February 2021 Board of Director Meeting Minutes and Activity Reports

• Meeting Attendance
  • Ernie Rodriguez - President
  • Peggy Flaxman - Executive Director
  • Tom Howe - VA Advocacy Director
  • Rob Lowe - Membership Director
  • Clay Deming - Activities Director
  • David Beugelmans - Vice President
  • Dave Magill - MD Advocacy Director
  • Neil Blake - Treasurer
  • Kathy Mihm – Communications Director

• Financial Updates
  • Financial Update
    • General revenue $9.6k
      • Memberships $5.8k
      • General $3.6k ($2k donation towards muddy trails signage)
    • General expenses $8.8k
      • Payroll expense $4.9k
      • $1.4k t-shirts for trail work days
      • $1.8k signage for muddy trails
    • Restricted revenues $2.7k (mostly for Lake Fairfax $1.6k)
    • Restricted expenses $609 (mainly merch cost for website sales)
  • Finance Committee (Ernie)
    • We need to meet (Dave, Neil, Tom, Peggy) to formulate a 2021 strategic plan
  • Constant Contact (Peggy)
    • This is something we were charging to MoCo Epic and it was $125 month and we were going up against 10,000 contact mark. Once you hit that mark, the cost goes up about $100. Ernie and Peggy have talked about alternatives. Consider migrating to Office 365 for free
    • Dug into Constant Contact, had 2200 suspended contacts that Constant Contact has flagged and returned. So down to 7000 now.
    • Peggy thinks platform is powerful as to where groups overlap and intersect.
      • Were able to put people who purchased on MORE Store and we able to see where those people overlapped with membership and MORE store.
      • Constant Contact included powerful features not otherwise available in other products we can use.
      • We can also use it to target communications better. Want to throw it out there as a consderation for keeping Constant Contact.
    • à General agreement that we should keep using the Constant Contact platform.
    • Dave M
      • Has been trying to load volunteers from Golden Volunteer. We need to harvest emails from wherever we can.
      • Even if we only get 1/3 of liaisons to respond, their contacts would be worth it.
    • Ernie – 3 action items
      • (1) mine golden volunteer
      • (2) mine waiver sign (Dave B)
      • (3) add subscribers to CVCRM
    • Kathy: Can we use this for Trailhead News? Peggy: Yes
  • Zoom vs. Teams (Peggy)
    • Teams is an Office 365 tool we get for free, we pay for zoom
    • We are paid for Zoom through April. We should do the next meeting via Teams so we are ready to transition by April.
    • General agreement to transition to Teams because it is free.
  • Membership updates
    • Rob
      • After December’s large month of new memberships, we had another EXCELLENT month in January 2021 with 29 New Member joins!
      • And February is off to a good start and we are already ahead of where we were year-to-date in March 2020, and on track to surpass the April total this month.
    • Honor Roll of Volunteer Accomplishments (Erie)
      • Eric Crawford put together list of volunteers based on number of hours reported and logged in Track-it-Forward.
      • Even with Coivd, we our volunteers logged over 11,000 hours of volunteer activities
      • We need to put this on social media
    • Sponsorships (Past, Present, & Future)
      • Sent a sponsorship proposal to BoD today.
      • Came into this looking at website and looking at sponsors on Trailhead news, making the assumption they are current sponsors. In reality, they are sponsors over time. We haven’t been following-up or managing our sponsors listed on the website in many years.
      • We need to re-visit the timeframe that sponsors are sponsors and how much the levels are.
      • Proposal
        • Set sponsorships to last a calendar year. So you are a sponsor for the calendar year
          • Dave B – why should we do calendar year?
          • Dave M – If we have a small number, shouldn’t we give them the flexibility to sign up when they want?
          • Neil: by setting the timeline, you are going to drive behavior.
        • MoCo Epic sponsors go October to October.
        • With regard to levels, thought we should change levels to $2500+ for gold.
        • Should we allow individuals to be sponsors, or should it only be organizations?
          • Dave M: Maybe we can separate individual donors from sponsors.
            • Think about offering something that lists donors who donate 500 or more if they want to be identified.
          • Where do we put in-kind donations? Are those recognized separately?
            • Neil: in-kind donations need to be included as revenue at fair market value We need to report
            • Ernie: We should do this on a case-by-case basis for significant donations, but sponsorships should generally be monetary
          • Peggy: Can we remove sponsors from website without telling them
            • Dave M: Everyone was told that its annual sponsorship
            • Ernie: We should give everyone a notice that we are cleaning up, and ask them if they want to stay on.
