April 2017 Board Minutes
Wednesday, 4/26/2017 7:00 - 9:00 PM,
Mission Trails Regional Park Visitor’s Center Library
One Father Junipero Serra Trail San Diego, CA 92119
For information contact: info@SDMBA.com or
Kevin Loomis President
Introductions/Roll Call
Present:
Susie Murphy, Executive Director
Kevin Loomis, President
Ben Stone, Vice President
Scott Trendel, Treasurer
Jose Galaz
Renee Halsch
Ron Guitard
Siobhan Baloochi, Secretary
Joshua Bonnici
Jason Showalter
Don Sutton is connected via phone
Tim Ingersoll
Minette Ozaki
Public Comment on Non-Agenda Items (2 mins. limit per individual; must fill out comment card prior to call to order) Opportunity for members of the public to speak to the Board on any subject matter not on tonight’s agenda
Call to Order
Meeting called to order at 7:05 PM
Introductions
Question: Did everyone receive proposals for Orosco Ridge?
Consent Agenda
1. Meeting Minutes Approval of 3/15/17– Kevin Loomis
Motion to approve minutes: Ben. Second: Jose. Unanimously approved.
2. Approval February and March 2017 Financials- Scott
Overall Analysis:
There is a major difference from last year to this year!
Current assets are up 40%.
Approximately 23% up in revenues.
Expenses are slightly higher than they were previously.
Parent company of VIETH = MemberLeap
Notes on Financials:
March major expenditures - bike stands, STC (listed under lobbying), insurance, MemberLeap
Bike stands was put into donations - funding for these came from a restricted grant
Special event income - expenses have not been taken out of this year
Profit from the Arch Ride at approximately $16K, but is not on financial statement yet
Normal donations from Arch Ride will be taken care of in May
Orosco has not been paid, but has been earmarked
Motion to approve numbers: Ben Seconded: Renee
No discussion on this. Unanimously approved.
Old Business
Requests for Continuance on any current Agenda items
Discussion Agenda (Indicate action items)
Item 1. Budget Review including Quickbooks overview (Susie/Scott) 20 min
How is the QuickBooks conversion going, and what that is doing for us?
Developing a system and controls in place is key
QuickBooks can be tricky for non-profits, tracking donor information, Paypal automatically populates donor information but Stripe and Facebook do not
Tracking 300 riders and donations, such as with the Arch Ride, can be tricky
Renee to help fill in contact information for major donors
Importing data into a spreadsheet, rather than typing everything in is more effective
Working on getting financials streamlined
B. Budgeting with QuickBooks
You can pull up budget overview, that can compare projected budget with actual budget (Budget vs. actual)
Linked on the agenda is the yearly budget
Copies of the first quarter have been distributed
Takeaways from quarterly budget (Scott):
Special event income - did not budget for this until second quarter. Not everything was budgeted in the right place, but this is a good place to start.
Contributions are what we receive, donations are paying for equipment or providing $ to other parties
This is the first shot at budgeting.
Adjusting proposed budget quarter by quarter? Do not necessarily need to adjust budget if it is at a different time during the year, as long as these can be explained.
Second quarter budget will look different, but looking at Year to Date numbers is more crucial.
Money paid to Memberleap - VIETH will go into a new account.
Donations as an expenditure - this is for bike stands.
Membership is down slightly from goal, but up on membership from last year
Check for the first quarter membership will come from IMBA in May
Kevin - question about education spending includes Trail Crew Leader Training
Licensing and Fees - for Arch Ride and SDRP permit
Questions/comments:
Q1: Professional fees - supposed to be 5000 instead of 500?
A: This account needs to be added
Item 2. Memberleap Overview/Board Portal (Susie/Don) 15 mins
Website update/Memberleap update
Everyone has been able to log in
Content is good to go, a few pages are hidden
Donation links work, calendar is working
Robert and Susie have been working on putting older blogs up and forum is now functioning
Brian Nixon also has access, working on newsletter template, he does TrailNews with iContact
Rolled over entire database from IMBA, including expired members and TrailNews list
MemberLeap can remove duplicates. If duplicates are not removed, can we find a way to remove duplicate emails from the mailing list?
