December 2020 Board of Directors Meeting Minutes and Activity Reports

• Meeting Attendance
  • Ernie Rodriguez - President
  • Peggy Flaxman - Executive Director
  • Tom Howe - VA Advocacy Director
  • Rob Lowe - Membership Director
  • Sharon Maloid - Activities Director
  • David Beugelmans - Vice President
  • Dave Magill - MD Advocacy Director
  • Neil Blake - Treasurer
  • Mauricio Carvalho - Trail Boss

• Financial Updates (Neil)
  • General Funds - $4.5k decrease
    • $4.7k revenues, mostly from $3.6k of general donations and $1k from the MORE Store
    • $9.2k expenses, ED $4.5k, $2.3k prizes & swag (liaisons shirts), $1.4k MORE Store expense
  • Restricted Funds - $12.9k decrease
    • $7.4k revenues, $4.5k Patuxent plus quite a few donations from the website to various projects
    • $20.3k expenses, $17.9k grants working capital for Patuxent and various other expenses
  • 2021 Budget Vote
    • Ernie: Motion to approve the budget as presented by Neil for 2021.
      • Motion passed unanimously.
    • Membership Updates (Rob)
      • IMBA had an issue with auto renewals, but IMBA has fixed the issue and refunded those impacted
      • We were off to a quick start in December with large donation by single member. We are still on track to exceed last December’s amount.
    • November 2020 was another good month for memberships. We had 28 new joins and over 50 renewals. Our dollar amount again exceeded by over $1k for the month over 2019 and we are on good track to have another month in December 2020 out performing 2019. 
    • Remember due to increase in monthly memberships the average per transaction per month is dropping every month!
    • Board Elections (Candidates and Voting)
      • Ernie:
        • We posted the jobs and published the elections and we documented the process. So somebody will be able to replicate this next year.
        • We downloaded current members from CiVi CRM and uploaded to Constant Contact.
        • Used constant contact to conduct the vote, sent all current members emails with the link to vote.
        • At the end, we will be able to audit and tabulate the results. It’s basically an online survey to run the election.
      • Year End Giving Campaign
        • Ernie:
          • Usually set up email and send it out. Let’s get something out.
          • This is the last push at the end of the year.
          • David B. and Peggy volunteered to assist.
        • Events
          • Planning for Strategy Meeting and Transition Meeting
            • Ernie:
              • Suggestion is that we combine the strategy meeting and transition meeting.
              • Peggy will start planning for January and will set this up.
            • Dave M.
              • Are we talking about a member meeting?
                • Ernie: no, this is the transition meeting. We usually have only a few people on.
              • Are we going to follow the same 6-hour format?
                • Ernie: Yes. We have learned a lot from other Zoom meetings and we’ll give people breaks, etc.
              • Please circulate agenda for BOD to comment
            • Sharon, Elaine, and David B. volunteered to help.
            • Dave M. – the messaging to members to join virtual meeting is to learn more about what MORE is doing. Also should communicate that awards will be deferred to the “winter” meeting, which will be in summer now.
          • 2021 Tool Buying Planning and Timing and Trail Tread Program renewal (including offering a potential Trail Boss Tool Subsidy)
            • Tom
              • Hearing from liaisons that they are working in the field and need new tools. Early next year we are going to be looking to do a tool buy.
              • Dave M. and I will take care of the trail tread program renewal.
              • Received requests for Trail Boss tools, where we subsidized purchase of trail boss tools (about $75).
            • Dave M.
              • It’s not too early for Tom, Mauricio, and Me to get the liaison survey updated and out there.
            • Trails
              • Maryland
                • Emmitsburg is working on a local masterplan to expand trails. Tim O’Donnell has significant support from St. Mary’s college, which has embraced idea of making trails that link to Emmitsburg trails. And town is going to build a park across the street.
                • Nothing new from Frederick.
                • In Brunswick, the RTP grant application that was submitted was declined. The RTP application was confusing in that it referred to a future crossing of a CSX railroad track, and RTP committee, thinking the easement was needed for the current application, said that once you get the easement you can come back to us. Carlo plans to reapply in spring 2021.
                • There is a new 1.5 mile of trail built between Black Hill and outlet malls at Clarksburg. This was an amenity required for the developer.
                • Progress is being made to get a full-on connection from Black Hill to Little Bennett
                • Patuxent
                  • Moving up to Patuxent, the first grant ($100,000), we took bids on final 2.5 mile trail section. 2 contractors bid. The winner was not Greenstone, but a well-known developer from Kentucky (Dirt Artisans). The total cost has exceeded the grant and put in request to cover the bid and optimistic we will get it. (Note, the grant increase was approved by MD SHA in late December)
                  • We’ve had two workdays with 25 people each at Patuxent in the last month.
                  • Also, Patuxent got another $80,000 grant, with $40,000 for parking and $40,000 for more trails north of Mullinix Mill Road
                  • Slow but steady progress is being made by DNR team on southern part of Patuxent. There is 2 miles now and adding another 2 miles.
                • MoCo has completed the Cabin John South section a couple months ago.
                • Have not heard much from Patapsco crew. Thinks trailwork days have started.
                • Cedarville has had a rough year because that area received more rain than other places. People are not happy with trail conditions. There is an active liaison there (Sue Estes) that did her first turnpike project. Currently working on some reroutes.
                • Progress on the Fairland skills park. County is working with Progressive Bike Ramps
                • There is a new project at Terrapin Park on Kent Island. Steve Pringle got approvals from the County Board of Directors. They are now working through the MOU. It is unfriendly but we will get there.
              • Virginia
                • Had monthly trail liaisons meeting.
                • Vernon had trailwork day yesterday. Walked a new flag line from volunteers and made some minor modifications. Corridor cleared the entire realignment.
                • Wakefield is going to have a trailwork day coming.
                • Locust Shade had a really good trailwork day. All of the beginner stuff is coming together. Team doing excellent work.
                • Lake Fairfax has some work tee’d up. Also had a trailwork day recently where they planted trees.
                • Meadowood is addressing some issues.
                • Fountainhead is planning for a skills area.
                • Brookfield is progressing and has been accepted as a 2021 Dig In project.

