2025-08-27 Meeting of the Board of Directors

Contents

Time and Location: 

Call to Order: 

Approval of Prior Minutes. 

Consent Agenda. 

Officer Reports. 

Committee Reports: 

Unfinished Business. 

OB1: TITLE (Person Proposing) 

New Business. 

NB1: IT Report (Jim W) 

NB2: Formalize a Makersmiths Fund Raiser for the October Event (Jim for Treasurer) 

NB3: Additional Funding for HP Plotter Supplies. 

NB4: Appoint Isaac Bowser as Cosplay co-steward. (Jen for Treasurer) 

NB5: Multiple Stewards (Jen for Treasurer) 

NB6: More Instructors (Jen for Treasurer) 

NB7: Multiple Stewards (Jen for Treasurer) 

NB8: Multiple Media Posters (Jen for Treasurer) 

NB9: New chair for Bylaws and Standing Rules Committee (Jen) 

NB10: Adjustment to Suggested Donation Schedule (Jim for Dawn Martin, Treasurer.  Scott Silvers for Scott.) 

Open Discussion. 

Closed Session. 

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 7:00 PM.

Approval of Prior Minutes

2025-05-28 Meeting of the Board of Directors

Motion by Evan to approve prior meeting minutes

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 (Person Proposing)

Issue: 

Solution: 

Relevance to Tax Exempt Status: 

Motion: 

Second: 

Vote: 

Officer Reports

Chairperson:

I appreciate work being done by Sec preparing Agenda. Remember to read the agenda in advance.

Secretary:

Motions are now DUE by 10am on the Wednesday a week before the Board Meeting.  It is impossible to prepare and post the Agenda at 7pm on the Wednesday before the Board meeting with motions arriving last minute.  The Bylaws 4.4.2 ‘require’ the Agenda to be posted a week in advance of the Board meeting. Motions not received by the deadline will not be included.

Several Committee Chairs are not submitting their Committee reports, per Standing Rules 7.8, on time.  This is an Obligation of being a Committee Chair.  Without objection, the Secretary will send a firmly worded reminder to the Chairpersons.

Treasurer:

2026 budget time approaching.  Email to Stewards in September to discuss process.  Budgets will be due in October.

Will be creating fund raising income account for the October event (t-shirts and silent auction) and donations and expenses.

Recommend $20K to funds (10 each)

President:

Bambu printer classes working,  19 people signed off, 2 extra instructors.  More classes on schedule.

Committee Reports:

Membership Committee (Ken Fuentecilla)

Octo has not yet renewed (corporate member)  Second request will be sent.

Other corporate member renews in November. (Mitre)

Marketing Committee (Vacant)

Leesburg Facility Committee (John Carter)

Nothing to report.

Purcellville Facility Committee (Dave Painter)

 Roof Leaks

The town has had three roofing contractors out to assess roofing repairs. I left a message for Josh Goff to give me a progress report but haven’t heard back from him yet. I expect I’ll have more info before board meeting so will update when I hear something.

Purchase of replacement & new  equipment for MSP

The new band saw and table saw have arrived and are only waiting for the electric to be upgraded before we can install them.

The new miter saw was out of stock when I went to buy it but is available now. I should have it in Purcellville by the time the board meeting rolls around.

Most of the new tooling for the Bridgeport mill has arrived, we’re just waiting for a couple of stragglers to arrive.

Electrical Work and items discussed last month          

Correct wiring for lights in ceramics (boxes were left open, boxes are too small for number of wires in them. Add box extensions and covers) Done

Add 120v outlets for pottery wheels (Run a new circuit from new panel to ceramics room and provide two outlets on South wall) Work started but not yet completed

Add 220 v 3-phase outlet on Bridgeport mill for power feed (Find a box to mount on back of mill and run cord from box to wall outlet. Split power inside box to feed motor and run second line to outlet box for power feed) No progress

Add 220 v outlet for plasma cutter (turns out the plasma cooler requires a separate 220 v supply. Run wires from existing 220 outlet to a new box with outlet to service the cooler) No work done, sufficient receptacles already exist in area.

