August 2017 Board Minutes

Wednesday, August 16 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

President@sdmba.com  

 

Introductions/Roll Call

 

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

Introductions  

Kevin Loomis - President

Ben Stone - Vice President

Jeff Tanzola

Tim Ingersoll

Renee Halsch

Jose Galaz

Scott Trendel - Treasurer

Susie Murphy - Executive Director

Siobhan Baloochi - Secretary

Jason Showalter

 

Consent Agenda

    1.        Meeting Minutes Approval of 7/19/2017– Kevin Loomis

Motion made by Kevin to approve July meeting minutes, Ben seconds, unanimously approved

 

    2.        Approval June and July 2017 Financials - Scott         

  • Do not have July financials, but have June financials.

  • We will be looking into bringing on a bookkeeper in the future to help us manage financials.

  • Comparing June 2017 to June 2016, numbers are getting bigger and membership is being engaged.

  • More $ is coming from contributions than anything else which is better for a nonprofit.

  • Question: Merchandise sales - how can a cost/benefit analysis be done for this?

    • Look at options like Amazon and drop-shipping, rather than Susie handling purchases

 

Kevin makes a motion to approve June financials, Ben seconds, unanimously approved.

 

Old Business

 

Requests for Continuance on any current Agenda items

 

Discussion Agenda  

Item 1.         Action Item: IMBA chapter program update (Kevin) 10 mins.

  • IMBA approved every item that SDMBA had previously asked for.

  • Kevin went back to IMBA with 5 points of negotiation

    • Kevin had a meeting with Aaron Locker (IMBA) and was able to get all 5 points of negotiation approved. There will be renegotiation after 1 year

    • These points of negotiation included:

  1. That the addendum will be retroactive to begin and be enforced as of January 1, 2017.

  2. Shared membership fee negotiations

    1. Fees collected by IMBA on behalf of SDMBA will be split 50/50 up to a total of $50,000

    2. We have adjusted the amount of money that stays in San Diego to enable more funding to stay in San Diego for membership dues.  

  3. Two conference calls per year to discuss IMBA’s finances, budgets, and other organizational issues. The first will be in September. Chapter leaders will be invited to these conference calls.

  4. IMBA will conduct board meetings in a manner in which all chapters and interested members of the public may interact in the meetings. Annual meeting with chapters will be included. IMBA board meeting at Jenson October 20th, fundraising event on October 21st.

  5. California council has been agreed to.

This will be discussed with membership when it has been signed and approved by IMBA.

  • Tim can help Kevin and Susie draft a letter to membership when the paperwork has been processed.

 

Jeff makes a motion to approve the IMBA/SDMBA addendum and charter agreement.  Preliminarily approving agreement as discussed. Approve without significant changes. Renee seconds, no discussion, unanimously approved.

 

Item 2.     Strategic Plan review with focus on Goal #5, Objective 4:  Develop diverse revenue streams representing the entire mountain bike industry and the overall community to include grants, membership dues, event earnings, individual and corporate donations, and sponsorships.

SDMBA Development Plan - (Susie/Ben) 20 mins.

 
  1. Strategic plan funding

    1. Making sure that revenue streams are diverse.

    2. What money is coming in this year and going into next year? Make a plan for 2017/2018

    3. Chart has been color-coded by Susie to show what funding is where. The chart includes campaigns, events, and development

    4. Coordinate ideas for events for big projects

 
  1. Ben brought tentative map  for Pamo Valley trail system

    1. Forest service budget meeting - discussed vision for Pamo Valley.

    2. Forest service would be willing to contract outside of the FS with biologists and archaeologists, or we can cut the project down to the smaller scale.

    3. Agreement that 15 miles of trails is doable for calendar year 2018, beginning October 2017.

    4. Wide support along all lines of forest service.

       

Item 3.    Action Item: Approve Allocations Pamo Valley (Ben) 10 mins.

 
  1. Budget is complicated because we need to know where money is coming from and where it is going

    1. SDMBA wants to spend donor $ in a responsible way toward the project

    2. Asks to approve:

  • Garrett Villanueva - director for region 5 of Forest Service - SDMBA will fund his travel to stewardship summit and major donor event. He is a speaker for these events.

  • Phase 1 Orosco Ridge

  • Focus for major donor event will be on Pamo Valley

 

Kevin makes a motion to approve up to $12000 for forest service staff time

$1500 for travel time for Garrett Villanueva, this will come out of board allocation

$150 Mapping class for Ben - general fund

$500 Meeting with Santa Cruz trail builders to discuss “flow trail” option - board allocation.

