January 2017 Board Minutes

        

Wednesday, 1/18/2017 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

In attendance: Jose Galaz, Scott Trendel, Jason Showalter (arrives ~7:30), Renee Halsch, Mike Jennings, Minette Ozaki, Skii Fleeton-Essenfeld, Robert Hubbard (leaves ~7:30), Ben Stone (VP), Kevin Loomis (President), Tim Ingersoll, Joshua Bonnici, Ron Guitard, Don Sutton, Siobhan Baloochi (Secretary), Jeff Tanzola, Susie Murphy

 

 

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

 

  1. Skii - potential for event on the 30th of april. Open streets event in Chula Vista - CicloVista Having kids stuff and bike stuff would be great! Susie to add to 2017 activities list

 

Call to Order

Meeting begins at 7:09 PM

 

Introductions  

 

  1. Getting together with community/Marines - we are in a tough political climate, but we are pulling together to make great things happen in conjunction with the military.

  2. This will be meaty/thorough board of directors meetings - Kevin will present a rough vision for 2017. In this vision, committees/Strategic Plan will have emphasis, and the format will be changing this year.

  3. We will be saying goodbye to some board members, and accepting others

  4. Mike Jennings will be leaving board member position, and has been a pillar of the organization and community. We are grateful for his service and appreciate all the humility he has shown to us. He is proud and happy to have worked with SDMBA. There have been great strides made within this organization. Minette Ozaki will also be leaving, and her guidance will be truly missed.

Consent Agenda

    1.    Meeting Minutes Approval of 12/14/2016– Kevin Loomis

  • Motion made by Kevin Loomis to approve minutes - Ben Stone seconded, it is unanimously approved

    2.    Approval of November and December Financial Report - Scott

  1. Scott has included a copy of the last three years of finances

  2. Susie - we need to approve November, and Scott just sent in December financial report

  3. Mike J. makes a motion to approve November/December. Kevin seconds and it is unanimously approved

  4. We are in the library at Mission trails Visitors center again, so we do not currently have a projector. But, we will be moving back to classroom with the projector/screen in April

 

Old Business

  1. 2017 Proposed Budget   

    1. All have received a copy of the proposed budget

    2. In preparing a proposed budget, it is an estimate and can be amended if it is approved tonight. It does not need to be taken down to the penny, but proposed budget is more like a round-dollar figure to help plan the year in numbers. It is a rough estimate using 2016 as a guide of revenue and expenses.

    3. Ben, Kevin, Susie have met more than once to give input on the proposed budget

    4. Minette - with proposed budget for 2016, how did we do? How far off were we? Kevin/Susie: Grants were down from prediction, but other revenue (events, donations, membership) was up than we have received in past years.

    5. Scott will put together a full financial report for the year end for 2016 in order to cover financials from last year with comparatives.

    6. Kevin makes a motion to approve 2017 budget - no discussion. Ben Stone seconds. Unanimously approved.

 

Requests for Continuance on any current Agenda items

  1. None at this time

 

Discussion Agenda (Indicate action items)

Present board can vote on each of these

    Item 1.      Action Item: Tiki Cups for Arch Ride Promo $3000      

  1. Tiki cups instead of socks - working with Carrie Hammond. More expensive than the socks - $400 more than socks

  2. All the volunteers had received socks in previous years. For 2017 Volunteers will get tshirts, lunch, beer.

  3. Comped/sponsor riders get tiki cup, lunch, beer.  

  4. T-shirts are about $7, socks are $5.20. The number of volunteers include about 74, so approximately $1000. In total, we would be paying $2000 more to have a tiki cup with all other actions remaining the same

  5. Could sell jersey and sell extra tiki cups (Cost $7.90 each/sell for $15), as well.

  6. Kevin - $2000 is a lot to spend for this single item, though it is unique.

  7. Robert - We are increasing revenue, but have a fixed cost. The cup helps to sell the events! We are increasing entry for the amount of people from 250-300.

  8. $2.70 would be the additional cost per paid entry for something different.

  9. The increase in price would be $335 without socks, with having cups.

  10. There will be approximately 75 volunteers that receive t-shirts at $7 a piece

  11. Vote on $3000 budget for tiki cups, minus socks for volunteers

  12. For the future, definitely need to have better numbers and clarity on something like this.

              Ben motion to spend $3000 on tiki cups for Arch ride participants/sponsored

              Riders. Robert Second.  6 yes, 2 no.  Motion passes.  

