September 2016 Board Minutes
Wednesday, 9/21/2016 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
Board members present:
Kevin Loomis- President
Ben Stone- Vice President
Mike Jennings
Robert Hubbard
Minette Ozaki
Jeff Tanzola
Jose Galaz
Jason Showalter
( Absent Board Member: Skii Essenfeld)
Guests:
Jim Karnik (video presenter)
Steven Salcido (video presenter)
Tina Schmitz
Housekeeping: SDMBA has classroom at Mission Trails Visitors Center reserved for 2017 except for months of January, February, and March
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 7:02 pm
Introductions
Guests to present separate proposals (10 mins. each) for video production – Steven Salcido and Jim Karnik
Video production for SDMBA
Original video done by Treadmarks was very helpful for branding: providing an accurate view of mountain biking, how join efforts with the community, fundraising
Goals for use/ showing of video are: Oct 27th showing at fundraising event; year-end fundraising; and next year branding
Jim Karnik’s presentation – website
Handed out a flyer and business cards
Personal and past interest in outdoor recreation
Experience with organizations similar to SDMBA (habitat, fundraising, education)
Currently a freelance producer for Kathy Ireland
Recommends 1-3 minutes presentations for affordability and effective outcome
Produce web series for video- cover a variety of topics and projects; able to be dispersed on Website and not all on one page
Suggests an underlying focus/ story: trails- feature 10 best trails in San Diego and then tell the rest of the stories like volunteering, educating, restoration projects, recreation, etc
Uses micro-budget mini documentaries and montages
Did ten films for south San Diego county; Tijuana Valley, Temescal with helicopter footage
Issues with drone footage (licensing in parks) but can be done and sees application for this
Steven Salcido’s presentation
Sent PDF to Susie who forwarded to group; along with cost
Grew up mountain biking; does not own a car; promotes cycling in city
Short films done about riding in San Diego but haven’t done mountain biking yet and is eager to promote and pursue
Current partnership with Ryan- planning a two day ride to Coast to Crest Trail and film a documentary gaining footage that could be used for SDMBA’s video project (repurpose the footage). Steven owns the footage and can use for both projects. And end video (20 minute documentary would be shared with SDMBA)
Suggests four 15-30 second clips that could be shared on social media (mission statement focus)
Short content, beautiful imagery, shareable
Both presenters told that the Board will communicate a decision to each of them within the next 24 hours. Both were dismissed and departed.
Consent Agenda
Meeting Minutes. Approval of 8/17/2016 minutes – Kevin Loomis
No discussion
Motion: to approve
Action Item: Motion: Mike; Second: Ben; unanimously approved
Approval August Financial Reports – Scott
Cash balance from Scott as of day of meeting:
$13371 restricted funds (not reflected in last week’s numbers)
$75114 unrestricted funds
$61743 after subtracting for Susie’s salary (minimum of three months in account)
Motion: to approve
Action Item: Motion: Robert; Second: Ben; unanimously approved
Old Business
Requests for Continuance on any current Agenda items
New Board Member Recruitment/ad hoc nominating committee (Kevin/Susie) 5 mins
MemberLeap Discussion (Robert H.) 15 mins.
Action Item: Memberleap setup $3963/$180 month
Trail Liaison application process (Susie/Kevin) 5 mins.
World Summit details and expenses (Ben) 5 mins.
Discussion Agenda (Indicate action items)
Item 1. Finance items:
Proposed budget for 2017 (Susie) 5 mins
Action Item: new Bank Account signers
Account at Mission Federal
Currently Scott, Chris Hatch (previous Treasurer), Carlos Orozco on account as signers
Propose that Chris Hatch and Carlos come off the account
Scott, Kevin and Ben to go to MFCU as soon as possible to change account signers.
Motion: have President, Vice President, and Treasurer have authority to sign, and require co-signatures (2)
Action Item: Motion: Jason; Second: Robert; unanimously approved
Action Item: Quick books $35 a month/$500 conversion consultant
$35/ month, 30 days free, integrates with MemberLeap
Quick Books online so anyone can log on anywhere
Carol Stachwick (NMS) can facilitate rollover from one system to another for $500
Future consideration for Board Member positions: a treasurer and a bookkeeper
Motion: approve $35/ month and $500 consultant fee from unrestricted funds
Action Item: Motion: Ben; Second: Kevin; unanimously approved
Item 2. MemberLeap Discussion (Robert H.) 15 mins.
