This meeting will be held in Modified SRC3 format.

Time and Location:

January 31, 2018 7:00PM to 8:00PM at 106 Royal Street NE, Leesburg, VA

Prior minutes

2017-11-29 Meeting of the Board of the Directors - Agenda/Minutes

Member Comment:

Consent Agenda

Newly proposed agenda items appear in the consent agenda. Any member present at the meeting may pull an item out of the consent agenda for discussion, at which point it goes under "New Business". If nobody objects to the solutions presented by the consent agenda, everything in the consent agenda passes by consensus. Items that have more than one proposed solution should be moved to the "New Business" section.

Any member may edit this wiki page and place an item on the agenda. However, discussion of agenda items should be done via Slack. The cut-off time for addition to or revision of the consent agenda items is 48 hours prior to the meeting. Please note, agenda items (Consent, New, or Old) that request spending $250 or more must include a section on "Relevance to our tax exempt purpose".

Wild Apricot Founding Membership (Mark)

Problem:  Difficult to track the status and number of memberships with too many membership levels in Wild Apricot.  We would also like to simplify accounting book-keeping and simplify membership tracking.

Solution:  Remove 'Founding Member' as a stand-alone membership level and keep track of founding members with a checkbox.

Relevance to our tax exempt status:  None

Proposed Motion:  Motion that Wild Apricot configuration be modified to add a Member check-box to track Founding Members and once those members are so recorded, that the Founding Member level members be migrated to corresponding Full Member level.

Wild Apricot Membership Levels (Mark)

Problem:  Difficult to track the status and number of memberships with too many membership levels in Wild Apricot.  We would also like to simplify accounting book-keeping and simplify membership tracking.

Solution:  Require all members to submit monthly payment via reoccurring credit card payments.

Relevance to our tax exempt status:  None

Proposed Motion: Motion that Section 5.4.1. Monthly Membership Dues of Makersmiths Bylaws be changed to read: "All members shall pay monthly dues in advance, of such amount as may be set by a quorum of the Board of Directors.  Said payment of dues shall be via reoccurring credit card payments."  (New text is bolded and underlined)

Eliminate Annual and Semi-Annual Discounts Membership (Mark)

Problem:  Difficult to track the status and number of memberships with too many membership levels in Wild Apricot.  We would also like to simplify accounting book-keeping and simplify membership tracking.

Solution:  Eliminate the semi-annual and annual discounts and go strictly with a monthly membership dues.  This will vastly smooth out cash-flow, simplify accounting book-keeping and simplify membership tracking and forecasting.

Relevance to our tax exempt status:  None

Proposed Motion: Motion that Membership Dues section of the current Standing Rules be modified to eliminate the $500 / for six (6) month and $1000 / for annual (12) month membership dues be eliminated.  Result will be membership dues for Full Membership = $100 / month and Associate Membership = $50 / month and Corporate Membership = $500 / month.

Boy Scout Sponsorship (Mark)

Problem:  Not a problem, more an opportunity . . .  Makersmiths should sponsor Boy Scout Troop 251 as their charter organization.  This is in support of our mission as well as in support of our 501(c)3 certification to promote community welfare.

Solution: Makersmiths should sponsor Boy Scout Troop 251 and further should appoint Allon Stern as Makersmiths initial 'Chartered Organization Representative'.  As our Charter Organization Representative, Allon should be our liaison to the unit, approve all registering unit adults and facilitate the annual completion of the unit application and BSA agreement.  Finally, I would also require Allon to make an activity report to the Board and members at monthly membership meeting.  The Chartered Organization Representative should be appointed yearly by the Board. 

Relevance to our tax exempt status: None

Proposed Motion: A) Motion that Makersmiths sponsor Boy Scout Troop 251. B) The Board appoint a 'Chartered Organizational Representative' (COR) and an alternate, on an annual basis.  C) The COR shall approve all registering unit adults and facilitate the annual completion of the unit application and BSA agreement.  D) The COR shall give an activity report to the members at monthly membership meeting.

