October 2016 Board Minutes
Wednesday, 10/19/2016 7:00 – 9:00 PM,
Mission Trails Regional Park Visitor’s Center Library
One Father Junipero Serra Trail San Diego, CA 92119
For information contact: info@SDMBA.com or
Kevin Loomis President
President@sdmba.com
Introductions/Roll Call
Susie Murphy- Executive Director
Kevin Loomis- President
Ben Stone- Vice President
Mike Jennings- absent
Robert Hubbard
Minette Ozaki
Jeff Tanzola
Jose Galaz
Jason Showalter
Skii Fleeton-Essenfeld
Tina Schmitz
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 at 7:05pm
Introductions
Consent Agenda
Meeting Minutes. Approval of 9/21/2016 minutes – Kevin Loomis
Motion: Jose; Second: Kevin; approved; one abstention
Approval September Financial Reports – Scott
Motion: Jose; Second: Jeff; approved; one abstention
Old Business
Requests for Continuance on any current Agenda items
Discussion Agenda (Indicate action items)
Item 1. Memberleap Discussion (Robert) 15 mins.
Action item: MemberLeap Set up $5000/ $210 month
Robert provided updated thoughts
Know everything that has been integrated
Platinum package with mobile platform plus more has been advised
Data is “bi-directional” with IMBA/ SDMBA through mapping
Board asked questions; discussion occurred
Proposed integration: December
Action Item: Motion: Ben; Second: Robert; unanimously approved
Item 2. Proposed 2017 Budget (Kevin/Susie) 15 mins.
Proposed budget was viewed on the screen (two tabs- 2016 & 2017)
Format was approved
2016 is pending final quarter
Flesh out 2017 proposed budget at World Summit and continue discussion at November Board Meeting. Approve proposed 2017 budget by December at the latest.
Item 3. World Summit details and expenses Approximate $5200 (Ben)
Currently under budget after Jeff’s refund of $395 registration
Jeff inquiring if registration is transferable?
Item 4. Arch Ride Update (Susie/Skii/Ben) 5 mins.
April 8, 2017
Course committee is working on a route and possible approval
Green Flash possibly secured
T-shirt and apparel progressing. Skii supplied verge sample jerseys – Enduro style and possibly a XC style for online store orders.
Item 5. Major Donor Event/update (Susie) 10 mins.
Momentum is picking up
Approximately money collected and solidly pledged is $5500. Does not count stock donation
Separate spreadsheet for sponsors; some (i.e. beer) are in-kind
Event is almost paid for
Solid 45 attendees. Food and seating prepared for 60
Suggested ideas for:
“trail name” incentive for large donors (if can be researched in next week)
drawing with approximate dozen items- board chose not to
Susie walked through the venue today
Audio visual details secured
Jeff will take care of porta potties, bottled water, and ice
Item 6. Action item: Gift Acceptance Policy approval (Susie) 5 mins.
Gift Acceptance Policy created as a result of a substantial contribution
Created a brokerage account. Renee Halsch set up the account
Board discussed draft policy and polished a final
Action Item: Motion: Kevin; Second: Jay; unanimously approved
Item 7. New Board Member Recruitment/application process/nominating committee (Kevin/Susie) 10 mins.
Susie made a Google Form for member recruitment/ application
What is the policy and procedure for bringing on new board members?
More formal process is recommended; current in bylaws
Need a Treasurer and other specific skills
Be thinking of people and talking to them
Item 8. Trail Liaison application process (Susie/Kevin) 5 mins
Susie made a Google Form for trail liaison
What is the policy and procedure for bringing on trail liaisons?
More formal process is recommended
Item 9. 11/5 Del Mar Mesa Trail work update (Susie) 5 mins
Honoring Brian Smith
Matt Bartelt is organizing; Gina Washington is involved
In the works; posted on Facebook
Item 10. Trailer storage (Mike/Minette) 5 mins
Mike Jennings has been parking the trailer at a storage facility free of charge
Effective 25 October, this free storage is no longer an option
Inquiring if a grace period can be granted and how much to continue long term storage would cost
Members offered temporary storage at their residences until a solution is found
Item 11. Action Item: Clif Grant wheelbarrow
Received a $500 grant for wheelbarrow
Proposed electric, 4 wheeled wagon and other options
Will discuss further off line
Item 12. Action Item: Photo Contest Dec. 1 Budget $1000
Cost for printing of the posters, food and beer
Membership incentive somewhat (have to pay to submit a photo if not a member)
Action Item: Motion: Ben; Second: Robert; unanimously approved
Item 13. Chollas Creek Project update MAP (Susie) 2 mins.
