July 17th 2025

AGENDA

Opening and Mission Statement

• The regular monthly meeting of the MakeICT board of directors convenes on Thursday, July 17th at 7:00 pm in the MakeICT building.
• MakeICT is a 501(c)(3) charitable organization and is operated entirely by volunteers. It’s our mission to innovate, learn, and build community at the intersection of art, technology, science, and culture.

Board Members:

• President: Preston Warden
• Vice President: Andy Tannahill
• Secretary: Beth Shook
• Treasurer: Aaron Grindstaff
• Director at Large: Cooper Cummings
• Director at Large: Dean Day
• Director at Large: George Baldridge
• Director at Large: Stephan Reckers
• Immediate Past President: Gretchen Koch

Members:

• Ladeana Dockery
• James Lancaster
• Rustin Atkeisson
• Jaipal Chauhan
• Christian Kindel
• Dave Hansen
• Paul Shackelford
• Matthew Cleary

Thanks and Recognition

Thanks and recognition go to:

• Thank you to Matt Cleary for assisting with classes, authorizations in the Wood Shop, Orientation, and Board training.
• Appreciation to all previous board members for their help during the transition.
• Special thanks to James Lancaster for coordinating and ensuring everyone was set up for the Board transition.

Standing Items

(Items that are standardized as part of every board meeting)

Communications - Newsletter

The next newsletter will come out on August 1st. Please send blurbs to communications@makeict.org by July 25th.

• Please send in current photos we can use anywhere (website, newsletter, social media, etc)!
• Teachers, please take pictures of your classes and send them to us.
• If anyone is interested in reviving member of the month, feel free to write it and send it in

First Thursday Board Workshop

The Board Workshop is an opportunity for members of the board, and of MakeICT, to get together and talk about plans and goals for MakeICT in an informal setting, as well as see presentations from outside parties on how they’d like to collaborate with MakeICT.

Notes:

• This is a non-voting meeting, and may or may not have a set agenda shared beforehand.
• This is also not an "anything goes" environment. Be respectful of others in the discussion.
• The workshops are scheduled to run for two hours, with the first hour being for general discussion and the second hour reserved for executive sessions by the board, as needed.

Board members are not required to attend, though they are strongly encouraged.

What happened at July’s workshop (7/3):

• New Board Orientation
  • Member Meetings Scheduled (Sept 20, Dec 3)
  • Orientation & Maker Monday Volunteers
  • Access to Info email boxes
  • Important Locations File for Google Drive
  • MakeICT Email Addresses
• This meeting was closed due to transition to the new Board.
• ServiceMaster discussion
• Good Bad & The Ugly from last year's board members
• MAKER Wall Update (July 24)
• Communications Committee
• Approval of the Election (Completed)
• Discuss Machine Shop Lead

Brunch with the Board

This is an informal potluck gathering with members of the board and members to talk about whatever. As with how brunch normally works, these gatherings may not follow any predetermined agendas, and no votes will be taken.

Board members are not required to attend, though they are strongly encouraged.

Reminders

When leaving an area:

• Make sure all windows are closed and locked
• Turn off the lights (except if one room’s lights are left on for security reasons)
• Drain portable AC units (summer)

Area Reports

Ceramics

Tony R.

• Changed coils in glaze kiln which reduced time from 13 hours to 8
• Lots of stuff coming through

Electronics

Kim K.

Fab Lab

Andy T.

• Getting ready to put in shelves for resin printer
• Getting ready to do the ventilation work for the resin printers
• Ordering PSU for Prusa1

Garden

Piper T.

• Bindweed plan is happening - going to solarize unrented plots
• Master gardeners are testing out vinegar/dish soap/salt mixture on weeds
• Accepting plain cardboard again for solarization

IT

Steve S.

• Syncing up on automation projects

Jewelry

Dean D.

• Too much fun with silver and bronze casting
• Scheduling basics and cabochon classes
• Talking about facilities about replacing gas bottles

Visual Arts

Timothy Y.

• Doug Tripp finished first round of courses, coming back for more in Sept.
• Reduced cost of classes for second round by splitting it out
• Guest instructor coming in for book art class
• Shear was rebuilt and destroyed in less than 10 days

Stained Glass

Timothy Y.

• Acquired over 100 sq ft of art glass and lots of supplies, glass for mosaics, etc. from an estate sale
• 3D glass class going August 2nd
• June class had a good turnout; next round in August
• Losing the current other instructor to the east coast; have a lead on getting another one

Radio

Joe P.

