September 2018 Board Minutes
Board Minutes
San Diego Mountain Biking Association Board Meeting
Wednesday, September 19 , 2018 7:00 - 9:00 PM,
Mission Trails Visitor Center
For information contact: info@SDMBA.com or
Kevin Loomis President
Introductions/Roll Call
Ben Stone - Trails Coordinator
Renee Halsch
Matt Bartelt
Kyle Gunderman
Al Allison
Siobhan Baloochi
Jose Galaz
Tony Dickey-Rubio - intern
Kevin Loomis
Josh Bonnici
Jason Showalter
Skii-Fleeton Essenfeld
February 23, 2019 - Rancho Guejito Major Donor Event
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
Meeting minutes from last month current unavailable
Agenda for today has not been viewed yet - Kevin will send today’s agenda after the meeting
2. Approval July 2018 Financials and August 2018 Financials
Old Business
Item 1.
Requests for Continuance on any current Agenda items
Discussion Agenda
Item 1. Review Financial Analysis (Kevin 10 min)
Nancy - completed a Financial Analysis with Masters in Nonprofit Leadership team at USD
Everyone received a copy of report
General health of the organization is good - new hiring has had an impact and is good for organization
Sustained funding - has helped with growth
Recommendations
Go over internal controls for cash events.
Define roles and responsibilities for handling cash.
Budgeting:
Re-allocations quarterly of budget - throughout budget year. Not static
Multi-year budget and projections 2-3 years out. Provides longer view of organization and financial health.
To track outcomes:
Tracking fundraising targets, # of volunteers per event, # of participants. Measurable outcomes will help with grant funding.
What is a “successful event”?
Currently tracking paid hours for employees
Have finances align with mission and vision - have funding align with beneficiaries
Finances are going in the right direction
Item 2. Add to discussion agenda: Ben’s timesheet
Spreadsheet of trail coordinator time/miles has been created so that board is be able to view where hours for Trails Coordinator are being allocated
Descriptions of tasks are organized by location and project
Projects with restricted grant funds
Allocate time and mileage, then pull grant funding out based on those expenses.
Pay will not be coming out of general fund if coming from restricted funds
Al - will be able to track the numbers in Quickbooks
Kevin - trail coordinating vs. volunteer work, trying to allocate what is characterized as volunteer and trail coordinating work
Policies and procedures for checking in, reviewing, etc. will need to be discussed among the board
Putting procedures in place so that the board can be more involved in decision-making
Item 3. Invite politicians to Advocacy Meeting (Ben/Kevin - 10 min)
Non-profits have the tendency to hold these meetings and have an open discussion by inviting politicians and getting comfortable with them, allowing them to talk to and engage with the community
Candidates will discuss what they represent non-political
Open door for SDMBA to be able to discuss trails, work with developers
Follow the correct rules that IRS has given us, they are clear.
Rules have been sent via email.
Risk on this is very low as long as rules are followed.
Skii’s comments
SDBC has done this before, has some experience with bicycle coalition
Be clear on the fact that if we invite one candidate, we need to invite them all. Even across the board, everyone has opportunity to ask questions.
Coalition do this often? Not engaging candidates as much as officials, but has happened before.
Keep it very fair - Chula Vista Bike Walk - invited candidates to come to meeting (or their staff) and discuss safety on the roads. Wanted to engage representatives to discuss bicycle safety. Reps listened to concerns and desires of the public. Get the candidates in the room, they are listening to the conversations that they have. Advocacy meetings would be the best place to have them - have questions for them and have candidates take those questions back to their office.
Easier to access candidates once they are in office? Yes and no. Want to know exactly what your representative is doing. Taking a position whether or not to invite candidates in current races. Yes - invite them to advocacy meetings but we cannot take a position as a 501c3.
Do people bring up other issues than bicycle safety at these meetings? If the rep knows about these things, they will want to speak about them. Regular dialogue with reps is important - it is the only way that they can help.
Candidates - control dialogue in the meeting if it begins to steer away from being an open discussion? Keep away from any potential IRS violations? - Need to have a strong moderator in the room who can control the dialogue.
Within the correspondence that you send rep, they generally want information about what will be discussed - questions, trail names, locations, who is in attendance, etc. - be clear on information for the candidate
Do not endorse anyone or advertise candidate name(s)
Regular basis or one-time deal? Every so often, good to engage with politicians in community.
Action Item: Skii makes a motion that advocacy chair could invite candidates/politicians to advocacy meetings pending board approval - following IRS code as applicable
Kevin seconds
6 in favor, 2 against - Jose, Josh. Motion passed.
Jose - does not see the value or benefit in inviting candidates to our meetings to have individuals rely on politicians.
Josh - if the word candidate was not in there, would have voted yes - politicians would be better. Would bringing in just a politician first be beneficial?
2020 - 3 candidates terming out, as well.
Item 4. Open Board Seat - Kevin/Matt 10 min)
Ben is no longer on board, one open board position.
Kyle Gunderman is open to board position and has worked with Matt
ACE Crews - did trails brush management at Black Mountain, helped with key building pieces at Black Mountain
has a lot of knowledge and experience working on large projects from financial and motivational side
Will bring the board knowledge, passion, arenas that we are not familiar with. Has worked with Matt a considerable amount.
