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 7:00 pm.
| Name | Position | Term | In Attendance |
| Jonathan White | Board Member | 2023-2026 | |
| Brad Hess | Board Member | 2025-2028 | Y |
| Jim Waldron | Board Member, Secretary | 2025-2028 | Y |
| Jennifer Chu | Board Member | 2024-2027 | Y |
| Bo Wernick | Board Member | 2024-2027 | Y |
| Evin Grano | Board Member, Chairperson | 2024-2027 | Y |
| Mary Waldron | Treasurer | 2025-2026 | Y |
| Diane Bollinger | President | 2025-2026 | |
| Christa Stern | Bookkeeper | 2025-2026 |
2025-12-17 Meeting of the Board of Directors
Motion by Jim to approve prior meeting minutes
Second: Brad
Vote: Passes by voice 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: 2 previously unknown Software licenses need renewal
Solution: Increase IT Budget by $209.00 to cover LightBurn and Chitubox software licenses. (LightBurn $60, Chitubox $149)
Relevance to Tax Exempt Status: None
Motion: Move to increase IT Budget by $209.00 to cover LightBurn and Chitubox software licenses
Issue: The space could use an additional co-steward to support 3d printing at both locations.
Solution: Add Bryan Daniels as co-steward for 3d printing at both locations.
Relevance to Tax Exempt Status: None
Motion: Move to add Bryan Daniels as co-steward of 3D printing at both locations.
Consent agenda: passes by voice vote.
Chairperson:
Hoping everyone surviving snow. Appreciate hard work from all.
President:
.
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.
There were 3 Consent in Lieu items. All 3 passed.
Start application for Tax Exempt Status
Accept a $1,500.00 Directed Donation
IT Budget increase of $209 for LightBurn and Chitubox licenses
Treasurer:
Financials
Membership Committee (Ken Fuentecilla)
Report received 1/21
Marketing Committee (Vacant)
Leesburg Facility Committee (John Carter)
Slight 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)
Received 1/27
Jennifer would like for the Board to Review and Confirm the current list of Stewards and Red Tool Signoffs
.
IT Report
Received 1/21.
Newsletter Committee (Meaghen Flynn - pending)
Newsletter went out January 8th.
Grant Committee (Jim Waldron)
Currently pursuing a Lowes Grant.
Standing Rules Committee (Jonathan White)
Board Report – Bylaws and Standing Rules
- No meeting this month.
- JW reviewed the Canvas in Slack and added a few items for next meeting.
- Conflict of Interest Policy, Independent Contractor Agreement, process for revocation of Red Tool Authorization and process for emergency temporary suspension of a Membership by Directors/Officers seem to be key things to address next.
Welcome input from wider community if any other suggestions.
(Need to clarify the JW is Jonathan White and not James Waldron.)
Finance Committee (Mary Waldron)
Nothing to Report.
Issue:
Solution:
Relevance to Tax Exempt Status:
Motion:
Second:
Vote:
Issue: Adjustment of Standing Rules Section 14 Fees to comply with sales tax collection.
Solution: Adoption of new Standing Rules Section 14.
Schedule of Fees will be adjusted as follows.
All current fees involved with consumables will be increased about 30% to help offset the cost of collecting, administrating, reporting, and filing of sales tax including additional accounting charges associated with our regular monthly financial reporting. All fees will be requested to be paid through Square (or some other automated process) which will add sales tax (and help reduce our tax accounting load). In the case of cash payments made by envelope to the donation box, Makersmiths will absorb the sales tax amount if not included in the total.
All machine time fees will be removed. (No laser use time will be charged.)
Bottom line: Existing fees go up a little, Machine time fees are eliminated.
Section 14.1 of the Standing Rules will read:
14.1 Consumable fees will be as follows:
| Provided Material/Media/Consumable Use | Measurement | Price |
| Color copier (Leesburg) - Members | Per month* | $5.00 |
| Purcellville Plotter Materials (24” standard paper is free) | Per linear foot | $2.60 |
| Rod and bar steel in the blacksmith shop | Per linear foot | $2.60 |
| Purcellville Canon Photo Printer | Per printed sheet | $5.00 |
| Clay - small bag | NA | $6.50 |
| Clay - medium bag | NA | $10.00 |
| Clay - large bag | NA | $20.00 |
| 3D Printer resin | Per mL | $0.10 |
| Framing Shop Mat Board | Per sheet | $1.30 |
| Bambu 3D Printer Filament | Per gram | $0.03 |
| UV printer (whole ml units, 1 ml minimum) | Ink per ml | $3.50 |
| Sublimation Printer BYO Paper | Per sheet or roll-ft | $1.30 |
| Sublimation Printer using MS paper | Per sheet or roll-ft | $2.50 |
| BN2-20: Print+MS Media+MS Laminate | Per foot | $6.50 |
| BN2-20: Print+BYO Media Fee+MS Laminate | Per foot | $3.50 |
| BN2-20: Print+BYO Media+ BYO Laminate | Per foot | $2.50 |
| BN2-20: MS Laminate Fee | Per foot | $1.30 |
| BN2-20: Print+MS Media | Per foot | $5.00 |
| Oliver Sander (MS-P) Sandpaper usage | Per half hour | $10.00 |
*For $5.00 per month a Member gets 30 prints/copies during that month. A print is one side of an 8.5x11 sheet of paper. Double-sided copies are considered two prints. Additional prints are $0.10 each.
Relevance to Tax Exempt Status: None
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.
Issue: Agreement from the CPA we use to file our 2025 State and Federal taxes.
Solution: Our CPA would like for the Board to execute the attached agreement. The Treasurer has read and approved the agreement. Estimated cost for this service is $1,975.00.
Relevance to Tax Exempt Status: None
Motion: Move to execute the attached Robert Morrow C.P.A agreement.
Second: Evin
Vote: Passes by voice vote
Issue: Facility (and other) Stewards purchase cycle time.
Solution: Issue Debit Cards to Dave Painter (Facility Steward Purcellville), John Carter (Facility Steward Leesburg), Rob Donahue (IT Steward), and Leesburg Snack Steward (TBD). These cards will be used in accordance with the attached agreement. To track, reconcile, and replenish petty cash which involves 4 people and takes time to coordinate and sometimes does not allow the site steward to purchase items when needed due to insufficient petty cash especially near the end of the month. Also software is purchased online and the IT steward and bookkeeper have to coordinate to relay our debit card number.
Relevance to Tax Exempt Status: None
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: 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)
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
Issue: The plotter in Purcellville is basically dead. It’s old, doesn’t print every time, and is not worth further investment of time or money in trying to make it work.
Solution: Purchase a new Canon TM-340 (36”) directly from Canon or B&H Photo. Canon is being selected over HP because of the ability to refill the cartridges to save substantially on ink costs in the future.
Relevance to Tax Exempt Status: None
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
Issue: Work agreement for our Accountant
Solution: This agreement will cover State Sales Tax Accounting and Reporting, some standard day to day transaction posting, and creation of our monthly Financial Reports. Costs for this service are already included in the 2026 Budget.
Relevance to Tax Exempt Status: None
Motion: Move to execute Gadfly Ledgers Bookkeeping Engagement Letter.
Second: Bo
Vote: Passes by voice vote.
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.
Explanation of Snack Expenses and UBIT.
Hardware/Software to collect Sales Tax.
Holding queue: Fee table from Bo.
Fee Schedule Meeting Date:
Member Issue
Meeting adjourned by Evan at x:xx
Next Board Meeting will be February 25th.