Time and Location:

April 28, 2021 at Virtual Meeting - 7:00pm

Call to Order

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 propose 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".

CA1: FY20 Financials and 990 (John Dubelko )

Problem:  End of year financial statements and 990 need to be approved by the Board.  

Solution: Board review and approve both

Relevance to Tax Exempt Status: We must file a 990 by May 15th or request an exstention.

Motion: Approve the following Financial statements and 990. 

Discussion:

CA2: Ceramics Startup Budget (Jason Hill)

Problem: The ceramics area needs startup supplies and equipment.

Solution: See attached spreadsheet of items that are need. The ceramics committee predicts over $12,000 in revenue over the year to cover these and more expenses. 

Relevance to Tax Exempt Status: None

Motion: Approve $1,400 for setup of the ceramic area and classes. Committee agrees to the class schedule attached.

Discussion:

CA3: Agenda Item (@proposer)

Problem:

Solution:

Relevance to Tax Exempt Status: 

Motion: 

Discussion:

Prior minutes

2021-03-31 Meeting of the Board of the Directors - Agenda/Minutes

Vote: 

Officer Reports:

Secretary: 

Treasurer:

Financial Statement: 

Member Reports:

Committee Reports:

New Member Orientation Committee (Chairperson Jessee Maloney)

Website Committee (Chairperson Jessee Maloney)

Membership Committee (Chairperson Scott Newman 

Social Outreach Committee:  (Chairperson Jessee Maloney)

Leesburg Facility Committee (Chairperson Brad Hess)

Purcellville Facility Committee (Chairperson Tom Hill)

Scheduling Committee (Chairperson Diane DeMott Paint

Special Projects Committee (Chairperson Mike Werling)

Welding Committee (Chairperson Arthur 'Skip' Smith))

Newsletter Committee (Chairperson @Melissa Kowalski)

IT Committee Chairperson Michael James)

Video Committee (Chairperson Adam "Squirrl" McClintock)

Custom Frame Shop Committee (Chairperson user-17f4a)

Radio Club Committee (Chairperson Allon Stern )

Marketing Committee?

Old Business:

OB1: Town of Purcellville Train Station Kiosk (@Stosh)

Problem: The Town of Purcellville wants to build a kiosk for the historic train station.

Solution: Through my association with the Town of Purcellville Planning Commission, I was contacted by a member of the Town of Purcellville’s Train Station Advisory Board (TSAB). TSAB is interested in hiring the Makerspace to create a product. The City of  Manassas has a kiosk located at their historic train station and TSAB would like to have a similar one made to place at the Purcellville train station. Unfortunately, Manassas has no records on who created theirs or when, and does not have plans.

TSAB is offering Makersmiths the opportunity to build the kiosk. TSAB has funds to expend on this which they must execute by May 2021. I’ve made no commitment to TSAB aside from telling them I would take their proposal to the Makersmith’s Board. A few pictures are attached on the following page, and I have a half dozen more for reference should the Board decide to go forward with it. The kiosk is metal, not wood (and I cited Makersmiths having few metalworkers compared to our number of woodworkers as a reason we might not be able to take it on). TSAB is also open to a little artistic license or suggested improvements, such as adding a solar panel, battery and lights.  If we have the means and personnel, I suggest this would be a way to get local recognition (I’m sure the town would help with local media and probably would have a ribbon cutting) and give back to the community (while being reimbursed for the effort). Should Makersmiths not choose to do this as an organization, I’ll forward this to our members who are metalsmiths and see if they’d want to take it on a job.

Relevance to our tax exempt status: N/A

Motion: I propose that Makersmiths commit to working with the TSAB to build the kiosk at the historic train station.

Discussion: Stosh described the ask from the Town of Purcellville a little bit further.  Dave said that metal will be expensive, but that we don't necessarily have the right tools to make some of the parts.  Stosh said that the town is open to ideas.  Dave believes the metal and processing would be a few thousand dollars even before processing and manufacturing.  Stosh can find out what their budget is.  Christa asked about the impacts on non-profit status - Dave and John said there is no issue.  Would be interesting to use the project to get people interested in the project.  Could potentially get enough from the project to purchase another tool for the shop.  Dave will put a better estimate of costs together.  Lot of upside for both sides.

Vote: Postponed - Dave will provide Stosh with estimate that can be taken to Town for validation that they will spend the value required. Stosh will get feedback from the Town.

Follow up on 02-24-2021: Meeting amongst members last night.  Town has the funding to participate.  Project is divided such that people who want to learn metalworking can participate, and those that want to help with solar power and a device to play train sounds is available.  Anyone who wants to be involved and do sheet metal working and welding can go ahead. No need for further vote.