Electronic Waiver and Sign-In SaaS Solution (Mark)

Problem: Paper Sign-In and Paper Waiver forms are inefficient and problematic to use; people don't always write legibly or fill in all required blanks; waivers are hard to track and take a lot of time to record in Member database.  Paper forms are not always available at remote events or classes.

Solution: Move sign-in and waiver capture to a Software-as-a-Service solution so that both can be done via web page, iOS or Android phone or tablet.  SaaS solution provides for validated fields as well as photo capture, and can be integrated into Member database for a relatively low cost.  Propose to use WaiverForever SaaS (see https://www.waiverforever.com/product) for more info.

Relevance to our tax exempt status: None

Proposed Motion: Motion that Board approve annual budget of up to $300 for implementation and on-going costs for electronic waiver and sign-in software-as-a-solution service.

Resolution setting Monthly Membership Meeting schedule (Mark)

Problem:  The Board hasn't resolved to set Membership Meeting schedule per By-Laws Section 5.6.2.

Solution:  The Board should resolve to set a Monthly Membership Meeting schedule as the first Wednesday of each month of 2018, with the exception to move July meeting to July 11th to avoid scheduling July meeting on July 4th.

Relevance to our tax exempt status:  None

Proposed Motion: Motion that the Board resolve to set the 2018 Monthly Membership Meeting schedule as the first Wednesday of each month of 2018, with the exception to move July meeting to July 11th to avoid scheduling July meeting on July 4th.

CA6 <brief description title> (Submitter)

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Solution: 

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CA7 <brief description title> (Submitter)

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Proposed Motion: 

Financial Statement

Committee Reports:

New Member Orientation Committee (Mark M*, TBD, TBD) -> Interested: John Dubelko

Membership Committee (Mark M*., TBD, TBD) -> Interested: Jessee

Social Outreach Committee:  (Jessie M*, TBD, TBD)

Leesburg Facility Committee (Brad H* , Squirrl, TBD)

Purcellville Facility Committee (Tom H.* , Mike F., Dave P.)

Berryville Facility Committee (Brandon B*, Brad H, Squirll)

Training Committee (TBD*, TBD, TBD)

Special Projects Committee (TBD*, TBD, TBD) -> Interested: Mike Werling

Signage Committee (Pam M*, Christa S., Brad H.)

New Business:

NB1 <brief description title> (Mark)

Problem:  The Board hasn't resolved to solicit an Elections Committee to facilitate new Board Member elections.

Solution:  The Board should appoint an Elections Committee to take nominations and conduct a Board Member election to fill two vacant Board Member seats.

Relevance to our tax exempt status:  None

Proposed Motion:  Motion that the Board solicit members for an Elections Committee to take nominations for Board members and run election at Board designated Member Meeting for elections.

NB2 <brief description title> (Mark)

Problem:  The Board hasn't set / selected a Membership Meeting date for elections of new Board Members.

Solution:  The Board should select the April Monthly Membership Meeting as the date for elections of new Board Members.

Relevance to our tax exempt status: None

Proposed Motion: Motion that the Board designate the April Membership Meeting as the date for elections of new Board Members.

NB3 <brief description title> (Mark)

Problem:  The Board hasn't adopted a 2018 budget.

Solution:  The Board should review and adopt the draft budget submitted to us by Treasurer John Dubelko, dated 1/17/2018.

Relevance to our tax exempt status:  None

Proposed Motion:  Motion that the Board publish the draft budget submitted by Treasurer to the members for feedback and that it be added to Consent agenda for next Board meeting (February Board Meeting).

Old Business:

OB1  <brief description title>(Submitter)

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Relevance to our tax exempt status:

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OB2 <brief description title> (Submitter)

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OB3 <brief description title> (Submitter)

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Solution:

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Minutes: 

Action Items:

Approved Spending Tracking: