsletter Publisher mails out a letter soliciting Sponsors for advertising. The Sponsors have until the end of December to return their response and check in order to also have their name printed in the Yearbook.
4. Stationary and envelopes were purchased from Office Max for the printing of the letter. A total of one hundred and twenty letters were Xeroxed and mailed out (keep receipts of purchases for reimbursement from the Guilds Treasurer).
5. A suggestion is to have the Sponsors mail their response and check to the Newsletter Publisher directly instead of the Guilds mailbox. The reason behind this is that the mail is not always delivered in a timely fashion to the Newsletter Publisher. Consequently some of the Sponsors do not get their ad printed in the yearbook.
6. This year we had a total of twenty three(23) Sponsors. A great improvement over the previous year.
7. Throughout the year Sponsors are still being solicited and a record of all Sponsors is kept on a spreadsheet, on a CD.
8. All monies collected are turned in to the Guild Treasurer each month. Included with the money is a statement of the name of the Sponsor and how much was paid.
9. All names and addresses of possible Sponsors are kept on a spreadsheet (CD also) even though some may not have renewed their Sponsorship that year.
10. An email was sent twice during the year to thank the Sponsors for their continued support.
11. All Sponsors are emailed a notice that the Newsletter is available to read each month after it has been published on the Guild's Website.

Newsletter:
1. A deadline has been set for the Newsletter Articles to be emailed to the Newsletter Publisher. If the article has not been received by that deadline then it does not get printed in the Newsletter.
2. On Wednesday or Thursday prior to the deadline you must send out a friendly reminder to all who have to write a Newsletter Article (I made an email list with all the names of who needs to do this).
3. Positions who need to submit an article to the Newsletter Publisher each month are: President, First Vice President, Second Vice President Current Programs, Second Vice President Future Programs (when necessary), Treasurer, Block of the Month, Door Prizes, Fat Quarters, Friendship Groups, Guild Challenge, Helping Hearts (philanthropy), Librarian, Membership and Registration (includes birthdays each month), Monthly Opportunity, Opportunity Quilt, Patchwork Stars (when necessary), Quilts of Valor, Quilt Show (if having one this year), S.C.C.Q.G. Representative, Share’N’Care, Show’N’Tell, Tours, and Refreshments. If you have problems with articles being emailed to you on time call the President and they will deal with it.
4. The deadline is seven (7) days after the Guild Meeting. This is Sunday by midnight of the same week that the meeting was held.
5. Using a deadline helps to be able to get the Newsletter edited by the Newsletter Editor and corrections made by that Thursday and then have the Newsletter printed on Friday by The Tall Mouse.
6. The Tall Mouse prints our Newsletter for free. It must be emailed to Cyndee Hovenier at cyndee@tallmouse.com. You need to tell her in the email how many copies you want printed and who to call to have them come and pick them up. This would be the name and phone number of the Mailing Director. This year 35-40 copies were printed. It depends on the number of members who pay to have the Newsletter mailed to them. You should get this information from the Membership and Registration Director.
7. Copies of the past two years are available from the Librarian or on the Guild's Website.
8. Try to make the Newsletter interesting, informative, creative, and pleasing to look at. Add little bits of wisdoms, brain buster games, pictures of all the board and committee members, a calendar of events, committee articles and sometimes recipes. The Newsletter is titled: ‘Northern Lights’.
9. Once the Newsletter has been read, re-read, and corrected it is sent to the Tall Mouse (as stated in #6 above and sent to our Webmaster). The Webmaster posts the Newsletter on our Website at northcitiesquiltguild.org/nl.html which provides a more vibrant and colorful display with direct links to your favorite Websites PLUS IT IS FREE!
10. PLEASE NOTE: ‘Northern Lights’ is a monthly publication of North Cities Quilt Guild. Any article from this publication excluding articles where copyright is indicated and retained, may be reprinted for personal use only by crediting the author and the Newsletter Issue.
11. Pictures of Show’N’Tell are sent separately to the Webmaster as well as pictures of the Speaker and their lecture/trunk show.
12. You want to try to get to all the workshops to at least take a few pictures to also be sent to the Webmaster.
13. Because my husband is the Webmaster I have also taken over the position of Photographer. The only reason is that I know how to shrink the pictures to the proper size for the Guild's Website.

It has been my pleasure to serve on this committee for the past 3 years and will gladly orient the new chair. Linda Shellabarger

The Orange County Fair Representative shall (according to the printed by-laws):

The Parliamentarian shall (according to the printed by-laws):

1. Chair the Nominating Committee along with four active members selected from the general membership, not more than one of whom may be serving on the existing Executive Board.
2. Direct the Executive Board and the membership in accordance with the Guild’s By-laws.
3. Provide an up-to-date version of the By-laws and Standing Policies for the Yearbook.

