May 15th 2025

AGENDA

Opening and Mission Statement

• The regular monthly meeting of the MakeICT board of directors convenes on Thursday, May 15 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: Gretchen Koch
• Vice President: Dean Day
• Secretary: Paul Shackelford
• Treasurer: Aaron Grindstaff
• Director at Large: Eric Manda
• Director at Large: Aaron Norton
• Director at Large: Matthew Cleary
• Director at Large: Serena Oden-Powers - not present

Members:

• James Lancaster
• Andy T
• Jennifer R
• Preston Warden
• Rustin Atkeisson
• LaDeana Dockery
• JaiPal Chauhan

Thanks and Recognition

Thanks and recognition go to:

• Everyone who participated in the clean-up day on May 10
• East Mount Vernon Neighborhood Association - they’re dissolving so we’re sad to see them go, but thankful for their contribution of $575 to the space.
• Matt for clearing out the boiler room and anyone who’s lugged stuff out.
• Mowers for mowing.

Standing Items

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

Communications - Newsletter

The next newsletter will come out on June 1st. Please send blurbs to communications@makeict.org by May 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 MakeICT to get together and talk about plans and goals for MakeICT in an informal setting, outside of an official board meeting.

Details:

What happened at May’s workshop (5/1):

• Discussion about cleanliness, bids for janitorial services
• Bids to replace west doors

Area Reports

Facilities

• LED swap almost complete
• Cleanup + castle boiler room storage
• Clearance markings for breaker panels

Ceramics

• Things going well - kiln firings, cleaning up, cart for free clay storage, reclaiming shelves, reclaiming with pug mill, leading by committee
• Kudos to a couple members for refurbishing kiln shelves

Electronics

• SMART Board fixed (as shown at meeting) - just had internal USB disconnection

Fab Lab

• Resin classes started 4/27

Garden

• IBCs painted
• Open house this Sunday 1-3 pm

IT

• Gathering parts for automation projects

Jewelry

• People showing interest in enameling
• Still casting in bronze and silver

Visual Arts

• Drawing classes start in June!
• More guest instructors lined up

Radio

• Amateur Extra (top-level) license class end of the month 3/3 passed

Stained Glass

• Glasstravaganza April 26th - wish there was more promo
• No interest showed in advanced class offering

Elections

• First couple batches of nominees sent out

Classrooms

• Setting up classrooms for recording a class (still have to edit after)

Treasurer’s Report

• At a Glance
  • Income: 14,000
  • Normal expenses: 3,970
  • Utilities insight: 1,930
  • Instructor pay: 500
  • Area expenses: 1,320
  • Pex expenses: 3,000
  • Total expenses: 10,720
  • Cash Positive by: 4,540

• 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

April 17th 2025 Board Meeting

Motion: Paul moves to approve the minutes as stated.

Seconded by: Eric

• Dean votes: Yes
• Paul votes: Yes
• Aaron G votes: Yes
• Matthew votes: Yes
• Aaron N votes: Yes
• Eric votes: Yes

Result: Motion passes.

@DECISION: April 17th minutes are approved.

Old Business

(Items brought up for discussion at a previous board meeting that haven’t been resolved, in order of priority)

Election Committee

• Do we have any more nominees (for the committee)? It’s currently Matt (chair) and Paul (secretary). They are to be appointed by the board per voting policy. It appears we’ve more or less waived actual approval in previous years.

Responsibilities:

• Collect nominations
• Contact nominees, see if they accept
• Post candidates to the wiki
• Create Q&A threads for each candidate on the forum
• Create and send ballot
• Voting starts at beginning of annual meeting, goes for 48 hours
• Tabulate and post results

Motion: Paul moves to formally add LaDeana Dockery to the Election Committee.

Seconded by: Eric

• Dean votes: Yes
• Paul votes: Yes
• Aaron G votes: Yes
• Matthew votes: Yes
• Aaron N votes: Yes
• Eric votes: Yes

Result: Motion passes.

@DECISION: LaDeana Dockery added to the Election Committee.

Property Tax

• Our property is technically split across two lots (see picture)

• We were being charged a tiny bit of tax on the smaller of the two lots.
• Sedgwick County treasurer has already added it to be exempt so no further action is needed. Unless we wish to combine it into one deed.

New Business

(Items that haven’t yet been raised for discussion, in order of priority)

Janitorial Services

With a 22,000 square foot space, cleanliness is a full-time job and requires input from many members. The Facilities Committee has put out bids for janitorial services in an effort to reduce some of their burden. We have received four bids; the one presented today is from ServiceMaster for $1,000 per month. Services will cover bathrooms, welcome area, kitchen, and hallways weekly. Will also burnish hallway tile and clean room 4 carpet quarterly.

Discussion:

• This proposal will not cover cleaning any of the shops.

• We have a 22,000 square foot building; this would only cover ~6,000 square feet of common area used by all members.

• $1,000 a month is equivalent to the membership fees for 40 members

• Concern that this cost would prevent us from paying down loan as quickly

• Many of the common areas aren’t “owned” - the shops should be doing this work within the shops

• • Shops would be a lot more specialized really quick

• Cleanliness begets cleanliness

• Weekly hired cleaning vs monthly all-makerspace cleaning

• Would the membership support weekly cleanups?