Add 220 v  3-phase outlet for Grob band saw ( expand existing box for mill and run two additional boxes, one for Grob Band saw and one for Wilton Drill Press) Not yet done – Waiting for final arrangement of machines in metal shop.

Fabricate and Install blade guides for Grob band saw Done

Replace clear siding on air compressor sheds for both buildings Not critical until winter

Fix small kiln in ceramic shop (programable controller is shot) We’ll take a look after the plasma cutter rebuild is completed

Source installation kit for LG mini-Split for lower building (Need copper tubing and electrical lines) Still researching availability

Run electric for Mini-Split for lower building (run a new 220 v line from Service panel in Kiln Room out through the back wall and over to the LG mini split) in progress

Replace missing insulation on refrigerant lines for mini-split in laser/frame shop. Need to obtain Insulation.

Still no movement on lawn mowing help for Purcellville. I’m looking for guidance from the Board on how to proceed.

Miter saw was backordered.  Will attempt consent in leiu.

New donation from Northrup, deburring machine.

Electrical wiring - costs have gone up (doubled).  Will likely exceed budget item.

Scheduling Committee (Jennifer Chu)

Report received late

Newsletter Committee (Jenna Conn)

Newsletter went out August 8

Grant Committee (Jim Waldron)

Grant Committee will meet on August 25^th.

We have two viable targets from our recent research.

Dominion Energy Charitable Foundation
Deadline is September 15 (Thanks Owen for running this down)

Community Foundation for Loudoun
100 Women Strong: Letters of Intent for the 2025 Grant Cycle from September 8th through 5 pm on October 3rd, 2025
Organizations invited to submit a grant application after the LOI review process will be given instructions on December 15, 2025We will put together a Grant Proposal and a Letter of Intent to attack these two opportunities.

Standing Rules Committee (Jennifer Chu)

No meeting this month

Finance Committee (Mary Waldron)

No meeting this month. Nothing to report.

Unfinished Business

OB1: TITLE (Person Proposing)

Issue: 

Solution: 

Relevance to Tax Exempt Status: 

Motion: 

Second: 

Vote: 

New Business

NB1: IT Report (Jim W)

Issue: More and more our organization runs on Information Technology (IT).  The Board needs to know that our IT resources are ready, secure, and functional.  There is no longer an IT Committee, so there is no longer a requirement for the Committee to file a report with the Secretary 7 days in advance.

Solution: Require IT Stewards to file an IT Report with the Secretary 7 days in advance of each Board meeting.

Relevance to Tax Exempt Status: None

Motion: Move to require IT Stewards to file an IT Report with the Secretary 7 days in advance of each Board meeting.

Second: Brad

Vote: Passed by voice vote.

NB2: Formalize a Makersmiths Fund Raiser for the October Event (Jim for Treasurer)

Issue: We are only allowed 3 fundraisers per year at which we can sell Makersmiths merchandise.  We need to have a formal record indicating a Fund Raising Event.

Solution: Designate the October Members Market Event as a Fund Raiser

Relevance to Tax Exempt Status: None

Motion: Move to Formally designate a Fund Raiser to be held in conjunction with the October Makers Market Event.

Second: Jen

Amendment: Move to Formally designate a Fundraiser to be held in conjunction with the October Makers Market Event.

Second: Brad

Vote on accepting amendment: Passes on voice vote

Vote: Passes on voice vote.

NB3: Additional Funding for HP Plotter Supplies

Issue: HP plotter has exceeded its budget due to lack of a Steward at Budgeting time and incorrect estimate of expenses.  This addition will cover the overage and provide additional funding for the balance of the year.

Solution: Allocate $75 for HP plotter supplies

Relevance to Tax Exempt Status: None

Motion: Move to allocate $75 to the HP plotter budget.

Second: Evan

Amendment:Move to allocate $75 to the HP plotter budget from the General Fund.