The Patchwork Star Coordinator shall (according to the printed by-laws):

1. Choose three (3) to six (6) names once a year from the active membership in good standing with the Guild.
2. Interview the chosen members and write an article for the Guild Newsletter about each of their quilting and/or fiber art accomplishments after their presentations.
3. At the general membership meeting coordinated with the 2nd Vice President, the Patchwork Star Coordinator shall present the chosen quilters or fiber artists as the featured guests with their quilting and/or fiber art projects.

2008-2009 The Patchwork Star Coordinator accomplished their duties by:

1. The pursuit of finding three Guild members worthy of being chosen Patchwork Stars started by reviewing the names of honorees from previous years, and making a preliminary list of 20 names from the active membership yearbook.
2. The choices were taken seriously, honoring the legacy of previous Patchwork Stars and looking deep within the membership for the “unsung heroes” of the Guild.
3. Potential Guild members were called and asked if they would like to be honored as a Patchwork Star. Some members were not interested, some had been past honorees, and some were going to be out of town for the August Guild meeting.
4. When three members had been chosen and agreed to the honor, the coordinator emailed the Guild President and Vice President with the three choices.
5. Once this was approved by the President and Vice President the coordinator interviewed the Patchwork Stars via phone and email.
6. A newsletter article needs to be written to entice the membership in June, July and a summation in August after their presentations.
7. The Patchwork Stars were asked to prepare a 10-15 minute presentation sharing their quilts and/or fiber art. This could include funny anecdotes, stories, biography, and anything else they felt important to the event.
8. They were also asked to bring many quilts or fiber projects that would showcase their journey in this artistic area.
9. The Coordinator confirms the date of presentation with the stars in July.
10. The Coordinator reminds the Stars of their invitation to dinner with the NCQG Board.
11. The Coordinator needs to purchase three small gifts for the Stars, to be given at the Guild meeting in August.
12. The Coordinator met the Patchwork Stars at dinner and afterwards assisted with the delivery and display of the quilts at the church in readiness for the meeting.
13. The Coordinator arranged for quilt holders, introduced the Patchwork Stars one at a time, and after their presentation thanked each Patchwork Star and presented them with the small gift.
14. The Coordinator read a poem and thanked the three Patchwork Stars again.

It has been my pleasure to serve as this Coordinator and will gladly orient the new chair. Janmarie Halliday

The Philanthropy Director shall “Helping Hearts” (according to the printed by-laws):

1. The Philanthropy Director shall coordinate all charitable functions for the Guild.
2. Be the liaison between the Guild and the designated charity (ies).
3. Submit all requests for expenditures to the Executive Board for pre-approval.
4. After actual expense is incurred submit all receipts and supporting information to the Guild Treasurer for payment or reimbursement.
5. Immediately turn over all funds collected in the process of their duties to the Treasurer of the Guild.
6. Prepare articles for the monthly Newsletter to keep the general membership informed of upcoming events and participation in the activities of their committee.
7. Maintain a notebook of activities of the committee to be passed along to the next chairperson of that committee (can be on a CD also).
8. Standing and Special Committees will fulfill their duties from October to September of the following year.

2008-2009 The Philanthropy Director “Helping Hearts” accomplished their duties by:

1. “Helping Hearts” is known as the Philanthropy Committee also known for charity.
2. Our committee collects and distributes quilts, quilted bags for moving, Christmas Stockings, personal care items, and toys for our two major charities...H.I.S. House and Florence Crittenton Home for abused children.
3. We have given Christmas stockings to these two charities plus CHOC Hospital, the Marines, homeless shelters, St. Jude's and St. Joseph's Hospital Cancer Centers and have had them sent to our troops in Iraq, when we had an over flow of stockings.
4. If we hear of another charity group that needs help, we try to help them with fabrics and other things that we cannot use but they can for their projects.
5. Items that we have been given have gone to a church that makes clothing, school bags, quilts, toys and other things to help people less fortunate.
6. We have contributed to Charity's Closet with items for them to sell to help H.I.S. House.
7. Although our goal is not raising money, we have helped bring funds to the guild by selling items that we have received from our own quilters.

