Contents

Time and Location: 

Call to Order: 

Approval of Prior Minutes. 

Consent Agenda. 

Officer Reports. 

Committee Reports: 

Unfinished Business. 

New Business. 

Open Discussion. 

Closed Session. 

Adjournment 

Time and Location:

Makersmiths Leesburg Lower Classroom and on-line

7pm ET, Virtual Meeting at https://meet.google.com/cih-ehxi-wbc

Call to Order:

Meeting called to order by Evin Grano at x:xx  pm.

Approval of Prior Minutes

2025-9-27 Meeting of the Board of Directors

Motion by ?? to approve prior meeting minutes

Second: 

Vote:   

Consent Agenda

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".

CA1: IT Budget for Software Licenses (Jim for Treasurer)

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

CA2: Add Bryan Daniels as co-steward for 3D printing (Bo Wernick)

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 pass/fail by voice vote.

Officer Reports

Chairperson:

.

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.  

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

President:

.

Committee Reports:

Membership Committee (Ken Fuentecilla)

Report received 1/21

Marketing Committee (Vacant)

Leesburg Facility Committee (John Carter)

Nothing to Report.

Purcellville Facility Committee (Dave Painter)

.

Scheduling Committee (Jennifer Chu)

.

IT Report

Recieved 1/21.

Newsletter Committee (Meaghen Flynn - pending)

Newsletter went out January 8^th.

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.

Finance Committee (Mary Waldron)

Nothing to Report.

Unfinished Business

 OB1: 

Issue: 

Solution: 

Relevance to Tax Exempt Status: 

Motion: 

Second:

Vote: 

New Business

NB1: New Fee Schedule

 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 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 fees are eliminated.

Section 14 of the Standing Rules will read:

14. Fees

14.1  Consumable fees will be as follows:

*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 as Standing Rules Section 14.  All fees requested to be paid via the Square terminal or cash by envelope to the donations box.

Second: 

Vote: 

NB2:  CPA Agreement (Jim for Treasurer)

 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: 

Vote: 

NB3:  Debit Cards (Jim for Treasurer)

 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 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 near the end of the month.  Also software is purchased online and the IT steward and bookkeeper have to coordinate to relay the 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: 

Vote: 

NB4:  Waive 7 day notice to consider NB5

Motion:  Waive 7 day notice to consider NB5.

Second:

Vote:

NB5:  New Plotter (Jonathan)

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.

• There were some good looking HP models and a recommendation for an HP T-650, but HP doesn’t seem to support ink refills of any kind on newer models and has active methods in place to stop refills or after market ink cartridges.
• Correspondence was made with InkOwl who supply ink refills and the TM-340 was recommended as a good entry level model. The TM-350 is about $2k more, the resolution is the same, and the only benefits are larger ink cartridges, a different catch basket, and slightly faster print times.
• Other Canon options considered were:
  • GP-300 – 36” printer with 6 colors (C,M, Y, Black, and Matte Black plus a fluorescent pink ink for ~$5.5k. Same resolution as the TM-340, same droplet size, same number of nozzles, larger ink cartridges, refillable ink available except for the pink.
  • TX-3200 – 36” printer with 5 colors, refillable ink, same resolution, droplet size, etc. as TM-340, but marketed as a “fine art” printer for $7.5k
  • TX-4600 – 44” recommended by the person at Inkowl, more nozzles, but has 11 color inks so way too many refills to do. $6k roughly, but newer than TX-3200.
• No proposal to change existing fee structure for consumables.

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.

Open Discussion

Explanation of Snack Expenses and UBIT

Hardware/Software to collect Sales Tax.

Executive Session

Member Issue

Adjournment

Meeting adjourned by Evan at x:xx

Next Board Meeting will be February 25th.