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Meeting called to order by Evin Grano at x7:xx  00  pm.

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2025-12-17 Meeting of the Board of Directors

Motion by ?? Jim to approve prior meeting minutes

Second:  Brad

Vote:   Passes 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".

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Motion: Move to add Bryan Daniels as co-steward of 3D printing at both locations.

Consent agenda: pass/fail passes by voice vote.

Officer Reports

Chairperson:

Hoping everyone surviving snow.  Appreciate hard work from all.

President:

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Secretary:

No nomination forms were received for the Open Director seat.  There is not enough cycle time remaining before our Annual Meeting and Director elections to run another empty seat election round.

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Leesburg Facility Committee (John Carter)

Nothing to ReportSlight electrical improvements.

Purcellville Facility Committee (Dave Painter)

Mini-Splits operational.  Lots of Machine maintenance in January.  Folks need to clean up and put machines in order.  Door repair on lower building.  Added some insulation.  Pinewood derby cutting (2 new members).  Kidwind active.  Roof repair material delivered. Repair for lower building scheduled in early February.  Lower building roof repair - may require decking replacement - will leave building open to the sky.  May need to cover or move equipment.  No way to know in advance.  Air compressor upper building is still iffy.  May have a free replacement - will not know until late Feb.  Doorbell has arrived.  Discussion/concern it will not be heard over noisy equipment.  

Need to broadcast to all members that we may need help moving/covering equipment.  Add to newsletter.

Scheduling Committee (Jennifer Chu)

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Motion: Move to adopt new fee schedule above as Standing Rules Section 14.1   All fees requested to be paid via the Square terminal (or some other automated process) or cash by envelope to the donations box.

Second:  Jen

Vote:  Passes by Voice vote.

NB2:  CPA Agreement (Jim for Treasurer)

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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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Motion: Move to execute the attached Robert Morrow C.P.A agreement.

Second:  Evin

Vote:  Passes by voice vote

NB3:  Debit Cards (Jim for Treasurer)

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Motion: Move to issue Debit Cards to Dave Painter (Facility Steward Purcellville), John Carter (Facility Steward Leesburg), Rob Donahue (IT Steward), and Leesburg Snack Steward (TBD) in accordance with and after their execution of the Debit Card Use Agreement.

Second:  Vote: Evin

Amendment. Move to issue Debit Cards to Dave Painter (Facility Steward Purcellville), John Carter (Facility Steward Leesburg), Rob Donahue (IT Steward), and Leesburg Snack Steward (TBD) in accordance with and after their execution of the Debit Card Use Agreement with a $200 maximum monthly (or lower) limit.

Second: Bo

Amendment. Move to issue Debit Cards to Dave Painter (Facility Steward Purcellville), John Carter (Facility Steward Leesburg), Rob Donahue (IT Steward), and Leesburg Snack Steward (TBD) in accordance with and after their execution of the Debit Card Use Agreement with a $200 maximum monthly (or lower or as negotiated) limit.

Second: Evin

Vote on amended Amendment: Passes by voice vote (1 abstention)

Vote on the Amendment: Passes by voice vote (1 abstention)

NB4:  Waive 7 day notice to consider NB5 and NB6

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

Second: Jen

Vote: Passes by voice vote 

NB5:  New Plotter (Jonathan)

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Motion: Move to allocate $2,750 from the Equipment Reserve Fund to purchase a Canon TM-340 to replace the HP plotter in Purcellville. Any funds not spent by Feb 28, 2026 will be returned to the Equipment Reserve Fund. and to change the name of account 63245 “MSP HP Plotter” to “MSP Plotter” (if this is necessary), and to increase the budget in account 63245 to $500 from the current $200 in the annual operating budget, and to appoint Jonathan White as the Plotter Steward.

Second: Evin

Vote: Passes by voice vote

NB6: Accountant Agreement (Jim for Treasurer)

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Motion: Move to execute Gadfly Ledgers Bookkeeping Engagement Letter.

Second: Bo

Vote: Passes by voice vote.

NB7:  Waive 7 day to consider NB8:

Second: Jen

Vote: Passes by voice vote.

NB8:Remove all fees until June 1 to evaluate cost of doing so.

Second: Brad

Amendment:  Rescind NB1, have further discussions in the coming month to establish a fee schedule for presentation at the February Board Meeting.

Second: Bo

Vote on Amendment: Passes by voice vote.

Amended motion vote:  Passes by voice vote.

Open Discussion

Explanation of Snack Expenses and UBIT.

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Fee Schedule Meeting Date: February 10th

Brad will not be at the Feb Board meeting

Executive Session

Member Issue

Issue:  Member item

Vote:  Passes by unanimous voice vote.

Adjournment

Meeting adjourned by Evan at x9:xx24

Next Board Meeting will be February 25th.

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