Jason seconds, no discussion. Unanimously approved.

 
  • Implementation plan, trail standards, recommendations, etc. will all be a part of the trails plan to come.

  • By the donor event in October, there should be a phase 1 map that will be shared.

  • Descanso is in the budget, REI grant for next year may cover what we need for this project next year.

 

Item 4.         Executive Director 2 year Report (Susie) 15 mins

 
  • Membership goal was to be up over 10%. Up 15% over 2 years, 3% of 2016.

  • Revenue up 35% since last year!

  • Attended mountain bike lobby day in Sacramento

  • First major donor event and benefit ride attended by over 70 people

  • More grants, more donor $.

  • Renegotiation of Tour de Fat deal.

  • Annual appeal collected from major individual donors.

  • Major donations from sponsors and individuals, including 1 largest ever single donation

  • Advocating for and facilitating implementation of mountain bike patrols

  • Grant management

  • Guest speaker at IMBA world summit

 

In progress:

  • Strategic Plan 2017-2020

  • Memberleap crossover

  • Proposed Budget for 2018

 

5 goals for Susie that she has written:

  1. Continue to develop a committee structure to engage volunteers.

  2. Grant goals

  3. Individual donor increase

  4. Drive membership through member events, membership campaigns

  5. Produce and publish a 2017 annual report by February 2018

 

Item 5.    Action Item:  MTRP Liaison Position - Chris Hatch

  • Was previously Treasurer for SDMBA, has been involved with board a long time

Kevin makes a motion to approve Chris Hatch as MTRP Liaison, Jason seconds, unanimously approved.

 

Item 6.      Action Item:  Major Donor event Oct. 12  proposed budget                                           approval $6000      

 
  • $5000 spent last year. This year SDMBA will allocate $6000, but it may end up being less.

  • This extra funding will allow Susie to look for more forms of entertainment

  • 100 people, event will be held at the same place

  • Trek and Zumwalt’s will be providing demo bikes

  • NEW - Silent auction will happen, as well!

 

Renee makes a motion to approve $6000 for the major donor event, Kevin seconded, unanimously approved.

  • Susie sent out a save the date

 

Item 7.         Action Item:  Volunteer Appreciation Party 9/28 proposed budget

  • To be held at Second Chance brewing, food trucks will be onsite

  • Cooling towels will be handed out as a gift

  • Approximately $23/person.

 

Approve up to $4000 for VAP to cap number at 150 but to max at 175. Kevin makes a motion to approve, Jeff seconds, unanimously approved.

                                                                                                                           

Item 8.     Action Item:  Volunteer Incentives for VAP and donor event (275

        cooling towels)  $750

Kevin makes a motion to approve $750 for cooling towels.

These will be a favor at the VAP. People will also receive these for the donor event!

Jose seconds, unanimously approved.

 

Item 9.         Action Item: Contracting monthly bookkeeping work Proposal

        $250 per month.

  • Considering hiring someone to help with bookkeeping.

  • Carol Stachwick, CPA has helped SDMBA with Quickbooks previously and created a proposal to help with bookkeeping.

  • Treasurer will still need to look over work and on coding

    • Scott will touch base with Carol with some questions that he has

    • From an organizational standpoint, this will benefit us and makes things much easier for Scott

 

Jason Showalter thinks that it will be good to have at least 3 bids/possibilities for this position

Continuance on this item for next meeting

 

Item 10.    Action Item:  Increasing Executive Director Salary

  • Jason makes a motion to raise Executive Director Salary to discussed amount - Kevin seconds - unanimously approved

  • Will have to hire another employee as Pamo project gets bigger - part-time.

 

Updates - (Non Discussion Items)

  

Item 1.   Miramar Air Show September 22-24, 2017 Bike Valet

Item 2.   Volunteer Appreciation Party Oct. 28 (Second Chance Brewing)

Item 3.   NFS Trail Stewardship Summit Nov. 2-5

            

Items for next meeting Agenda

Item 9.         Action Item: Contracting monthly bookkeeping work Proposal

        $250 per month.

 

Board member communications     

 

    

Adjournment

 

Next Meeting:       September 20, 2017

 

Meeting Minutes Recorded by: Siobhan Baloochi, SDMBA secretary