    

Item 2.      Action Item: Costs for Trail Crew Leader Training 3/12/2017

                 Printing $400; food/water: $300 Total $700

  1. At Elfin Forest on 3/12/2017. Printing for educational materials. This includes trail liaisons, board members, hoping for 25 people.

  2. Motion to approve by Kevin, Ben seconded. Unanimously approved.

 

Item 3.     Action item: CA State Parks Grant Workshop Attendance by ED $100

Executive direction susie will be attending

  1. Minette - is this covered in salary?

  2. This is already approved because educational/workshop budget had been previously approved. This was in the spreadsheet outlining budget for salary for Susie.

 

Item 4.     Action item: SDMBA Caps $250

  1. Baseball caps - $10 apiece, selling for $20 embroidered.

  2. Can get a combination of types of caps. Minimum 12 of each style. Trucker hats or baseball caps? Susie will do half and half.

  3. Motion made by Ben Stone, Kevin Loomis seconded. Unanimously approved

 

Item 5.     Action Item:  Ca Trails and Greenways registration fee for 3

                Attendees - $1000 (reg. Opens 2/10/2017)

  1. $335 a person, 3 people will be attending. We can approve for 3

  2. With events, for this and IMBA we had a lot of people that wanted to attend events. Basically, 4 people can attend including Susie. If there are a 5th and 6th that want to come, then everyone has to share the cost of that additional space.

  3. This event is in Monterey in mid-April. State-run workshop for trails, this year it is in Monterey, April 19-21.

  4. Jose, Jeff, Kevin and Susie went last year. Susie is covered for this under her budget.

  5. This is great for new board members to attend. The park director and rangers also attend. This is a great networking opportunity, and an opportunity for new people to learn what is going on/what goals are.

  6. This is the same week as Sea Otter. There is room for 8 people at the campsite, but campsite is relatively full.

  7. Vote on this: motion made by Ben Stone. Seconded by Kevin - unanimously approved

 

Item 6.     Action item:  $1500 Signage for Home Fed/Stowe Trail (Ben)

  1. Signs for Home Fed - Kevin was talking to Marines, they have already paid for signs but they need verbiage for the signs about trespassing/habitat and will put them up.

  2. Need more signs for all offshoots near Fanita Parkway/Home Fed property.

  3. Need an entrance that keeps motos out, but allows bikes. This may cost up to $5000. Home Fed may cover this.

  4. This was the only way that we could get Homefed to open up that property - this is temporary

  5. With a big PR event, there will need to be a sign every 100 feet. Ben asked, can we identify every offshoot from the trails instead so that people are aware of what is accessible and what is not?

  6. Kevin - wanted to get Stowe up and running February 1st, there is a rush to get this done. Fencing, signage, etc. needs to be correct.

  7. Kevin makes a motion to approve $1500 as needed for fencing, signage, and what is necessary to aid in enforcement for Stowe opening on Homefed land. Mike J. seconds, unanimously approved.

 

    Item 7.     Action item:  Increase SDMBA board from 9 to 11 members

  1. Minette - in by-laws, we can have between 6 and 11 board members. That number needs to be specified at the start of the term.

  2. With 11 total Board Members, 6 board members must be present in order to have a quorum to vote on any issues - so this is a commitment

  3. Make a motion on this - Minette makes a motion to increase board member number to 11 members. Kevin seconds, unanimously approved.

 

Item 8.    Action Item:  Fill 6 Board vacancies

  1. 2? ?year? ?term? ending ?for? 4 ?board? ?members:? ?Mike? ?J.,? ?Ben,? ?Robert,? ?Minette.

  2. Returning: Ben Stone, Robert Hubbard

  3. Mike J. and Minette will be leaving, so there are 6 board seat vacancies.

  4. New Candidates: Don Sutton, Joshua Bonnici, Renee Halsch, Tim Ingersoll

  5. All new candidates have been vetted by the president and have spoken with other board members and Exec. director

  6. Motion by Minette to fill 6 vacancies with candidates present; Don Sutton, Joshua Bonnici, Renee Halsch, Tim Ingersoll, Ben Stone, and Robert Hubbard

  7. Second by Ben Stone, Unanimously approved

  8. Officers Positions are a one year term - position should be maintained until individuals are replaced and they should be reaffirmed yearly.