November 2020 Activity Reports

• President – Ernest (Ernie) Rodriguez
  • Post and advertise 2021 Board of Director Elections
  • Work with Peggy and BoD's on Trailhead News
  • Work with Neil and Dave on 2021 proposed budget
  • Help with posting and updating Patuxent bid advertisement and bid opening and evaluations
  • Worked with Steve Pringle, Dave Magill and Dave Scull on MOU for Kent Island trails in Queen Anne County MD
  • Daily communications: "Thank you" notes/swag to donors, social media post and messaging
  • Mailing and delivering SWAG to volunteer leaders, major donors and MORE Trails prize winners
  • Coordinate Mastenbrook grant application with Peggy and Wakefield team
  • Participate in trail work planning and workdays for Locust Shade and Wakefield
  • Participate in coordinated response with Arlington MTB to Greener Arlington focus group discussion for input into Urban Forestry Planning
  • Follow-up on Payroll Protection Program loan forgiveness - no process from bank yet
  • Participate on American Trails webinars
  • Participate in Advocating with Elected Officials boot camp hosted by Virginia Conservation Network and Sierra Club 
  • Participate on monthly IMBA Roundtable public webinar
  • Submit final project report-out to REI for Patuxent River State Park grant
  • Submit final project re[ort-out to National Park Foundation for Locust Shade beginner loop grant 
  • Register MORE for non-profit tax free accounts with Home Depot and Sunbelt Rentals
  • Attend DC/VA monthly liaison meeting

