May 2018 Board Minutes
San Diego Mountain Biking Association Board Meeting
Wednesday, May 16 , 2018 7:00 - 9:00 PM,
Mission Trails Regional Park - Visitor’s Center
For information contact: info@SDMBA.com or
Kevin Loomis President
Meeting begins at 7:07 PM
Introductions/Roll Call
Attendance:
Kevin Loomis - President
Ben Stone - Vice President
Susie Murphy - Executive Director
Joshua Bonnici
Jason Showalter
Matt Bartelt
Tim Ingersoll
Don Sutton
Patrick Meehan
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
Patrick - lives in Fallbrook, had a class in Mission Valley and has always wanted to come to a meeting.
Q: What areas are there in Fallbrook to ride?
A: Santa Margarita Trail, Vail Lake
Board meeting generally deals with the running of the organization and strategic planning
First Monday of every month is Advocacy Meeting, which is more exciting and goes over trail building/advocacy
Call to Order
Consent Agenda
1. Approval Meeting Minutes 04/18/2018
Move approval of April Meeting minutes to next month
2. Approval March 2018 and April 2018 Financials
Going over finances from the previous two months
Susie met with bookkeepers last week with Al, looking for a consistent format for financials with the board
March and April differences:
April came out in separate document and March is in a packet. Al will decide how to present them each month
Taking a look at numbers, we are close to the same as last year because of the difference in Pamo Valley funds and spending
Susie was full time last year
Q: does this include new membership transition? A: No
Much of the same, numbers were similar to last year with no unusual numbers
Would like to see better numbers, though there was an increase for Pamo Valley
If money = trail, then this past year was a success!
Hopefully by the end of the year with Orosco and Laguna there will be several projects in the works that we will have funding for
Anything on the statement of activity that we want to review?
Statement of activity January-April: membership is up, individual contributions are slightly down
Professional fees were for trail building/trail design
Insurance is a big cost
Pamo Valley is another larger cost
Al as a Treasurer
Doing an amazing job at managing finances and making positive changes
Is very proactive and has become quickly acquainted with Memberleap and our Quickbooks
Information for anyone who is on the board:
Will formalize the process of asking for funds
Will fill out a form on Memberleap that will have a questionnaire and a summary of why funds are needed and how it was used
Will be able to be shown for grants and budgets more clearly and transparently.
Kevin makes a motion to approve March and April 2018 financials
Don seconds, passed unanimously
Old Business
Item 1. Support of SB5 2018 Parks and Water Bond
Decision to support it or not support it?
Too many unknowns, for now will be staying neutral
Susie will stay in touch in order to acknowledge this bond and those who support it
Requests for Continuance on any current Agenda items
Discussion Agenda
Item 1. Review of Mission Statement (Susie) 15 mins
Discussion:
Kevin Loomis - you want a mission statement that you can remember as a group
Currently, the mission statement is long and difficult to remember
Mission statement probably took 20 hours originally
Mission statement should be one sentence
Matt Bartelt - wants to put together a mission statement that we can stand by
We need a statement that is clear and concise, as well as a newsworthy mission statement
Bullet points work, however it is not a mission statement.
SDMBA promotes usage and trails use in San Diego county.
Catch phrase, one line, etc. would be good for mission statement. In the “about us” section, we can list more details about what we do.
Ben
There were many sides to this. How do we want to appear to members? As mountain bike advocates.
How do we want to appear to the rest of the world? Good stewards of the land.
Mission questions:
What is SDMBA’s purpose? Why does SDMBA exist?
Land use advocacy organization
Should include that SDMBA is a nonprofit that is dedicated to protecting and promoting MTB access in SD County
Talking about legal vs. nonlegal trails?
Would we want to include legal or sustainable terms in there?
Need to form a subcommittee to make some recommendations
The mission statement has to be a certain number of characters for grants that Susie submits
Do not look at everyone else’s mission statement, it can make the process more difficult!
Make a subcommittee on this issue
Put a callout to the board to see who wants to be on the subcommittee
Tim, Susie, Matt
Anyone who is not on the committee - check out other mission statements and “about” pages, including: Evergreen WA santa cruz sierra buttes NEMBA
Vision:
What problem is SDMBA seeking to solve?
Where are we headed?
If we achieved all strategic goals, what would SDMBA look like 10 years from now?
Vision statement - Susie is comfortable with this
Values:
What values are unique for SDMBA?
What values should guide the operations of SDMBA?
