CGW Board Meeting

Agenda – 9 May, 2015

Attendees: PresidentEileen Smolenski;Vice PresidentRise Reading; Treasurer Annette Grace;Recording SecretaryZoe Jones; Corresponding SecretaryRobin Johnson (via conference call);Directors-at-Large:Maryann Jones, Rebecca Howard, Lorri Gums. Absent: Patti Buckley(3).

Location: At the home of Rebecca Howard in Van Nuys, Called to order 11.37am

  1. CGW Board - Officer’s / D@L’s Reports
  2. President Eileen Smolenski
  3. Report to follow
  4. Vice President Rise Reading (Activities)
  5. Recent workshops were all sold out, suggestion made that we aim to have one or two more additional workshops next year, especially in conjunction with costumed events presented by other groups.
  6. Decided to eliminate Stars and Stripes Picnic because of too many similar activities done by other organizations.
  7. CGW Goes to Medieval Times, 27 June: the standard price is $61 per person; if the guild can guarantee 15 or more people beforehand, they will discount to the price to $40.67 per person plus %6 for the servicing fee charged by MSI.Action Item: (Eileen) will work with Colleen to set up the event announcement on CGW’s Web site so that tickets can be purchased on line.
  8. Suggestion for future events:
  9. Trip(s) to Helen Larsson Collection in order to study a specific selection of garment(s)
  10. Machine Embroidery workshop
  11. Regency Tea
  12. “CGW Goes To” Frock Stars Vintage Shop
  13. Treasurer Annette Grace
  14. As of May 5, 2015 current assets $118,271.69; Net proceeds $57,080.65; CoCo proceeds $67,733.95;
  15. Examples of operating costs of CGW October 1, 2014-May 5, 2015
  16. Squeals—printing and postage $6,623.28
  17. Storage -- $5,118.67
  18. Corresponding Secretary Robin Johnson(Squeals)
  19. Squeals Cover Models Set for June-August,
  20. Action Item: (Eileen) Contact Mela as possible future cover girl.
  21. Cost of producing Squeals has decreased over the last two years due to lower printing costs.
  22. Recording Secretary Zoe Jones
  23. No Report
  24. Director at Large Maryann Jones
  25. No Report
  26. Director at Large Rebecca Howard
  27. No Report
  28. Director at Large Lorri Gums
  29. Sister Guilds: should we do specific outreach to other costume guilds across the country?
  30. We have had a request to add another sister organization; Lorri will research their petition for the Board to consider at the next meeting.
  31. Director at Large Patti Buckley
  32. No Report
  33. CGW Board Committee Reports
  34. 2016 Costume College (Dani Crum)
  35. Presentation and approval of theme for Costume College 2016.
  36. Still looking for an Assistant Dean for 2016.
  37. Costume College 2015
  38. Dean’s Report
  39. Membership at 496 current this morning.
  40. Met minimum required of bookings for room blocks in hotel.
  41. Procedure for Limited Attendance registration needs to be adjusted for next year; possibilities will be discussed by the Board at September meeting and with the general membership at the Annual Meeting.
  42. Action Item: (Rise) will investigate possible locations for July 18thCoco Program Packet stuffing.
  43. Rental Sewing Machines for Classes – an increasing number of attendees have inquired into the possibility of renting sewing machines during Costume College and other guild events.
  44. Possible solutions:
  45. Renting sewing machines individually –most companies want tighter control over their machines than we can reasonably accommodate especially during Costume College
  46. Owning our own machines - can purchase very basic manual machines and rent to attendees on an as needed basis.
  47. CGW Members lending personal machines
  48. Rise moves that CGW purchase 10 lightweight portable sewing machines with basic functions for use at events sponsored by CGW. Lorri seconds. Votes for: 8. Votes against: 0. Abstentions: 0. Motions passes.
  49. Action Item: (Maryann) will research possible machines for purchase in the price range of $100.
  50. Action Item: (CGW Board) Logistics and Renting Proposal will be discussed and finalized by email.
  51. CGW Old Business
  52. New Mannequins – Rebecca purchased mannequins from FIDM at a deep discount; 2 child mannequins (about 3.5 feet), young adult mannequin (about 4 feet), one small adult mannequin (about 5 feet); also 4 lighted locked jewelry display cases
  53. Maryann moves to reimburse Rebecca in full for above purchases, for a cost of less than $200. Eileen seconds.Votes for: 8. Votes against: 0. Abstentions: 0. Motions passes.
  54. Action Item: Eileen will research the cost of repair and replacement of several of the mannequin stands.
  55. Member of the Year/Gratitude of the Guild
  56. Benefits ofVolunteering to be discussed in tandem with limited attendance class priority changes at September Board Meeting
  57. Newly redesigned and updated CGW Brochures/Business Cards will be purchased.
  58. Donating to Bargain Basement from CGW Storage – Ops has suggested disposing of unused items from the CGW storage to the bargain basement. See Appendix A
  59. Rebecca moves to approve the list of items in CGW storage provided by Alison Lockhart to be redistributed appropriately.Maryann seconds. Votes for: 8. Votes against: 0. Abstentions: 0. Motions passes.
  60. Incorrect Registrations through MSI – discussion will be deferred to September Board Meeting
  61. Suggestion: sister organizations submitting member lists
  62. Suggestion: incorporate CGW membership into the price of tuition (such that new membership is purchased or existing one renewed at the time of Costume College registration)
  63. Suggestion: requiring member numbers or coupon code numbers when registering
  64. CGW New Business
  65. Operations needs after storage unit inventory
  66. Alison will obtain quote to fix a flat display mannequin and report back to board.
  67. Alison requests permission to purchase new extension cords, dropcloths for tables, garment racks; more information will be requested
  68. Requests permission to buy more projector screens.
  69. Eileen moves to authorize Ops to purchase enough 5- or 6-foot projector screens, in the $60 to $90 range, to match unpaired projectors. Rise seconds. Votes for: 8. Votes against: 0. Abstentions: 0. Motions passes.

Meeting adjourned at 2.51pm

Appendix A

May 9, 2015

I would like the board's approval to donate the following items to the bargain basement:
4 fake trees with fleur d’ lee toppers
1 wooden lock box (used to be used for registration and voting)
Assorted empty plastic bins. (Not the ones that are used every year)
1 grommet machine (that has been fixed by Pat Smolenski)
2 Broken projector screens. (Or just throw away).

Thanks,
Alison Lockhart
Head of Operations, C.C.