Time and Location:
April 28, 2021 at Virtual Meeting - 7:00pm
Call to Order
Call to Order
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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 $6,000 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 (Scott Newman )
Problem: Bylaw 3.8.4 and the Standing Rules dictate that Committees must have a minimum of 3 members and that Committees and Chairpersons are appointed by the Board of Directors. At the last Board meeting it was proposed that the Social Outreach Committee be merged with the Marketing Committee. It was later discovered that there is no established Marketing Committee.
Solution: Board approves creation of the Marketing Committee, merges the Social Outreach Committee into the Marketing Committee as a subcommittee, and appoints its Chair.
Relevance to Tax Exempt Status: None
Motion: The board establishes the Marketing Committee, with David Lang, Jim Waldron, Jessee Maloney, and Julien Tricheaux, Jonathan White, and Scott Newman as its members, and merges the Social Outreach Committee into the Marketing Committee as a subcommittee.
Discussion:
Officer Reports:
Chairman:
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: 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.
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.
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
New Business:
NB1: UV Printer Acquisition (John Dubelko)
Problem: The financing contract was late getting to the board. Besides the contract there is a resolution to the board by the financing company for the board to approve.
Solution: Hold an electronic vote by Sunday May 2nd on accepting the financing contract and resolution to allow the board time to review and ask questions.
Relevance to our tax exempt status: None
Proposed Motion: Have an electronic vote on accepting the contract and adopting the resolution in that contract by May 2nd. Attached is the document.
Discussion:
Open Discussion
No Open Discussion
Adjournment
Chairman adjourned 9:27.