Quilt Featured: Nova Pieced by: Kathy Myers - Quilted by: Penny Dixon
Shown at: The 2018 Common Threads Quilt Show

Our Board & Committees

Our Board of Directors and Committee Chairpersons and Co-Chairpersons help drive the activity, community, events and direction of our Guild. We are very thankful for all of our volunteers who donate their time and abilities to helping the Guild be as successful as it is!

Our Board of Directors currently holds monthly meetings while our Joint Board of Directors & Committee Chair Meetings are held quarterly. While the Board of Directors and Committee Chairpersons and Co-Chairpersons are expected to attend their respective meeting, all Guild members are also welcome and encouraged to attend. See our Events > Executive Meetings page for details on when the next Board of Directors or Joint Board of Directors & Committee Chair Meeting will be held.

Our Board Officers and Roles

Our Board has general supervision of the affairs of the Guild and is responsible to insure a balanced budget is presented to the Guild by the Treasurer for approval at the beginning of each year. The meetings of the Board shall be held on an as needed basis determined and scheduled by the President.

Members can be nominated or volunteer for Board Officer positions and will then be presented at the September Guild Meeting by the President-Elect. Elections by ballot (via show of hands) are held at the November meeting. 

Below are all of the current Board Officers. Click on each position to learn more about what they are responsible for.

add_circle_outlinePresident – Marilyn Snyder

The President, a member of the Executive Board, will be responsible for conducting regular monthly meetings, chairing the Executive Board, attending other committee meetings as needed and performing other duties as required.  She or he shall attend Board meetings during the year following her or his Presidency as Past President.

Below are some of our most recent Past Presidents. View all of the Guild’s past Presidents within our History page.

  • Betsy Zimmerman (2018)
  • Barbara Gurevitz (2017)
add_circle_outlinePresident-Elect – JoAnn Newsome & Karla Zadnik

The President-Elect, a member of the Executive Board, will be responsible for scheduling & finalizing programs for the following year and will assist the President as necessary, presiding over general meetings in the President’s absence. 

The President-Elect is also responsible for establishing new committees when needed; asking for volunteers to chair the committee and then following up to insure expectations are met. The President-Elect assumes the President position the following year.

add_circle_outlineSecretary/Historian – Tonya Walentowski

The Secretary/Historian , a member of the Executive Board, will keep notes (and maintain those notes) of all motions and important votes made at the Guild meetings and minutes of the Board meetings.  The Secretary/Historian will also work with the Website Committee Chair to ensure that the monthly newsletter is sent out.

add_circle_outlineTreasurer – Janet Histed

Handles all the money generated by Guild activities and dues, maintains transaction records and presents a report at board meetings.

Our Committees and Current Chairpersons

The Committees are the heart and soul of our Guild. They provide fun activities and events for our Guild members and help the Guild run efficiently. Currently, these are the committees within the Common Threads Quilt Guild. Feel free to click each Committee to learn which guild mates are the current committee chairperson(s) and their roles.

add_circle_outlineChallenge Quilt
Currently Held By: Catie Gynn, Diana Bevilacqua, Kandra Flavell mail

A “quilty” challenge is a project that lets you use your creativity and imagination. The challenge is presented to the members with a theme and parameters. Each annual challenge will be presented to the guild in March and be revealed in November.

  • Think of a new Challenge each year.
  • Present it to guild in March.
  • Plan reveal in November or appropriate month.
  • Collect entry fee (generally $5 per entry) for members that register for the challenge.
  • Determine categories for prizes (2 or more).
  • No more than 50% of the money collected can be spent on prizes/expenses.
  • Forward all funds collected promptly to the Treasurer along with a completed Deposit form.
  • Any remaining funds from event to be deposited into Guild General Fund.

 

add_circle_outlineDog/Cat Beds
Currently Held By: Ellen Spialter mail

Guild members can make dog and cat beds for local Shelters. The beds need to be constructed of a substantial material on the outside and stuffed with fabric and batting scraps.

  • Remind members at the guild meetings to make the beds and bring them to the meetings.
  • Deliver beds to the Shelter.
  • Dog beds can be made for all sizes of dogs.
  • Cat beds should be small.
  • No pins or sharp objects are to be inserted in the stuffing.
  • No loose threads animal could get caught in or choke on.
add_circle_outlineFacebook
Currently Held By: Judy Sagara mail

Our Facebook Committee is responsible for being administrators of our current social media channels. We currently have a Facebook Group (Private) and a public Facebook Page.

  • Maintain Facebook Group (Private) as a “closed” group.
  • Add availability for new members to access site when notified from Membership/Welcoming.
add_circle_outlineGarage Sale
Currently Held By: Karen Unger, Cheryl Nash mail

The Garage Sale is a bi-annual activity of the guild, occurring in odd years. Goods for the Garage Sale are donated to the guild and are then sold to guild members (or others) with all the funds made going to the guild.

  • Communicate with the members at guild meetings to bring garage sale items.
  • Find someone who can store the items until the sale.
  • Members may price goods to be sold, however, it is not necessary to price books, patterns as they will be bulk priced.
  • Fabric is sorted and priced by the piece if large, or by bundles.
  • Set up sale prior to the guild meeting so as not to cause disturbance during the guild meeting.
  • The night of the sale, arrive early.
  • Solicit help as needed from other guild members.
  • Assign someone to run the “cash register” during the sale.
  • Proceeds from sale are announced at the guild meeting.
  • Unsold items to be given to local charity (Goodwill, etc.)
  • Forward all funds collected promptly to the Treasurer along with a completed Deposit form.
  • All proceeds are deposited into Guild General Fund.
add_circle_outlineGuild Equipment
Currently Held By: Carol Paull mail

The Guild Equipment Committee responsible for storing the equipment and making sure all is in good working order.    There will be a spread sheet with an inventory of what is in the bins and who may have them.  Right now equipment is in four places – Social Sew, Charity Sew and the President has equipment that they keep. The rest is at the equipment manager’s home.  It is your responsibility to make sure all is accounted for.

When some equipment is needed (workshops, retreats etc.) it is up to the committee needing it to contact you and make arrangements to pick it up, or however it will work out best.

If something needs to be replaced and resupplied you are to do it.  Just make sure you keep the receipt and fill out a form from the treasurer.

add_circle_outlineMembership/Welcoming
Currently Held By: Jackie Jones, Susie Burks mail

This committee serves as a welcoming committee to greet members and guests as they enter the monthly meetings,be available to guide new members, and answer questions about the guild.

  • Arrive at the guild meetings a little early to be there as members arrive.
  • Make sure new members and guests feel welcome, answer their questions, and direct them to the website for the Member Handbook.
  • Announce guests and new members during the meetings.
  • Provide new members with a new member kit which includes: materials to make name badge, information on how to access our website, welcoming committee email addresses, and roster password.
  • Initiate and complete the annual membership drive (January & February).
  • Collect FULL dues at the time membership is confirmed.
  • Forward all funds collected promptly to the Treasurer along with a completed Deposit form.
  • Make sure that membership cards are printed and distributed.
  • Maintain/Update the member data base (per MailChimp).
  • Notify Facebook coordinator any new members in order for them to gain access
  • Ensure someone is heading up the “social sew-ins”.
  • Turn in expense forms requesting reimbursement for:
    • Temporary paper name tags. (members pay $.25 in jar if they have no name tag at the meetings)
    • Supplies for new member name tag kits.
    • Preparing/printing guild membership cards.
  • Optional: provide individually wrapped candies at the Welcome table.  Use the “No        Name Tag” jar money to cover this.
  • Verify activity attendees are paid guild members.
  • Attend all monthly board meetings.
add_circle_outlineMystery Quilt
Currently Held By: Kathy Myers, Jennie Myers mail

This is just what it sounds like, a quilt that is built one step at a time without                      knowing the result until the last step.  The mystery begins in February and ends at the reveal in October or appropriate month.  There is a small cost to participate.  Members use their own fabrics and follow the directions given at each monthly meeting.

 

  • Determine the pattern for the challenge.
  • Present updates at monthly guild meeting.
  • Handle member sign-up, and collect entry fee (fee to be determined).
  • Provide monthly instructions to each participating member.
  • Plan and execute reveal when appropriate.
  • Subtract the cost of the pattern fees, then no more than 50% of the remaining money collected can be spent on prizes.
  • Forward all funds collected promptly to the Treasurer along with a completed Deposit form.
  • Any remaining funds from event to be deposited into Guild General Fund.

