August 2018 Board Minutes
San Diego Mountain Biking Association Board Meeting
Thursday, August 2 , 2018 7:00 - 9:00 PM,
Bartelt home
For information contact: info@SDMBA.com or
Kevin Loomis President
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 7:10 p.m.
Introductions
Present:
Renee Halsch
Susie Murphy
Tina Yapelli
Tim Ingersoll
Don Sutton
Josh Bonnici
Matt Bartelt
Siobhan Baloochi
Kevin Loomis
Ben Stone
Jason Showalter
Absent:
Skii Fleeton
Jose Galaz
Consent Agenda
1. Approval Meeting Minutes 6/27/2018
Kevin makes a motion to approve meeting minutes from June, Jason seconds, unanimously approved
2. Approval May 2018 and June 2018 Financials
Transition between quickbooks, bookkeeper and Al.
Anything that jumps out as a concern?
Al has given us a lot of information
SDMBA actual - balance sheet - statement of accounts
Treasurer summary - treasurer’s report, reconciled balances in checking savings, paypal. Statements about budget, Memberleap, documents included in folder
Al produced a detailed report
Budget vs. actual - full year. Reconciliations for bank statement, paypal, etc.
Would we want to see a statement of activity? Profit/loss?
Q: Is this with updated numbers?
A: Updated through June 30th. This is with updated budget
Actual vs. budget, we are a little ahead of where we are supposed to be by 1%.
This will now start including salary
Q: Is there another document in this folder you would like to see?
A: No, the provided information is sufficient.
Cross-comparisons, numbers have changed from last month to this month
Total assets - there is not a big difference from May to June
Kevin makes a motion to approve May and June financials. No questions, Ben seconds, unanimously approved.
Requests for Continuance on any current Agenda items
Discussion Agenda
Item 1. Partner opportunity with SDSU Art Gallery/Bike Art Exhibition
Guest: Tina Yapelli (10 mins)
Works at San Diego State - school of Design and Art history
Museum studies/contemporary art
Senior curator for SDSU downtown gallery
Exhibition based on bicycles
In the fall - called “I Love to Ride My Bicycle”
City master plan for bicycles - bikes are more prominent in the downtown area
Diverse use of bicycles as subject matter, inspiration, material. Great opportunity for cross-promotion between SDMBA and exhibition.
Skii and Andy Hanshaw had a meeting with Susie to talk about logistics about these events
Cross-promotional partnerships
SDMBA starting a program of VIP events - potential venue for bicycle rides and other events
Starts in November goes through January. Ride Saturday, January 12th. Event in January - Thursday the 10th
Want VIP event to be in the evening so that gallery closed to public
Events are slow in the winter months, plenty of time available to plan for this event
Does anyone want to donate a piece of art to silent auctions?
Rancho Guejito - silent auction. Auction that we could use for at the Arch. Silent auction at tacos for trails event
Talked about dates with Bicycle Coalition, there are some costs involved in Thursday night - there would be a ticket price between coalition/SDMBA
Gallery has a lot of rules with Aztec shops, etc. rules about alcohol at gallery. Would want to break even or potentially make $
University requires a fee being charged if we charge members. However, there would potentially not be a cost if there was not a charge for entry.
Charge for spot if fundraising - $720 - 10% discount with nonprofit
4 hour block - 1 hour setup, 2 hour event, 1 hour breakdown
Costs: food truck? Catering inside?
Super Cocina to set up inside?
Gallery capacity is only 75 people
Tina will give a tour of artwork
Item 2. Action Item: Trails Project Coordinator position; Kevin (15 mins)
Hiring another person, voted to hire trail coordinator
Matt, Kevin, Don narrowed the field down to 6 people for the position
Interviewed 4 people in person total
Questions and answers for candidates are all shown, so that you can see answers for everything
Don - thoughts on process, people interviewed
Came down to 2 candidates, both highly qualified, and both would be valuable people to have as part of group. Clear that the decision had to be made between Kyle Gunderman and Ben Stone
Don’s position is to get both of them involved
Matt
Interesting to listen to them both, impressed by Kyle’s ability to do job based on experience. No doubt as to who was qualified.
