This meeting will be held in Modified SRC3 format.

Time and Location:

February 28, 2018 at 7PM at 106 Royal Street NE, Leesburg, VA

Prior minutes

2018-01-31 Meeting of the Board of the Directors - Agenda/Minutes

Member Comment:

Consent Agenda

Newly proposed agenda items appear in the consent agenda. Any member present at the meeting may pull an item out of the consent agenda for discussion, at which point it goes under "New Business". If nobody objects to the solutions presented by the consent agenda, everything in the consent agenda passes by consensus. Items that have more than one proposed solution should be moved to the "New Business" section.

Any member may edit this wiki page and place an item on the agenda. However, discussion of agenda items should be done via Slack. The cut-off time for addition to or revision of the consent agenda items is 48 hours prior to the meeting. Please note, agenda items (Consent, New, or Old) that request spending $250 or more must include a section on "Relevance to our tax exempt purpose".

CA1 Board Classes and Assignments (Brandon)

Problem: The new bylaws state the Board will consists of 7 members and that the Board members shall be divided into three classes to achieve a staggered rotation of terms.  As such, The board now needs to determine the 3 classes, assign existing board members to those classes and determined the term of each class

Solution:  Existing board members are assigned into 3 “classes” in order of original appointment to the board.  Pat and Brandon were among the first.  Julie was next, followed by Brad and then Dave.  Mark was last to be voted on to the Board.  The 3-year term of each class will expire at the Annual Meeting of the Membership when elections of board members for that class are held.

Relevance to our tax exempt status:  None.

Motion:  Assign existing Board Members into the 3 Classes as listed below.

Class 1 with Term Expiring in 2018 at the Annual Meeting of the Membership:  Vacant, Scannell, Bullis

Class 2 with Term Expiring in 2019 at the Annual Meeting of the Membership:  Ravas, Hess

Class 3 with Term Expiring in 2020 at the Annual Meeting of the Membership:  Painter, Millsap

CA2 Remove the Rule requiring use of MIBS SRC3 (Mark)

Problem:  The Process for handling meetings as stated in the Standing Rules has not been received well, hasn't been followed for various reasons, not the least of which is that they are arduous and confusing, and Rule to require them should be removed.

Solution: Remove the Rule.

Relevance to our tax exempt status: None.

Motion: Motion that the following text be removed from the Standing Rules:  

"Many makerspaces use MIBS Simplified Rules of Coordinated Consensus through Chaos (MIBS SRC3) as the procedure to handling meetings. Version 1.0 was written by Nick Farr of HacDC who said it best when he stated: “MIBS SRC3 is designed for people who hate meetings, generally get along pretty well, but can sometimes get pretty opinionated and obstinate about thorny issues AND tend to ramble on at length. This process is designed to bring drama down to a manageable level.” 

Makersmith will closely follow the MIBS SRC3 format as the standard procedure for handling."

CA3 Adoption of the 2018 Budget (Mark)

Problem: The Board hasn't adopted a 2018 budget.

Solution:   Adopt the 2018 budget as submitted by the Treasurer

Relevance to our tax exempt status:  Unknown

Motion:  Motion that the Board adopt and publish for use the 2018 Budget as submitted by Treasurer

CA4 Clarification of the Standing Rules text (Mark)

Problem:  Label text of the Meetings: Procedures: Annual Meeting of the Board of Director: is confusing and unclear in it's purpose. 

Solution:  Change label to read: "Annual Meeting of the Board of Directors for Purpose of Election of New Board Members"

Relevance to our tax exempt status: Unknown.

Motion: Motion that the Board change label text of the Meetings: Procedures: "Annual Meeting of the Board of Director:" to "Annual Meeting of the Board of Directors for Purpose of Election of New Board Members:"

CA5 (Submitter)

Problem: 

Solution:  

Relevance to our tax exempt status: 

Motion: 

Financial Statement

Committee Reports:

New Member Orientation Committee (John Dubelko*, TBD, TBD)

Membership Committee (Jessie M*,TBD, TBD)

Social Outreach Committee:  (Jessie M*, TBD, TBD)

Leesburg Facility Committee (Brad H* , Squirrl, TBD)

Purcellville Facility Committee (TBD*, TBD, Dave P.)

Training Committee (TBD*, TBD, TBD)

Special Projects Committee (Mike Werling*, TBD, TBD)

Signage Committee (Mark Millsap, Christa S., Brad H.)

New Business:

NB1 (Jonathan White)

Problem: Need to increase Makersmiths revenue to cover costs

Solution: Create Sponsorship Committee charged with getting corporate sponsors and providing defined range of benefits to those sponsors.  See slides for outline proposal: https://docs.google.com/presentation/d/1RAya5nRY1Xc7OHjvJdwXoNk0bWsRH3IkAMrW3xCFexI/edit?usp=sharing

Relevance to our tax exempt status: None 

Proposed Motion: Motion that the board establish and support a Sponsorship Committee

NB2 (Michael James)

Problem: Need more organizational level services for e-mail and calendar. 

Solution: Google G-Suite for Nonprofits. This suite will provide additional e-mail addresses, Calendars with time slot functions to allow members to schedule for time on equipment setup in the calendar. An organizational Google drive can hold documents for sharing and collaboration. We would also have a YouTube Channel for videos.

Relevance to our tax exempt status: None

Proposed Motion: Motion to approve Michael James submitting an application for access to Google G-Suite and upon approval, setting up services for the organization.

NB3 (Submitter)

Problem:

Solution:

Relevance to our tax exempt status:

Proposed Motion:

Old Business:

OB1 Wild Apricot Membership Levels (Mark)

Problem:  Difficult to track the status and number of memberships with too many membership levels in Wild Apricot.  We would also like to simplify accounting book-keeping and simplify membership tracking.

Solution:  Require all members to submit monthly payment via reoccurring credit card payments.

Relevance to our tax exempt status:  None

Proposed Motion: Motion that Section 5.4.1. Monthly Membership Dues of Makersmiths Bylaws be changed to read: "All members shall pay monthly dues in advance, of such amount as may be set by a quorum of the Board of Directors.  Said payment of dues shall be via reoccurring credit card payments."

OB2 Eliminate Annual and Semi-Annual Discounts Membership (Mark)

Problem:  Difficult to track the status and number of memberships with too many membership levels in Wild Apricot.  We would also like to simplify accounting book-keeping and simplify membership tracking.

Solution:  Eliminate the semi-annual and annual discounts and go strictly with a monthly membership dues.  This will vastly smooth out cash-flow, simplify accounting book-keeping and simplify membership tracking and forecasting.

Relevance to our tax exempt status:  None

Proposed Motion: Motion that Membership Dues section of the current Standing Rules be modified to eliminate the $500 / for six (6) month and $1000 / for annual (12) month membership dues be eliminated.  Result will be membership dues for Full Membership = $100 / month and Associate Membership = $50 / month and Corporate Membership = $500 / month.

Minutes: 

Action Items:

Approved Spending Tracking: