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: TITLE (Person Proposing)

Issue: 

Solution: 

Relevance to Tax Exempt Status: 

Motion: 

CA2: TITLE (Person Proposing)

Issue: 

Solution: 

Relevance to Tax Exempt Status: 

Motion: 

CA3: TITLE (Person Proposing)

Issue: 

Solution: 

Relevance to Tax Exempt Status: 

Motion: 

None

Approval of Prior Minutes

2024-07-31 Meeting of the Board of Directors

Vote: Motion to approve prior minutes passes by voice vote.

Officer Reports

Chairperson:

None

Secretary:

We have 2 nominations for the interim board election. They will each be given 3-5 minutes to address the membership at the membership meeting on September 4th, 2024. Elections will open at that time, and will close on September 12th, 2024 at 8pm. 

John Carter

James Waldron

Treasurer:

President:

Meeting with members and work days. Looking to support MSL and MSP with snacks at work days. 

Committee Reports:

Membership Committee (Open)

Jonathan White will post on slack the job description and request for interest in chairing the Membership Committee. 

Marketing Committee (Open)

Jonathan White will post on slack the job description and request for interest in chairing the Marketing Committee. 

Website Committee (Maggie Toth)

Leesburg Facility Committee (Jessee Maloney)

Mark Millsap is working on build-out of the MSL basement. MSL work day is focused on preparing the space for the 10 year party. 

Purcellville Facility Committee (Dave Painter)

Gravel brought in to support new floor buildout in the end storage bay. Dumpster service quoted and starting next month. Fiber laser up and running, classes being scheduled. 

Scheduling Committee (Jennifer Chu)

Newsletter Committee (Open)

None

IT Committee (Scott Silvers)

None

Finance Committee (Mary Waldron)

Finance Committee August 2024 Report (1).doc Restarting the Finance Committee. All stewards will be invited to give input on budgeting for 2025. 

STEM Committee (Diane Painter)

None

Standing Rules Committee (Jennifer Chu)

List of changes and review are complete and will be circulated to the BoD soon. 

Minutes from last committee meeting - http://wiki.makersmiths.org/display/MAK/2024-08-19+Bylaws+and+Standing+Rules+Committee+Meeting+Notes

Unfinished Business

OB1: TITLE (Person Proposing)

Issue: 

Solution: 

Relevance to Tax Exempt Status: 

Motion: 

Vote: xxx

None

New Business

NB1: New Fee Schedule (Jonathan White)

Issue: The Standing Rules need to be updated with the correct machine use time costs and an agreed unit of measure.

Solution: Update the Standing Rules with the following machine use fees which are in half hour increments.  Square and signage also needs to be updated, but this isn't required to be passed by the Board.

Relevance to Tax Exempt Status: None

Motion: Move to approve the table as presented below and update the Standing Rules accordingly.

Vote: Motion passes by voice vote

NB2: Budget request for Makersmiths 10th Anniversary Party (Jennifer Chu)

Issue: This year is Makersmiths' 10th Anniversary.  We need to celebrate this milestone with the membership. Party will be on Sunday, September 29th at the Leesburg location.

Solution:The organization will provide $500 for the party for the following items:

• $250 primary protein main dishes
• $50 cake
• $75 party tableware supplies (plates, napkins, utensils)

Relevance to Tax Exempt Status: None

Motion: Waive the 7 day requirement for agenda items.

Vote: Motion passes by voice vote

Motion: Move to approve $500 from the operating budget for the party, with Jennifer Chu as the oversight of the fund. Any additional funds will be returned to the operating budget. 

Vote: Motion passes by voice vote

NB3: Newsletter Committee Chair (Jennifer Chu)

Issue: Melissa Kowalski has stepped down as Newsletter Committee Chair.  We need to find another volunteer to lead this effort if we want to have monthly newsletters.  Jenna Conn has expressed an interest in helping with the newsletter and being the Newsletter Committee Chair.  Jenna has experience in writing and website work.

Solution: Appoint Jenna Conn as the chair of the Newsletter Committee.

Relevance to Tax Exempt Status: None

Motion: Waive the 7 day requirement for agenda items.

Vote: Motion passes by voice vote

Motion: Move to appoint Jenna Conn as the chair of the Newsletter Committee.

Vote: Motion passes by voice vote

NB4: Raffle prizes for 10th Anniversary Party (Jennifer Chu)

Issue: It would be fun to offer raffle prizes at the 10th Anniversary Party.

Solution: Raffle prizes for 10th Anniversary Party

Relevance to Tax Exempt Status: None

Motion: Waive the 7 day requirement for agenda items.

Vote:Motion passes by voice vote

Motion:  Move to offer the following as raffle prizes for the 10th Anniversary Party. Total cost $270 as lost income.

• One (1) one-month membership (valued at $50)
• Three (3) $40 classes (total value $120)
• Ten (1) one-hour machine time (total value $100)

Vote: Motion passes by voice vote

Open Discussion

Treasurer posted the current budget documents. The Petty Cash and Snack and Beverage Policy are based on Best Accounting Practices to ensure complete and accurate accounting of Makersmiths funds.  The Operating Budget Policy is based on Makersmiths' current operating practice with regards to overspending monthly budgets.

Operating Budget Policy (1).pdf

Snack and Beverage Policy and Procedure (1).pdf

Petty Cash Policy and Procedure.pdf

Additionally, this is the class instructor procedure. It is still in the works, but here for review as a vote will be proposed to accept it when finalized. 

Classes Policy and Procedures.doc

Jessee Maloney approved the plan to tear down the non structure wall in the basement, tear up the tiles and put down the previously purchased floor sealant. Suggested that the group doing the project to think about doing one half of the room, and then the other in a similar style to how the Purcellville Classroom was done by John Dubelko. This would interfere the least amount with the rest of the building and the makers who use it, especially since we are preparing for the 10th anniversary party in 1.5 months. 

The Leesburg Department of Economic Development has sent us an invitation to joint their program entitled: Celebration Package for New and Existing Businesses. This may be useful for our 10 year anniversary. More details can be found here: https://chooseleesburg.com/business-community/business-celebration-request/

Diane Painter asked about selling materials and consumables, specifically for the sublimation printer. Some research is needed to determine the non-profit and tax issues. 

The board went into Executive Session, no motions were presented. 

Adjournment

Meeting adjourned by NAME at TIMEJonathan White at 8:24pm