May 2017 Board Minutes
Wednesday, 5/17/2017 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
Meeting starts at 7:13 PM
Board members present:
Kevin Loomis (President)
Ben Stone (Vice President)
Susie Murphy - Executive Director
Jose Galaz
Renee Halsch
Jeff Tanzola
Don Sutton
Tim Ingersoll
Skii Fleeton-Essenfeld
Other SDMBA members present:
Kirk Riley - Mission Trails liaison
Anthony - friend of Kirk, passionate about MTB, trying to get involved
Presentation:
Mike, SDMBA member and partner at Hillside Components
longtime member of SDMBA. One of the original riders of the Arch Ride.
Is a personal trainer and has a carbon fiber manufacturing business.
All the machining is done in East County. Largest supplier of carbon fiber plate on the West Coast.
Carbon fiber keychain bottle opener - $9 with logo and website. Much lighter than keychain
Carbon drink coasters
Carbon medals
Carbon top cap - would be stronger than aluminum top cap
How many would need to be purchase to have price get closer to $5? Probably around 1000
Suggested retail for all of these - 20-25
Gifts for donor event?
Get some numbers for approximately 500 top caps - numbers for top cap and bottle opener to be sent to Susie
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
Trail work day at Deerfield coming up this Saturday, that will be overseen by Levi at Mission Trails Regional Park - this has been shared on Facebook
Kirk and Anthony will connect with Ben moving forward
Call to Order
Introductions
Consent Agenda
1. Meeting Minutes Approval of 4/26/17– Kevin Loomis
Approval of minutes: Ben makes a motion, Kevin seconds, 1 abstention (Jeff was not present)
2. Approval April 2017 Financials- Scott
Approval of financials: Ben makes a motion, Kevin seconds, 1 abstention (Jeff was not present)
Notes on financials: a lot more expenses, including to STC for lobbying, Susie’s increase to full-time, expenses for Arch Ride being recorded in a different time than previous year
Next month’s expenses will be low in comparison
Revenue is up!
We want this kind of turnover in order to grow, and to continue building
Old Business
Requests for Continuance on any current Agenda items
Discussion Agenda (Indicate action items)
Item 1. Strategic Plan Overview Goal #5 (Susie) 15 mins.
NOTE: 1-4 were reviewed previously, they are on our website under “Mission and Values”
Goal #5: Governance, Management, Finance, and Fund Development
Governance - structure and building of organization. These are overarching things that keep up on track (strategic plan, reviewing bylaws and documents)
Increase capacity of staff and Board of Directors to fulfill SDMBA’s mission
Board will approve a three year strategic plan by December 2016 and review plan quarterly - in progress
Establish Ad hoc committee to review current board bylaws and make recommendations to the board by February 2017 - need to do
Expand the Board of Directors up to 11 members by February 2017 - COMPLETE
Hire additional staff to increase capacity of the organization by 2018 - in progress
Management
Develop and support a committee structure to allow volunteers to effectively further the work of SDMBA - in progress
Determine committees and create a statement of purpose for each committee - in progress
Determine individuals to fill Committee Chairperson positions - in progress
Advocacy - Ben
Trails - Don
Education - Skii/Jeff
Fun - Jose
Executive - Kevin/Ben/Susie
Sponsorship/Development - Josh/Renee
Communications - Tim
Finance - how you manage funds Ensure the financial sustainability and accountability of SDMBA - ongoing
Adopt Financial Policy and Procedures by January, 2017 - topics such as using checks vs. Paypal, etc. - in progress
Establish proposed budget annually by November board meeting (2017) and review budget at a board meeting quarterly - COMPLETE
Entire board involved in reviewing financial reports monthly - in progress
Fund development - how you make the money.
Developing sponsorship as well and a revenue stream. Look at percentage of revenue - donations are our largest, but we have been able to diversify this year. 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. - ongoing
Revisit Development Plan quarterly to measure progress and plan next steps - need to do
Strategic plan and minutes from this year have been put on Member:eap for board view, underneath the board project committee
Log in to the website. As board members, you will log into the board committee, then Engagement - projects and committees - board. From here, can send emails to people in group, etc.
Documents - files - 2017 board minutes, for example, are posted
Development - better term than marketing for non-profits
Item 2. IMBA chapter program update (Kevin) 10 mins.
A lot of change has happened with IMBA
Kevin posted an ask for the chapter to respond td and did not get a lot of feedback. Any feedback received has not yet been sent to IMBA.
Potential to bump up membership by offering free memberships - need this to reflect on insurance
IMBA may offer a free membership for 6 months, but when individuals sign up and pay it is then an IMBA/SDMBA membership. This is a good idea and benefit for us, insurance-wise.
b. IMBA changes
15,000 is the decided number, approximately, to stay a member of IMBA. This would be approximately a 20,000 decrease from funds going out now.
Just released new guidelines for IMBA, including a 50/50 revenue split.
IMBA will be making a new announcement on eBikes and bikes in wilderness coming up soon.
c. Moving forward
Kevin did a podcast with the intent to bring everyone together
Membership at 1002 - need to make a quick decision on this
Susie and Kevin went to Trek - free 6 month membership trial. Need IMBA to agree to this
Dave Wiens/Erin making good faith gestures, but all of this will need to be approved by the board
d. Issues to address with community
Conflicts of interest within the IMBA board such as: SRAM is pushing heavily for eBikes - funded IMBA eBike study - board not following section 3.03.