• June 21st - informal meetup
• Maker Monday operating sessions continue
• July 26 class coming up

Elections

Paul

• They’re over! Woo.
• Start thinking of who you want to nominate for next year; 40+ individuals nominated this year.

Security

Bill O.

• Reminder that we have cameras. Some have been rearranged

Textiles

June & Rayna

• Trying to reorganize and more efficiently use space; challenge with so many competing sub-areas
• Working on more permanent curtain solution
• Need bodies to help organize and clean up things

Finance

Aaron G.

• Still doing well financially
• Trying to fix the “grandfathered” issue with membership payments

Gallery

Dean D.

• Working on communications for future shows/presentations - had issues previously

Woodshop

Dave H.

• Spent four hours cleaning the dust collector
• Want to make dust collection better in west woodshop
• Trying to organize - drawers, building caddies for things
• Thanks to Matt for helping with classes, authorizations

Metalshop

No Lead

• May be training up a new metalshop lead

Facilities

JaiPal C.

• Potential ad-hoc committee for Electrical usage at the space

Inventory

James L.

• Please reach out to James if your area is not up to date with respect to inventory.

Welcome Center

Preston W.

• MAKER board coming in at end of July
• Cleanup and painting of the area soon.
• Trying to get good understanding of where things are in area

Treasurer’s Report

• At a Glance
  • Income: 13,500
  • Normal expenses: 7,000
  • Instructor pay: 890
  • Area expenses: 1888

• Consider changing this report to a P&L of some type for future meetings
  • Provide more resolution on our situation

• Projects in Progress
  • $3,500 spent of $6,000 from the Collins grant to improve ventilation in the metal shops and wood shops. Could be used for Resin ventilation.
  • Looking at Evergy rebate for changing fixtures to LED. Waiting on the final count and install.

Approval of Previous Minutes

June 19th 2025 Board Meeting

Motion: Andy moves to approve the minutes as stated.

Seconded by: Beth Shook

• Andy votes: Yes
• Beth votes: Yes
• Aaron G votes: Yes
• Gretchen votes: Yes
• George votes: Yes
• Cooper votes: Yes
• Dean votes: Yes
• Stephan votes: Yes

Result: Motion passes.

@DECISION: June 19th minutes are approved.

Old Business

Last Board Workshop

The Board Workshop is an opportunity for members of the board, and of MakeICT, to get together and talk about plans and goals for MakeICT in an informal setting, as well as see presentations from outside parties on how they’d like to collaborate with MakeICT.

Notes:

• This is a non-voting meeting, and may or may not have a set agenda shared beforehand.
• This is also not an "anything goes" environment. Be respectful of others in the discussion.
• The workshops are scheduled to run for two hours, with the first hour being for general discussion and the second hour reserved for executive sessions by the board, as needed.

Board members are not required to attend, though they are strongly encouraged.

What happened at July’s Workshop (7/3)

New Board Orientation

Member Meetings Scheduled (Sept 20, Dec 3)

Orientation & Maker Monday Volunteers

Access to Info email boxes

Important Locations File for Google Drive

MakeICT Email Addresses

This meeting was closed due to transition to the new Board.

ServiceMaster discussion

Good Bad & The Ugly

Request for Additional Funding for MAKER Wall (rescinded)

Communications Committee

Approval of the Election (Completed)

Discuss Machine Shop Lead

Maker Space Summits & Events====

Forum Conversation

There was discussion about attendance, who would like to attend, dates and conflicts.

@TODO (Beth, ): create a sign up sheet where needed

@TODO (Preston, ): will send out info as he gets it for the Makers events

@TODO (Aaron / Rustin, ): will work to coordinate the ICT Comic Con attendance.

New Business

Discussion:

• Introduce the Board

• Meeting Decorum (phone, discussions, etc.)

• Reminders on Calendars / Events Policies (Importance of Updating)
• Next Board Workshop
• Next Brunch with the Board
• SMART Goals Discussion
• Authorizations & Labeling
• Maker Fairs / Summits

MakeICT has been invited to Maker Faire Tulsa in Tulsa, OK on Aug 23 (Saturday). This is an all day event. (Volunteers: Preston, George, Stephan, Beth, Matt, James, LaDeana)

MakeICT has been invited to a free MakerSpace Summit in Emporia, KS on Sept 25 (Thursday). This is an all day event. (Volunteers: Stephan, George, Beth, Andy, Paul (maybe), James (maybe)

ICT Comicon on Aug 30-31, 2025. Possible bring the castle. (Volunteers: Aaron, Rustin, Gretchen, Matt C, Beth, Stephan, George, Cooper, Dean)

We need volunteers to attend both events. We are recommending 4 people to attend that are able to bring back what they learn and take good notes.