Item 2. Financial update and actions - (Susie) 5 mins
Al is stepping in and doing amazing work, Scott is still there for consultation.
Want to do something very special for Scott at the VAP
Currently there is one MFCU card that Scott has that will be put in Al’s name.
Approval of MFCU credit card for Exec. Director with $500 limit
If Susie could get an MFCU credit card with a limit on it, she could charge to the SDMBA account and it would go directly to Quickbooks
Access to Susie for Quickbooks is more integrated with the website now
Can create expenses and categorize them, saves time for bookkeepers
Question: is Scott still “agent for service”? If so, he will still have to do disclosure for Board of Directors
Secretary of State Agent for Service - listed as the agent for the organization.
Will name board of directors, etc. - will Al take care of this? If he cannot, Josh Bonnici would be able to take care of this
Action Item:
Kevin Makes motion to approve a credit card for Susie from MFCU with a $1000 limit to be given to Susie Murphy
Ben seconds, no discussion, unanimously approved
2. Application for Resale and Sales Tax License for merch sales
Should have a license and be paying sales tax for these sales
This would help Susie to go through purchase orders, she is regularly asked for a license.
Al is already working on this process
Since the online store is open, we need to do this
3. Enroll SDMBA as recipient of vehicle donations
Doesn’t cost anything or time, Al just has to do paperwork to set up
We do not take possession of the car, that is the responsibility of the company
Matt - are there carrying fees? What are out of pocket costs for joining this program?
Al to bring more information about vehicle donations next time
Carrying fees, annual fees, etc?
Item 3. Membership update (Susie) 10 mins
April 30 was the day that SDMBA began its own membership and membership went live
Susie met with marketing company, there are some constraints within memberleap
Table shows membership numbers as of 5/16/18
SDMBA only membership donation - about 90 people did this before the 30th
304-310 members signed up in this period of time
Total membership dues - over $12,000 including extra donations
Marketing company (Velocity X)
Has been done:
Initial email announcing split from IMBA in May, targeted email to Trek Trial Members
Coming:
Targeted email program to Trek Trial Members
Set up a module within Memberleap called a “renewal messaging campaign” set up to go to existing members before their membership expires, during, and after
Everyone kept same renewal date from IMBA
People who are SDMBA/IMBA members are expiring, Susie is trying to ensure that the people who are expiring are getting the messaging that they need to be able to join SDMBA
No one is a renewal at this point, everyone is technically new
People can use the same email address, but may have to create a new username.
Recommendation for board members: makes sure to let Susie know if you create a new username so that she can ensure that you have admin privileges
Question 1: Can we create terminology on the website that is clearer?
Not just new membership, something like “converting to SDMBA only membership” or “New SDMBA membership” “Become a new SDMBA member only, click here!” “New SDMBA local member”
The page will be changed for renewing members when it comes time for people to renew
The system is working, we should be more concerned with the number of people signing up or not signing up
Susie can change the verbiage to make terminology more clear
Kevin thinks that the verbiage is currently clear
Question 2: Matt - is there a way to track what was successful?
Google analytics plugged into site. Susie is not familiar with it
Ben - Susie to ask for Google analytics credentials and he will work on it
Membership campaigns sheet:
Combination of Velocity X and SDMBA communications
Susie - if there is a better way to do this, she is definitely up for suggestions!
Trying to track communications that went out
Kevin - having a meeting with memberleap about tracking these numbers without have to do it manually
Tracks recipients, open rate, number of members gained from communication
Another spreadsheet - manually generated membership data
Shown by membership types and totals
In 2 weeks, made 43% of what we did for the year last year
New members are only new members under SDMBA group. How many were existing members before?
310 new sdmba members, 690 IMBA/SDMBA members not expired, 2000+ trek trial members
Velocity X:
Kevin talked to Ben to confirm some questions that he had about Velocity X
Kevin and Ben to sit down next week to chat about this marketing and make sure that it will work moving forward
Hired them to take care of marketing push, new member campaign, trek conversion
Trek conversion has given us 2 new members, which Susie figured out
Susie identified duplicates from 2000 names
There is a contract that is month to month
6 Degree Network - Kevin would be in support of them
Allocating funds for a social media push
Action item: social media push on specific days that we are not doing an email
Weekdays are the best to engage
Two M-F days that we are not doing an email, do a push with 2 different ads
Previously successful - 10 reasons you should be a member of SDMBA
Sponsored posts - Instagram and Facebook simultaneously
Ben has targeted groups for these social media ads
Kevin wants to try a project with Messenger
Ben - it is somewhat complicated, we have tried it before and it was not that successful. Facebook ads would give us a good start
Kevin makes a motion to approve $200 for social media push, Ben seconds, unanimously approved
Question: Josh - how do we track it?