Chapters are not aware of meeting minutes, those are not public
Represent riders first, not interests sitting on the board. Work cohesively together to move things forward
By next meeting, should have more information
Item 3. Paid Advertisements on Website (Don) 5 mins
This is a web development
Don put together a document to look at what paid ads would involve. He has posted it under the file archive, but it will be moved under committee areas - board members
Question: Do we want the clutter of advertising on the website? (we currently have logos of sponsors, but this is a bit different)
Possibly put this in slideshow window, logos across bottom of pictures
Could we sell this as add-on to sponsorship? This could be an easier way to do it
Builds back to mission and values - system and agreement is already in place
Newsletter might be valuable to sponsors as well
Example, $5000 for blog in newsletter (sponsorship)
Perks on the sponsorship level, done on a case by case basis
Features that would be presented to sponsors - blog posts, infomercial, logos
Questions to answer:
How many visits do we have to the site on a monthly basis?
How much can we charge for it?
Can we get information about what should be charged based on analytics that are available?
Item 4. Next Fundraiser Steps Palomar & Descanso Mt Laguna Trails (Ben)
10 mins.
Forest service stickers - referring to advertising/branding locking us together with Cleveland National Forest. If the forest is mountain biking-centric, then our projects will be easier. If we can position ourselves in a good way, we will be in an advantageous position in 2026.
Palomar
Trail solutions here next week for Palomar - doing a tour with ranger, 14 forest service staff
Forest service is aware of meetings with county, possibly project ready for 2019 *actually October 2018
#3 on priority list of Palomar’s entire budget - on the promise that we can help fund it
Supervisor Jacobs - help to apply for neighborhood reinvestment fund. Due July 2017, but the grants are open until they are used up. Has to be used within a year of getting the $ awarded. Cannot pay for forest service time, must leverage our own funds for that.
Area is within 2 county supervisor districts - encouraged to go to Bill Horne’s office. He has interest in fiscal conservancy - trails and recreational funding coming into town.
Descanso
2019 budget for reroutes in Mt. Laguna (starting 2018)
Meetings July 2017 - Ranger Bob has signed on for reroutes in Mt. Laguna to help us move forward
Will need to raise funds, help with design, corridors need to be whittled down
Community enhancement fund - $1 million comes from tourism tax. Supervisor Jacobs will help us apply for this in order to fund 1 more SDMBA staff person (trails/volunteer coordinator)
Show up at the fundraiser! 29th invite at Green Flash - we will be building soon
Trails Concept Plan shift to a Building Fund
TrailSolutions will be there, Ranger Joey
Need to raise about $80,000 on our own. We are at $35k and need to get to $80k, then will be able to apply for grants
Will be able to break ground sooner with this funding
In November, Garrett (works for the forest service, SW pacific trails guy), Trail Stewardship Summit in San Diego. November 2-5. Entire cleveland staff will be there from different districts. County supervisors, staff, etc would be invited.
Item 5. Memberleap lesson-committee/project interface (Susie) 10 minutes
Item 6. Discussion of Pamo Valley project expenditures - IMBA TS visit,
Fundraising activities/promotion
Action item to pre-approve $2500 for initial expenses (Kevin/Ben/Susie) 10 mins.
This $2500 will be for renting Green Flash space, hot dog cart, incidental expenditures - to come out of Pamo Valley fund
Ben makes motion, Kevin seconds, unanimously approved
Item 7. Action item: Arch Ride Donations (Susie) 5 mins
$500 Elfin Forest Recreational Reserve (Trail Counter - to track people and impact)
unanimously approved
$500 The Escondido Creek Conservancy (Trail Counter)
unanimously approved
$500 San Dieguito River Park (MTB Patrol funds)
unanimously approved
$500 Center for Natural Lands Management (La Costa Trails
Maintenance)
unanimously approved
$2000 total - Ben makes motion, Kevin seconds, unanimously approved
We do this every year, it is part of giving back to community after Arch Ride.
Item 8. Action Item: GIS Classes 3 unit at $138 (Ben) 2 min
Ben wants to take class to help work on software - online class through Mesa College
Kevin makes motion - Jeff Tanzola seconds. Unanimously approved
Item 9. Action Item: 2000 SDMBA Stickers and Cleveland NF Stickers
$1000
Is this too much? Will not end up being 1000
Vinyl sticker - like the SDMBA ones
Logo was picked by a Facebook contest! - Got forest service approval
Price down to approximately 11c a sticker
Need a lot of SDMBA stickers - will be under
Up to $1000 motion for SDMBA/Cleveland stickers. Kevin makes motion, Skii seconded. Unanimously approved.
Item 10. Action Item: Hedge Trimmer $200
Electronic - Kirk has had a lot of success
Ben makes a motion - Kevin seconded. unanimously approved
Tool money will be used for this
Item 11. Action Item: Additional Memberleap Training $65 hour For
Pre-approval only if needed. $400
1 more hour of training - have not done events/how to sign participants and volunteers up for events.
We have to vote
Kevin makes a motion, to be used as needed. Ben seconds. Unanimously approved
Updates - (Non Discussion Items)
Item 1. E-bike summit 9/8/2017 tentative
Item 2. Miramar Air Show September 2017 Bike Valet
Items for next meeting Agenda
Board member communications
Renee Halsch - update on Stowe Trail paperwork
100 people in front of her, website is not correct
They do NOT want people to call in and ask about timing
Kevin - will be in discussions with Miramar about bike valet at air show
need stands and rack (possibly from bike coalition) - have Skii ask about this.
Bike valet possibly just saturday and sunday? Would be nice if military could help staff volunteers
Kevin to ask: how many bikes do they usually get?
Jose - Monday CAC meeting
Approval of kids bike playground
Adjournment
Meeting ends at 9:02 PM
Next Meeting: June 14, 2017
Meeting Minutes Recorded by: Siobhan Baloochi, SDMBA Secretary