MemberLeap moving forward:
Going forward, when you login to backend, please explore the site and correct your personal information if need be
If a trail liaison signs in, they will be able to look at Projects/Committees. Susie is currently adding committees.
There is a project page for each project - can create newsletters, upload documents, broadcast emails, update files and content
Member area features - projects and committees to get to the Project/Committee list
Newsletters, etc can be seen and accessed through Memberleap
Help Needed with MemberLeap/Final Notes:
Susie could use help putting in events via calendar
Content manager menu - if anyone wants to help with content, feel free to access this.
Format is already set up for blog, new blog posts are up
Go to help desk - extensive videos, narrative directions to help navigate
Going live on May 1st!
Item 3. IMBA chapter program update (Kevin) 10 mins.
Update regarding communication with IMBA
We have had a lot of communication with IMBA
Committee is recommending that we come up with a list of proposals for IMBA to meet for us to remain a chapter for a year
IMBA - previously had a top-down approach, devoid of negotiations, disagreement about STC
Kevin has spoke with the Chairman of the Board - Chris Conway, along with Dave Wiens, Luther Propst, who write an article about Wilderness in Jackson Hole, Erin - development director, Amy - development and marketing
They want to change on the senior level, do not expect us to pay the amount of money that we have been paying previously
IMBA’s prompt to SDMBA“Tell us what you feel comfortable paying to remain”
They do not want to lose us, they want to work with us
New happenings with and within SDMBA
Laurel is doing well in the political arena, trying to get legislation changed. Mobilized and worked with other chapters on wilderness
Susie and Ben going to Sacramento for a legislative day to discuss what we want to be changed in California.
Kevin will send a summary from Laurel detailing current events and projects
A Chapter president will be invited to the IMBA Board of Directors soon, Kevin was offered the position but will not be able to take this on.
What things are important to us moving forward with IMBA?
Fixed amount of money for 1 year: $15,000 to IMBA (including fees for membership services of $3,000, then $12,000 to Laurel, our California rep)
Free memberships will be offered to bump up our numbers (for 6 months) - could help create leverage
Ideas will be posted for the board to review, then a request will be sent to IMBA, then we will see what they come back with, and find the best negotiation possible.
Publicizing Renewed Relationship with IMBA
We are aware that disagreements with IMBA has given some of the members a bad taste, we should reach out and put out a newsletter encouraging members to embrace IMBA
Ben will be asking for $500 for social media later on, trying to get message out that IMBA and SDMBA memberships will be honored and that members will be advocated for on a national level
Booth at Sea Otter had the best response in years for IMBA, Dave Wiens was well-received
Garrett Villanueva - Forest Service southwest region, picked SDMBA as his chapter
Formal blog or announcement will be made
Item 4. 2017 fundraising and event strategy (Susie) 10 mins.
List of events coming up/through the rest of the year
Laguna campout
BWR
Tour de Fat
Volunteer Appreciation Party
Donor Event
NFS Trail Stewardship Event/Summit - working with Cleveland National Forest and activities open to land managers
Fundraising efforts
Ongoing corporate connections/major donor cultivation
SD Foundation Grant (via project with CanyonLands $3300
Pamo Valley - at approximately $13k and increasing
REI Grant included 15,000
County Supervisor Funds
Pamo Valley - Orosco Ridge Trail Building Fund (Launch TBD)
National Stewardship Alliance (NWSA) $2000-$20,000 - Cleveland NFS/Los Gatos writing for improvements, maintenance on Los Gatos
People for Bikes Grant (Bike park - timing dependent)
Annual Appeal (General Fund) Goal: $20,000
Notes about fundraising
People really enjoy donating to project-specific things
We can build in funding our costs into fundraisers - 5-15% allocated for staff time, roll part of these back into general fund
10% back for project management
Target specific projects, do fundraisers for these specific projects. We will end up with a lot of committed funds, but it will encourage people to donate
This will need to be disclosed in grant application
These projects could potentially pay for another staff person in the future
Next fundraiser will be for Mt. Laguna - expecting $20-30k to help the forest service pay for their staff time - hand in hand work with forest service
Question:
Scott - as we start getting into project management, what liabilities are brought up? Especially when we build features.
