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Approval of Prior Minutes

2025-912-27 17 Meeting of the Board of Directors

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IT Report

Recieved Received 1/21.

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-          Conflict of Interest Policy, Independent Contractor Agreement, process  for revocation of Red Tool Authorization and process for emergency temporary suspension of a Membership by Directors/Officers seem to be key things to address next.

-                   Welcome input from wider community if any other suggestions.

(Need to clarify the JW is Jonathan White and not James Waldron.)

Finance Committee (Mary Waldron)

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All current fees involved with consumables will be increased about 30% to help offset the cost of collecting, administrating, reporting, and filing of sales tax including additional accounting charges associated with our regular monthly financial reporting.  All fees will be requested to be paid through Square (or some other automated process) which will add sales tax (and help reduce our tax accounting load).  In the case of cash payments made by envelope to the donation box, Makersmiths will absorb the sales tax amount if not included in the total.

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Bottom line:  Existing fees go up a little, Machine time fees are eliminated.

Section 14.1 of the Standing Rules will read:

14. Fees14.1  Consumable fees will be as follows:

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Motion: Move to adopt new fee schedule above as Standing Rules Section 14.  All 1   All fees requested to be paid via the Square terminal (or some other automated process) or cash by envelope to the donations box.

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Solution: Our CPA would like for the Board to execute the attached agreement.  The Treasurer has read and approved the agreement.  Will also include State Corporation filings, and Leesburg and Purcellville filings and business licenses. Estimated cost for this service is $1,975.00.

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Solution: Issue Debit Cards to Dave Painter (Facility Steward Purcellville), John Carter (Facility Steward Leesburg), Rob Donahue (IT Steward), and Leesburg Snack Steward (TBD).  These cards will be used in accordance with the attached agreement. To track, reconcile, and replenish petty cash which involves 4 people and takes time to coordinate and sometimes does not allow the site steward to purchase items when needed due to insufficient petty cash especially near the end of the month.  Also software is purchased online and the IT steward and bookkeeper have to coordinate to relay the our debit card number.

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Motion:  Waive 7 day notice to consider NB5 and NB6.  (Motions were not received before the Agenda cut-off time.)

Second:

Vote:

NB5:  New Plotter (Jonathan)

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Explanation of Snack Expenses and UBIT.

Hardware/Software to collect Sales Tax.

Holding placelocation: Fee table from Bo.

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