THIMBLELENAS BOARD MEETING NOTES

FRIDAY 1/16/2026 Sewing Room Call to Order: Carol Myers called meeting to order at 8:30am

Attendance: Carol Myers, President; Susan Radka, V President; Linda Wickline, Secretary; Bertha Medina, Purchasing Agent; Sue Garcia, Treasurer; Georgine Smith and Lesley Monroe, co-Monitors; Kathy Foster, Membership Chair. Not Present: Sue Devaney, Member-at-Large.

Carol asked if additional items be put on agenda prior to approval (no); Susan made motion; second by Lesley to accept. Agenda approved.

President’s report: Carol provided an update on obtaining the 501c(3) charity paperwork which is still in progress. Regarding the grants for a new long-arm quilting machine: Carol met with Randy Trenary and Sandy Seddon per the request of the Foundation. The Foundation asked if SCOV would contribute the money on the asset reserves for the new long-arm, if the Foundation supplied the rest of the funds to purchase it. Randy and Sandy agreed to provide the $4,700. Which the present machine is on the asset reserves for, and also agreed to contribute whatever amount the present long-arm sells for. As of November, 2025, any SCOV equipment over $10,000 needs to be approved by the SCOV Board. Randy will take our written request and information to the Board.

Carol had a meeting with Sun City Quilters about the current use of the long-arm machine within their group as it relates to the grant request specifically from the Quilters, and how much the machine is used by other groups and members who are not part of a specific group. No consensus came of the meeting.

Computer, large TV screen, printer has been purchased and will be installed/hooked up later that morning. Robin Coulter of Admin is not sure how to handle having the TV connected to SCOV internet as we are, according to her, the first group to have a smart TV. Our new computer is on the internet. Carol will talk with the IT person who is coming to room after current meeting about various apps/channels requested to access by all members. Worst case scenario is using a hot-spot connection through a cell phone.

Regarding the shelving request for Copper Center through the Foundation has been rescinded due to uncertainty of when the move will occur.

Next annual meeting is booked for Nov 11, 2026, 3pm at Kiva Room, Activity Center.

Carol explained her duties as President. Not inclusive are: serve on committees, day-to-day business, responsible to make sure Treasurer does not overspend the checking account, liaison with other groups, runs the meetings and checks the minutes, overseer of club.

Vice Presidents report: Linda gave a report on what the duties of the VP: VP would step in as President as needed and run meetings; heads the Donation Committee and determines when the committee should meet; also submits the monthly Tipster article as well as submits any TWISCOV articles when needed. The VP also performs special functions or duties such as investigating a new procedure or item and then reports back to the board.

Secretary’s report: Linda stated the Secretary is responsible for keeping minutes and notes of meetings and making sure the reports are filed in a timely manner into the Thimblelenas Book on the counter. Secretary also prepares the annual report for all members to read. Secretary also maintains any listing of board and duties/telephone numbers that are posted on the

bulletin board, as well as any special reports or notices that should be maintained. Secretary also submits reports to web person to be published on-line.

November 2025 minutes were reviewed and motion by Georgine, second by Kathy to accept. Motion carried.

Membership Chair Report: Kathy reported that paid memberships through January 15, 2026 was 193, 90 of members have not paid their dues. Kathy suggested that a blast email be sent to remind all to pay dues by January 31, effective February 1 the dues increase to $10. Room usage for November 2025 was 365, December 2025 was 315. Annual usage for 2025 was

3,771. 2024 annual usage was 4,269 – approx 500 more in 2024 than in 2025. Kathy gave her duties which includes but not inclusive, supplements sign-in pages that all members should be signing as they enter the room and registration. Keeps records of paid members and when they paid with their individualized information (tel/email/address), records orientation/training of various machines/monitor training. Anyone can access the spreadsheet. Membership Chair registers the new member on the signup.com website. Discussion about whether the spreadsheet was a read-only or could be accessed and altered by anyone. It should be read-only, will be checked after the meeting to make sure it’s read only.