Susie did a walk through with San Diego Foundation & Urban Corp
Walked section between Euclid and Chollas/ Altadena (approx. one mile)
Wide shallow canyon; dirt single track trail; a lot of the trail already exists; trash pick up; needs some trimming; cut one bank; approximately three work days (Jan/ Feb)
SDMBA will get approximately $4500 from this grant for helping
Opportunity to forge a relationship
Item 14. Bernardo Summit Project (1/14/17 tentative) update (Susie) 2 mins.
Susie walked today
REI grant for the San Dieguito River Valley Conservancy
One work day
Purpose is to get REI and SDMBA volunteers out
Item 16. IMBA/Scott Scudamore Volunteer Grant nominations (Susie) 3 mins.
Nominations (750 words) are due 31 Oct
More than one from SDMBA can be submitted
Already 45 national nominations submitted
Awards are announced at World Summit (1-$4000 and 7-8 $1000 prizes)
Item 17. Bike Work Stations Sweetwater and
Hodges/Quick n’ Dirty/SDRVC sponsors (Susie) 2 mins. Action Item: $400 approx.
Sweetwater location is on trans county trail and requires county request
Jose contacted the county in July and very low and slow response
On 15 Sept, county told Jose they were sending it to “Operations”
Ben will attempt to facilitate the email traffic
Quick n Dirty wants to give $800 for another station at Lake Hodges
River Conservancy is voting at a meeting tonight about contributing to this station
Board decided to suspend approving any amount until after seeing if River Conservancy is going to contribute and how much
Item 18. VAP Recap (Minette)
Food is under budget due to a mistake by the vendor (hotdogs vice hamburgers)
Beer bill is pending
Venue location was discounted, not free
Proposed different types of awards next year
Sponsors appreciated their recognition
Members posted positive comments on Facebook and sent Susie complimentary emails
Events.com needs to send out a reminder next year
Updates – (Non Discussion Items)
Items for next meeting Agenda
Item 1. 2017 Budget
Item 2. Work Stations
Board member communications
Item 1. ED updates and upcoming events (Susie)
Item 2.
Adjournment at 9:10pm
Next Meeting: November 16, 2016
Meeting Minutes Recorded by: Tina Schmitz
Mission Trails Regional Park Visitor’s Center Library
One Father Junipero Serra Trail San Diego, CA 92119
For information contact: info@SDMBA.com or
Kevin Loomis President
President@sdmba.com
Introductions/Roll Call
Susie Murphy- Executive Director
Kevin Loomis- President
Ben Stone- Vice President
Mike Jennings- absent
Robert Hubbard
Minette Ozaki
Jeff Tanzola
Jose Galaz
Jason Showalter
Skii Fleeton-Essenfeld
Tina Schmitz
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 at 7:05pm
Introductions
Consent Agenda
Meeting Minutes. Approval of 9/21/2016 minutes – Kevin Loomis
Motion: Jose; Second: Kevin; approved; one abstention
Approval September Financial Reports – Scott
Motion: Jose; Second: Jeff; approved; one abstention
Old Business
Requests for Continuance on any current Agenda items
Discussion Agenda (Indicate action items)
Item 1. Memberleap Discussion (Robert) 15 mins.
Action item: MemberLeap Set up $5000/ $210 month
Robert provided updated thoughts
Know everything that has been integrated
Platinum package with mobile platform plus more has been advised
Data is “bi-directional” with IMBA/ SDMBA through mapping
Board asked questions; discussion occurred
Proposed integration: December
Action Item: Motion: Ben; Second: Robert; unanimously approved
Item 2. Proposed 2017 Budget (Kevin/Susie) 15 mins.
Proposed budget was viewed on the screen (two tabs- 2016 & 2017)
Format was approved
2016 is pending final quarter
Flesh out 2017 proposed budget at World Summit and continue discussion at November Board Meeting. Approve proposed 2017 budget by December at the latest.
Item 3. World Summit details and expenses Approximate $5200 (Ben)
Currently under budget after Jeff’s refund of $395 registration
Jeff inquiring if registration is transferable?
Item 4. Arch Ride Update (Susie/Skii/Ben) 5 mins.
April 8, 2017
Course committee is working on a route and possible approval
Green Flash possibly secured
T-shirt and apparel progressing. Skii supplied verge sample jerseys – Enduro style and possibly a XC style for online store orders.
Item 5. Major Donor Event/update (Susie) 10 mins.