 

add_circle_outlineQuilt Show
Currently Held By: Jo Ann Newsome, Karla Zadnik mail

A Bi-Annual Guild Quilt Show is held and open to the public during even years.  Guild members bring in their quilts; a committee organizes the space, hangs all the quilts and prepares for the show.  A judge (not guild member) is selected to judge the quilts. The judge is to provide constructive comments to encourage members to participate.

Quilt Show Details (occurs during even years)
  • Determine date of the show. Be mindful of calendar holidays (religious and non-religious).
  • Rent display racks and arrange for delivery and return pickup.
  • Schedule volunteers for set up the day before, tear down, and work during the show such as selling raffle tickets.
  • Create and print the show program for distribution at the show.
  • Collect quilts and entry fees for the show.
  • Hire and work with Judge to judge quilts.
  • Ensure that security is appropriate.
  • Handle sign up for members to create raffle baskets.
  • Perform drawing for raffle baskets and raffle quilt night of show.
  • Let the Facilities coordinator know what time building access is needed for set up, the show, and tear down.
  • Provide number tags for the quilt entries.
  • Provide preprinted tickets for raffle chance purchase.
  • Provide guidelines to enter quilts and define the quilt categories for each entry, i.e. wall hangings, full size quilts (different categories), small quilts, items other than quilts.
  • Entry fee to be determined by Committee Chair.(historically $5.00 per item; each member can enter a maximum of 3 quilts/items)
  • Entry fees collected and raffle basket profits are used to pay the Judge and cover other quilt show related expenses.
  • The winner of the raffle quilt does nothave to be present to win.
  • Winners of the raffle baskets must be presentto win, or leave your tickets with someone to collect it for you.
  • Tear down is done by volunteers immediately after the show.
  • Forward all funds collected promptly to the Treasurer along with a completed Deposit form.
  • Any remaining funds from event to be deposited in Guild General Fund.
  • Review invoices submitted to Treasurer for payment.
  • Follow up with Treasurer to confirm no concerns for invoices submitted.
  • Submit budget to Board in December for upcoming year of Show.
Raffle Quilt
  • A quilt is made to be raffled off during the quilt show.
  • Select a pattern, purchase fabric, coordinate the making of the quilt blocks, the quilting of the quilt, and the binding.
  • Design, print and distribute raffle tickets to members as soon as the quilt is completed to sell prior to show. Raffle ticket fee to be determined by Committee Chair.
  • Collect raffle ticket money.
  • Arrange for someone to sell raffle tickets at the Quilt Show.
  • The raffle quilt should be made by guild members.
  • The cost of the fabric, quilting, binding, etc. should come from the proceeds of the sale of raffle tickets.
  • The Quilt Show chair will draw for the winner at the show.
add_circle_outlineRetreats (In-Town)
Currently Held By: Patricia Sanderson mail

Chairman of the In-town Retreat finds a suitable location, sets the time and date and takes it to the Board for approval.  Additional responsibilities include:

  • Setting prices for the participants, to include the total price of the premises and all expenses that will be incurred for the weekend.  This is also presented to the Board for approval.
  • Recruiting assistance for setting up and tearing down, planning the food, activities, welcome gifts, door prizes, etc.
  • Ensuring the premise is left in as good or better condition than when we started
  • Returning any security deposit.
  • Securing the premises.
  • Returning the key.
add_circle_outlineRetreats (Fall/Spring)
Currently Held By: Jamie Blair, Sam Chapman mail

Out-of-town retreats are held twice a year, usually in the spring and fall.  In past years, retreats have been held in Berlin, Ohio (Amish country), Coshocton, Newark and Chillicothe, among other locations. Retreats are usually from Friday until Sunday, and are a time for quilters to get together, sew, shop, eat, and have fun.  Sign-ups occur about three months before the event.

  • Secure location, communicate with Board.
  • Ensure that contracts are prepared and signed by elected officer(s). The number of signatories depends upon hotel. Contract is signed usually one year prior.
  • Inform Treasurer of deposit deadline (usually 1 year prior).
  • Collect full payment from allattendees (including event coordinator, committee members, board members) ensuring they are a current paid member.
  • Work with location to ensure:
    • Set-up is done for the joint sewing room.
    • Adequate sleeping rooms are reserved, also released if not all filled.
    • Confirm if there is an ability to use the conference room Thursday afternoon or evening.
    • Special events such as speakers or small projects are scheduled and communicated to attendees.
  • To arrive at individual retreat cost:

Total the expenses for the facility, room (priced at 2 persons per room), one-meal provided usually on Friday night, gift bags and other miscellaneous expenses.  Divide the total cost by the number of expected attendees.