  9. For treasurer - Scott would like to leave when he can. Need to find a replacement for a treasurer that would be a board member.

       

Item 9.    2017 Vision (Kevin) 10 minutes

  1. We are starting 2017, Kevin has a vision that works with financial numbers - a 3 year financial plan that coincides with strategic plan.

  2. 2015-16, we laid down a plan and hired Susie, were able to move Susie to full-time in 9/2016, created a 3 year strategic plan, and increased our leadership role in the community.

  3. Our volunteer hours went up considerably due to increase in projects as well as improved tracking.

  4. We are in a position to continue growing, but need a very solid foundation.

  5. Goals: membership, currently at 1100 and looking to get 2000 members by end of 2017.

  6. The more members we have, the more reach we have. Active Participation is generally at 35-45%

  7. With 2000 members, we have about 1000 people being active in our community

  8. Strategic plan outlines a well constructed committee structure led by board members and other key volunteers

  9. Kevin wants to do strategic partnerships to drive membership with San Diego County Bicycle Coalition and other groups.

  10. Trek Bicycle Superstore - $2 for each MTB sold.

    • Drive in members by getting a free SDMBA/IMBA membership when purchasing a bike.

    • The way we capture it is we get them on the store, online to fill out email address, etc. For the first year, membership would be free.

    • This could give us many more members, getting more engaged in the community, more donors that could come in.

    • A text will go to them that allows them to fill out a membership form that will go to our database.

  11. Assets - $130,000 assets as of December 31st. We had $65k three years ago, doubled assets within 3 years. Goal is to have an operating budget of  $200,000 by the end of the year.

  12. 60% of membership dues goes to IMBA currently, 40% to us under regular membership share.  SDMBA share can increase depending on growth with IMBA’s increased revenue share plan.  

  13. Volunteer hours - Karen St. Germain is now designated volunteer coordiator.   We want to double volunteer numbers from last year and make sure we continue to improve tracking.

    • Moving webhosting to MemberLeap, it will allow us to take other systems that we have been using and integrate them. Hope to take live by 4/1/2017

    • We are sunsetting yahoo files, it will be incorporated onto a common platform.

    • TrailNews will be able to be done within memberleap archived and sent out to members strategically (sunset iContact).

    • Financials being transferred to Quickbooks online to improve accounting efficiency, budgeting and reporting.

    • Create targeted marketing campaigns that we can do based on data from MemberLeap

    • IMBA has done our membership since becoming a chapter. Memberleap gives us the control of our own membership database if necessary.  

 

Item 10.        Annual Appeal Update (Susie) 5 mins

  1. Appeal for the end of the year - 10/27/2016 through 12/31/2016.

  2. Postcard went out the first  in November.  Coordinated Trailnews, social media campaign. “Climbing to New Heights”

  3. Profited $9300 on the 10/27 event, spent $5200. From individual donations, we receive $6856 from 39 individuals. One person gave $1100, $1000, Guy Sutton for Black Mountain $1000. A few at $500 and many at $250. Law Office of Richard Duquette for $5000 over 2 years.

  4. $21,156 in donations for the last quarter of 2016.

 

Item 11.        Review of Strategic Plan and Committee Structure   

                  (Susie/Robert) 20 mins

  1. Going back to strategic plan - committees will be developed and will be reporting to the board

  • Advocacy Committee - Ben Stone: goals - overseeing. Metrics, monthly meetings, recruitment. Secretary - Siobhan

  • Trails Committee - Don Sutton - chairperson with liaisons beneath him. Under him,  will be developing and improving trails, meeting land managers, liaisons; work event coordination/logistics

  • Education Committee - Skii Essenfeld and Jeff Tanzola. Promote the sport through education. Metrics that are able to track youth programs, NICA rides/support, meetup riders, membership development, etc. We need to get metrics from this year

  • Fun Committee - Jose build and engage mountain biking - social events, Green Flash, VAP, Arch Ride, etc.

  • Executive Committee - Kevin managing the board and managing committees. Working with chairs determine expectations and needs of committees. Ben and Susie are assisting with this. Joshua Bonnici to be able to assist/consult on legal issues.