• Executive Director – Peggy Flaxman
  • MORE Trails Event
    • Compiled final data and announced “winners”
    • Created graphics and posted results to social media and website
    • Used graphics to create award “plaques”
    • Delivered prizes to raffle winners
    • Printed and mailed to winners
  • Ran crossover segments for MoCo Epic 2019 (845) & MORE Trails (386)
    • 100 emails appear on both lists
  • Created Advocacy Page
    • https://more-mtb.org/pages/advocacy
    • Developing process for updates
  • Attended 3 part Advocacy Boot Camp by Virginia Conservation Network & Sierra Club
  • Attended IMBALocal Roundtable
  • Attended American Trails Seminar - Innovative Approaches for Sustainable Trails: Crawford Path Case Study
  • Worked with Bill Niedringhaus (PHTA) to advocate for link between Great Falls National Park and the Potomac Heritage trail (with long term goal of connection between CCT & MoCo via bike/pedestrian access American Legion Bridge once new span is added.
    • Met with FCPA , Senator Marsden, Senator Favola, Clyde Cristman (DCR Director) and hiked portion of propose trail.
  • Presented to McLean Citizens Association to gain public support
  • Working on updates and supporting documentation for Mastenbrook Grant as per request from Fairfax County
  • Assisted with Trailhead News
  • Updated website with new information on Brookfield and Kent Island
  • Working on Liaison Best Practices
  • Working on Ride Leader Best Practices
  • Delivered Trail Supporter Shirts to Liaisons
  • Met with Greener Arlington on possible updates to Arlington Urban Forestry plan
  • Attended M-NCPPC Active Transportation Network Meeting
  • Contacted Nathan Harrington, Ward 8 Woods Conservancy, meeting planned for 12/15 at 10:00 am
    • https://www.washingtonpost.com/local/dc-ward-8-parks-cleanup/2020/12/05/1d34f078-260f-11eb-8672-c281c7a2c96e_story.html

• Vice President – David Beugelmans
  • Coordinated board of directors meeting and finalized/posted minutes alone
  • Continued to support MORE Trails event
  • Store
    • Coordinated fender fundraiser shipping
    • Created additional items
    • Prepared and sent marketing emails
  • Annapolis Area Trailwork/Advocacy
    • Install boardwalk at Truxton Park
    • Coordinate with City of Annapolis on trail kiosk installation

• MD Advocacy Director – Dave Magill
  • Patuxent
    • Conducted 3 site visits with contractors for possible bids on the final section of machine built trail
    • Led trail clearing work days along with Tom Newton
    • Developed and posted amendments to the bid documents, including revised map from Kathy Mihm
    • Participated in opening of the bids, drafted documents for SHA approval of the winning bid and a request for an increase in the grant amount to cover it
    • Received letter of award of an additional $80k RTP grant for $40k of parking and $40k of additional machine built trail
  • MoCo Wayfinding Project and Grant
    • Finalized maps with Kathy Mihm and obtained signoff to mount them at approx. 40 locations in SCSP and various MoCo parks
    • Submitted requests to SHA for notice to proceed to procurement of the maps and the related wooden posts
  • Collaborating with Peggy Flaxman on update to the Liaisons Guidelines
  • Zoom Meeting with parks director for City of Gaithersburg – they want to map and upgrade their natural surface trail system and trail and park connections
  • Arranged sharing of half of the Schaeffer Portajon cost with Friends of SCSP
  • Responded to various inquiries through the MORE website

• VA Advocacy Director – Tom Howe
  • Met with new MORE member interested in maintaining trails in Loftridge Park in Fairfax County
  • Ad hoc Wakefield trail work day to replace 2 boardwalk bridges under the power lines adjacent to the Salamander Trail
  • Met with liaisons from Mt Vernon District Park to walk new trail realignment
  • Assisted with distribution of Trail Supporter t-shirts
  • Held Monthly DC/VA Liaison Meeting w/ Peggy, Ernie, and liaisons from Lake Fairfax Park and Wakefield
  • Reviewing Liaison Best Practices with Peggy
  • Working with Ernie and Peggy on updating the Mastenbrook Grant application for Wakefield Park
  • Providing logistical support to the liaisons from My Vernon District Park for their upcoming trail work day 
  • Planning for ad hoc Wakefield trail work day to move materials within the park to their designated staging areas 

• Trail Boss – Mauricio Carvalho
  • [_]

• Membership Director – Rob Lowe
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• Communications Director – Andrew Melito
  • [_]

• Treasurer – Neil Blake
  • Meeting with representatives from Arlington County to discuss the Urban Forestry Plan
  • Financial update:
    • General Funds - $4.5k decrease
      • $4.7k revenues, mostly from $3.6k of general donations and $1k from the MORE Store
      • $9.2k expenses, ED $4.5k, $2.3k prizes & swag (liasons shirts), $1.4k MORE Store expense
    • Restricted Funds - $12.9k decrease
      • $7.4k revenues, $4.5k Patuxent plus quite a few donations from the website to various projects
      • $20.3k expenses, $17.9k grants working capital for Patuxent and various other expenses

• Activities Director – Sharon Maloid
  • No update