Treasurer’s report: Sue G gave update on moneys on hand. As of December 31, 2025 there was $4,142.91 in checking account. One CD has a balance of $3,070.41; the second CD has a value of $3,044.79. Discussion as to increase in income (received $2400 from Foundation for computer/TV monitor/printer). There are expenses that are not shown on the December report that been incurred and will be reflected in the January, 2026 balance sheet.

Motion to accept Treasurer’s report by Linda, seconded by Susan R. Motion carried. Carol reminded Sue G that the yearly audit of the books needs to be done and that she should contact Sam Phillips to see if he’s on board to have audit completed by the end of March.

Treasurer’s duties are collecting the annual dues, emptying the locker where the dues are collected in the Seniors For Kids closet; make sure the books are balanced and prepare monthly treasurer’s report.

Purchasing Agent’s report:  Duties include ordering supplies that are pertinent to the Thimblelenas room functioning; members can order out of the WaWak catalog which also provides a discounted price if ordered that way with member reimbursing Agent when goods are received; Agent shops for best price if ordering outside on WaWak. Discussion regarding people about taking items out of the room. Bertha will talk with each club to reinforce the rule not to take things out of the room.

Discussion followed regarding Thimblelena members who come into a specific club time and ask for help, not being a member of that club, taking up time of that club member. Decision was that if this happens, to politely and quietly ask person to come back during open sewing time, that she is interrupting a club’s time.

Carol suggested that when a Foundation member is encountered, to thank them for providing grant money to purchase the computer TV and printer.

The computer/TV/DVD player/printer plus warranties for equipment was purchased by Bertha using the grant from the Foundation; $619 remains from the grant. She is still shopping around for a desk or stand to go with equipment.

Discussion also about where the large expenses were for the Thimblelenas for 2025: cutting board mat, rotary cutters, scissor sharpening, ironing station, vacuum cleaner, irons. Spending for 2025 was $1,485.76 which is a deficit spending of approximately $600.

Co-Monitor’s Reports:  Lesley reported that monitor training is shown in the book as well as printed monitor duties placed by the Monitor Board. There has been no problems with monitors and there was a new monitor trained recently. The monitor sheets are updated every month, based on the master report so everyone knows how much time they have served.

Georgine stated that there is a 2 page guideline for monitors and that it is posted/hanging under the Monitor Board sign in. Georgine trains all new monitors and handles questions. She contacts monitors who have not served their time and as of meeting there are 12 members she is following up with. A new code will be available in February. A refresher training will be conducted on-line for monitors after February’s code change.

Donation Committee: Linda stated that the Committee is functioning well. It is now part of the ByLaws that the duty is within the Vice President’s domain.

ByLaws; Per Carol the revised ByLaws have been approved by SCOV Board of Directors and that the signed copy is filed in the Thimblelenas Book.

Comment Card: One card stated that while in the sewing room one evening, heard animals? in the ceiling and that it has been reported to Admin Maintenance.

Policy and Procedures Manual: Linda explained that Bertha and herself revised and wrote up many items this past summer, and she felt that sharing what has been completed is better served in a book and available to all, knowing that this project is not completed. This project should be considered on-going, writing up instructions or procedures as they happen or change. The completed works have been put into a separate binder called “Methods and Procedures” and placed on the shelf with the other binders.

Website: What would you like on the website? Please provide Carol with information or links to a site or report that should be on Thimblelenas website.

Goals: Think about what the goals are for Thimblelenas for 2026. Discussion for next meeting.

New Business:  Carol suggested that board think about if monthly meeting time is better served at a different time or different day than the third Friday of the month at 8:30, what would you suggest it be? To be discussed at next meeting. Next meeting will be February 20, at 8:30 in Sewing Room.

 Motion to adjourn by Kathy, second by Susan R. Adjournment at 9:46am. Respectively submitted by