@TODO (Beth, ): create a sign up sheet where needed @TODO (Preston, ): send out info as he gets it for the Makers events @TODO (Aaron/Rustin, ): work to coordinate the ICT Comic Con attendance.

Service Master Contract

Discuss the continuance of a cleaning service Contract up to $1,000 / month. Service Master has been approved through August 2025. To continue the contract past August 2025, additional funding will be needed to approve the contract.

Recommendation: Facilities will be extended control of a budget not to exceed $1000 monthly cleaning services. Facilities will have responsibility for executing a contract with a cleaning service of their choosing so long as the price for said service does not exceed $1000 / month and does not fall short of the Scope of Work as presented to the Board. Any changes to the contract must be submitted to the Board and are subject to review. The payment will be made via verifiable funds (i.e. no cash) by the treasurer directly to the contractor as designated for as long as the Institute can afford it (as determined by the full board) and Facilities continues to contract it.

• Jaipal brought up a conversation on the forum about having the floors cleaned every 3 months and concerns about having this service done.
• Cooper suggested that we have a lot of high traffic and there is a need to have it done every quarter.
• Jai will ask if there is a price difference for a deep cleaning every 6 months.
• James was curious as to how well the job is getting done. There have been a few people who have seen a few things that are getting noticed - possibly a subpar job by the contractor
• Dean requested how bathrooms are being cleaned as there is soap left behind on the East bathroom by Board office.
• Aaron states that we are not keeping up with things in between, areas are getting left messy and members are not cleaning after themselves and in the common areas.

Motion: Stephan moves that Facilities will be extended control of a budget not to exceed $1000 monthly cleaning services. Facilities will have responsibility for executing a contract with a cleaning service of their choosing so long as the price for said service does not exceed $1000 / month and does not fall short of the Scope of Work as presented to the Board. Any changes to the contract must be submitted to the Board and are subject to review. The payment will be made via verifiable funds (i.e. no cash) by the treasurer directly to the contractor as designated for as long as the Institute can afford it (as determined by the full board) and Facilities continues to contract it.

Seconded by: George Baldridge

• Andy votes: Yay
• Beth votes: Yay
• Aaron G votes: Abstain
• Gretchen votes: Yay
• George votes: Yy
• Cooper votes: Yay
• Dean votes: Yay
• Stephan votes: Yay

Result: Motion passes.

@DECISION: Facilities approved to spend up to $1000 per month for cleaning common areas.

@TODO (Board members, ): continue spreading the word that members are responsible for assisting with cleaning the space. @TODO (Treasurer & Facilities, ): Coordinate additional changes.

College Volunteers (Working Day 8/16/2025)

Forum Conversation

Paul’s wife has volunteers looking to come to MakeICT on 08/16/2025 to help the space with projects. The current proposal is that area leads would be responsible for emailing the Board the following information by 08/06/2025. The Board would be responsible for allocating volunteers to areas based on need. Minimum two Board members will be present on Working Day to validate and ensure appropriate allocation is occurring.

• Area Leads will provide;
  • Short Task List
  • Number of Requested Volunteers
  • Area Lead or Delegate present for the volunteer day

Motion: Dean moves that we accept the volunteers for Working Day.

Seconded by: Andy

• Andy votes: Yay
• Beth votes: Yay
• Aaron G votes: Yay
• Gretchen votes: Yay
• George votes: Yay
• Cooper votes: Yay
• Dean votes: Yay
• Stephan votes: Yay

Result: Motion passes.

@DECISION: We will accept the help of the volunteers and have a work day on August 16, 2025

@TODO (Preston, ): send an email out to all leads and make his best effort to meet in person with as many as possible to facilitate their cooperation @TODO (Preston, ): Preston will make his best effort to meet in person with as many as possible to facilitate their cooperation

Updated Badge Access Policy

Current Badge Policy Current Building Access Policy

There is a need to improve the badge access and building access policy. These have been compiled and have added contractor (service provider) and contractor (non-service providers) access. Examples of Service Providers are Pest Control, Service Master, etc. Examples of non-service providers are SCA, Blackhearts Fencing, etc. See the next page for the proposed verbiage to supersede Building Access Policy and Badge Access Policy.