Questions were specific about needs, grant writing, etc. Would like to see both of the candidates heavily involved here.
American Conservation Experience - ACE - Kyle worked for them previously. Ranger training program - national/international land management. Fantastic grant experience
Kyle has 15-17 years of experience and has built a great resume
Kevin
Was so impressed with Ben’s experience - heavily involved with advocacy with no guidance/support
Kevin asked Ben the same questions and realized that he had done all of this without a lot of direction, guidance, schooling, etc. Sweat equity to make this position
Kevin - relieved after conversation with Ben.
One phrase: stakeholders and partnerships:
As an organization, we are outside of the system. Stakeholder has usage of the land. The partner is the one who has built the strongest relationship, working to make decisions before the stakeholders see it.
Relationships with landholders has never been better than it has right now.
We have someone who has done all of the difficult work
Kevin’s decision is obvious - but what will we be able to do with Kyle in order to integrate him into SDMBA?
Pay/board members? Keeping paid people not on the board
Want to bring Kyle on board somehow, some way
Kyle has experience in the corporate field, Master’s in Business in order to build company
Capacity - to fill job 20 hours. Not able to fill capacity more than 20 hours at this time
Wanted to look at how job remains part-time, full-time
Don - did he want a position as a paid position, or as a way to get more involved with us?
Matt - wants to be involved, Kyle has a passion for what he does in this space. Comes with a lot of knowledge of design.
Ben - obviously will not vote on this, but will understand that he needs to resign from board position
Don - possible solution
Offer Kyle the opportunity to join the board with opportunity to write grants, likely candidate for a paid position in the future.
Specific goal to use grant writing abilities to help fund position
Open board member position, have to put this out to the public as well
Kevin - have hiring committee take Kyle out and speak with him first, let him know of decision
Ben’s experience is mainly in land management, coordinating and managing projects
Design - Kyle. Have a conversation with him to move forward and look into trail building and design projects
Kevin makes a motion to extend an offer to Ben Stone - $30 an hour 20 hours a week for when he is able to start and according to budget. Renee seconds, approved but Jason abstaining.
and Questions and Answers with the four candidates
Item 3. Project Review for Trails Project Coordinator; Draft Work Schedule 2018 (15 mins)
Ben approved for Trails Project Coordinator
Ben is able to make 20 hour commitment.
First page - time allocation through the end of this year - allocating 86 hours a month part-time
Includes list of projects that Ben has been on
Mount Laguna/Goodan Ranch
previously wanted to hire consultants for, but Ben can do a majority of this
may still need to bring someone in for Wooded Hill
Orosco categorical exemption
New district ranger coming
Needs to help ranger gather data and answer any concerns laid out during comment period
Sycamore/Goodan Ranch - finish up project - ? more survey days and commitments
South County commitments - Otay Villages (Proctor Valley)
Bike park in for parks in Proctor Valley. Will make trail part of plan and connect to BLM land
Small investments of time with developers
1200 acres of BLM land that has never had legal access
Fanita Ranch - community access in Santee
Black Mountain - openings for additional time, $5000 from Trek that we can get matching funding for
Working for partnership with San Diego River
Rancho Guejito - prepping for event
Ride option fundraiser - 15 mile route, determined by what is scenic and what is able to be looped.
80 miles of road out there
SportRX is going to produce a video for us in trade for a sponsorship
Printed project draft - make sure that Ben is working 20 hours a week but is able to have volunteer hours on his own time
Kevin will be managing Ben as he does Susie. Kevin and Vice President will ultimately be overseeing Ben
Still have liaisons that we will rely heavily upon for some projects
Item 4. Mission Statement Committee Report; DRAFT; Tim/Matt (10 mins)
Discussed briefly last meeting - changes to mission statement
Took out mission and vision and make it more simple. Maintaining - Don’s suggestion, improving (instead of increasing) trail
Mission - SDMBA is a volunteer-driven, non-profit organization dedicated to maintaining and improving sustainable trail access for MTB in SD county.
Work on editing the “about” page
Marketing materials, cards, etc.
Thanks to Tim for working on this!
