2025-06-30 Meeting of the Board of Directors

Contents

Time and Location:

Call to Order:

Approval of Prior Minutes

Consent Agenda.

CA1: TITLE (Person Proposing)

Officer Reports.

Committee Reports:

Unfinished Business.

OB1: TITLE (Person Proposing)

New Business.

NB1: Non-Profit Tax Attorney Retainer Refresh (Jim)

NB2: New IT Co-Steward (Jim)

NB3: New Equipment Purchases (Jim for Diane B)

NB4: Google Voice for Business (Jim)

NB5: Arts & Crafts New Co-Steward (Jim for Treasurer)

NB6: Fund repair for Embroidery Machine (Jim for Treasurer)

NB7: Additional funding for Leesburg Facility  (Jim for John Carter)

NB8: 2025 Makers' Market @ Purcellville Makersmiths

Open Discussion.

Adjournment.

Time and Location:

Makersmiths Leesburg Lower Classroom and on-line

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

Call to Order:

Meeting called to order by Evin Grano at 7:08 PM.

 Approval of Prior Minutes

2025-05-28 Meeting of the Board of Directors

Motion by Evin Grano

Second: Jim

Vote: Passed by Voice Vote

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 (None)

Issue: 

Solution: 

Relevance to Tax Exempt Status: 

Motion: 

Second: 

Vote: 

Officer Reports

Chairperson:

 Thank you for bearing with me during my first meeting.  One at a time speaking please.  Will hold time limits in abeyance.

Secretary:

Agenda published on time

Scheduling Committee Report Missing

Newsletter Committee Report Missing

IT Committee Report Missing

Membership Committee Report Missing

Request Board Direct these Stewards get their report in on time.

Treasurer:

Insert treasurer report .PDF

June budget membership income exceed budget.  Total income slightly under budget. Expenses quite low $6K.  Ne~ $6K.

~14K after funds and other deductions.  Actual purchases through June, most at 50% or less of budget - this is good.  45% of income and 37% expenses,  82% or projected revenue.   KidWind budget has all been expended, check issues.  MSL sewing Arts & Crafts 90% of annual budget.  Budget increase in this agenda.   Plotter has exceed budget.  Welding shows over, but expenses in maint instead of consumables - will be corrected.  Snack Donations for 6 mos$ 691, expenses $722. $31 over.  First time we have tracked this closely.  Are folks taking advantage of free drinks?  Steward said current sale on bev which should help.

Buying more expensive drinks/snacks ?  One receipt shows 12 drinks for $11.  If pay by square we lose money at this cost.  Will keep track of this.  $55K in bank - recommend $10K to reserve funds.

Financial options for savings. $241K.  Report attached has options.  Higher interest savings, CD's, money markets.  FDIC, minimums, fees, interest rates etc.   Can get more.  BOA next level business account earns 2%  $15K minimum.  Can get 4+ at other banks.  Money market 4-5%.  Minimum.  CD's no fees but early withdrawal penalties.  Highest yield 6-7 mo CD.  But insured.

Money market varies with market  4.5 - 5.  Bond funds, varies with market and mgt fees.  4.48 - 4.64

Recommend moving to different bank.  Keep 5K at BOA in BOA savings.  Cost of transfers at other banks needs to be investigated.  Building could go to longer term CD if we don't need $ in 1 year or so.  Approx 4%.

20 check limit with BOA, must keep $5K and $500 on visa - no fees.  Next level, 2% from savings, 200 checks, $15K min. combined average.  Lowest checking balance was $23K.  Interest from savings is deposited to checking and auto transferred to savings.

Removing equipment fees.  Total 2024 $6K.  June 2025  $2K.  Lower fees collected this year.  2026 $6K would be lost if do away with equip fees.  Can we handle ?   Budgets in 2026 expected lower.  End of year $37K, budgeted, $10K, since we are not spending at projected spend.  Losing $6600 seems like a lot but would likely be covered by lower expenditures.

Data Gathered on consumables, Nick looked at income and cost of media.  Media and Ink not being covered by fees unless machine time added in.  Ink and media would need increase.

Also considering flat fee for media.  Some difficulty with users identifying media ?  Ink and media not always added to machine time.  Can look at this when numbers finalized.

Paper cheap - too much ink being used.  Bought ink not equal to purchased ink.  Ink charge may need to change.  But without machine time, total per job may be less. More next month.

President:

Stewards have been contacted to provide details of their requested purchases based on upgrade budgets. All stewards have given replies back and requests have been submit to Jim to propose. The monthly member meeting had good attendance, but the current setup for meeting communication was a bit tricky in the larger room.

