July 2019 Board Minutes

San Diego Mountain Biking Association Board Meeting

Wednesday, July 17, 2019 7:00 - 8:30 PM,

MTRP Visitors Center

For information contact: 

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     7:06 p.m.

Introductions  

 

Consent Agenda

    1.    Approval of June Minutes 

    2.       Approval of May Financial Report

Motion: Karen  Second: Skii Passed Unanimously 

 

Old Business

    Item 1. 

Requests for Continuance on any current Agenda items

 

Closed Session

 

Discussion Agenda  

Item 1. 2019 Budget Review (Al/Susie/Ben)

 

Al presented on the Proposed Budget Revision: Jan-Jul 12th 2019 

Questions and answers were provided. 

Proposed Intern will go into next year’s budget. Possibly push bike park into 2020 too. 

Nothing to approve, budget update. 

 

Item 2. ByLaw Revision Review (Susie/Matt/Karen/Skii)

 

Added sections in yellow, mostly boilerplate. 

Used a CA annotated non-profit template we were provided for the language. 

 
  • Article 3: clarification that we have to stay neutral for legislation, education and advocacy is ok. Can’t support or ask others to support anything in politics. Must be clear and transparent in our dealings with elections, politics. 

  • Article 5.7: changing language to define “partial term” as anything less than 365 days. Worried that any long partial term would have someone on the board nearly 8 years. Also concerning that half of the board could term out for a year all at the same time. Talking about ways to prohibit this from happening in the future. Things have been pretty flexible, so it’s possible that it’ll work its self out with people leaving before they term out. The one-year term off provision has been made in order to try and avoid stagnant members other boards in town have experienced. 

  • Article 7.6: added more duty based clarifications. No powers added/limited. Capped his spending authority without BOD approval at $500.00

  • Article 7.10: language came from CA state sample as well. Gives ED authority over all other paid positions, but the BOD is authority over ED. No questions. 

  • Article 10: wanted to look into whether we could be shut down by membership. Found we don’t, and instead added this provision to address what to do with assets. Can’t be forced by membership. Boilerplate language from CA sample. Created a roadmap since we didn’t have one prior.  No questions. 

  • Article 11: Needed this in. No questions. 

 

Members are appointed and confirmed. Executive committee is elected by BOD. EX: If we had one open position, and three applicants, the board would review applications, meet them in a meeting, and elect one member to fill the vacancy. 

 

MOTION: Josh moves to approve the by law revisions as presented, as well as the written change to 5.7. Al seconds. No discussion. Unanimous. 

 

Item 3. Trails Coordinator Position update (Ben)

 

Pushing off until next month – Ben isn’t finished with materials. 

 

Item 4. Approve trailer, excavator purchase and budget (Ben)

 

Check is on its way, pay on delivery. No delay. Trailer and excavator, link was provided earlier. Only spending $30,600 of the $35k grant. Looking into a truck to tow the trailer. We’ll have to rent a truck for now getting the machine to and from work areas. About $80 per day for a suitable truck to rent, plus gas. Looking into a non-motorized caddy for $1,000 to help move it. Sure it’ll fit in the box, a lot of measuring went into planning before ordering. 

 

MOTION: Matt moves to approve the trailer an excavator as proposed. Karen second. No discussion. Unanimously passes. 

 

Item 5. Storage/equipment and grants Updates (Ben/Susie)

 

Gardner has been relieved of all things he’s been storing. It’s been scattered around. Our storage is full at the moment. Once the trailer is in the box, we can hang some shelves for tools. Buying more tools so liaisons can hold onto them, but off-season we sometimes keep them. Working on ways to make it work. Ben is working on an inventory system to track what is where. 

 

Applying for another grant for trailer for mobile bike park/pump track.  

 

Did some cool photo-shoots with rangers and others with tools. 

 

Item 6. San Marcos Bike Park Bid  Approve $2000 (Ben)

 

City of SM received $200k of grant funding, looking for a concept for a bike park. They have an 8-acre site. Talking to another group, asking to share a concept plan cost. $200k could do it, would be a smaller pump track. It’s in the budget if we want to donate from SDBMA, Sierra Nevada can possibly cover it. Quote is a bit over $6k.

