Time and Location:

7pm ET Virtual Meeting https://meet.google.com/tyz-nvui-mbj

Call to Order:

Meeting called to order by (NAME HERE) at (TIME HERE)Jonathan White at 7:12pm.

Consent Agenda

Any Board Member may make a motion in the Consent Agenda.  The purpose of the Consent Agenda is to propose motions that have been discussed by Board Members in advance and/or are expected to pass without objection.  If the item does not fit this description, it should be proposed in New Business. Discussion of Consent Agenda items should be done via Slack prior to the meeting.  Any Board Member present at the meeting may request that an item be moved from the Consent Agenda to New Business.  The motions in the Consent Agenda (after any items are moved to New Business) may be passed as a group if there are no objections.  Any motion that requests spending $250 or more must include a section on "Relevance to our tax exempt purpose".

CA1: Appoint Co-Stewards of Cosplay (Jessee Maloney)

Issue:  Maggie Gill (current steward) and Jason Gilligan (member/volunteer) work hand in hand on the cosplay room.  The room is undergoing change (moving from the basement to the first floor in Leesburg) and would benefit from having co-stewards.

Solution:  Have Maggie Gill and Jason Gilligan serve as co-stewards of Cosplay.

Relevance to Tax Exempt Status:  None

Motion:  Move to appoint Maggie Gill and Jason Gilligan as co-stewards of Cosplay.

Approval of Prior Minutes

2023-12-20 Meeting of the Board of Directors

Vote:  XXX

Officer Reports

Chairperson:

INSERT REPORT HERE

Secretary:

Verbal report - planning for upcoming votes for Directors positions at next Annual Meeting of the Membership
There will be 3 open positions (currently held by Mike Dewan, Beverly Murdock, Jennifer Chu).

Treasurer:

President:

INSERT REPORT HERE

Committee Reports:

Membership Committee (Mark Milsap)

Marketing Committee (Jason Gilligan)

Website Committee (Maggie Toth)

Leesburg Facility Committee (Jessee Maloney)

Purcellville Facility Committee (Dave Painter) 

Jim provided a steward report

Scheduling Committee (Jennifer Chu)

Newsletter Committee (Melissa Kowalski)

IT Committee (Scott Silvers)

STEM Committee (Diane Painter)

Standing Rules Committee (Jonathan White)

Unfinished Business

OB1: Replace Drum Sander in Leesburg (Jessee Maloney)

Issue:  The drum sander in Leesburg is not working.  It is also a co-located piece of equipment.  Where possible, we have been replacing co-located equipment with Makersmiths owned and maintained equipment.

Solution:  Purchase a new drum sander (FILL IN DETAILS HERE AS TO PURCHASE PRICE AND SPECIFICATIONS)

Relevance to Tax Exempt Status:  None

Motion:  Move to allocate an amount not to exceed $XXX from the equipment reserve fund for purchase of a new (insert equipment name here) drum sander, to be coordinated between the facility manager and the woodshop steward.   Remove from agenda as interim solution continues to suffice.

Vote: XXX

New Business

NB1: Funds for Cosplay Room (Jessee Maloney)

Issue:  The Leesburg cosplay room is moving from the basement to the room previously used for 3D printing as part of an approved change made earlier this month by the Leesburg Committee. When they received funds in early 2020, a large chunk had to be used to make the area usable, which only left a small amount of funds for tools and nothing for furniture. They are now moving to a room with tools that have nowhere to go, as well as a shortage of much needed tools.

Solution:  Purchase new work benches, shelves and tools to make the entire room completely workable as well as comfortable, bright and ready to teach in. This will also make it look very appealing during tours and other open house events since it will be open to reception and the front door.

Relevance to Tax Exempt Status:  None

Motion:  Move to allocate up to $1724.66 to cover new furniture and tools as part of the Cosplay Room move, to be administered by the Cosplay steward(s).

Vote: xxx

NB2: Funds for Electrical Work in Leesburg (Jessee Maloney)

Issue:   The Leesburg location needs electrical work to address issues like extension cords hanging from the ceiling, plugs hanging from the wall and the UV resin printer needing a dedicated plug in a new location. 

Solution:  We had an electrician come in and quote us $1500 to correctly install and fix everything. We would need to purchase the non-combustible self-retracting cord reel on our own and those run between $500 and $800.

Relevance to Tax Exempt Status:  None

Motion:  Move to allocate up to $2300 to the Leesburg Steward from the building reserve fund to cover electrical repairs to make the building safer, easier to use and protect our expensive equipment.

NB3: Grant Asset Usage (Jennifer Chu)

Issue:  Laptops purchased through the 100Women Strong grant and the Google Grant were used for other Makersmiths activities and were not available for Makersmiths STEM programs and classes, which are initiatives stated in the original grant proposals.

Solution:  Make the laptops available for general Makersmiths use when they are not being used for STEM activities.

Relevance to Tax Exempt Status:  None

Motions:

• NB3A:  Move to codify in the standing rules a process as follows:
  When grants are awarded, Makersmiths must meet the grant objectives/goals and use the assets as the grant initiatives intend them to be used until one of three things occur:
  1) The stakeholders (the grant writer and persons implementing grant initiatives) report to the Makersmiths BoD that the grant goals/objectives were met and the assets are no longer needed to support grant initiatives that are still ongoing.
  2) The Makersmiths BoD meets with the grant writers and stakeholders and mutually agree that the originally stated objectives/goals and grant requirements were met and the grant initiatives shall end.
  3) The assets are no longer viable (i.e. in working order).
• NB3B:  Move to create a Laptop Reservation Calendar to allow Members to reserve a laptop ahead of time and to keep track of where the laptops are.  Priority for reserving a laptop will go to grant-related initiatives unless the laptop is no longer needed for the grant per Motion NB1A.
  

Vote: xxx

The following motions all came in after the 7 day advance deadline and will require individual waivers before they can be acted upon.

NB4: Additional Tool Steward for Laser (Jessee Maloney)

Issue:  The current laser stewards are overwhelmed due to going from one laser to three, and one of the stewards is having health issues.

Solution:  We would like to add John Carter on as a third steward. He is very knowledgeable about all of the machines and cares about them.

Relevance to Tax Exempt Status:  None

Motion:

• NB4A:  Move to waive 7 day advance notice
  Vote: xxx
  
• NB4B:   Move to add John Carter on as a third co-steward
  Vote: xxx

NB5: Blast Cabinet Steward (Jennifer Chu)

Issue:  We don't currently have a steward for the Purcellville blast cabinet, spray booth, and powder coating area.  Evin Grano has expressed an interest in being the shop steward.

Solution: Appoint Evin Grano as the steward for the Purcellville blast cabinet, spray booth, and powder coating area.

Relevance to Tax Exempt Status:  None

Motion:  

• NB5A:  Move to waive 7 day advance notice
  Vote: xxx
  
• NB5B:   Appoint Evin Grano as the steward for the Purcellville blast cabinet, spray booth, and powder coating area.
  Vote: xxx

Vote: xxx

Open Discussion

• Waiver Forever
• Control Boxes
• Facility Committees
• Integration of Business Systems
• Wild Apricot licensing

Adjournment

Meeting adjourned by NAME at TIME