Action Item: Memberleap setup $3963/$180 month
Handouts: List provided with of all websites, Proposal, “Gold Plan”
Webinar
Allow different types of communication and to have control of CRM database
Rally people to sign petitions
Separate groups by interest or location
Manage demand for merchandise
Different types of sign-ups for members/ comp codes
Manage large activities with many action items
Project management tool: select certain people to communicate with (sub groups like volunteers, supplies, etc)
Board module: take advantage of mature structure and enable sub committees; builds own website
Legislative Action Committee, search engine optimization, synchronization of member data (not part of Gold Plan but can be added separately)
Provides QuickBooks and SDMBA website integration
Big process; will isolate current webpages to preserve information; Beta process will have test environment to practice and view before final
Merchandising Module: would provide a storefront and could increase annual revenue
Doesn’t provide mobile app, broadcast text message app
Once this data is in one place, SDMBA will be self-sustaining and not reliant upon IMBA for information
“Approximately half of proceeds go back to SDMBA for merch sales”
Plan to deploy in December 2016
How will this be ‘future proofed’? Hosted by a company; company maintains; Helpdesk available to user; less restrictive to modify and update site; current layout of Website will be used and prevent incurring additional cost; all modules have online training courses available
What were other options? Many companies researched; cost of this company was most reasonable; local references available; leveraging decades of non-profit experience through them
Motion contingent upon contacting local business references and that entire current Website can be saved somewhere for possible error and future use or need
Continuance for next month to contact references and final cost proposal.
Item 3. Arch Ride Update (Susie/Ben) 5 mins.
Ben emailed GPX route information to Andy and Brian, but haven’t heard back yet
Possible issue with Sage Hill (still going through review process and suggested not to plan to use 2017 route), Escondido Quick Conservancy, private property owners
County considering work in trade in lieu of fees; supervisor will need to determine tracking hours or a project
Credit from Tijuana Bell project
County permitting already proposed
Chris Vine working on artwork: Tiki, mid-century theme; November deadline
Skii is checking on Verge as possible jersey vendor; waiting for samples
Item 4. Major Donor Event/update from board on potential invitees (Susie) 10 mins.
Action Item: Event Budget Increase Total $3182.81
Deposit Paid: $1591.41
Balance Due: $1591.40
Over 100 people on invitee list
Invitations are out to 60 people and most went out day of meeting
Two ways to donate: one time or recurring monthly
Susie can sign up through the back end of Events.com
Spreadsheet is shareable among Board members
Next week is crucial
Make one-on-one relationships
Underwriting possibilities available through Susie
Board members are expected to attend
Bob Winston coming
Catering set up; deposit in
Beer from Second Chance Brewing (Robert H. working on this)
Trek will bring demo bikes
Susie trying to get Rachel and Kyle Strait to do ride
Last time approved $2500; need to bump up total to $4000 (contingent upon 70 guests)
Motion: increase budget by $1500 from unrestricted funds
Action Item: Motion: Ben; Second: Mike; unanimously approved
Item 5. Trail Work Pre-Season (Susie) 5 mins
10/22 Laguna; 11/5 Del Mar Mesa
Action Item: Volunteer BBQ $150
22 Oct: Saturday morning 9-1 trail work at Laguna, limited to 25 people
Free camping Saturday night offered, no limit of people
BBQ Saturday night, 22 October
Motion: $150 for BBQ from restricted funds (REI funds)
Action Item: Motion: Ben; Second: Jay; unanimously approved
Item 6. Trail Liaison update (Susie/Kevin) 5 mins.
What should process be to accept/ approve new trail liaisons
Two names already submitted: Rick Minick (North County Coastal) and Kirk Riley
Continuance for email Board discussion
Item 7. Tour De Fat planning (Susie) 5 mins.
This Saturday
Volunteer sign-ups are going well but more needed
Pre event tomorrow at BLAH
Coalition has been helpful and appreciative
Item 8. County of SD Bike Park update (Jason/Susie) 5 mins.