Working with John C on Tag sale

Committee Reports:

Membership Committee (Ken Fuentecilla)

REPORT RECEIVED LATE (7/25)

Expect loss, but need to verify

Both commercial customers are manual pay (not automatic).

Marketing Committee (Vacant)

Leesburg Facility Committee (John Carter)

Leesburg Committee did not meet this month.

Nothing to report currently.

Workday turnout low. Outside work needs to be done.  Dust collection needs attention (tearing bags).

Finishing room, new stewards, resin room, putting together budget. Need to get into ceiling for vent fans.  Will be a new project.

Darkroom built out, 2 tables with water based inks, will start spending budget soon.  Slop sink room needs attention (sawdust).  Jessee tracking drying racks at better prices.  Still looking.  Axidraw class a couple of weeks ago.

Purcellville Facility Committee (Dave Painter)

 Problem getting grass cut.  Asked for volunteers, got 2.  Lawnmover belt jumping off.  Mower we have is good for house, too small for what we want it to do.  20 years old.  Will need some sort of solution.  Lawn company, $200 per moving - needs to be cut each week.  Need to energize volunteers or come up with cash.  Needs to be done.

Several pieces of equip not being used.  Dave has list.  Bo will attempt to sell Kiln and Pugger $3-5K.  Bo will report at next meeting.

Need to fix electrical circuits.  Hanging wires and not to code work.  Need to add circuit for wheels (old circuit will not support).

Very little progress on HVAC. Trying to get install kit.  Have one call-back to follow up.  (both previous HVAC co's have not delivered).  Needs lines and electric.  

Need people to help with the projects.  Work day attendance low.

Scheduling Committee (Jennifer Chu)

REPORT RECEIVED LATE (7/25)

Need Red Tool instructors

Newsletter Committee (Jenna Conn)

NO REPORT RECEIVED

 Newsletter delayed to next week

IT Committee (Scott Silvers)

NO REPORT RECEIVED

Grant Committee (Jim Waldron)

Insert minutes of meeting

Standing Rules Committee (Jennifer Chu)

No meeting this month

Finance Committee (Mary Waldron)

Finance Committee did not meet; nothing new to report.

Unfinished Business

 OB1: TITLE (None)

Issue: 

Solution: 

Relevance to Tax Exempt Status: 

Motion: 

Second: 

Vote: 

New Business

NB1: Non-Profit Tax Attorney Retainer Refresh (Jim)

Issue: We have exhausted our retainer with Simms/Showers who have been answering Non-Profit Tax questions.  We have some additional clarification we would like to receive.

Solution: Refresh for Non-Profit Tax Attorney

Relevance to Tax Exempt Status: None

Motion: Move to refresh Simms/Showers retainer in the amount of $2,500.00 from the general fund.

Second: Bo

Vote: 4 in favor, 1 against. Motion passes.

NB2: New IT Co-Steward (Jim)

Issue: New IT Co-Steward

Solution: Appoint Rob Donahue as IT Co-Steward

Relevance to Tax Exempt Status: None

Motion: Move to Appoint Rob Donahue as IT Co-Steward.  Scott Silvers will provide admin access to all platforms, machines, applications, will share the list of current admins, and the list of current licensed software with renewal costs and dates.

Second: Jenn

Amended. Move to Appoint Scott Silvers and Rob Donahue as IT Co-Stewards and dissolve IT committee.  Scott Silvers will provide admin access to all platforms, machines, applications, will share the list of current admins, and the list of current licensed software with renewal costs and dates.

Second: Evan

Vote:  4 in favor 1 opposed  Motion passes.

NB3: New Equipment Purchases (Jim for Diane B)

Issue: High Priority New Equipment Purchase Requests from Stewards

Solution: Shop Stewards identified several high priority purchases during the budgeting process for 2025.   Detailed requests in .pdf below:

Relevance to Tax Exempt Status: None.

Motion: Move to allocate the following funds from the New Equipment Reserve Fund.  All funds to be expended by August 27 2025 with any remaining funds retained in the New Equipment Reserve Fund.  Stewards will report progress at the August Member and Board Meeting

Sublimation Proposal #1: (Diane B)

Title: Request to Purchase new equipment for Sublimation: Tumbler Press

Allocate $224.01 from the Equipment Fund to Purchase a Tumbler press.

Sublimation Proposal #1a (Diane B)  Tumbler Blanks for  Press tune up settings.