Run days outside of when we are sending emails. Attribute movement to the social media push
Item 4. Review of activities for remainder for 2018
Color-coded chart for events of this year
Meetings are in yellow
Upcoming events:
Bike to work day tomorrow at Sport RX - goes on until 9 am
Tomorrow night - Tiger! Tiger! Is doing a bike month fundraiser - Bike SD/Veloyouth/SDMBA donation
Regional bike summit
6/23 Fundraiser party with SDCBC at the Velodrome - SANDAG, City of San Diego are sponsors
VIP member only invite event with Kevin at SDRP on 7/14
Everyone who joined at the higher level with be invited, potential BBQ after and will be done quarterly
Bike the Bay will be a big deal
off-road option this year for gravel riders
Otay River Valley trail. We are helping the coalition plan that.
Fundraiser at El Corazon in Oceanside (9/8/2018)
Miramar Air Show Bike Valet again
October 12-14 Mount Laguna trail fest - 10 people on committee for this event
Lots of vendors are interested!
A certain portion of funding has to go toward this project
Budget is not completed for this yet, $20k profit is the goal
Volunteer Appreciation Party
Photo Contest
Item 5. Rancho Guejito update/future fundraiser (Ben/Susie)
A privately owned ranch west of Orosco Ridge
23,000 acres - last intact Mexican land grant, as big as Cuyamaca Rancho State Park. Corporation run by a board
Working ranch, cattle, citrus, avocadoes, wine
Item 6. Revised Budget for Ben traveling to Santa Cruz - $1,300 (Kevin)
Ben is going to Santa Cruz to work on a project doing machine work.
Opportunity to run mini excavators, do trail work with Santa Cruz trailbuilders. Scotts Valley
Trip during the week, this covers travel, food and hotel
Original budget was $500 for lodging
Kevin - benefit that will be happening is that expenses will be this type of work for Orosco. Having Ben have experience with this could cut costs dramatically
Getting experience with planning/excavation is important, many trails will have to be machine built
Trail building arm of an organization is important, builds capacity
$800 increase, forces us all to think about where we are spending money
Josh makes a motion to approve an $800 increase on the previous approval for Ben to travel to Santa Cruz, Don seconds. Unanimously approved
Item 8. Update on Goodan Ranch Opportunities +Bike Stand (Kevin)
Kevin was out with new liaison Tim
New Ranger - Luis
Wants to make the park accessible to people
New trail, new people in the park, use visitor’s center for meetings, let people drive down the road
Willing to do some reroutes for sustainability issues
Bike stands are at Jose’s house. 1, but potentially 2
Repurpose existing bike stand to install at ranch house
Kevin makes motion to repurpose existing bike stand to install at ranch house, Ben seconds. Unanimously approved
Item 9. Approval of Tim Butrum for Sycamore Goodan Ranch Liaison
Tim Butrum is new Goodan Ranch Liaison.
Filled out a great application online. Was a park ranger, has done trail building.
See how liaison is doing with maintenance, then role can grow
Do we want a formalized process for liaisons?
Submit application - if there are questions, then we can bring the candidate in
Review application and vote at the board meeting on future liaisons
Item 10. San Diego Trail Alliance letter of support
Initial impressions:
Don - how do they police if trails are up to standards?
The Forest Service will allow us to build trail to our standards
This is a compromise, good compromise for public land
Directional flow trails will be one direction
Met the requirements of letter of support
Marty at Backcountry Horsemen pushed hard for this letter of support
Half the trail will be multi-use
County Supervisor Jacob will have questions about this project. This letter and Chamber of Commerce letter will be important for future grants.
Updates - (Non Discussion Items)
Item 1. Laguna Event Oct. 12-14, 2018 - three planning meetings held so far
Items for next meeting Agenda
1. Approval Meeting Minutes 04/18/2018 (incomplete)
Move approval of April Meeting minutes to next month
Board member communications
Item 1. Knolly Bike Discount - see Susie
Item 2. Tiger! Tiger! Fundraiser for bike month - 5/17 who can go?
Blind Lady Ale House - Mondays in May - $ from pizza sales to bike groups
Adjournment
Meeting ends at 9:03 PM
Next Meeting: June 20, 2018
Meeting Minutes Recorded by: Siobhan Baloochi, SDMBA Secretary