Time and Location:

7pm ET Virtual Meeting https://meet.google.com/cih-ehxi-wbc

Call to Order:

Meeting called to order by Jonathan White at 7:05pm.

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: Appointment of UV Printer Steward (Scott Silvers)

Issue:  John Carter wishes to step down as co-steward of the UV Printer to focus on the Lasers and Printmaking

Solution:  Appoint Diane Bollinger as UV Printer Co-Steward.  Jessee Maloney will remain as the other Steward

Relevance to Tax Exempt Status:  None

Motion:  Move to appoint Diane Bollinger as co-steward of the UV Printer

Vote: XX

Approval of Prior Minutes

2024-05-29 Meeting of the Board of Directors - Makersmiths - Makersmiths Wiki

Vote:  Minutes approved by voice vote

Officer Reports

Chairperson:

Secretary:

Treasurer:

President:

Committee Reports:

Membership Committee (Mark Milsap)

Marketing Committee (Jason Gilligan)

Website Committee (Maggie Toth)

Leesburg Facility Committee (Jessee Maloney)

Purcellville Facility Committee (Dave Painter)

Scheduling Committee (Jennifer Chu)

Newsletter Committee (Melissa Kowalski)

IT Committee (Scott Silvers) 

Standing Rules Committee (Jonathan White)

New Business

NB1: Approval of $2,500 Grant (Scott Silvers)

Issue:  Printmaking is looking to facilitate screen printing in the new studio.  The initial equipment to build out screen printing is varied and expensive.  Makersmiths is expecting to be awarded a grant of $2,500 by the The Cadeaux Fund, a Donor Advised Fund of the Renaissance Charitable Foundation, thanks to member Peat Biby.  This grant is being processed with our Printmaking space in mind.
Solution: Accept the Non-Restricted grant Makersmiths is going to be awarded.

Relevance to Tax Exempt Status:  None

Motion:  Move to accept the $2,500 grant. The funds are agreed to be used primarily for Printmaking equipment and supplies.

Vote: XX

NB2:  Screen Printing Supplies for Printmaking (Scott Silvers)

Issue:   The ability to do screen printing in our Printmaking shop has been requested by multiple members.  Purchasing the necessary equipment and supplies has been on the steward's list for the future.  Thanks to a generous grant arranged by Peat Biby, we have the ability to implement screen printing much sooner than anticipated.

Solution:  Purchase the equipment and supplies as outlined in the attachment.  The expected grant from The Cadeaux Fund will be used to cover the cost. The pricing shown is the attached list an estimate, with some supplies being available through other vendors at lower costs.

Relevance to Tax Exempt Status:  None

Motion:  Move to approve the purchase of screen printing equipment and supplies

Vote: XX

NB3: Bylaws - Director Terms update (Scott Silvers)

Issue:  Currently our bylaws have Directors begin their term of office upon conclusion of the Annual Membership Meeting in which they were elected. This can interrupt Board actions already in progress and leaves no time for new Directors to come up to speed on issues before the Board.

Solution:  Have Directors-elect take office at the Annual Meeting of the Board of Directors.  This allows time for the new Directors to be brought up to date on any issues before the Board and handoff of projects from outgoing Directors.

Update Section 4.1.9 to read
4.1.9.The Directors’ term of office shall begin at the start of the Annual Meeting of the Board of Directors following the Annual Meeting of the Membership in which they were elected.

Relevance to Tax Exempt Status:  None

Motion: Move to update section 4.1.9 of the Bylaws as proposed.

NB4: Standing Rules - Storage and Fee updates (Scott Silvers)

NB4A: Member Storage

Issue: Member storage at Leesburg is limited in area. Members have used larger bins and free shelf space in the past, limiting the availability.  With the move of member storage to the basement, now is the time to update our policy on storage in the Standing Rules to ensure a fair distribution of available space.

Solution:
Delete the following:
     Section 9   

Bullet One: Individual and Household Memberships are allowed one 17-gallon storage bin which will be placed in the member storage area in Leesburg, subject availability on a first come, first
     served basis.     

Bullet 4: There will be member storage lockers/cabinets available at Leesburg and Purcellville These lockers/cabinets can be rented for the fee designated in Section 10.
     Non-Members and Honorary Members cannot rent a locker/cabinet.
     - Lockers at Leesburg are being used by stewards and committees.     

Section 10
      Delete Locker rental (per month) $10.00 from table.

Add the following:

Section 9
     Bullet One: Leesburg has a limited space set aside for member storage. Priority for storage space is given to Stewards, Instructors, and Regular Volunteers in good standing at the Site Steward's
     discretion. Once approved, Individual or Household memberships are allowed to keep one 17 Gallon storage bin on the member storage shelves.  All items stored must fit inside the bin.

Correct numbering of sections in the document
      Section 10: Intellectual Property Rights
      Section 11: Fees

Relevance to Tax Exempt Status:  None

NB4B: Tool usage and media fees for Sublimation Printing and BN2-20

Issue: Sublimation Printing fees were approved at the 3/27/2024 BoD meeting.  Fees for the BN2-20 were approved at the 4/24/2024 BoD meeting. The table of fees in Section 10 of the Standing Rules needs to be updated to reflect those fees as listed below.

Solution:  Update Section 10 to reflect the below
Sublimation:
$5 per half hour of use
$1 per 8.5x 11 or 11 x 17 sheet of sublimation paper
$1 per foot of rolled paper
BN2-20
$2 per foot Roland Clear Calendered Vinyl, Permanent Adhesive 20"
$4 per foot Roland ESM RolyPoly Banner Film 20"
$3 per foot Roland, ESM Holographic Prism Film w/ Adhesive 15“
$2 per Roland Clear Digital Print Permanent Adhesive Vinyl 20"

Image Added

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Image Removed 

Relevance to Tax Exempt Status: None

NB4C:  Late addition - Sublimation Ink Fees for members who bring their own paper
Issue:When creating the above fees for sublimation, ink was included in the paper charges.  If members bring their own paper, they will not be paying for ink consumed. 
Solution: Add a 50 cent per page/foot charge for ink if member supplies their own paper.
Relevance to Tax Exempt Status:  None

Motions:
NB4A: Move to update the Standing Rules to reflect new wording on Member Storage
NB4B:  Move to update the Standing Rules with the new tables of fee
NB4C-1:  Move to waive 7 day advance notice
NB4C-1: Move to add 50 cent per page ink charge for sublimation printing when members use their own paper.

NB5: Board Motion posting policy (Brad Hess)

Issue:  Currently motions are posted within the closed board talk channel which does not allow out members to have open discussion and provide their input on the direction that the space is going and on board direct.  As a member driven organization I find this discussion helpful.
Solution: Board motions with the exception of things that need to be discussed during closed executive session are cross posted to the open board agenda talk channel also.

Relevance to Tax Exempt Status:  None

Motion:  The board adopt as a standing operating practice that motions will be cross posted in both locations.

Vote: XX

Open Discussion

10th anniversary celebration warranted - working group to form to explore

Executive Session

No motions made or action taken

Adjournment

Meeting adjourned by Jonathan White at 9:15pm