Momentum is picking up
Approximately money collected and solidly pledged is $5500. Does not count stock donation
Separate spreadsheet for sponsors; some (i.e. beer) are in-kind
Event is almost paid for
Solid 45 attendees. Food and seating prepared for 60
Suggested ideas for:
“trail name” incentive for large donors (if can be researched in next week)
drawing with approximate dozen items- board chose not to
Susie walked through the venue today
Audio visual details secured
Jeff will take care of porta potties, bottled water, and ice
Item 6. Action item: Gift Acceptance Policy approval (Susie) 5 mins.
Gift Acceptance Policy created as a result of a substantial contribution
Created a brokerage account. Renee Halsch set up the account
Board discussed draft policy and polished a final
Action Item: Motion: Kevin; Second: Jay; unanimously approved
Item 7. New Board Member Recruitment/application process/nominating committee (Kevin/Susie) 10 mins.
Susie made a Google Form for member recruitment/ application
What is the policy and procedure for bringing on new board members?
More formal process is recommended; current in bylaws
Need a Treasurer and other specific skills
Be thinking of people and talking to them
Item 8. Trail Liaison application process (Susie/Kevin) 5 mins
Susie made a Google Form for trail liaison
What is the policy and procedure for bringing on trail liaisons?
More formal process is recommended
Item 9. 11/5 Del Mar Mesa Trail work update (Susie) 5 mins
Honoring Brian Smith
Matt Bartelt is organizing; Gina Washington is involved
In the works; posted on Facebook
Item 10. Trailer storage (Mike/Minette) 5 mins
Mike Jennings has been parking the trailer at a storage facility free of charge
Effective 25 October, this free storage is no longer an option
Inquiring if a grace period can be granted and how much to continue long term storage would cost
Members offered temporary storage at their residences until a solution is found
Item 11. Action Item: Clif Grant wheelbarrow
Received a $500 grant for wheelbarrow
Proposed electric, 4 wheeled wagon and other options
Will discuss further off line
Item 12. Action Item: Photo Contest Dec. 1 Budget $1000
Cost for printing of the posters, food and beer
Membership incentive somewhat (have to pay to submit a photo if not a member)
Action Item: Motion: Ben; Second: Robert; unanimously approved
Item 13. Chollas Creek Project update MAP (Susie) 2 mins.
Susie did a walk through with San Diego Foundation & Urban Corp
Walked section between Euclid and Chollas/ Altadena (approx. one mile)
Wide shallow canyon; dirt single track trail; a lot of the trail already exists; trash pick up; needs some trimming; cut one bank; approximately three work days (Jan/ Feb)
SDMBA will get approximately $4500 from this grant for helping
Opportunity to forge a relationship
Item 14. Bernardo Summit Project (1/14/17 tentative) update (Susie) 2 mins.
Susie walked today
REI grant for the San Dieguito River Valley Conservancy
One work day
Purpose is to get REI and SDMBA volunteers out
Item 16. IMBA/Scott Scudamore Volunteer Grant nominations (Susie) 3 mins.
Nominations (750 words) are due 31 Oct
More than one from SDMBA can be submitted
Already 45 national nominations submitted
Awards are announced at World Summit (1-$4000 and 7-8 $1000 prizes)
Item 17. Bike Work Stations Sweetwater and
Hodges/Quick n’ Dirty/SDRVC sponsors (Susie) 2 mins. Action Item: $400 approx.
Sweetwater location is on trans county trail and requires county request
Jose contacted the county in July and very low and slow response
On 15 Sept, county told Jose they were sending it to “Operations”
Ben will attempt to facilitate the email traffic
Quick n Dirty wants to give $800 for another station at Lake Hodges
River Conservancy is voting at a meeting tonight about contributing to this station
Board decided to suspend approving any amount until after seeing if River Conservancy is going to contribute and how much
Item 18. VAP Recap (Minette)
Food is under budget due to a mistake by the vendor (hotdogs vice hamburgers)
Beer bill is pending
Venue location was discounted, not free
Proposed different types of awards next year
Sponsors appreciated their recognition
Members posted positive comments on Facebook and sent Susie complimentary emails
Events.com needs to send out a reminder next year
Updates – (Non Discussion Items)
Items for next meeting Agenda
Item 1. 2017 Budget
Item 2. Work Stations
Board member communications
Item 1. ED updates and upcoming events (Susie)
Item 2.
Adjournment at 9:10pm
Next Meeting: November 16, 2016
Meeting Minutes Recorded by: Tina Schmitz