October 2018 Board Minutes

 

San Diego Mountain Biking Association Board Meeting

Wednesday, October 17, 2018 7:00 - 9:00 PM,

Mission Trails Visitor Center

For information contact:

Kevin Loomis President

President@sdmba.com  

 

Introductions/Roll Call

 

Present:

 

Susie Murphy

Tim Ingersoll

Don Sutton

Josh Bonnici

Matt Bartelt

Siobhan Baloochi

Kevin Loomis

Joshua Bonnici

Ben Stone

Jose Galaz

Renee Halsch via phone

 

Absent:

Skii Fleeton-Essenfeld

Jason Showalter

 

Skii to be called in

 

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

 

Introductions    

 

Consent Agenda

        1.    Approval Board Meeting Minutes 8/2/2018 and Board meeting Minutes 9/19/2018

• Not enough time during last meeting to review - does anyone want to view minutes from last meeting?

• Minutes can be approved together

• Kevin makes a motion to approve board minutes

• Kyle Gunderman is interested in becoming board member

  • Post an opening for the board, receive applications and review

  • Susie will get in touch and make sure he fills out application

  • Come to meet board and meeting applicants

  • Board positions: think about holes we may have or areas of expertise that we could use help in?

    • Grant writing

    • Trail design/build

    • Social media/marketing

    • Event planning

 

        2.    Approval July 2018 Financials and August 2018 Financials and

                           September Financials

• Some items to note:

  • Nothing unusual in financials, numbers are improved

 

Kevin makes a motion to approve board minutes and financials on consent agenda. Matt seconds, passed unanimously.

 

Old Business

    Item 1.  Development and Board Direction

• Has been taken care of

• Need to start having budgets, project plans, live documents to be voted on during meetings.

Item 2. Action Item:  Allow email voting for urgent items

• Has been covered, this has been included in bylaws

• If you vote outside board meeting, it needs to be entered in minutes for next board meeting.

 

Requests for Continuance on any current Agenda items

 

Discussion Agenda  

Item 1.  Mount Laguna Trail Fest Recap (Susie 10 mins)

           MLTF Budget

• Susie has spent last two days writing “thank yous”, there is a photo recap on TrailNews.

• Survey sent out, Tristan getting responses from vendors. Many vendors are interested in supporting the event next year.

  • Participants are also completing surveys, as well - great feedback. Good feedback from Ranger Lindsay as well.

  • Suggestions: Could we possibly include a speaker for next year?

    • Discussion of upcoming trail projects

    • “What’s New in SDMBA”

    • Q&A with rangers, others

• Vendors bringing products/merchandise next year?

  • This year made it much easier for everyone, credit cards could not be run and it made the event less “commercial”.

  • Part of the permit - anything sold retail Susie has to get a report for Forest Service

• Budget vs. actual

  • Costs were slightly overestimated, profits were higher than expected

  • Important to highlight how Susie’s staff time was spent

    • Would it be advantageous to hire someone to help plan future events?

    • Leverage key people, such as Tristan who has been a key person for events

  • Break even/cost analysis can be viewed within budget

• This is what we will use for forecasting budgets in coming years

 

Item 2. Historic and Upcoming Event Budgets and Proposals (Susie and Ben 30 mins)

Historic:

 

2016 Major Donor event

2017 Major Donor Event Tacos for Trails

• Reviewing past events for budget purposes

  • Projected revenue was high

• Comparing to 2017 - projections were lower

  • Should end of year contributions be included?

    • Look at event as a stand-alone

 

Upcoming:

AirShow Budget (September 28-30, 2018)

• Kevin has participated in AirShow for the last 2 years

• Purpose: partner with MCAS for Bike Corral

  • Ticketing system

  • Strong partners when it comes to Stowe Trail access

• Cost: currently about $1000, limited volunteers

  • Kevin will need volunteer help from MCAS in following years

  • Next year will need to be different

• 25 bikes checked in Friday, over 200 each Saturday and Sunday (close to 500 total)

  • Skii - racks were provided by Bicycle Coalition

 

Volunteer Appreciation Party 11/1

• Stone Brewing, slightly pricier than in past but worth it

  • Select menu and beers

• Gifts for volunteers

• Not much raised with this event, as it is a volunteer celebration, but donations can be set up

• Outdoor area, bring a jacket!

 

Photo Contest Budget (December 6, 2018)

• Standard budget, registration is up now

• Free beer! Including New Belgium

• Who is still on Finance Committee?

  • Kevin, Matt, Susie

 

Rancho Guejito Donor event 2019 Budget (February 2019)

• Pushed into 2019, so as to not compete with year-end events

• Projected in terms of registration and price. Pricing was discussed at advocacy meeting, and a “SDMBA member” price was discussed

• Is a $100-$115 price fair?