Allocate $55.99 from the General Fund to Purchase Tumbler Blanks.

Sublimation Proposal #2: (Diane B)

Title: Request to Purchase new equipment for Sublimation: Automatic Heat Press

Allocate $350 from the Equipment Fund to Purchase an Automatic Heat Press.

Leesburg Woodworking Proposal #1 (Mike DeWan)

Title: Request to Purchase new equipment for Woodworking (Leesburg): New Disc/Belt Sander

Allocate $975 from the Equipment Fund to Purchase a new Disc/Belt Sander.

Leesburg Woodworking Proposal #1a (Mike DeWan)

Title:  Sanding Belts and Discs for new sander

Allocate $ 255.00  for sandpaper.

Printmaking Proposal #1 (John Carter)

Title: Request to purchase 30 Gallon Trash Can for Printmaking

Allocate $45  from the Equipment Fund to Purchase a new Trashcan.

Framing Proposal #1 (Dawn Martin)

Title: Request to Purchase new equipment for Framing Department: Fletcher Mat Cutter.

Allocate $600  from the Equipment Fund to Purchase a used Fletcher Mat Cutter.

Woodlworking (Purcellville) Proposal #1 (Dave Painter)

Title: Request to Purchase new equipment for Woodworking Department: Oliver 4640 Band saw.

Two options. Selection to be made by Steward

Allocate up to $4500  from the Equipment Fund to Purchase a 24in Band Saw.

Woodworking (Purcellville) Proposal #2 (Dave Painter)

Title: Request to Purchase new equipment for Woodworking Department: Dewalt Miter saw 

Allocate $750  from the Equipment Fund to Purchase a new Miter Saw.

Woodworking (Purcellville) Proposal #3 (Dave Painter)

Title: Request to Purchase new equipment for Woodworking Department: Table saw 

Allocate $3400  from the Equipment Fund to Purchase a new Table Saw.

Metalworking (Purcellville) Proposal #4 (Dave Painter)

Title: Request to Purchase new equipment for Metalworking Department: DRO Scale

Allocate $300  from the Equipment Fund to Purchase a new DRO Scales. Return remaining budget to Equipment fund 30 days after purchase submit.

Metalworking (Purcellville) Proposal #5 (Dave Painter)

Title: Request to Purchase new equipment for Metalworking Department: Spot welder

Allocate $170  from the Equipment Fund to Purchase a new Spot Welder.

Metalworking (Purcellville) Proposal #6 (Dave Painter)

Title:  Request to Purchase new equipment for Metalworking Department: Press Brake

Allocate $200  from the Equipment Fund to Purchase a new Press Brake.

Metalworking (Purcellville) Proposal #7

Title: Request to Purchase new equipment for Metalworking Department: Assorted Electrical Supplies

Motion: Allocate $120  from the Operations Fund to Purchase assorted Electrical Supplies for the Bandsaw and Bridgeport Mill.

Metalworking (Purcellville) Proposal #8

Title: Tooling for the Bridgeport Mill.

Allocate $420 from the Operations Fund to Purchase assorted Tools for the Bridgeport Mill.

All funds to be expended in the next 30 days.  Unspent funds will be returned to the originating Fund.

                                Total      $                   280.99

Second: 

Vote: 

 Evan motion to not read in detail

Jim Second

Vote:  5 in favor Motion Passes

Evan - move to amend 1a - to show as $255 for sandpaper and discs from general fund

Second Jim.

Vote: 6 in favor Amendment passes

Amendment strike Two options. Selection to be made by Steward strike Two options. 

Second: Brad

Vote 6 in favor Amendment passes

Amendment PV Metalworking delete Remove return remaining.... submit

Second: Jim.

Vote 6 in favor

Second on Amended Motion:

Vote: motion as amended  5 in favor. motion passes

NB4: Google Voice for Business (Jim)

Issue: Several of our commercial accounts require a phone number.  To date, whoever was treasurer or steward of the application has typically used their own personal phone number.  This makes change over when officers/stewards change difficult, makes confirming our identity to the commercial accounts difficult, does not give us a central location for phone contacts (if a vendor wants to call us), we cannot receive text messages for two factor authentication, and other assorted difficulties.

Solution: Google Voice for Business.  We can piggy back this on our corporate Google account.  Will log calls to Gmail and allow select individuals to make voice calls through Gmail.  This will give us a single company number for all our assorted contacts.  Cost is $10 per month.  (Typical prepaid plans are $15 per month.)  Phone number will be linked to the Treasurer position. 1 user.