A: Insurance that we have now covers trail work
Quote from Garrett Villanueva: “Volunteers are the future of your parks, if you do not engage them you are at your own detriment.”
Item 5. Greenways Conference recap (Kevin, Josh, Susie) 5 mins.
Attended: Joshua Bonnici, Kevin Loomis, Susie Murphy
Went to Santa Cruz, met with MTB of Santa Cruz.
First day: Walked and rose Emma McCrary Trail - was spectacular!
Second day: sessions for fundraising, partnering with forest service, project management, CEQUA
Kevin: learned about taking on big projects and how to break them down via project management. Focus on timelines. Networking was priceless.
Susie: NICA session was beneficial - it was about Team Trail Corps getting kids out to do volunteer work/trail work. We were able to set up quite a few IMBA meetings. A lot of mountain bikers were in attendance!
Josh’s first SDMBA event! Josh: good to meet other chapters to figure out what they are doing, what their struggles are. Excited to go back and continue relationships.
Item 6. Arch Ride Recap (Susie) 5 mins
Went very well, was fully permitted
Made about 16k with expenses taken out
400 people, no major injuries.
Follow up - Karen sent a thank you to volunteers, Josh wrote a blog geared toward communication to sponsors
Don: it was a big success!
Kevin: starting earlier in the year was a good idea
Item 7. Tour de Fat Details/Revenue share
(Susie) 5 mins.
Different this year, on July 8th at the Waterfront Park in front of County Admin Building. No parade, 4-9 PM
Working with a coalition to come up with alternative ideas
Potential to make 40-50k total - talking with Andy/New Belgium
Breakdown: coalition fronts beer money, gets beer sales
SDMBA - parade reg, bike raffle, merch sales previously: 8k, 7700 75 percent/25 percent split.
SDMBA does about half the work with volunteers, etc.
Now everything will be different, not merch and parade the same way. Everything goes in a pot, then it is split up more equally
60/40 split this year. 40k is much better than last year or any prior years
21+ only, will be a larger beer area
The Naked & Famous will be playing
Action Item: Tour De Fat preliminary expenses $3000
Ben makes a motion to approve, Josh seconded. Unanimously approved
Jason - question what is it for? Almost the same as last year Will have to buy merch to sell, license plates, tee shirts, food for volunteers, ad in citybeat, etc.
Unanimously approved
Item 8. Liaison contact update (Don) 5 mins
Don has been making contact with liaisons and getting them on board with MemberLeap
MemberLeap contains more high tech features for liaisons to report and give updates in their areas
Planning on creating a committee area that liaisons can log into and put updates on their respective areas, land manager contacts, short term and long term needs, etc.
On a monthly basis at board meetings, we can go over what our focus areas are including top 10 projects
Susie : We have to start planning for trail work in October
Kevin to Don: please contact Kirk Riley (Mission Trails liaison)
Item 9. Action Item: NonProfit Management Solutions membership renewal $650.00 (Susie) 3 mins
Susie went to a free 3 part workshop on digital marketing, will attend the next two
Wants to renew this - any of these classes are free - we have the “Sweet Deal”
Motion: Jason makes a motion to approve $650 for Nonprofit Member Solutions Membership. Kevin seconds. Unanimously approved.