Item 5. Action Item: Approve 3 GIS Classes Ben $435 (5 mins)
Hydrology, spatial analysis, modeling
Motion to approve $435 for GIS classes for Ben
Jason - when do classes take place? Start this in the fall
Two are 1 day/week in the evenings, etc.
Jason makes a motion to approve $435 for GIS classes for Ben, Matt seconds, unanimously approved
Item 6. Action Item: Approve new Advocacy Schedule $300 (food for travel meetings) annually. Ben (5 min) Proposed Advocacy Schedule
Traveling meetings - “slush fund”
Need to mix advocacy up
$100 for each one of traveling meetings
Ben will continue chairing advocacy as a volunteer
Looked at sunset times - social events rather than advocacy meetings? Short window to do a ride and social event. Adds value of community
3 times a year, bring meeting to other parts of county
Mixers- breweries near trail places - Black Mountain, tri canyons, PQ
2 significant county elections, district 4 and 5 county supervisors
Susie - applied for 2 county grants, nonprofits apply every year
2 big elections this year - Nathan Fletcher, Bonnie Dumanis district 4
Jim Desmond for district 5
At each one of advocacy meetings, invite both candidates and invite them to speak about their part of the county nonpartisan questions
Equal opportunity for participation, no political fundraising, etc.
Get name early in with candidates
Informal speaking engagement
Rules around how you ask questions and then publish them - committee to come up with questions (not part of organization)
Have to be careful with these kind of engagements - nothing to stop us from going to the candidate’s events
Had to move advocacy meeting - potentially North County in october
Kevin makes a motion for $300 for food for traveling meetings, Josh seconds, unanimously approved
Item 7. Action Item: Volunteer Appreciation Party, Nov. 1, 2018
Budget $4500 (5 mins)
Susie - higher than what was spent before, not going to Green Flash - Second Chance Brewing, Stone Brewing Liberty Station?
4500 is the high, we paid a bit more than half that last year.
Overestimated budget a bit
Last year budget - $4000 and spent $2800
Better venue, potential to knock down but gives breathing room
Kevin makes a motion to approve budget of $4500 for Volunteer Appreciation Party, Renee seconds, unanimously approved
Date set - November 1st
Item 8. Vacant Board Seat: Candidate search, along with VP position
Kevin - wants Matt Bartelt for the VP position
Still want to go through process
Is anyone else interested in board position?
Executive committee, finance committee, employees are accountable to VP and president
Set number of board members - up to 11
Susie would love someone who is into social media/marketing/events
Special event planning - Karen?
Keep a running list of people who would be interested
Item 9. Action item: Outdoor Project Festival 8/25 Booth fee $350
Susie - not able to do this event at this time
Festival is amazing, but are not able to commit to it at this time
Updates - (Non Discussion Items)
Item 1. Laguna Event Oct. 12-14, 2018 -five planning meetings held
Registration to open to members on 7/30.
$6500 already as of today, amazing engagement.
Works out really well through memberleap - not a specific platform for e vites but has worked nicely
Item 2. Bike the Bay Aug. 26 - need help at Beer Garden/SDMBA Booth
Off-road option is covered - 10% are signing up for off-road.
Plenty of people to help but need more help with beer garden
Item 3. Duquette Sponsorship contract 2019-20 Review Value vs Contribution
Another 2 year contract - $6000 over 2 years, $3000 to us, $3000 to bicyclist
Problem - had trouble putting a price on social media and Trailnews posts
Company selling $50 a piece in a newsletter, potentially upsell to sponsors? Quarter page ads for a year, also to be used on facebook?
Learned a lot on this
Sprinter van - has sponsors on the van
Van calendar - using it for Bike the Bay, Trailfest for 5 days
Next time - we can use numbers that we have calculated for this particular situation in order to negotiate
Items for next meeting Agenda
Board member communications
Item 1. 2018 Activity Calendar
Kevin met with SD trail alliance - wants to make sure that the trail alliance is a partnership rather than a stakeholder
Comment letter
Included trail alliance in plans originally
Might come to advocacy meeting on Monday
Adjournment meeting ends at 9:07 PM
Next Meeting: September 19, 2018
Meeting Minutes Recorded by: Siobhan Baloochi, SDMBA Secretary