Follow up on 03-31-2021: Dave has ordered steel and it should be available soon. No need for the board to vote as no money being put forward.

OB2: Epson 9890 Plotter (Michael James )

Problem: Starting Ink Set for Epson Stylus Pro 9890 Plotter

Solution: Request for Funds

Relevance to our tax exempt status: None

Proposed Motion: I have a few quotes for third party refillable ink cartridges. I have been requesting donations of the cartridges from various suppliers. Some have offered additional discounts. See attached quotes. I move that we allocate funds in the amount of $750 to get the plotter going. Ink Owl sent an updated proforma quote, Need to check the differences.

Discussion: Dave asked if this was an upgrade from the one in PVille.  Michael said it should be better and that it has high quality inks even with non OEM.  They are going to ask the laser repair folks if it is something they would purchase from us.  For the $420, that printer should run for us 2-3 years.  That should last us quite a long time.  It will cost us more to turn it off and back on as we would have to continue cleaning the ink heads.  We can charge for the plotter use like we do in Pville.  Dave suggested we talk at the members meeting about how many people would use the printer.  Let's gather some more information - laser company buying it, getting corporate sponsorship, seeing how much members would pay for use.  

Vote: More information gathering required before voting as above.

Follow up on 02-24-2021: Still under discussion and analysis.  

Follow up on 03-31-2021: Going for three months, Michael and John have donated some ink.  Would be good if the board could approve some cleaning cartridges.  Also needs the cutting blade replaced.  Christa offered to donate and said there are some people she knows who will.  No vote needed on this.  New motion will be proposed at the next board meeting if needed for parts or to change the supply budget.

OB3: Machine Access Controls (James Waldron)

Problem:  We are not currently able to gather machine operating hours or control machine access. Anyone can use any machine whether they have taken Red Tool training or not. This sometimes leads to machine damage and expensive repairs. Lack of usage information means that preventive maintenance is not related to actual machine time, may be overdue, or be performed too often.

Solution: Fit select machines with access controls. Device to allow only authorized users and to log usage information. There are both home grown and commercial options available. Home grown solutions are less expensive but initially have fewer features. Commercial options are more expensive but more fully featured. Integration with our existing systems and data stores are likely easier for home grown solutions, possibly harder for commercial solutions.

Relevance to our tax exempt status:  None

Proposed Motion:  Adopt Machine Controls for Select Machines. Establish a small Machine Control committee to; determine which machines need to be controlled, investigate the current commercial and home grown solutions and select 3, present those to the Board at the February meeting. The Board to select a solution at the February meeting.

Discussion: Jim says he probably has enough parts to build some working prototypes.  Dave - would like to see building a few of these and putting them in place and testing.  We almost had to buy a new tablesaw this week given the Delta organization being onsold multiple times.  This would have been $250 in parts that aren't available anymore.  Jim said it would be made available for Android and iPhone and you would use an app.  It would enable the machine for an hour at a time and sense current that would then extend the machine on time automatically.

Amended Proposed Motion: Establish a small Machine Control committee to test a machine control solution and present the results and proposed costs to the Board at the February meeting. 

Vote: Unanimous in favor.

Follow up on 02-24-2021: Delays due to snow storms but not ready to demo yet.

Follow up on 03-31-2021: Jim showed the prototypes.  Dave suggested we put it on table saw in Pville.  One could be repurposed to make a 3 phase version.  Nothing to vote on at this time.

New Business:

NB1: Press Release Contract (Michael James)

Problem:  Request for marketing funds to fund a set of press releases

Solution: We have been offered a contract for press release services from Graphics and Marketing (GAM). The contract is $385 for setup and $50 for each release. We have to do minimal work to provide them with information for the release. They will professionally write and create the release and submit it to a host of news outlets where they have contacts. I would like the board to approve funds for the startup and for the first 5 releases ($635). This will get us through about 6 months of releases at which time we can evaluate the effectiveness and decide whether to continue or not. As we are putting together quite a group to work on marketing, this will work in parallel and push the effort forward.

Relevance to our tax exempt status: None

Proposed Motion:  Propose that we sign the contract and fund the initiative in the amount of $635.

Discussion: Michael covered what's in the proposal.  Jim asked about how we would track the responses.  If we put a unique link in the press release we can see how many people went to it.  Company will give us suggestions of things to do a press release on.  We give them data and they will write up the release.  We give them photos and information and they do the write up after we give them the salient points.  Other questions on how it will be tracked and how we will determine success.  Discussion of whether we need a more comprehensive marketing plan before we spend money on this.  Nation of Makers suggests doing press releases.  Discussion of topics for and frequency of press releases.  Makers creating businesses during the pandemic from their experience at the space.  