  • Maximum participation dependent on the facility (generally 46-50).Maintain waitlist as necessary.
  • Determine date beyond which no refund will be provided unless a substitute is acceptable to roommate.
  • Fee based per person for double room occupancy. If single room is desired, the member covers the additional cost.
  • Ensure security is appropriate.
  • Form a committee to help in planning event: set-up, tear-down, activities planned, prizes given, determine who is responsible for and when the equipment (mats, irons, cords) will be picked up from Equipment Manager for event and determine who is responsible for returning equipment to Equipment Manager after event, etc.
  • Forward all funds collected promptly to the Treasurer along with a completed Deposit form.
  • Any remaining funds from event to be deposited into Guild General Fund.
  • Review invoices and submit to Treasurer for payment.
  • Follow up with Treasurer to confirm no concerns for invoices submitted.
  • Submit budget to Board in December for upcoming year.
add_circle_outlineSecret Pals
Currently Held By: Marsha Beane mail

Some years we have an option to have secret pals. If applicable, this program and its guidelines will be announced around October and will start in January.

  • Those wishing to participate will complete a form.
  • Participants will receive their Secret Pal name by end of December.
  • Participants commit to bringing a gift/card at least 4 times during the year.
  • Secret Pal reveal will take place at the December Holiday party or January meeting as determined by Committee Chairperson.
add_circle_outlineService
Currently Held By: Bev Fuchs, Sue Atkins mail

This Committee shall organize and carry out any service or charitable project chosen by the Guild.

  • The committee chair should be available to have members sign-out the quilt kits.
  • Maintain list/spreadsheet of kits signed out and follow-up, if needed, to ensure they are returned.
  • Annual expenses for Service Projects include:

Batting, backing and labels.

  • Tickets are given to participants for the annual drawing.
  • Members do any or all parts of building the quilt. If you don’t complete it, bring it back to the next meeting to pass on.
  • One ticket is given for each: piece a top, quilt it, bind it.
  • One ticket is given if you use your own batting/backing.
  • One ticket is given if you participate in a charity sew-in.
  • One prize winner is drawn for each service quilt program.
  • Moms2Be quilts can be any size.
  • Plan charity sew-in days (coordinate with President and Facilities scheduling committee chair) and have supplies ready.
  • Ensure tools are available for charity sews (cords, irons, mats, etc.).
  • Prepare kits for baby quilts, bring to meetings for members to take home.
  • Prepares labelsand sews them onwhen quilt complete.
  • Delivers quilts to the Moms2B organization.
  • Submit budget to board in December for upcoming year.
add_circle_outlineShop Hop Caravan
Currently Held By: Thais Norris mail

The trip is for one day.  Multiple quilt shops are visited.

  • Lay out a one-day trip to Ohio quilt shops.
  • Determine a lunch stop, time and place; contact restaurant in advance.
  • Notify involved quilt shops in advance as they may arrange special events for our group, such as a hand out, or a discount.
  • On day of trip, if not prior, provide written directions and time estimates to each driver to the quilt shops and lunch stop.
  • This is a “no cost” activity for the guild.
  • Transportation is provided by volunteers.
  • Encourage riders to contribute to driver gas.
  • All attendees buy/provide their own meals.
add_circle_outlineSocial Sews
Currently Held By: Molly Pierce mail

This committee serves to coordinate our Social and Charity Sews. We have a Social Sew monthly, with three times a year, holding it as a Charity Sew instead.

  • Contact libraries (or other locations) to schedule Social and Charity Sews.
  • Encourage guild members to attend.
  • Notify Equipment Manager date of event and who is to pick up and return necessary equipment to them.
  • Communicate with Membership, President, Facilities concerning dates scheduled.
add_circle_outlineSwaps
Currently Held By: Donna Broadnax, Mary Hoffman mail

Some swaps require an annual commitment; others are monthly in which anyone can participate.