  • Last year: price included 2 Arch Ride passes

    • $250 price or similar?

  • Incentive to give more - potential pricing tiers

  • We do not have to cap event, but will have expenses per person

    • Upping the price beyond this could be detrimental

  • Includes wine-tasting

 

• Weekend event, shooting for a Saturday in February (23rd)

  • Could sell many tickets, shooting for 250 participants

  • Last year, about 100 participants

  • TrailFest - about 230 participants

• Potentially upscale food?

  • Chuck Wagon costs - different levels

  • Could scale back based on entry fee

• Spend a good amount on promoting this

  • Potential yearly event exploring different areas of the ranch

  • Ben will be out filming promotional videos for the event with Canyon bikes

  • First year - want to create a buzz and get people to show up

• Free entries to notable people

• Vendor space at this event?

  • Very selective - Canyon, SportRX

• This is only a draft, decision to be made soon

 

Arch Ride/Half Arch 2019 Budget (April 2019)

• Added revenue from this event is not in budget

• Entire parking lot of Green Flash Brewing will be available

  • If someone wants to check out Green Flash this weekend, they are having an event with entire parking lot

    • If anyone can stop by, please see how entire parking lot is use

• Half Arch starting from Sundevil Way

  • No added expense other than food and beer tickets

• Price

  • Same price tag for both rides?

    • Why would the short one be the same price?

    • Pricing is always lower for a shorter length ride

  • $95 and $75 would be more fair for full Arch and Half Arch

  • Half Arch - one aid station, hit after 6-7 miles

  • Signage/CHP costage?

    • Working on these issues from last year

  • 26-27 mile ride organized with less of a cap

Belgian Waffle Ride (BWR) and Bike Giveaway Example/Proposal/MBoSC marketing report

• Waffle - 1200 riders

• Wafer - ½ Waffle Ride

• Bike giveaway

  • Example: MTB of Santa Cruz - opportunity drawing

    • View marketing report provided

  • Canyon is providing gravel bike for giveaway with custom paint job

    • Advertise this giveaway to raise funds

• Embracing gravel bike movement

  • Partnered with GravelStoke

• No budget yet for this, planning meetings to come

  • Not in annual budget, finance committee to meet

 

Stowe, Sycamore & Fanita Ride (Preliminary late 2019)

 

Item 3. Action Item: Mt Laguna Contract and Project Proposal (Ben 15 min)

• Contracts were sent out for review

• Forecast 2 years out for Mount Laguna

  • Money raised this year is for this year/next year

• New trail, consistent with Orosco pricing

  • Ballpark costs for staff time

• 2019

  • Potential to add more mileage or new alignments

  • Overestimate potential budget for 2019

• Project is well-funded

• Permitting for next year

  • Donate to recreation forest service projects

  • Potential to increase capacity

• Organized budget breaks down costs and benefits

 

    Item 4. Action item: San Diego River Project Plan (Ben 5 min)

• Has been in the works for 3-4 years

• Aided in trail building last year

• Asking for approval, potentially pushed back to end of year

  • Multi-use trail

• Approve for Ben to stay at hotel in area, reducing mileage and salary costs

Kevin makes a motion to approve $5,660 (including salary) for this project.

Allow salary funds to be approved for Ben’s hotel accomodations.

Don seconds. Unanimously approved.

 

Updates - (Non Discussion Items)

Item 1.   Update on Orosco (Ben)

• Ben updated board on Orosco Ridge

       

Items for next meeting Agenda

 

Board member communications

Item 1.  Upcoming events -

10/21  CiclOBias  10 am - 3 pm Ocean Beach (SDMBA Booth)

10/28  Filthy 50 Race 9 am - 1 pm  (SDMBA Booth)

11/1   Volunteer Appreciation Party 6-9 p.m. Stone Brewing Liberty Station,  Volunteers needed for set up, clean up, registration, drawing prize help, etc.  

11/3  Family Ride at PQ,  9 a.m. County of San Diego MSCP Festival

11/7 Reverence Movie premiere at GoPro/Canyon  (SDMBA table)

11/8 Bike Mag 25th Anniversary Party at 10 Barrel (SDMBA Table/membership drive)

11/9 (10 am - 5 pm) and 11/10 (9 am -1 pm) Zoic Warehouse Sale

11/23 #optoutside Family Ride PQ

12/1  SDMBA/BWR/Canyon ride/event to announce partnership

12/6  SDMBA Photo Contest        

 

Adjournment        Meeting ends at 9:00 PM

 

Next Meeting:       November 14, 2018 (moved up for Thanksgiving)

 

Meeting Minutes Recorded by: Siobhan Baloochi, SDMBA Secretary