Vote: More information required.  Michael and Jonathan will work on a summary.

NB2: IT Committee Request for funds (Michael James)

Problem:  Software and Systems around the spaces are in need of an update.

Solution: Tech Soup and other sources for software and computers. Corel Draw 2020 $125/license, 4 licenses. Adobe Creative Suite Annual Subscription $366/license, 1 license. 3 HP Micro Desktops Elite Desk Gen5 $600/ea. The IT Department has a Budget in Mar, May, and Aug of $1500, total. The IT Department also raised $1300.00 from the two auctions. This should cover the items we are requesting.

Relevance to our tax exempt status: None

Proposed Motion:  Propose that we fund the IT committee for the upgrades.

Discussion: Michael went over how the funds would be used.  Adobe comes with 2 licenses.  3D Printing computer would be replaced and two new machines would be added.  Two would be for general use.  Have budget of $1500 and raised $1300 from the auction.

Jim seconded the motion 

Vote: All voted in favor.

NB3: UV Printer Acquisition (John Dubelko)

Problem: Makersmiths has prospered over the last few years and needs to invest in new equipment to continue to grow. Several members are requesting that a UV printer be part of this recapitalization. A small group of members has done the research and believes that this machine's purchase is viable and will be used regularly and pay for itself in 5-6 years. Members have committed to developing the red tool training, running these classes, and maintaining this new equipment.  

Solution: Procure a Roland LEF2-200 with a rotary tool, vacuum table, and BOFA fume extractor

Relevance to our tax exempt status: None

Proposed Motion:  This is a two-part motion. If the first is accepted, then the second part is considered. 
Motion 1 : Procure a Roland LEF2-200 with a rotary tool, vacuum table, and BOFA fume extractor.
Motion 2: Pick which method of payment/financing to procure the equipment:
A)     Accepting the lowest bid and directly pay for the equipment out of the general fund.
B)     Pay for ½ the equipment out of the general fund and finance the remaining balance. Hold a special meeting of the board to convene before April 15, 2021, to approve the financing contract and final price.
C)      Finance the entire purchase.  Hold a special meeting of the board to convene before April 15, 2021, to approve the financing contract.

Discussion: Discussion of  how large the machine is and where it would go. Dave asked whether we want to put all of our funds into this machine or to do other projects.  Lots of discussion and questions on the project.  Comments and questions on how the machine tracks the usage so we can make sure that usage is paid for.

Motion 1: Michael seconds Motion 1.  Vote - 5 votes for, carries the motion

Motion 2: Board agrees to Option C

NB4: ABS Use by 3d printers (Scott Newman) Moved from Consent Agenda

Problem: Member has raised ventilation concerns related to 3D printing, specifically calling out ABS. Specifically: "ABS actually off-gasses toxic fumes.   Since 3D printing at MS-L has never been a high use activity, it really hasn't mattered too much.  Yes, there were the occasional comments or questions, it wasn't at top of mind danger compared to other more pressing issues.   But if the 3D printer room was going to be used with multiple printers going at same time and for substantial amount of time (say several hours in a row...), then ventilation should be on your and the Boards consideration."

Solution: In the short term, ban ABS from use inside Makersmiths facilities (per the excerpt from https://www.makerfleet.com/blog/3d-printer-fumes-and-osha-requirements sent to the Membership Chair). In the long term, ventilation in those spaces that warrant it (3D printing room, Cosplay area, others) should be addressed by a committee formed for this purpose, perhaps rolling this into the effort for building out the Cosplay area.

Relevance to Tax Exempt Status: None

Motion: Board hereby bans the use of ABS for 3D printing inside of unventilated Makersmiths facilities. Board hereby directs <Board Member X> to form a committee to assess ventilation needs within the facilities.

Discussion: Scott explained.  Member raised concerns about ABS fumes being put off by 3D printers. 

Michael - lots of different opinions on the subject online.  If you really read all of the articles they focus on people printing ABS at home where people are inside all day.  They focus on printing all day long.  Some articles say that PLA is more toxic but they are produced in a lower volume.  One consistent line is that resin printers smell, but that they don't put off toxic gasses.  The articles talk about the printing with multiple printers in small rooms all day.  ABS puts off styrene into the air that might irritate your nose or make you dizzy if you're right up there breathing it, but it takes a lot.  There seem to be many, many opinions out there. 

Lots of other items in Makersmiths items make dust and other fumes.  No issue with looking into effects of 3D printing fumes but we probably need to look further into it than we can in this meeting.  

Open Discussion

No Open Discussion

Adjournment

Chairman adjourned 9:27.