• Should we do a trial? - it’s not a yearly contract…

• Facilities thinks they could cover the trial period of a quarter within their current budget - paying monthly.

Motion: Paul moves to enter into a $1,000 monthly contract with ServiceMaster for a trial period of three months to be paid out of the facilities budget; the board must decide whether to renew or discontinue the contract at the July board meeting.

Seconded by: Eric

• Dean votes: No

• Paul votes: Yes

• Aaron G votes: Abstain

• Matthew votes: Yes

• Aaron N votes: Yes

• Eric votes: Yes

Result: Motion passes.

@DECISION: Contract with ServiceMaster agreed to for a trial period of three months to be evaluated at the July board meeting.

Motion: Aaron Grindstaff moves that all current board members are responsible for explaining to all membership that janitorial service is only for common areas and that all members are responsible for cleaning the entire space.

Seconded by: Matthew

• Dean votes: Yes

• Paul votes: Yes

• Aaron G votes: Yes

• Matthew votes: Yes

• Aaron N votes: Yes

• Eric votes: Yes

Result: Motion passes.

@DECISION: All current board members are responsible for explaining to members the extent of janitorial services and the responsibilities of all members to maintain cleanliness.

MAKER (Members' Activities, Knowledge, Events & Recognition) Wall

• Post reminders about how to maintain the building
• Post committee information here, where it’s easily accessible.
• Post about upcoming events where volunteers are needed, along with dates.
• Post area-specific signage with requests that make needs visible.
• Post shout-outs to members for their contributions

• This would require moving the security setup; would stay along the wall
• Jai estimates less than one thousand for something very nice.
• 8’ x 4’ “wall” of laminate coated steel so we can use it as a magnetic whiteboard
• Welcome Center would be responsible for this wall.

Motion: Paul moves to appropriate no more than $999 for the establishment of a MAKER Wall in the space by the north doors, to be maintained by the Welcome Center committee.

Seconded by: Eric

• Dean votes: Yes

• Paul votes: Yes

• Aaron G votes: No

• Matthew votes: Abstain

• Aaron N votes: Yes

• Eric votes: Yes

Result: Motion passes.

@DECISION: MAKER Wall established with costs not to exceed $999.

McConnell Con

Jon Pic, Community Programs Coordinator for McConnell Air Force Base, reached out to ask if MakeICT would like to table at McConnell Con on June 7th.

He said “We will just need to work with you to ensure we have space you need and can get base access for all your attending members. Do you have a list of who would be attending and a good contact number to reach out and gather information needed to get base access? How many tables are you thinking?”

Can we cosplay at the event? “Absolutely! This is the first year we’ve done it, but I wanted to make a point to include a guest category for the contest this year. That way we can include folks like our cosplay guests and your members without taking away from our airmen and families who participate. We have a lot of great cosplayers who come out and join us from across the community, so I wanted to be able to share some love with them, and that certainly would extend to your members as well! We love great cosplay, wherever it comes from, and a big hope of mine is to inspire our Airmen to see what they could be doing too. Thank you for asking!

Video message from Nicholas Cage for last year’s con: https://www.youtube.com/watch?v=ch1Rs-6nFww

• Appears to be June 7th, noon-6pm

Who wants to attend?

• Paul tentatively

• Preston Warden

• Andy T

• Gretchen Koch

• Matthew Cleary

• Aaron Grindstaff as a possibility

• Need to figure out if we can take siege weapon and tower

Revision to Key Application Form

We previously updated the form in February; lessons learned from orientations since then have identified a few more ways to improve the form.

Current Key Policy containing the links to the currently in place form. Proposed Key Application Form

Note: Changes to the form will necessitate changes to the key policy too for removing and changing related wording.

Motion: Paul moves to approve the proposed key application form as it is presented and to change the key policy wording to agree with the new key application form.

Seconded by: Matthew

• Dean votes: Yes
• Paul votes: Yes
• Aaron G votes: Yes
• Matthew votes: Yes
• Aaron N votes: Yes
• Eric votes: Yes

Result: Motion passes.

@DECISION: Key form updated along with Key Policy.

Finances

Pay Down the Loan

To use $26,000 and pay down the loan.

Motion: Paul moves to apply $26,000 from the general fund to pay towards our mortgage.

Seconded by: Aaron Grindstaff

• Dean votes: Yes
• Paul votes: Yes
• Aaron G votes: Yes
• Matthew votes: Yes
• Aaron N votes: Abstain
• Eric votes: Yes

Result: Motion passes.

@DECISION: $26,000 will be applied to the mortgage.

Consolidation of Bank Accounts

Tabled for further discussion in the finance committee: Allow the treasurer to close one Southwest account and move money into Charles Schwab.

Interest Bearing Account

Tabled for further discussion in the finance committee: On the radar: to allow the treasurer to move money into an Interest account at Emprise With the aid of the finance committee for the best one. Emprise Checking Account

Annual Membership Meeting

Event for Annual Membership meeting in end of June. Ideas:

• Grill out
• Raffle
• Potluck
• Beanbags

• To be discussed more at Events Committee meeting next week at 7 pm

Executive Session

• Board enters into executive session for 20 minutes (and we only used 15!)
• No action taken in executive session