Relevance to Tax Exempt Status: None

Motion: Move to add Google Voice for Business Starter account at $10 per month. Phone number will be linked to the Treasurer position and Gmail account.

Second: Scott

Vote: 6 in favor.  Motion Passes

Late Motions Requiring 7 day waiver.

move to do NB5-8 all under same 7 day

Brad Second

Vote 6 in favor motion passes.

NB5: Fund repair for Embroidery Machine (Jim for Treasurer)

Issue: Embroidery machine requires repair

Solution: Allocate $300.00 from the General fund for Embroidery Machine Repair and $100 for new embroidery consumables.

Relevance to Tax Exempt Status: None

Motion: Move to allocate $400.00 from the General fund for Embroidery Machine Repair and new embroidery consumables.  Repair must be completed and consumables purchased by September 30 2025.  Any remaining funds will be returned to the General fund.

Second: Scott

Vote: 6 in favor Motion passes

NB6: Arts & Crafts New Co-Steward (Jim for Treasurer)

Issue: New Arts & Crafts Co-Steward

Solution: Mary Waldron is resigning as Arts & Crafts Co-Steward.  Appoint Erin Werling as new Arts & Crafts Co-Steward

Relevance to Tax Exempt Status: None

Motion: Move to appoint Erin Werling as new Arts & Crafts Co-Steward.

Second: Scott

Vote: 6 in favor Motion passes

NB7: Additional funding for Leesburg Facility  (Jim for John Carter)

Issue: Additional funding for Leesburg Facility.

Solution: Leesburg facility request for $400.00 in additional funding for Maintenance and Repair.

Relevance to Tax Exempt Status: None

Motion: Move to add a $400.00 Maintenance and Repair project for Leesburg Facility.

Second: Jenn

Vote:

Amend Remove project insert funds

Brad Second

Vote: Amended motion language passes

Vote: on motion as amended  6 in favor  Motion passes

NB8: 2025 Makers' Market @ Purcellville Makersmiths (Jenn for John Carter)

Issue: The Purcellville Tag Sale will be on Saturday, October 11, 2025.  This annual event brings lots of visitors to downtown Purcellville, making it a potential marketing/fundraising opportunity for Makersmiths.  Makersmiths can participate in the Tag Sale by setting up a table downtown and by inviting visitors to the Makersmiths Purcellville location for open house tours and to purchase Makersmiths-branded merchandise (e.g., T-shirts, keychains, coasters).  In addition, Makersmiths can help its Members take advantage of the large number of visitors to the Purcellville location by hosting a pop-up market that day for Members to sell their wares.  And finally, this festive day at the Purcellville location would be a fitting occasion to host a Members Picnic for Makersmiths Members.
Solution: Approve Event Coordinator (John Carter) to move forward with necessary steps to accomplish setup and follow through for Makers' Market @ Purcellville Location on Saturday, October 11, 2025.  Allocate $3,000 from General Fund to Makers' Market 2025 Project.
Relevance to Tax Exempt Status: Relevance related to sales of branded merchandise.
Motion: Allocate $3,000 from General Fund to Makers' Market 2025 Project to pay for equipment and supplies.  Any remaining monies to be returned to the General Fund after the event.
Second: Scott
Vote: Vote 4 in favor, 2 abstentions, Motion passes.

Open Discussion

Notes:

Several members and several Directors have expressed concern that the Bamboo printers are not yet online.  We have several folks who have offered to be trained to present classes.  Aren't these supposed to be plug-and-play printers ?  What is the status and we need a date definite when these printers will be available to the membership.

Discussion: Diane B  Scott busy, Diane taking over, not finished, hers to finish. trying to work with doc.  Confident will get classes soon once ready.  1 teach the teachers, teachers will have to guarantee will teach 2 classes.  2 Weeks.  Maybe sooner.

Independent Contractor and Intern Agreements discussion in advance of legal review if needed.

Jim - separate meeting - Jenn will set up.

Lawnmowing at Purcellville.  Need more volunteers as grass is not getting cut often enough.

Brad - will put suggestion in chat.

Equipment discussion. Determining the life time of our equipment and a replacement Schedule

Dave - need separate discussion.  Formal meeting.

Dave will set up meeting.

Building Purchase

Brad - need to set date for meeting.  Executive session.  Need time.

Evan - Next Monday 7pm  Sept 4.  Virtual.

Adjournment

Meeting adjourned by Evan at 9:55 by unanimous vote.