Second: Jen

Motion withdrawn.

Vote on new language:

Vote: Passes by voice vote.

NB4: Appoint Isaac Bowser as Cosplay co-steward. (Jen for Treasurer)

Issue: Mary Waldron is resigning as co-steward of Cosplay to provide unbiased financial decisions with regards to shops/tools and avoid the appearance of conflict of interest.  Isaac Bowser is nominated as the co-steward of Cosplay.  He is experienced on most of the MS machines used to make Cosplay costumes and props and has made many Cosplay items.

Solution: Appoint Isaac Bowser as Cosplay co-steward.

Relevance to Tax Exempt Status: None

Motion: Move to appoint Isaac Bowser as Cosplay co-steward.

Second: Brad

Vote: Passes by voice vote.

NB5: Multiple Stewards (Jen for Treasurer)

Issue: It is in the best interest of Makersmiths to have at least 2 co- stewards for every current and future shop/tool.

Solution: Every shop/tool steward that does not have a co-steward will train another member and nominate them to the Board by the end of December.

Relevance to Tax Exempt Status: None

Motion: Move to have every shop/tool steward that does not have a co-steward train another member and nominate them to the Board by the end of December.

Second: Jim

Brad: Move to postpone motion.

Second: Evan

Vote to postpone: Passes by voice vote.  One abstention

Vote: 

NB6: More Instructors (Jen for Treasurer)

Issue: More instructors are needed to fill the demand for red tool training.  Makersmiths in the past held Train the Trainer classes that were successful and recently did again with 3D printing adding 2 new instructors. 

Solution: Instructors need to schedule Train the Trainer classes for red tool classes that have only 1 or 2 instructors to increase the number of instructors.

Relevance to Tax Exempt Status: None

Motion: Move to have Instructors of red tool classes that have only one or two instructors schedule through the scheduling committee at least one Train the Trainer class before December.

Second: Jim

Evan: Move to postpone motion.

Second: Brad

Vote to postpone: Passes by voice vote.  One abstention.

Vote: 

NB7: Multiple Stewards (Jen for Treasurer)

Issue: It is in the best interest of Makersmiths to have at least 2 co- stewards for every current and future shop/tool.

Solution: Every shop/tool steward that does not have a co-steward will train another member and nominate them to the Board by the end of December. 

Relevance to Tax Exempt Status: None

Motion: Move that every shop/tool steward that does not have a co-steward will train another member and nominate them to the Board by the end of December. 

Second: 

Vote: 

Motion Withdrawn.  

NB8: Multiple Media Posters (Jen for Treasurer)

Issue: More Facebook and social media postings are needed and there is an insufficient number of trained members with access to post (only 1 member has access).

Solution: Train and provide volunteer members access to post on Facebook and other social media.

Relevance to Tax Exempt Status: None

Motion: Move that the President ( the one member with access to post) will train at least 2 volunteer members and provide them with access to post on Facebook and other social media platforms before the next Board meeting.

Second:

Vote: 

Motion Withdrawn

NB9: New chair for Bylaws and Standing Rules Committee (Jen)

Issue: Jennifer Chu would like to step down as the chair of the Bylaws and Standing Rules Committee as she cannot commit the time and attention necessary to manage the committee to discuss and review proposed revisions to the bylaws and standing rules.

Solution: Appoint Jonathan White to be chair of the Bylaws and Standing Rules Committee.  He has served as committee chair in the past with gusto..

Relevance to Tax Exempt Status: None

Motion: Move to appoint Jonathan White as chair of the Bylaws and Standing Rules Committee.

Second: Jim.

Vote: Passed by voice vote.

NB10: Adjustment to Suggested Donation Schedule (Jim for Dawn Martin, Treasurer.  Scott Silvers for Scott.)

Issue: 1. The Frame Shop Steward, Dawn Martin, has donated lots of mat boards to Makersmiths for Members to use.  Mat boards are used in picture framing to create a visual separation between the art work and the frame.  The mat board also can keep the artwork separated from the glass.  The donated mat boards are older, but seem to be in very good shape.  All boards are 32" x 40" and archival acid-free.