It has been our pleasure to serve on this committee for the last 5 years and we will gladly orient the new chair. Dolores Gilbert, Melva Patton, and Barbara Jensen

The Photographer shall (according to the printed by-laws):

1. Photograph general membership meeting and other Guild-related special events (workshops, Speaker presentation at the Guild meeting, Show’N’Tell, our Quilt Show, Spring Fling, all Officers and Committee members, Tours, Sew-ins, Patchwork Stars, and installation of new board in September).
2. Send any and all photographs to the Newsletter Publisher, the Webmaster (to be placed on our Website) and to the Guild's Historian (who should maintain a photo album in an orderly manner).

2008-2009 The Photographer accomplished their duties by:

1. It is very difficult to be at every Guild function so you just do the best you can.
2. It would be definitely better to have a person hold this position and no other position.
3. I have been the Newsletter Publisher, the Photographer, and the Quilts of Valor chair all at the same time for the past three years. I DO NOT ADVISE this to anyone. It really wears you out!
4. Before taking pictures of anyone and their quilts you need to make sure it is ok with them. There are some members who are very adamant about not having their photo taken and placed on our Website or in our Newsletter.
5. You also need to ask the Instructor/Speaker if they mind being photographed and published on our Website or Newsletter.

It has been my pleasure to serve as the photographer for the last 3 years and I will gladly orient the new photographer. Linda Shellabarger

The Quilt Guild Challenge Coordinator Committee Shall (according to the printed by-laws):

1. Be made up of three (3) members in good standing with the Guild.
2. They shall select the fabric, prepare the fabric packages, prepare the rules, and distribute the fabric and rules to the Guild membership once a year for the designated fee per package of fabric.
3. Maintain written records of entrants.
4. Award the winning ribbons at the Guild meeting.
5. The Guild membership will cast their votes at the General Guild meeting (designated by the three members) which is to be coordinated with the 2nd Vice President. IN CASE OF A TIE VOTE the three (3) members in good standing with the Guild will make the decision as to first, second and third place.
6. The Executive Board shall determine the budget for the purchase of fabric. (07/27/09)

2008-2009 The Quilt Guild Challenge Committee accomplished their duties by:

1. The fabric was selected in the month of October 2008 at The Calico House. It was paid for by credit card.
2. The receipt needs to be given to the current treasurer in order for reimbursement for the fabric to be made.
3. In November 2008 the fabric was cut and placed into plastic ‘Ziploc’ baggies. The amount of fabric cut for each bag was ½ yard. This was done by our Friendship group.
4. At this time our Friendship group talked about a name for the Challenge. The group agreed on “Some Like It Hot”.
5. Next the rules for the ‘Challenge’ had to be made. Again a discussion was made amongst our Friendship group about what the rules should be. Once they were decided upon the rules were printed out and placed in each packet of fabric.
6. The following NCQG Guilds meeting the packets were sold to Guild Members that were interested in participating in the challenge.
7. The packets were sold for $6.00 each. A member could purchase more than one.
8. One of the packets of fabric was used to help embellish the 1st, 2nd, & 3rd place ribbons that were bought at Party City (my donation to the Guild, Anna Lee). Try to be creative with the ribbons.
9. At the upcoming August 2009 Guild meeting, the incoming challenge projects were hung on the lattice boards so the Guild members could vote for their favorite ‘Project’. At the break the votes were tallied.
10. When called upon by the President of the Guild the winners were announced (only the 1st, 2nd & 3rd places winners).
11. The winners were called to come up in front of the Guild members to receive their ribbons.

It was a great deal of fun to serve on this committee and we will gladly orient the new committee if necessary. Thank you, Anna Lee, Sandy Charboneau, and Anne Laguette

The Quilt’s of Valor Coordinator shall: (This is a new position that has been added to the printed by-laws of the Guild)

Facts:
Our nation has been at war since November 2001. More than 1.5 million men and women have served in Iraq/Afghanistan, with the inevitable casualties. As of October 2007, the Quilts of Valor Foundation has awarded more than 12,500 Quilts of Valor to our War Wounded through military and VA medical centers nationwide.

The Need:
Our nation learned a hard lesson from our Vietnam Vets on how not to treat our returning veterans. This Foundation has taken this lesson learned to our sewing and quilting machines and are making beautiful wartime quilts called “Quilts of Valor” for our War Wounded. These Quilts of Valor are tangible reminders their wartime service, sacrifice and valor are not forgotten. To date, there are still tens of thousands more War Wounded who merit a Quilt of Valor.

Our goal is twofold:
To make these wartime quilts and find these Warriors.

