Time and Location:

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

Call to Order:

Meeting called to order by (NAME HERE) at (TIME HERE).

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: Additional $40 for free class certificate (Jim W)

Issue: At the anniversary party an extra certificate (bound for the Catoctin Festival) was mistakenly given out as a door prize.

Solution: Honor the extra certificate.  Allocate an additional $40 expense.

Relevance to Tax Exempt Status: None

Motion: Allocate $40 for free class certificate.

Vote: 

CA2: TITLE (Person Proposing)

Issue: 

Solution: 

Relevance to Tax Exempt Status: 

Motion: 

Vote: 

CA3: TITLE (Person Proposing)

Issue: 

Solution: 

Relevance to Tax Exempt Status: 

Motion: 

Vote: 

Approval of Prior Minutes

INSERT LINK TO PRIOR MINUTES HERE

Vote:

Officer Reports

Chairperson:

INSERT REPORT HERE

Secretary:

Nothing to report

Treasurer:

President:

INSERT REPORT HERE

Committee Reports:

Membership Committee (Vacant)

Marketing Committee (Vacant)

Website Committee (Maggie Toth)

Leesburg Facility Committee (Jessee Maloney)

Purcellville Facility Committee (Dave Painter)

Scheduling Committee (Jennifer Chu)

Newsletter Committee (Vacant)

IT Committee (Scott Silvers)

STEM Committee (Diane Painter)

Standing Rules Committee (Jonathan White)

Finance Committee (Mary Waldron)

Unfinished Business

OB1: TITLE (Person Proposing)

Issue: 

Solution: 

Relevance to Tax Exempt Status: 

Motion: 

Vote: 

New Business

NB1: QuickBooks Expert (Jim W for Treasurer) (7 day waiver)

Issue: The Treasurer is in need of a QuickBooks expert to explore options in QuickBooks to better track income and expenses, projects, grants, importing Stripe transactions, and major changes to the Chart of Accounts.
Solution: Allocate $500 for the Treasurer to consult with a QuickBooks expert.
These are the qualifications of the expert the Treasurer would like to use.
Candee Roth
Managing Partner at
Gadfly Ledgers, LLC
571-389-5359 [email protected]
9113 Church St.  Suite 102
Manassas, VA 20169
I work with many different non-profits they range from larger, over 1 million a year in donations, to smaller dues-based organizations.  Each one has different requirements based on their needs for reporting. "
Relevance to Tax Exempt Status: None
Motion: Move to allocate $500 for the Treasurer to consult with a QuickBooks expert (edited) 

NB2: Remaining unused Project funds (Jim W for Treasurer) (7 day waiver)

Issue: Many Board Approved Projects are completed with some small amount of remaining funds.
Solution: Return remaining funds to their appropriate Bank or Reserve Fund as indicated in attached Table.
Relevance to Tax Exempt Status: None
Motion: Move to return remaining funds to the Bank or Reserve Fund as indicated in the Table.

NB3:Leatherworking (Scott Silvers) (7 day waiver)

Issue: Members have been working with leather in our spaces for years, and leatherworking classes have proven popular.  Makersmiths doesn't own many tools for leatherworking, so members have tried to make do and instructors have had to bring their personal tools for classes.
Solution: Purchase Leatherworking tools and supplies as outlined in the attached presentation
Relevance to Tax Exempt Status: None

Motion 1:  Move to approve a project budget of $2500 for the purchase of tools and supplies for classes and member use with funds sourced from the Operations Budget.. Any remaining funds after items in the presentation are purchased may be used towards the purchase of additional tools or supplies  Any funds not spent within 3 months of first purchase will be returned to the Operations Budget.

Vote: 

Motion 2: Move to appoint Diane Bollinger as the steward for Leatherworking

Vote: 

Motion 3: Move to establish a new budget line of $200/month for Leatherworking Steward starting in January 2025

Vote: 

NB4: Electronic/Classroom buildout (Construction)(Brad H/Mark Millsap)

Issue: The electronics room is moving to the basement and we need to complete the buildout and add additional capabilities to the electronics area.
Solution: Allocate a project budget to facilitate the build out of the electronics and classroom areas. Details on allocation in the shared spreadsheet on the Build Out Materials tab
Relevance to Tax Exempt Status: None
Motion: Move to allocate 1800 towards he completion of the room buildout.

Vote: 

NB5: Electronic/Classroom buildout (Electronics A)(Brad H/Mark Millsap)

Issue: The electronics room is moving to the basement and we need to complete the buildout and add additional capabilities to the electronics area.
Solution: Allocate a project budget to facilitate the build out of the electronics functionality. Details on allocation in the shared spreadsheet on the Electronics Tools Tab
Relevance to Tax Exempt Status: None
Motion: Move to allocate 5800 for the purchase of tools, computers and equipment to support the electronics area.

Vote: 

NB6: Electronic/Classroom buildout (Electronics B)(Brad H/Mark Millsap) If the motion above does not pass

Issue: The electronics room is moving to the basement and we need to complete the buildout and add additional capabilities to the electronics area.
Solution: Allocate a project budget to facilitate the build out of the electronics functionality. Details on allocation in the shared spreadsheet on the Electronics Condensed Budget Tab
Relevance to Tax Exempt Status: None
Motion: Move to allocate 900 for the purchase of tools, computers and equipment to support the electronics area.

Vote: 

NB7: Electronic/Classroom buildout (Furniture A)(Brad H/Mark Millsap)

Issue: The electronics room is moving to the basement and we need to complete the buildout and add additional capabilities to the electronics area.
Solution: Allocate a project budget to facilitate the new furniture for the classroom and electronics area. Details on allocation in the shared spreadsheet on the Furniture Budget Tab
Relevance to Tax Exempt Status: None
Motion: Move to allocate 7300 for the purchase of furniture to support the classroom and electronics area

Vote: 

NB8: Electronic/Classroom buildout (Furniture B)(Brad H/Mark Millsap) if the motion above does not pass

Issue: The electronics room is moving to the basement and we need to complete the buildout and add additional capabilities to the electronics area.
Solution: Allocate a project budget to facilitate the new furniture for the classroom and electronics area. Details on allocation in the shared spreadsheet on the Furniture Budget Tab
Relevance to Tax Exempt Status: None
Motion: Move to allocate 1650 for the purchase of furniture to support the classroom and electronics area

Vote: 

NB9: Electronic/Classroom buildout (AV System)(Brad H/Mark Millsap)

Issue: The electronics/classroom is moving to the basement and we need to complete the buildout and add additional capabilities to the electronics area.
Solution: Allocate a project budget to facilitate the build out of video conference functionality in the classroom. Details on allocation in the shared spreadsheet on the video conference tab
Relevance to Tax Exempt Status: None
Motion: Move to allocate 3950 for the purchase of tools, computers and equipment to support the electronics area.

Vote: 

Open Discussion

(Nedim) Loudoun County is embarking on a Comprehensive Arts Plan, and we would like your input in a focus group.

(Jim) A great deal of information has been gathered and is currently being assembled into the 2025 Preliminary Budget Proposal.  I expect to be able to send each Board Member a copy soon and I will schedule a series of sessions in early November to explain, discuss, and answer questions.  The Preliminary Budget will be formally presented at the November Board meeting with approval expected at the December Board meeting.

Adjournment

Meeting adjourned by NAME at TIME