1. Makersmiths will be requiring Bambu Labs branded filament for the new X1C 3D printers for now.  A barrier to member use of the 3D printers can be the cost of purchasing their own rolls of filament, especially for smaller single or multicolor prints.  
2. Members currently have to pay for machine use, ink, media when using

the UV printer, Sublimation, or BN2-20. Ink and media fees are not sufficient to

cover the actual ink and media costs so the machine use fee is helping to cover

those consumable costs. The BN2-20 fees with the machine use fee are not fully

covering the consumable costs. Some fees do not appear to be paid by

members.

Solutions: 1. Offer the mat boards to Members and non-Members with a suggested

donation of $1.

1. Makersmiths will provide Bambu Labs branded filament for a suggested donation to cover the cost of the filament used by the members. We propose an s.d. of 3 cents per gram be used to offset the $24.99 -$27.99/kilo cost of the filaments.  Further we propose that in order to minimize the impact of Square transaction fees, a minimum donation of $3.00 for 100g of filament be used. Bambu Studio and Bambu Handy will show the user how much filament is required per print.
2. Sublimation and UV printers.

Sublimation:

Simplify billing to two line-items loading all consumable costs into a per-sheet billing model.        

SublimationPrint: BYO Paper (per sheet or roll-ft) - Rate $1.00 unit           

SublimationPrint: MS Paper (per sheet or roll-ft) - Rate $2.00 unit            

 Assumption for annual usage is for 250 units for BYO paper and 200 units for MS

provided paper.

UV Printer:

Simplify billing to one billing item for UV Printing based on ml of Ink

used.                         

UVPrint:  Ink Fee per ml at rate of $3.00/ml billing unit of 1 ml (min charge 1 mL per print session)  

NOTE: Minimum session fee of 1 ml.

BN2-20:

Simplify billing to five line items loading all consumable costs into a per-ft of media

billing model                        

BN2-20:  Print+MS Media+MS Laminate Fee $5.00 per 1’ length 

BN2-20:  Print+BYO Media Fee+MS Laminate - $ 3.00/ per 1’ length           

BN2-20:  Print+BYO Media+ BYO Laminate Fee { assumes no MS cost to cut

laminate} $2.00 per 1’length                  

BN2-20:  MS Laminate Fee  $ 1.00 per 1’ length        

BN2-20: MS Media Fee $2.00 per 1’length                    

Assumption for annual usage is for 250 units for BYO and 200 units for MS provided

paper

Relevance to Tax Exempt Status: None

Motion: Move to revise the Materials/Media/Consumable Use table in Standing Rules Section 14 Suggested Donation table as follows:

Updated Table:

            Makersmiths-Provided Material/Media/Consumable

Second: Evan

Amendment :  Change Bambu 3D filament to per gram $0.03

Second: Brad

Vote on Amendment:  Passes by voice vote.

Amendment: Add BN2-20 Print+Media fee per foot $4 and remove BN2-20 Media fee

Second: Jen

Vote on Amendment: Passes by voice vote.

Amendment: Remove Previoius Enteries replace by this motion.

Second: Evan

Vote on Amendment: Passes by voice vote.

Amendment: Add note from standing rules on copier below table

Second: Jen

Vote on Amendment: Passes by voice vote.

Vote: Passes by voice vote.

Open Discussion

Dave has done lots of work in the lower building.  Thank you. 

Northrup has paint booth, with doors, plumbed for operator fresh air.  If we want it, 3 day window.  On second floor. Needs to be out by 30th. 

Bookkeeper needs access to bookkeeper@makersmiths.org account.

Change of funding for the Makers Market / Fundraiser event.  This is just about how costs should be accounted.

Notes:

Executive Session

To discuss a specific Member and internal issue.

Adjournment

Meeting adjourned by Evan at 9:35