• Beth is suggesting we look at the guest policy and make sure all members are aware that without an event on the calendar or prior approval
• Gretchen suggested that we change the policy to allow for as many guests as the member would like to bring.
• Cooper suggested a change to 5 guests instead of 3
• James stated that the 3 guests policy is a part of security for the building and needs to stay as is.
• Cooper asked if the non contractors still need to check in at the front desk or if they would be offered badges for frequent guests
• James stated that the security team would need to implement a plan to allow for specific hours to enable the use of frequent guest badges
• Preston is actively working with Bill to get this capability implemented

Motion: Beth Shook moves to accept policy as written and table the other conversations regarding capabilities of contractor badges.

Seconded by: Aaron

• Andy votes: Yay
• Beth votes: Yay
• Aaron G votes: Yay
• Gretchen votes: Yay
• George votes: Abstain
• Cooper votes: Yay
• Dean votes: Abstain
• Stephan votes: Yay

Result: Motion passes.

@DECISION: The board accepts the new policy as written and tables other conversation regarding capabilities of contractor badges

@TODO (Beth, ): Beth will update the new policy on the wiki @TODO (Beth, ): Beth will post on the forum what updates were made and the new expectations for badge policy @TODO (Communication Committee, ): The changes will be updated in the newsletter. @TODO (Preston, ): continue the process of implementing a group badge policy with frequent guest access. @TODO (Preston, ): Once the maker wall is completed, this will be posted directly on the Maker Wall.

Welcome Area Budget

Preston is requesting a welcome area budget to be spent on upgrades for the welcome area, entry way, etc.

The request is for $3000.

Projects that this funding will be used for: Welcome Area Paint & Supplies: ~$500 Welcome Area Signs: ~$300 Welcome Area Decor: ~$1,000 Tshirts for community events & recognition gifts: $700 Office Supplies / Misc Expenses: $500

Any funding not consumed will be allocated to other items as necessary.

• Preston shared that there are plans to possible add planters
• Aaron suggested that we get with Timothy about adding stained glass in the front area as well
• Andy asked if this would include the directional and room signs
• Beth shared that the large paper cutter needs to be repaired and updated.
• Dean suggests that the paper cutter needs an authorization

Motion:George moves to approve the budget of $3000.

Seconded by: Stephan Seconds

• Andy votes: Yay
• Beth votes: Yay
• Aaron G votes: Abstain
• Gretchen votes: Yay
• George votes: Yay
• Cooper votes: Yay
• Dean votes: Yay
• Stephan votes: Yay

Result: Motion passes.

@DECISION: $3000 will be assigned to Welcome Center projects as noted in the motion

@TODO (Preston, ): Welcome area projects will be coordinated. @TODO (Preston, ): Supplies and Welcome Area machinery will be stocked from this. @TODO (Beth, ): will connect with Visual Arts about paper cutting machine.

Annual Membership Discounts

This is a proposal to provide a 10% discount on the purchase of an annual (12 month) membership.

• Aaron states that the current policy offers a refund if the member requests it and we would need to update the policy to state that the membership fees should be non-refundable.
• We found that there is not a policy for refunding membership fees currently in place.
• Discuss with IT how this will impact the Wild Apricot’s system
• Pull numbers on how much this would cost MakeICT on an annual basis based on current membership
• How many new annual memberships to offset the cancel/start members
• Dave - How many people use their membership for a month her or there and don’t pay monthly?
• Aaron -The current locker policy has them pay annually if they are an annual member
• James is suggesting that our retention issue has more to do with getting members to use their membership than the cost of membership. James adds that the problem is more individuals not understanding what the authorizations and having less people talking to the members.
• Jaipal - More authorizations, more often, more machinery, cleaner shops, better running tools, and air conditioning. Call to action.
• Ladeana - More social events.
• Gretchen - Cannot vote on making things happen different.
• Dean - year’s membership wouldn’t be impacted by the $30 membership.

Motion: Beth motioned that we table this to the next board workshop in August

Seconded by: Andy

• Andy votes: Yay
• Beth votes: Yay
• Aaron G votes: Yay
• Gretchen votes: Yay
• George votes: Yay
• Cooper votes: Yay
• Dean votes: Yay
• Stephan votes: Yay

Result: Tabled.

Agreement on Ventilation Funding for Fab Lab

Fab Lab is requesting approval to spend up to $1300 of Collins Aerospace funding to expand the ventilation for resin printers / accessories (i.e. IPA) necessary to reduce Volatile Organic Compounds (VOC) produced by the Isopropyl Alcohol (IPA). This would include shelving for the ventilation and other necessary items for storage and mounting.