Jason and Susie went to a meeting last week with Matthew Bowen.
Jason took conceptual drawings for Flinn Springs park.
Response seemed positive
Assured project wanted pre-qualified bidder, not cheapest
Want best interest for SDMBA
Good to hear county say they want a “world class bike park”
County has two teams: district one (Bonita Bike Park) and district two (Flinn Springs)
Item 9. Volunteer Appreciation Party 10/17 Update
(Minette) 5 mins
Last year spent $500 on incidentals, ~$20/ person for food and drink
Last year 75 showed up and 75 RSVP’d via email
Location can accommodate 120-130 chairs comfortably
Currently 45 have responded; anticipating 100 attendees
Continuance for Board email discussion on details
Motion: $2500 from unrestricted funds
Action Item: Motion: Ben; Second: Jay; unanimously approved
Item 10. New Board Member Recruitment/ad hoc nominating committee
(Kevin/Susie) 5 mins
Continuance next month for discussion
Item 11. Discussion and possible vote for World Summit reimbursement (Kevin) 5 mins
Submit costs to Ben via email before next month’s meeting.
Continuance next month for discussion
Item 12. Action Item: Video Production Project
Steven’s cost was $3500
Jim’s cost was $500
Motion to commission Jim for an intro/ donor video for $485 from unrestricted funds
Action Item: Motion: Kevin; Second: Ben; unanimously approved
Updates – (Non Discussion Items)
Item 1. McCain Valley/Chaparral Land Conservancy (Ben) 5 mins
Item 2. Development update Del Mar Mesa Position (Ben ) 5 mins
Item 3. STC Bill s.3205 (Ben/Susie) 5 mins
Item 4. East Elliot Trail/Teds unauthorized Building (Ben 5 mins)
Item 5. Reservation project/Big Bear/Mammoth (Mike J. 5 mins)
Items for next meeting Agenda
Board member communications
Item 1. ED updates and upcoming events (Susie)
Adjournment: at 9:03 pm
Next Meeting: October 19, 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
Board members present:
Kevin Loomis- President
Ben Stone- Vice President
Mike Jennings
Robert Hubbard
Minette Ozaki
Jeff Tanzola
Jose Galaz
Jason Showalter
( Absent Board Member: Skii Essenfeld)
Guests:
Jim Karnik (video presenter)
Steven Salcido (video presenter)
Tina Schmitz
Housekeeping: SDMBA has classroom at Mission Trails Visitors Center reserved for 2017 except for months of January, February, and March
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 7:02 pm
Introductions
Guests to present separate proposals (10 mins. each) for video production – Steven Salcido and Jim Karnik
Video production for SDMBA
Original video done by Treadmarks was very helpful for branding: providing an accurate view of mountain biking, how join efforts with the community, fundraising
Goals for use/ showing of video are: Oct 27th showing at fundraising event; year-end fundraising; and next year branding
Jim Karnik’s presentation – website
Handed out a flyer and business cards
Personal and past interest in outdoor recreation
Experience with organizations similar to SDMBA (habitat, fundraising, education)
Currently a freelance producer for Kathy Ireland
Recommends 1-3 minutes presentations for affordability and effective outcome
Produce web series for video- cover a variety of topics and projects; able to be dispersed on Website and not all on one page
Suggests an underlying focus/ story: trails- feature 10 best trails in San Diego and then tell the rest of the stories like volunteering, educating, restoration projects, recreation, etc
Uses micro-budget mini documentaries and montages
Did ten films for south San Diego county; Tijuana Valley, Temescal with helicopter footage
Issues with drone footage (licensing in parks) but can be done and sees application for this
Steven Salcido’s presentation
Sent PDF to Susie who forwarded to group; along with cost
Grew up mountain biking; does not own a car; promotes cycling in city
Short films done about riding in San Diego but haven’t done mountain biking yet and is eager to promote and pursue
Current partnership with Ryan- planning a two day ride to Coast to Crest Trail and film a documentary gaining footage that could be used for SDMBA’s video project (repurpose the footage). Steven owns the footage and can use for both projects. And end video (20 minute documentary would be shared with SDMBA)
Suggests four 15-30 second clips that could be shared on social media (mission statement focus)
Short content, beautiful imagery, shareable
Both presenters told that the Board will communicate a decision to each of them within the next 24 hours. Both were dismissed and departed.
Consent Agenda
Meeting Minutes. Approval of 8/17/2016 minutes – Kevin Loomis
No discussion
Motion: to approve
Action Item: Motion: Mike; Second: Ben; unanimously approved
Approval August Financial Reports – Scott
Cash balance from Scott as of day of meeting:
$13371 restricted funds (not reflected in last week’s numbers)
$75114 unrestricted funds
$61743 after subtracting for Susie’s salary (minimum of three months in account)
Motion: to approve
Action Item: Motion: Robert; Second: Ben; unanimously approved
Old Business
Requests for Continuance on any current Agenda items
New Board Member Recruitment/ad hoc nominating committee (Kevin/Susie) 5 mins
MemberLeap Discussion (Robert H.) 15 mins.
Action Item: Memberleap setup $3963/$180 month
Trail Liaison application process (Susie/Kevin) 5 mins.
World Summit details and expenses (Ben) 5 mins.
Discussion Agenda (Indicate action items)
Item 1. Finance items:
Proposed budget for 2017 (Susie) 5 mins
Action Item: new Bank Account signers
Account at Mission Federal
Currently Scott, Chris Hatch (previous Treasurer), Carlos Orozco on account as signers
Propose that Chris Hatch and Carlos come off the account
Scott, Kevin and Ben to go to MFCU as soon as possible to change account signers.
Motion: have President, Vice President, and Treasurer have authority to sign, and require co-signatures (2)
Action Item: Motion: Jason; Second: Robert; unanimously approved
Action Item: Quick books $35 a month/$500 conversion consultant
$35/ month, 30 days free, integrates with MemberLeap
Quick Books online so anyone can log on anywhere
Carol Stachwick (NMS) can facilitate rollover from one system to another for $500
Future consideration for Board Member positions: a treasurer and a bookkeeper
Motion: approve $35/ month and $500 consultant fee from unrestricted funds
Action Item: Motion: Ben; Second: Kevin; unanimously approved
Item 2. MemberLeap Discussion (Robert H.) 15 mins.
Action Item: Memberleap setup $3963/$180 month
Handouts: List provided with of all websites, Proposal, “Gold Plan”
Webinar
Allow different types of communication and to have control of CRM database
Rally people to sign petitions
Separate groups by interest or location
Manage demand for merchandise
Different types of sign-ups for members/ comp codes
Manage large activities with many action items
Project management tool: select certain people to communicate with (sub groups like volunteers, supplies, etc)
Board module: take advantage of mature structure and enable sub committees; builds own website
Legislative Action Committee, search engine optimization, synchronization of member data (not part of Gold Plan but can be added separately)
Provides QuickBooks and SDMBA website integration
Big process; will isolate current webpages to preserve information; Beta process will have test environment to practice and view before final
Merchandising Module: would provide a storefront and could increase annual revenue
Doesn’t provide mobile app, broadcast text message app
Once this data is in one place, SDMBA will be self-sustaining and not reliant upon IMBA for information
“Approximately half of proceeds go back to SDMBA for merch sales”
Plan to deploy in December 2016
How will this be ‘future proofed’? Hosted by a company; company maintains; Helpdesk available to user; less restrictive to modify and update site; current layout of Website will be used and prevent incurring additional cost; all modules have online training courses available
What were other options? Many companies researched; cost of this company was most reasonable; local references available; leveraging decades of non-profit experience through them
Motion contingent upon contacting local business references and that entire current Website can be saved somewhere for possible error and future use or need
Continuance for next month to contact references and final cost proposal.
Item 3. Arch Ride Update (Susie/Ben) 5 mins.
Ben emailed GPX route information to Andy and Brian, but haven’t heard back yet
Possible issue with Sage Hill (still going through review process and suggested not to plan to use 2017 route), Escondido Quick Conservancy, private property owners
County considering work in trade in lieu of fees; supervisor will need to determine tracking hours or a project
Credit from Tijuana Bell project
County permitting already proposed
Chris Vine working on artwork: Tiki, mid-century theme; November deadline
Skii is checking on Verge as possible jersey vendor; waiting for samples
Item 4. Major Donor Event/update from board on potential invitees (Susie) 10 mins.