Item 10. Pamo Valley Orosco Ridge Plan Proposals
5 board members have been able to review proposals
Each of these will need consideration
Progressive Trail Designs
Considerably more expensive than the others, but involves a larger scope of work that is more significant
40k, would amount to approximately 28k when put next to other proposals
Pros:
Their trails are exceptional, they are great people
Built pump tracks, pocket parks
They would look at multiple sites including bike parks
Progressive is open to working with other contractors
Cons:
More of a build organization than design group
GIS capabilities not exactly on par with others (ability to lay out maps, run data, look at slope and grade percentages, etc)
Mostly have worked with flat trail systems and not terrain that is similar to ours
2. Pamo Valley/Orosco Ridge Area Trails System Master Plan - KTUA
John Holloway - was a President and board member with SDMBA, engaged for over 10 years
He is now a Principal at KTUA, local and national
Bid: 26k total, no travel fees
Pros:
Company has worked on projects in san diego including MT master plan
John ran volunteer training, is a religious MTBer
Extremely experienced and local to San Diego
GIS is beyond everyone else, great GIS skills
Cons:
Staff not attune to building flow trail, conforms to multi-use trail standards
Limited experience with forest service
3. Kay-Linn
Boulder, CO
Used to work for IMBA trail solutions
100 mile master plan in Colorado
Bid: $27,750
4. IMBA trail solutions
Based in multiple offices, mainly in Oregon
Has built a lot of trail
Bid: 16,360 plus travel costs, approx. 21k
Pros:
Has worked on Skyline in Big Bear, has experience with Forest Service, Rainbow Rim trail in Grand Canyon
Familiar with NEPA process, global reach within Forest Service, non-profit
GIS work is good, understand spatial analysis, predictions
Makes the most sense based on our needs
Large network of trails, including flow trails
IMBA will work with volunteer labor
Willing to split in 3 payments - bill us when they come out
Forest service asked for a professional proposal. If we approve this tonight - IMBA Trail Solutions representative will come in late May for 2-4 weeks. There will be ongoing feedback, proposal will be done by August. It will be able to be inserted into 2018 forest service budget, will be a priority in 2019.
Timeline: if this is not approved tonight, the heat will pick up and we will be looking at September for IMBA Trail Solutions to come out and survey. That will go into 2019 budget, will not have a finished project to go on and apply for grant. County supervisor will more than likely be replaced, etc.
Question : Do we have to use the same company for design and for building?
A: Not necessarily, we can have different companies for those and take bids for building
Action Item: Funding on Pamo Valley - Orosco Ridge Trail Concept
Plan Approve Concept Plan Designer (Ben) 10 mins.
Proposal to approve IMBA Trail Solutions bid for $25,000
$25,000 will be allotted toward project to cover current proposal and including ongoing costs (including a $4000 cushion)
Projected expenses at about 21,000 from IMBA Trail Solutions
Jason: makes a motion to approve $25,000 for IMBA Trail Solutions for costs that are listed on the proposal
Up to $25,000 to cover current proposal including ongoing costs
Ben: seconds
Unanimously approved
Moving forward
Contract will need to be signed so that IMBA Trail Solutions can schedule
People are entrusting us with a lot of their money, we want to go with a sure thing
Jose: with what we have committed to our members, IMBA trail solutions is the right company to go with
Item 11. Action item: Booth Fee for two day expo at Belgian Waffle Ride (May 20 - 21) $150 (Susie) 2 mins.
Approve $150 for booth fee at BWR
Kevin makes motion to approve. Seconded by Ben
Unanimously approved
Item 12. Action Item: Approve $500 for Social Media Membership drive
(Ben) 5 mins.
There has been a cost of Under $100 to raise 13k on Facebook
Motion: approve $500 to raise memberships numbers via Facebook and other social media (Facebook, Instagram, Strava)
Kevin makes the motion. Seconded by Jason.
Unanimously approved
Item 13. Action Item: $600 MTB Advocate Lobby Day Sacramento 5/23 Ben/Susie (Susie) 5 mins.
Laurel (from IMBA) is planning May 23rd to do a mountain bike lobby day, that Ben and Susie would like to attend.
Part of meeting with state parks, to push bills that are in front of assembly. This includes bill: Commission for outdoor Recreation - California
$600 includes $100 in gas, hotel fees
Motion: $600 to pay for transportation up and back, other associated costs including food and lodging
Ben makes a motion. Renee seconds.
Unanimously approved
Updates - (Non Discussion Items)
Item 1. Stowe Trail permitting update (kevin) 2 mins.
Apply for permit ASAP
Fanita Parkway, there is a temporary entrance that Homefed built for us
Calling people based on when applications were submitted
Items for next meeting Agenda
Board member communications
Adjournment
Meeting ends at 9:11 PM
Next Meeting: May 17, 2017
Meeting Minutes Recorded by: Siobhan Baloochi, SDMBA Secretary