  • Finance Committee:  Scott, Kevin, Ben, potentially Ron Guitard

  • Management Operations: Kevin Loomis and Robert Hubbard - MemberLeap migration, CRM, political action.

  • Communications/Marketing Committee:  Tim Ingersoll - Press releases.  Media coverage as appropriate, press releases would be archived on website

  • Development committee: Joshua Bonnici and Renee Halsh

Renee - developing membership streams, corporate donations

Joshua - Sponsorship cultivation/communication

  • The organization will be run by committees which are chaired by board members and supported by designated volunteers. Progress will be reported at the board meetings on a regular basis to be determined.

 

b. Events for this year: key metrics in place by the first quarter

  • Archipelago Ride (4/8/2017)

  • Tour De Fat (7/8/2017)

  • Fall arch event possible? With MemberLeap, it would be less difficult within the system.

  • Fall Major Donor Evneet - $9000 profit from the donor event in 2016.

  • Possible to double volunteer participation through MemberLeap. We can target potential volunteers in different geographical areas

  • Member survey will be put out by the end of this quarter - Tim Ingersoll to assist

 

c. Minette likes committee launch document - according to by-laws committees should consist of 2 or more Board members; assign chair and co-chair

  • If a committee has meetings, meeting minutes need to be filed. Susie will circle back with Robert on that.

 

Item 12.        Accounting help and Quickbooks update (Kevin/Scott) 5 mins

  1. Transfer to Quickbooks Online is happening now.  Have been working to transfer data from 2016 including financial statements, reports, we will start recording via Quickbooks in January

  2. Scott conferring with Ron Guitard to consider assistance with day to day accounting.   Scott will need to meet with Ron to discuss this.

 

Item 13.        Memberleap update (Robert) 5 mins

  1. Don - Robert met with Susie yesterday and came up with broad view of what they wanted functionality-wise for the website.

  2. Robert has submitted that to MemberLeap and they will get back to us with answers. This is moving forward. It is exactly what we need and will simplify our lives tremendously.

 

 

 

Item 14.        Scheduling 2017 board meeting business (budget and strategic

                   plan review) Susie 5 mins.

  1. Each quarter we will review the budget and strategic plan.

    • We have reviewed it once tonight, for January. Look at budget more closely February.

    • First meeting - strategic plan. Second meeting - budget. 3rd meeting of the quarter - open.

    • Will this be the first hour or 30 minutes? Susie will formalize this.

 

Item 15.        Hollenbeck Trail Liaison candidate - Louis Cardinale (Jose) 5 mins    

  1. Jose has known Louis for a few years, has been involved with Bonita Bikers.

    • Louis is a resident of Jamul and is well known in the local community. Board has reviewed Trail Liaison application submitted by Louis.

    • Jose will follow up with Louis.

    • Louis Cardinale is approved as Hollenbeck Liaison.  

 

  1. Minette - communications with new board members - currently Google will be the main communication before MemberLeap.

    • Will Memberleap take over Google Docs? We do not know yet how files  can be stored.

    • Susie not being on the SD board @ yahoo, she cannot currently reply. She needs to be added onto this account and onto the distribution list. Minette will add Susie to Yahoo.

 

Updates - (Non Discussion Items)

Item 1.  Arch Ride update  

  1. New jersey is in at Primal. events.com page is almost ready to roll.

  • Three jersey styles will be offered

  • Cross-country, enduro short sleeve or ¾ sleeve, we have samples with sizes.

    b. What Susie needs to know from Ben and Minette

  • Finalize route and permits

  • Skii to confirm La Costa High School

  • City of San Diego broad special event permit - Susie needs to talk to Dave about $200 permit. County permissions will basically cover most everything else

  • Are there waivers across the board? County waiver on top of regular SDMBA waiver, the CNLM waiver. Susie needs verbiage on the county waiver.

                   

         Item 2.  E-Bike Statement

a. Not discussed at this time. Still being developed on state level.

 

         Item 3.  2017 Member Survey

        a. Tim Ingersoll to work with Kevin L.  - a member survey will be out by the end of the quarter

      

 

 

Items for next meeting Agenda

Item 1.  E-Bike Statement     

 

Board member communications

    Item 1.      

        

    

    

Adjournment

Meeting is adjourned at 8:52 PM

 

 

Next Meeting:   February 15, 2017

 

Meeting Minutes Recorded by: Siobhan Baloochi, SDMBA Secretary