 

City of Escondido is getting $450k. Talking with them too. 

 

Approve $2,000 – contingent on Friends of SM Parks and Rec covering the remaining amount.

 

MOTION: Karen moves to approve a one-time $2,000 if Friends of SM pay the rest. Matt seconds. No discussion. Unanimously passes.  

 

Item 7.  Winter Trails Position (Ben/Susie)

 

Looking to hire a seasonal intern. 18 week or 24 week intern. Can be cheaper if we find a host-family. Someone to team up and be dedicated to work with Ben and Matt during the busy building season. Someone who can run the excavator to not have any downtime while Ben is doing more paperwork requirements. Wants someone to cover time he can’t be in the field. Intern will be someone with some training – grad students and people with experience. SDMBA will be an attractive location, should get great candidates. Comes out to early $14 per hour. Don’t have to worry about insurance, withholdings, workers comp, etc. We’d have to pay for mileage. 

We can probably have numbers to show next meeting on hard costs and options. Full funded w/o host family, and with. Depends on what we see with 2020 budget too. 

 

Item 8.  Membership Marketing options (Susie/Ben)

 

Showed Paid Advertising Proposal with Top Rope Marketing. Ben has been doing some advertising, but wants to focus on his job duties and isn’t the most efficient. Want to bring up engagement numbers (which are already best in the nation on FB). Focus would be on monthly membership and Google Ads, thinking we can get better/cheaper clicks. Current budget is $300 per month, bid is $1,080 per month. We want to see growth in membership, and see if TRM can get better membership growth then Ben to cover the difference in budget. SDMBA is still doing incentives, some digital, staying involved. SDMBA is creating the visuals, but TRM will be doing the written content. Would we see a bump in 3 months? Possibly with consistency. Don’t have to vote on this now, can push to August since our current run is through August. Starting her August 1 may be the best, since we have the Shimano groupo giveaway. Push that hard since it’s a great giveaway for membership. But September is traditionally low, may be easier to see a difference there. Also waiting until September the funds would “clear” through the remaining amount for budget. 

 

MOTION: Matt moves to approve 3 month trial period as on proposal with progress to come back to the board.  Skii seconds. Discussion – we’ll let her decide to start Aug or Sept 1st, her call. Unanimously passed. 

 

Item 9.  Iron Ranger Approve $1,265 (Susie/Ben)

 

Iron Rangers are the metal poll at the front of campsites to deposit money. Thinking of installing one for donations at the Sweetwater bike park. Could be covered through bike park grant? Also want a tool stand there. No idea of how much it would collect annually. Qcode there for digital donations too. 

 

Approve: $1,265 for one Iron Ranger. 

MOTION: Matt moves to use remaining grant money to purchase IR if allowed. Jose seconds. No discussion. Unanimously approved. 

 

Item 10. Appoint Sub-committee to approve change in insurance (Susie/Ben)

 

Getting quotes on insurance as it’s one of our biggest costs. Quote was sent out but waiting on second new quote. A lot of info was shared to get a quote, new quote is 50% lower. Discussed with Lee (old broker) waiting on addendum on exclusions for his second opinion. Possibly appointing a sub-committee to look into the insurance issue. 

 

Josh wants to be on the committee, along with the Exec board. BOD grants authority for Sub-committee to act without Board vote. 

 

    Item 11. Hat purchase $1,182.50

 

Ordering bulk SDMBA hats similar to the QnD hats. Foam style trucker hat. 110 hats for that price. Possibly having Amazon drop ship to alleviate Susie from manually mailing merch. 

 

MOTION: Karen moves to approve order for hats as prescribed. Matt seconds. No discussion. Unanimously passes. 

 

Updates - (Non Discussion Items)

Item 1. 

        

Items for next meeting Agenda

 

Board member communications

 

Upcoming events -  volunteers needed

August 2-4  Ramona Country Fair (Bike Skills Course)

August 5 Ride, Meet and Greet at Gravity Heights

August 25 Bike the Bay 

 

Adjournment  8:48 p.m. 

 

Next Meeting:       August 21, 2019 (MTRP)