Thoughts: should this be collins aerospace?

New: Fab Lab is requesting funding to purchase shelving and plexiglass to enclose machines and allow ventilation from above. Request to spend up to $1300. MakeICT will be responsible for any remainder not covered by Collins AeroSpace grant.

• Andy: shelving units and plexiglass to enclose the machines and allow for ventilation from above
• Aaron does the grant cover the shelves are part of ‘ventilation’ or not? Does the shelving fall into the purview of the ventilation grant
• Preston shares that Jaipal asked about the purview as well.

Motion: Andy moves to accept funding to purchase shelving and plexiglass to enclose machines and allow ventilation from above. Request to spend up to $1300. MakeICT will be responsible for any remainder not covered by Collins AeroSpace grant.

Seconded by: Gretchen

• Andy votes: Yay
• Beth votes: Yay
• Aaron G votes: Yay
• Gretchen votes: Yay
• George votes: Yay
• Cooper votes: Yay
• Dean votes: Yay
• Stephan votes: Yay

Result: Motion passes.

@DECISION: Funding to purchase shelving and enclosure material will be released up to $1300, as much from the Collins grant as possible, with MakeICT funding anything not covered by the grant.

@TODO (Aaron, ): find out if the grant covers the shelving etc.

Board Meetings (Zoom Recording)

This topic is to agree to make in-person board meetings available for digital for all members to participate within guidelines defined as: Members will be able to post questions in the chat and a Director-at-Large or delegate will respond to questions appropriately. Questions that need to be brought to the Board will be vetted and presented. Board Members are HIGHLY encouraged to attend meetings in person to foster effective communication.

• Ladeana shares that we have done this before and you may want to try it and see how it goes… we will need someone technical. Identify Board Workshops for test pilots.
• Paul is concerned about who will run it
• Preston says that we are wanting to facilitate discussion
• Dave suggests we go all in and make an honest effort
• Ladean suggests that we start a multimedia group
• Beth suggested an ad hoc committee
• Gretchen says United way can have 2 people attending and we may find materials to help there

Result: tabled

Banking Documentation

Approval that Preston Warden and Aaron Grindstaff are being signed onto the bank accounts with Emprise and Southwest National Bank. Motion: Andy moves to put Preston Warden are being signed onto the bank accounts with Emprise and Southwest National Bank and removes Gretchen from accounts.

Seconded by: George Baldridge

• Andy votes: Yay
• Beth votes: Yay
• Aaron G votes: Yay
• Gretchen votes: Yay
• George votes: Yay
• Cooper votes: Yay
• Dean votes: Yay
• Stephan votes: Yay

Result: Motion passes.

@DECISION: Preston Warden will be signed onto the bank accounts with Emprise and Southwest National Bank and Gretchen is removed from accounts

@TODO (Aaron, 07/21/2025): deliver paperwork to banks

Communications Committee Lead

• Andy states that he hears that George wants to be a lead for the communications committee.
• Beth asked what are the top 3 priorities.
• George stated that his top 3 are to get more communication outreach (social media), libraries/exploration place, promoting internal activities like corset classes, etc.
• Beth asked what social medias.
• George stated that he would oversee Facebook, Instagram, Linkedin, X, and expand more.
• Beth asked how to facilitate being active on all channels?
• George has experience on Facebook & Instagram and make sure you are consistent, posting regularly, schedule posts, and more.
• Gretchen mentioned the newsletter.
• Beth wants to see more involvement in the different areas and

George wants to see more communication with the leads.

• Beth wants to discuss public relations and monthly press releases.
• Dean suggests internal communication improvements such as videos, technical ways of explaining who, what, and why we are. Dean points to Beth about updating content on the pages discussed and there is incentive.
• Beth wants to ask Gretchen “What is the difference between membership and communications?”
• Gretchen “Membership it is within their wheelhouse to do the presentations and presidents can do that if they see fit. Membership does maker mondays, make events to bring in new membership, work with the treasurer to answer questions, and do background checks.”

Motion: Beth moves to make George the communications committee lead.

Seconded by: Stephan

• Andy votes: Yay
• Beth votes: Yay
• Aaron G votes: Yay
• Gretchen votes: Yay
• George votes: Yay
• Cooper votes: Yay
• Dean votes: Yay
• Stephan votes: Yay

Result: Motion passes.

@DECISION: George Baldridge is the new Communication Committee Lead