  • Determine guidelines for swaps and schedule.
  • Collect entries and re-distribute as scheduled.
  • Submit budget to Board in December for upcoming year.
add_circle_outlineSunshine
Currently Held By: Karen Beckley mail

The Sunshine Committee seeks to reach out with a personal touch to acknowledge life events both happy and sad. The Sunshine chair is to send cards to members when illness, family situations occur, or encouragement is needed for our members.

  • Members need to notify the Sunshine chairperson when they are aware of a situation that would lend to sending a card.
  • Send cards to members when appropriate.
  • Use your own judgement when a card is sent.
  • Buy cards and stamps, as needed, and turn in receipts to the Treasurer along with appropriate Expense form for reimbursement.
  • Submit budget to Board in December for upcoming year.
add_circle_outlineWays & Means
Currently Held By: Marilyn Lundquist mail

This committee shall organize and carry out fund raising activities as defined by the Executive Board.  Such activities may be limited to be membership only, or may reach out to include the wider quilting community.

Potlucks/Annual Picnic
  • Plan dates for potlucks.
  • Confirm Annual Picnic date with President.
  • Notify Workshops/Facilities coordinator proposed dates so they can notify location of additional tables (and type of tables) be set up as needed.
  • Coordinate volunteers for potlucks and picnic.
  • Set up and tear down of potluck and picnic.
  • Submit budget to Board in December for upcoming year.
Other Fund-Raising Activities
  • Determine other fund-raising activities
  • Communicate with Board for prior approval
  • Execute plans
  • Submit budget to Board in December for upcoming year.
add_circle_outlineWebsite
Currently Held By: Jennifer Chiappisi mail

The website committee is responsible for the guild’s website, public social media account(s) and email newsletter.

Website Duties
  • Maintain the website with current information as has been submitted to them on a monthly basis (or more frequently as is possible).
  • Respond to emails from members who need assistance with the website.
  • Make recommendations about the website to the Board of Directors and implement them as approved.
Newsletter Duties
  • Create/send the Monthly Newsletter with current information that has been submitted to them on a monthly basis. Work with Secretary/Historian to ensure all information is accurate.
  • Send out an additional Meeting Reminder email.
Social Media Duties
  • Update the Social Media account(s) to reflect upcoming events, past meetings and market to prospective members.
  • Respond to Members and prospective members on Social Media as often as possible.
add_circle_outlineWorkshop & Facilities
Currently Held By: Lucie Grena-Hewitt, Carol Parks mail

Locations need to be secured for Common Threads monthly meetings &workshops.

Workshops

Each year the guild sponsors several workshops provided by quilting celebrities from local experts to nationally renowned instructors. The workshops are determined by the President-Elect of the previous year.  Early in the year the current President will provide a form(s) for members to sign up for the workshops. There is a charge for each participant (costs and supplies vary by workshop).  Costs should be documented on the workshop form.

  • At the meetings announce the upcoming workshops – communicate the workshop subject, instructor, date and costs. Encourage members to participate.
  • Have members complete the workshop sign-up forms ensuring they are current paid members. Collect cash or check for the entire workshop fee at one time.
  • Forward all funds collected promptly to the Treasurer along with a completed Deposit form.
  • Maintain waitlist if needed for a specific workshop as necessary. Determine date beyond which no refund will be provided unless a substitute is available.
  • If no one signs up, may need to cancel. Notify the President.   Usually the contract will state a cancellation charge if there is one.
Facilities Scheduling

Contracts are required for Bexley UMC. In September, get contracts established and signed for the next year’s monthly meeting location.  (Try to maintain a 2-year contract.) Review with President and Treasurer.  President, President-Elect or Treasurer will sign.

  • As soon as workshops dates are firm, schedule a location for each workshop and complete contracts if required. Contract to be signed by elected officer(s).
  • Schedule locations for charity and social sews in conjunction with committee chairs.
  • Ensure a key is available if needed, or doors are unlocked.
  • Prior to each scheduled event, call or email and confirm our reservation.
  • Provide church office with seating & table arrangements prior to each meeting. For Potlucks, tables with chairs for eating need to be set up as well as a food service area. Contact Ways and Means for proposed dates and type of tables needed.
  • Notify Treasurer to write checks for the facility.
  • Submit budget in December for upcoming workshop and meeting facilities rental.