Time and Location:

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

Call to Order:

Meeting called to order by (NAME HERE) at (TIME HERE).

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".

No items submitted for 3/26/25

Approval of Prior Minutes

02/26/25 BoD Meeting Minutes

Vote:

Officer Reports

Chairperson:

INSERT REPORT HERE

Secretary:

INSERT REPORT HERE

Treasurer:

President:

INSERT REPORT HERE

Committee Reports:

Leesburg Facility Committee (John Carter)

Purcellville Facility Committee (Dave Painter)

Membership Committee (Ken Fuentecilla)

Finance Committee (Mary Waldron)

Grants Committee (Jim Waldron)

Marketing Committee (Sally Soles)

Scheduling Committee (Jennifer Chu)

Newsletter Committee (Jenna Conn)

IT Committee (Scott Silvers)

Website Committee (Vacant)

Standing Rules Committee (Jennifer Chu)

Unfinished Business

OB1:  Transfer Funding from Shop Budget to Facility Budget (Jim Waldron for Treasurer)

Issue:  

Now that we have a facility account budget separate from shop budgets then items dealing with the facility is the site steward’s responsibility.  Things like painting walls, flooring, fixing doors, plumbing, electrical wiring, HVAC, furniture and fixtures, shelving, windows are all a part of the facility budget maintenance and repair or a separate budget for facility improvements/enhancement.

However, some stewards included some of these items in their shop maintenance and repair budgets misunderstanding that their 2025 budget now only dealt with equipment and tool maintenance and repair.

Solution: Transfer the funding for these items from the Shop budget to the Facility budget.

Relevance to Tax Exempt Status:  None

Motion:   Move $5,000 from MSP Lower Building classroom to MSP Facility budget.

Second: 

Vote: 

New Business

NB1: Revision to Bylaw 4.11.2.3 (Scott Silvers)

Issue: The board has changed how we are categorizing our shop budgets.  Prior to this year, Shop Stewards sent O&M requirements to the Site Steward and an overall site O&M budget was created to cover all shops.   With this budget year, the board created individual Shop O&M budgets as their own categories within the overall budget.  With that change, Bylaw 4.11.2.3 needs to be revised to reflect that the Site Steward no longer controls the individual Shop O&M budgets.

Solution:  Update the language of Bylaw 4.11.2.3 from
"The Site Manager shall control the general, not project or committee specific, budgetary spending allocated to that site, including shop supplies budgets."
To

"The Site Manager shall control the budgetary spending allocated to that site, not project. committee, or shop budgets"

Relevance to Tax Exempt Status: None

Motion: Move to accept the new language for Bylaw 4.11.2.3

Second: 

Vote: 

NB2: Manage Equipment Reserve Fund (Jim Waldron)

Issue: Equipment Reserve Fund is used for unexpected required repairs to our equipment and to take advantage of opportunistic purchases.  Because of our current tight Operating budget, new tools, opportunistic purchases, and emergency repairs cannot be handled by our Operating budget and funding for same may need to be drawn from the Equipment Reserve Fund.

The Equipment Reserve Fund is also used for end-of-life replacement of current worn out machines.  A quick survey of our equipment, its age, and expected lifetime would dictate an Equipment Reserve Fund of about $150,000.00 which we do not have. This is a goal to work towards. In the meantime, we want to always keep some minimum amount in the Equipment Reserve Fund for unexpected and/or Emergency Repairs.

Solution: Manage the Equipment Reserve Fund to not fall below $30,000.00

Relevance to Tax Exempt Status: None

Motion: Move to direct the Treasurer to manage the Equipment Reserve Fund to not fall below $30,000.00

Second: 

Vote: 

NB3: Move Budget adjustment to track as new project (Jim Waldron)

Issue: In the February meeting, we directed $1,000.00 be moved from the Equipment Reserve Fund to the UV Printer Maintenance Budget.  This is a poor accounting practice as the funding will be intermingled with the existing budget, will be difficult to separate out, and corrupts the budgeting process.

Solution: Move the $1,000.00 to an approved project.  This is simply an accounting accommodation to ease tracking.

Relevance to Tax Exempt Status: None

Motion: Move to move $1,000.00 from the UV Printer Maintenance Budget to an approved project, UV Printer Maintenance.

Second: 

Vote: 

NB4: Adjust starting budget carry over for some Approved Projects (Jim Waldron for Treasurer)

Issue: Budget was approved with Approved Project estimates for 2025.  We need to adjust the starting budget for these Approved Projects to match the amount of money actually remaining at the end of December.  (Some projects had additional spend after the budget was approved.)

Solution: 

Adjust Approved Project starting balance according to the following table:

Relevance to Tax Exempt Status:  None

Motion: Move to adjust starting balances for Approved Projects according to the table.

Second: 

Vote: 

NB5: Complementary Memberships. (Bo Wernick)

Issue: The ceramics studio has grown significantly since it was reopened about two years ago. We went from 1 firing per month to 5-8 per month. We have over 200 pieces coming through the studio per month at this point. In addition, the kilns have had mechanical failures, leaving the studio unable to fire pieces until repaired. The two volunteers running the kiln have shown a dedication to supporting the space with their time and specialized expertise in firing, kiln repair, and pottery classes. They have asked for a reduction in dues to compensate them for their efforts.They put in 15-20 hours per month each and the ceramics studio would be greatly limited if we had to scale back the firings. We are currently limiting pieces per person but I imagine the volume is going to go way up when it gets warmer out. 

Solution: Complementary membership for 3 months for Kate Amstutz and Eleanor Corcoran to recognize them for their time and unique skill set. A letter of volunteer commitment has been included.

Relevance to Tax Exempt Status: None

Motion: Motion to provide complimentary memberships (Standing Rules 3.3) for Kate Amstutz and Eleanor Corcoran for 3 months.

Second: 

Vote: 

Open Discussion

Item for discussion submitted by Jim Waldron:   Makersmiths joining LEEA (Loudoun Environmental Education Alliance) so the KidWind kids can show their projects at SEAS (Student Environmental Action Showcase).  No cost or obligation for Makersmiths.

Adjournment

Meeting adjourned by NAME at TIME