May 2019 Board Minutes
San Diego Mountain Biking Association Board Meeting
Wednesday, May 22, 2019 7:00 - 8:30 PM,
MTRP Visitors Center
For information contact:
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_pm
Introductions
Kevin Loomis
Karen St. Germain
Renee Halsch
Kyle Gunderman
Tim Ingersoll
Jose Galaz -absent
Don Sutton
Al Allison
Joshua Bonnici -absent
Susie Murphy- Staff
Ben Stone -Staff
Matt Bartelt
Skii Fleeton
Introductions
Guests -0-
Consent Agenda
1. Approval of April 2019 Board Minutes
2. Approval of March 2019 Financials
Motion: Matt Second: Kyle Approved Unanimous
Old Business
Item 1.
Requests for Continuance on any current Agenda items
2019 Budget Review
Discussion Agenda
Item 1. 2019 Budget Review (Al)
Review of restricted grants completed by Ben, Susie and Al. Al will enter prior years’ restricted funds into the budget. We’ll see this in our next set of financials.
Item 2. Bookkeeping Fee increase $900/month. Discussion of alternatives Updated Agreement proposal/ History of charges/agreements
$900 seems high. We’re exploring options. SDRVC - their bookkeeper charges $45/hour. Al’s comments: synching 2014’s books with Quickbooks was a lot of work. Year to date, we’ve received only 2 invoices from Carol. Al is trying to figure out what James knew so he can share with Carol. We haven’t approved engagement letter for 2019 yet. Our needs are around 5 hours/week, until we have an event. Then it’s more. Al is confident that the data in quickbooks through March is accurate.
We have a volunteer, Tracy Van Sant who may be willing to help with bookkeeping. Al is in communication with her. If we decide to have Traci help, we would need an agreement to include scope of work and compensation agreement of work is over agreed upon hours per week or month.
What do we need a bookkeeper to do? See Engagement Letter dated april 25, 2019 from Carol Stachwick.
What is a reasonable expense based on our operating budget? 3% is what we’re paying if we accept $900 month.
Item 3. AdHoc Committee to review bylaws/provide revisions (Karen/Susie)
Susie, Matt, Skii and Karen volunteered to be on this new committee. Need to have a component in it that imba didn’t have and that is a process for members for removal of sitting directors.
Item 4. MLTF 2019 proceeds donation agreement with USFS. Propose 25% of proceeds to Laguna projects to be held in restricted funds by SDMBA.
25% of net proceeds. Board agrees this is reasonable.
A side note: Orosco - Palomar District staff is returning our letters with standard non-committal responses. Immediate goals with Orosco: Ammend agreement to not expire in sept. and extend it to 5 years. We continue to push for staff to continue environmental studies that we are funding.
Item 5. Sweetwater Bike Park update (Susie/Ben)
Broke ground on May 11, 2019. In talks with the county about making financial contribution for county staff position. We offered 12k to 15 and they came back with 10k. We’ll push this into Jan 2020 budget.
Timeline for completion is now end of 2019. We’lll be able to use the site for private events - i.e. hold fundraisers there to fund the 10k commitment.
Item 6. Belgian Waffle Ride Debrief (Susie/Ben)
$16,350 was raised on the bike giveaway. We’re going to be the partner again for 2020. We’ll get another mt bike to give away from Canyon in Q4 of 2019. Social media targeting was difficult because it was a subcategory of a category. The lesson is we’re very reliant on the brand for promotion. Income will come in for 2019 for MTB bike giveaway.
Executive Session
Updates - (Non Discussion Items)
Item 1.
Items for next meeting Agenda
Budget Review
Board member communications
Upcoming events -
5/24 Fundraiser at Iron Pig Alehouse 7-9 p.m.
6/1 San marcos Trails Day 9 - noon
6/1 Partner trail work at Gonzalez Canyon (REI, SDRVC)
6/8 PHR Park/Pumptrack opening celebration 5-8 pm. SDMBA Booth
6/9 SDRP 30th Anniv. Fair 9 a.m. - 3 p.m. (Susie)
6/23 rescheduled SkyPark SDMBA Day
6/28 VIP ride and party at SportRX ride at 4 p.m.
Adjournment 8:55pm
Next Meeting: June 19, 2019 (MTRP)
Meeting Minutes Recorded by: Renee H.