Action Item: Event Budget Increase Total $3182.81
Deposit Paid: $1591.41
Balance Due: $1591.40
Over 100 people on invitee list
Invitations are out to 60 people and most went out day of meeting
Two ways to donate: one time or recurring monthly
Susie can sign up through the back end of Events.com
Spreadsheet is shareable among Board members
Next week is crucial
Make one-on-one relationships
Underwriting possibilities available through Susie
Board members are expected to attend
Bob Winston coming
Catering set up; deposit in
Beer from Second Chance Brewing (Robert H. working on this)
Trek will bring demo bikes
Susie trying to get Rachel and Kyle Strait to do ride
Last time approved $2500; need to bump up total to $4000 (contingent upon 70 guests)
Motion: increase budget by $1500 from unrestricted funds
Action Item: Motion: Ben; Second: Mike; unanimously approved
Item 5. Trail Work Pre-Season (Susie) 5 mins
10/22 Laguna; 11/5 Del Mar Mesa
Action Item: Volunteer BBQ $150
22 Oct: Saturday morning 9-1 trail work at Laguna, limited to 25 people
Free camping Saturday night offered, no limit of people
BBQ Saturday night, 22 October
Motion: $150 for BBQ from restricted funds (REI funds)
Action Item: Motion: Ben; Second: Jay; unanimously approved
Item 6. Trail Liaison update (Susie/Kevin) 5 mins.
What should process be to accept/ approve new trail liaisons
Two names already submitted: Rick Minick (North County Coastal) and Kirk Riley
Continuance for email Board discussion
Item 7. Tour De Fat planning (Susie) 5 mins.
This Saturday
Volunteer sign-ups are going well but more needed
Pre event tomorrow at BLAH
Coalition has been helpful and appreciative
Item 8. County of SD Bike Park update (Jason/Susie) 5 mins.
Jason and Susie went to a meeting last week with Matthew Bowen.
Jason took conceptual drawings for Flinn Springs park.
Response seemed positive
Assured project wanted pre-qualified bidder, not cheapest
Want best interest for SDMBA
Good to hear county say they want a “world class bike park”
County has two teams: district one (Bonita Bike Park) and district two (Flinn Springs)
Item 9. Volunteer Appreciation Party 10/17 Update
(Minette) 5 mins
Last year spent $500 on incidentals, ~$20/ person for food and drink
Last year 75 showed up and 75 RSVP’d via email
Location can accommodate 120-130 chairs comfortably
Currently 45 have responded; anticipating 100 attendees
Continuance for Board email discussion on details
Motion: $2500 from unrestricted funds
Action Item: Motion: Ben; Second: Jay; unanimously approved
Item 10. New Board Member Recruitment/ad hoc nominating committee
(Kevin/Susie) 5 mins
Continuance next month for discussion
Item 11. Discussion and possible vote for World Summit reimbursement (Kevin) 5 mins
Submit costs to Ben via email before next month’s meeting.
Continuance next month for discussion
Item 12. Action Item: Video Production Project
Steven’s cost was $3500
Jim’s cost was $500
Motion to commission Jim for an intro/ donor video for $485 from unrestricted funds
Action Item: Motion: Kevin; Second: Ben; unanimously approved
Updates – (Non Discussion Items)
Item 1. McCain Valley/Chaparral Land Conservancy (Ben) 5 mins
Item 2. Development update Del Mar Mesa Position (Ben ) 5 mins
Item 3. STC Bill s.3205 (Ben/Susie) 5 mins
Item 4. East Elliot Trail/Teds unauthorized Building (Ben 5 mins)
Item 5. Reservation project/Big Bear/Mammoth (Mike J. 5 mins)
Items for next meeting Agenda
Board member communications
Item 1. ED updates and upcoming events (Susie)
Adjournment: at 9:03 pm
Next Meeting: October 19, 2016
Meeting Minutes Recorded by: Tina Schmitz