2025-12-17 Meeting of the Board of Directors
Draft - Final Agenda will be published December 10 at 7pm
Contents
Makersmiths Leesburg Lower Classroom and on-line
7pm ET, Virtual Meeting at https://meet.google.com/cih-ehxi-wbc
Meeting called to order by Evin Grano at x:xxpm.
| Name | Position | Term | In Attendance |
| Jonathan White | Board Member | 2023-2026 | |
| Brad Hess | Board Member | 2025-2028 | |
| Jim Waldron | Board Member, Secretary | 2025-2028 | |
| Jennifer Chu | Board Member | 2024-2027 | |
| Bo Wernick | Board Member | 2024-2027 | |
| Evin Grano | Board Member, Chairperson | 2024-2027 | |
| Mary Waldron | Treasurer | 2025-2026 | |
| Diane Bollinger | President | 2025-2026 | |
| Christa Stern | Bookkeeper | 2025-2026 |
2025-9-27 Meeting of the Board of Directors
Motion by xxx to approve prior meeting minutes
Second:
Vote:
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".
Issue: A new steward would like to help out with the UV printer as one of the previous co-stewards is stepping down
Solution: Appoint Dana Eddy to replace Jesse as Co-steward with Diane Bollinger
Relevance to Tax Exempt Status: None
Motion: Move to appoint Dana Eddy aw co-steward for the UV printer.
Issue: We have an open Director seat.
Solution: In accordance with our Bylaws and Standing Rules, announce the opening at the next member meeting (January). Nominees will address the membership at the following meeting (February) after which voting will be opened. Results of the vote will be announced at the March meeting.
Relevance to Tax Exempt Status: None
Motion: Move to announce Election for a new Board Member at the next Member meeting.
Chairperson:
Secretary:
Despite requests, most Committee Reports are not being submitted.
There was 1 Consent in Lieu item. Fast turn to order network gear for the MS-P lower building due to Miter not renewing their corporate membership.
Treasurer:
Budget for 2026 was produced and forwarded for action at this meeting.
Financials
President:
Membership Committee (Ken Fuentecilla)
Marketing Committee (Vacant)
Leesburg Facility Committee (John Carter)
Purcellville Facility Committee (Dave Painter)
Scheduling Committee (Jennifer Chu)
IT Report
Newsletter Committee (Meaghen Flynn - pending)
Newsletter went out December 4th.
Grant Committee (Jim Waldron)
Our grant request to Dominion Power was not granted. No reason was provided. (But, I suspect we were passed over as they already do significant funding of KidWind.)
Canva has seen some significant adoption.
Standing Rules Committee (Jonathan White)
Finance Committee (Mary Waldron)
The Finance Committee did not meet in October.
Issue:
Solution:
Relevance to Tax Exempt Status:
Motion:
Second:
Vote:
Issue: 2026 Budget
Solution: With involvement of our Members, Stewards, Treasurer, Bookkeeper, and Directors, the 2026 Budget has been created and is presented for approval. Special recognition to our Treasurer and Nick Leshock who prepared the materials and consolidated the results.
This Budget results in a net positive cash position at the end of 2026.
Income and base expenses (rent, power, water, internet, etc) were based on current year to date actuals and projected into the new year.
Miscelaneous expenses (postage, taxes, fees, landfill, supplies, etc.) were generally projected lower based on 2025 actual spend.
The President's discretionary fund budget was increased from $900.00 to $1,200.00
Consumables and Maintenance from all Shop Stewards were as requested with the exception of those few Stewards who budgeted emergency contingency funds. We have an Emergency fund (Equipment fund) from which emergency repairs are drawn meaning that individual shops to not need to allow for this contingency.
Machine use fees and supplies will be removed except for those machines with high expense consumables (UV, BN2-20, Sublimation, Clay).
Each of 27 Shop Stewards will be allowed a $100 miscellaneous funding to accommodate micro-purchases without Board approval.
As we can no longer designate a specific donation dollar value (i.e Snack Donation $1), we will move to un-enumerated donation requests and limit snack net to under $1,000.00 to avoid Unrelated Business Income Tax (UBIT).
We will need to collect Sales Tax in 2026. In order to facilitate this and to take care of general basic accounting work, we will contract with an accountant to assure that our Sales Tax is correctly collected, recorded, reported, and all reports and remittances are made to the state in a timely and accurate manner. Accountant will also take care of some basic posting and reporting tasks. The Treasurer will still monitor the budget and expenses, approve purchases, report to the Board, and handle other high level activities (remittances, the bank, fund investments, approved projects, etc.). Our Bookkeeper will continue to issue checks as needed to meet our monthly and non-recurring payments.
This Budget meets all of our obligations, funds our Equipment Reserve and Capital Building Funds, funds our Shops at Steward requested levels, and results in positive cash flow and net positive 2026 net retained earnings of approximately $20,000.00
This is a Budget, and therefore a projection and guide for 2026 spending. We do not expect to hit these numbers perfectly. We do expect there will be adjustments and changes as we go through the year.
Relevance to Tax Exempt Status: None
Motion: Move to adopt the 2026 budget as presented.
Second:
Vote:
Issue: Upgrade outdated IT infrastructure.
Solution: Considering IT recommendations as outlined in the IT Capital Investment Proposal - Incremental workstation refresh (excepting the IT Capital Investment Proposal - Purcellville Lower Building Networking), accept Recommended - Solution #1.
Technology rushes ever onward and in order to accommodate tools and application with ever expanding demands we need to provide the infrastructure capable of meeting those needs.
Relevance to Tax Exempt Status: None
Motion: Move to adopt IT Capital Investment Proposal - Incremental workstation refresh Recommended - Solution #1. Expenditure of $3,400.00 (slightly more than the $3,073.00 to accommodate any price shifts since the proposal submission) to be drawn from the Equipment fund. Expenditure to be completed by March 30 2026 with any remaining funds returned to the Equipment fund.
Second:
Vote:
Issue:
Solution:
Relevance to Tax Exempt Status:
Motion:
Second:
Vote:
Meeting adjourned by Evan at x:xx P