Kevin - interviewed Kyle and Ben for Trails Coordinator position
Kyle has expertise in both the engineering aspect of trail building and the artistic side.
Kyle is interested in building side of things, though advocacy builds the foundation for trail building. He brings trail creation and build skill set, along with the ability to take SDMBA from being just volunteers to becoming an organization that builds quality trails that are widely known. His being on the board will help us all to achieve that goal.
“SD trail solutions division” - Kevin’s idea for the future, making SDMBA a trail building and advocacy organization. Ex. IMBA trail solutions brings in revenues for IMBA
Any board candidates will fill out application form and be considered by the present board according to bylaws.
Item 5. Volunteer Recognition suggestions (Ben 5 min)
Susie asked Ben to collect names of volunteers - land managers, Non-SDMBA Volunteers
Email Kevin ASAP with other suggestions: cutoff date end of September. September 30th
VAP is 6-9 PM at Stone Brewing Liberty Station
Item 6. USFS Descanso Collection Agreement - Advanced vs. Reimbursable (Ben 10 mins) up to $20,000
Contract - did everyone get a chance to review it? It was sent today.
To explain timing: meeting taking place next week that kicks off forest service fiscal year. Staff time to conduct environmental review
Approve up to $20,000 for agreement and specialist time to complete environmental review in mount laguna
Lindsay to report allocations on a monthly basis, what has been paid out on project. More in-depth report on a quarterly basis.
Ultra runners have put in $10,000 - we are a partner in this
Wooded Hill/Gatos are primary interests
Grant funding and TrailFest funding - both applicable to this project
REI grant earmarked specifically for this project
Action item: Al makes a motion to approve up to $20,000 pending final approval of contract by President and Vice President- Kevin and Matt, Josh seconds.
In favor - 5
3 against - Matt, Kevin, Jason
Motion passed.
Note: would everyone prefer to circulate the final draft of the contract via email?
Final contract will be circulated and will go over by email to be voted on.
Item 7. California Trails and Greenways April 23-25, 2019 Planning (Ben 5 mins)
Mark calendar for next year, Susie and Ben brainstorming ideas for workshops
Item 8. Sweetwater Bike Park Partnership Request County DPR $10,000 (Ben 5 mins)
Not an action item tonight, but will come back in a month or two.
Asking for contribution for a part-time staff person to do daily inspection/opening/closing of bike park
Kevin - have Ben start project plan and put it on Google Doc to break it all down
No maintenance agreement. Space can be used for events.
Susie is working on fundraising
A second bike park location has been funded by the county at Rios Drive in Otay Valley Regional Park.
Item 9. Update on Orosco Ridge Palomar (Ben 5 min)
Ben reported that the project is coming along.
Item 10. Review Trailfest Budget (Ben - 10 min)
Trailfest budget is linked
Projected revenues and expenses - proposed vs. actual
Will sit down after event and discuss how event went, along with financial contributions
Item 11. Development and Board Direction
Item 12. Action Item: Budget and Proposals for Future Events (Matt 10 min)
Need to have more structure, reports
Project plan for events - need to have that moving forward
Any decision for a specified amount of money (TBD) needs to have project plan and be reviewed in board meetings
Put in as an action item for future meeting
Need to have project plans so that everyone is on the same page
Item 13. Action Item: Allow email voting for urgent items
Table - civil code embedded that goes over voting.
Continuance. Civil code mentions to formalize email vote.
Item 14. Action item: Approve $450 for Susie Interbike Travel expenses
Kevin makes motion to approve $450 for Susie Interbike Travel expenses, Jason seconds, unanimously approved
Item 15. Action Item: Approve $778 for Bike Fest at SkyPark ($478 to be remitted to susie for house/ $300 for booth payment already paid)
Kevin makes motion to approve $778 for Bike Fest at SkyPark, Matt seconds, Unanimously approved
Updates - (Non Discussion Items)
Item 1. Laguna Event Oct. 12-14, 2018 - six planning meetings held
Item 2.
Items for next meeting Agenda
Item 11. Development and Board Direction
Item 12. Action Item: Budget and Proposals for Future Events (Matt 10 min)
Item 13. Action Item: Allow email voting for urgent items
Board member communications
Item 1. Upcoming events -
Sunday, September 23 women ride IB (with SDCBC) - Booth help (2-3 people), ride sweep/rovers.
Sept 28-30 fri, sat, sun: MCAS Miramar AirShow Bike Valet volunteers
shifts available: 8 - 11 a.m., 11 a.m. - 2 p.m. , 2 p.m. - 5 p.m. 3 volunteers for each shift needed
Monday, October 1 SDMBA MTB travel night at Green Flash (Minette/Jose lead) need 1-2 registration check in, merch sales, set up, clean up, etc.
Saturday, October 6 Take a Kid MTB Day at Morley Field with Team Ninja.
Volunteers needed.
Oct. 12-14 Mount Laguna Trail Fest
Most all of you plugged in here somewhere. If you are not and can attend let me know ASAP!
November 1, Volunteer Appreciation Party 6-9 p.m. Stone Brewing Liberty Station, Volunteers needed for set up, clean up, registration, drawing prize help, etc.
Adjournment: Meeting ends at 9:07 PM
Next Meeting: October 17, 2018
Meeting Minutes Recorded by: Siobhan Baloochi, SDMBA Secretary