2008-2009 The Quilt’s of Valor Coordinator accomplished their duties by:

1. Collecting money from Guild members and donating it to our local or national Quilt of Valor Group (this happened to be in Long Beach). My contact was Barbara Winkler. Her phone numbers are 562.925.7673 or cell 562.682.9873 and her email is socalgov@aol.com.
2. Make an entire quilt in your name for the Quilts of Valor (Q.O.V.).
3. Find our War Wounded in our community who do not have their Q.O.V. so the foundation can see that they are awarded their very own Q.O.V.
4. Piece a top that is at least 50”X60” and no larger than 72”X90”. Make sure to use high quality, 100% cotton fabric.
5. Provide a suitable backing at least 4” larger than the top on all sides, binding, a quilt label, and a presentation case (similar to a pillowcase).
6. I asked not only the Guild for fabric donations but various local fabric stores.
7. Donate red, white, blue fabric, batting, or sewing time.
8. Donate 12 ½” unfinished blocks. Make sure you put your full name, city, state, and Guild on each block. You pick the pattern.
9. I placed several patterns on the Guilds Website so members could make their own selection.
10. Team up with another volunteer quilter, quilt, and bind a quilt. The quilters provide thread and batting for the tops.
11. When I received at least a box full of items I took them to Sheri Siedentop Store the Quilt Cupboard, 11891 Valley View St., Garden Grove. You can also drop off the donations at SewVac, Ltd., 1762 Clark Ave., Long Beach, Cranberry Quiltworks, 3900 Prospect Ave, Yorba Linda, and the Singer Sewing Center of Orange County, 3414 W. Ball Rd., Suite C, Anaheim.
12. I held a Guild Sew-in to just make blocks, put together readymade blocks and/or quilt a quilt. A charge of $15 had to be paid by each participant in order to pay the church for the use of their hall. Maybe next time you could get The Tall Mouse classroom (they do not charge). Refreshments were provided; drawings for donated gifts were also done. You would be surprised how much got done at the sew-in!
13. Made announcements at the Guild meeting for things needed or where sew-ins were being held.
14. FOR MORE INFORMATION vist www.QOVF.org, contact info@QOVF.org or call 302.236.0230.

It has been my pleasure to serve as the Quilts of Valor Chair for the last 2 years and I will gladly orient the new Chair. Linda Shellabarger

The Share’N’Care Coordinator shall (according to the printed by-laws):

1. Be the person in the Guild that members contact with the news of illness, operation, birth, death, wedding, etc. of our Guild members.
2. Send a card on behalf of the Guild and, as appropriate, provide information for the newsletter.

2008-2009 The Share’N’Care Coordinator accomplished their duties by:

1. Sending cards for major illnesses and we had a few deaths too.
2. I did supply my own note cards and did take a gift to a member in the hospital.
3. You need to give an oral report to the Guild members at the Guild meeting of what is going on.
4. Write an article for the newsletter each month. If there is no news let the Newsletter Editor know this so he/she won’t be expecting an article by the Sunday after the Guild meeting.

It is and has been a great pleasure to hold this position for our Guild. I will gladly orient the new chair if necessary. Phyllis Morrow.

The Show ’N’ Tell Coordinator shall (according to the printed by-laws):

1. Record the names of persons wishing to show and share projects at the general meeting.
2. Announce the maker and project and assist in showing the project.
3. Prepare an article for the Newsletter each month describing the projects of the participants.
4. Set up themed Show’N’Tell like showing the first quilt you ever made.
5. Have Holiday quilts in November or maybe red quilts in February etc.

The Tour Guide Coordinator shall (according to the printed by-laws):

1. Coordinate all aspects of the Guild’s field trips.
2. Collect any fees from the participants and give the money to the Guild’s Treasurer.
3. Notify the active members and guests of the details for the field trips in a reasonable time prior to the trip by writing an article for the Newsletter.
4. Maintain written records of the participants.
5. Give the Guild Historian any pictures, literature or stories that would be of interest to the Guild’s historical records.

The Yearbook Editor shall (according to the printed by-laws):

1. Solicit advertising along with the Newsletter Editor/Publisher.
2. Keep records of such transactions.
3. Obtain a list of the Guild’s yearly events from the 2nd Vice President.
4. Obtain the list of names and their titles if applicable to be printed in the yearbook.
5. Obtain addresses, phone numbers, e-mail addresses, and birth date of the officers, committee chairpersons, and active members from the Membership Coordinator.
6. Format the yearbook.
7. Obtain estimates for production and submit a draft and cost to the Executive Board for approval.
8. Deliver the formatted yearbook to the printer.
9. Pick up the finished yearbook from the printer.
10. Distribute the yearbook in accordance with the Executive Board’s advice.