          • Communications
            • Kathy
              • Working on trailhead news and working of winter riding resources.
              • Annual report is one big thing still coming up. Need to contact Andrew.
              • Ernie: Can volunteer to work on annual report. Ernie has outlined it in the past and he’s dropped in pictures.
              • Dave M: We should have a page listing our liaisons and ride leaders.
              • Dave B: offered to help with formatting, etc.
              • Ernie: We can focus on how people are being creative during covid to get work done.
            • Bike Shop Hang Tags
              • Is this something we should update?
                • Consensus that the hang tangs should be updated.
                • All based around accomplishment and what we did for the community.
              • Peggy: Got feedback that hangtags with date are confusing so we need to rethink how we’re presenting.
              • Dave B: We should make the information general so that people know what MORE is and the trail they are using is probably a MORE trail.
            • Who is MORE Flier (Ernie)
              • Ernie: The “Who is MORE” fliers are important so we havesomething in our hand to give out to people know who we are.
            • Events
              • Spring Scavenger Hunt (Clay)
                • Past month has been brainstorming on how to engage community in the spring and summer. Thinking about things we can and can’t do.
                • This spring we could do a scavenger hunt. The event is more family friendly and geared towards kids.
                • Idea is you have a puzzle or problem that leads you to a trail system, and then a clue that leads to a location in the trail system. Then you’d take a picture and put on social media.
                • The idea is to get people out and using all of the trails with a “competition light.”
                • Wants to work with members of the BoD to develop ideas.
                • Ernie: Thinks this is a great idea.
                • Dave M: Agrees
                • Peggy: We need to compress the timeframe. MORE trails was too long.
              • sMORE’s Fundraiser (Clay)
                • We talked about this in the transition meeting: getting money for camel backs and bikes for at-risk youth.
                • We don’t want to do a lot of logging of miles. We could do something like, how many miles can you ride in a month.
                • Dave B: Why not make this MORE Trails (i.e., all money goes to kids)
              • Popup Tent Events (Clay)
                • We would show up with EZ-Up Tents at various trailheads.
                • Having a presence at a busy trailhead would be valuable. Even if it’s a few people under a tent saying have a nice ride, that would go a long way. We can give out information.
                • Dave M: Has done many of these. They take a lot of time. Don’t think there’s a benefit or payback for doing it.
              • Getting Ride Clinics Started (Kathy)
                • Kathy: Interest is to find a handful of people who can do beginner ride clinics.
                • Ernie: Will send 2020 volunteer list for ride leaders.
                • Dave B: Will send info to people who normally charge for clinics
              • Liaison Meeting (Peggy)
                • Are we going to do a liaison meeting? Peggy can mail out trail crew t-shirts if we aren’t going to have a liaison event.
                • Dave M: I don’t think we’ll be able to pull off a spring meeting. We should get the t-shirts out now.
                • Tom: Will coordinate with Peggy to deliver to VA liaisons.
              • Trails
                • Maryland
                  • Usual projects are moving ahead. Patapsco, Patuxent, MoCo.
                  • Focusing on getting statistics together.
                  • Austin Steo has said he wants to focus attention on Fairland Skills Park and has resigned as Cosca liaison.
                    • Open Liaison Position – Cosca: We could go out with a targeted zip code email in the area with offers to join as liaison
                  • We will see more opportunities coming up soon
                  • Ernie
                    • There is a ray of sunlight coming to Baltimore. Got an email from Baltimore Parks and Rec. A new staff member sees there is potential for mountain biking, asking if could speak to somebody. Immediately replied and said we will help and get involved.
                  • Virginia
                    • Normally we have monthly liaison meeting, but didn’t have it this month.
                    • In the past couple weeks, had a trails committee meeting for a grant request for Conway Robinson. Trails committee agreed to $1000 grant for this, so approved from General Trails Fund.
                    • Dig In – Brookfield Park
                      • Check to cover $2000 grant. That was a match for the Specialized Outride Program.
                      • Since then, Ernie has gone ahead and got a Dig-On Grant, which is separate from the Specialized grant.
                      • Ernie: This is a matching grant. We are at $1400 right now and we are $600 short. But Pat basically said we will get it no matter what.
                    • Wakefield held a five-year planning meeting, with focus on 2021. Lots of great ideas.
                    • Attended call for Meadowood for BLM with feedback. Hopefully they walk away with good input from different land managers in the area.
                    • Lake Fairfax is finish up some work and planning to expand the pump track.
                    • Great progress on beginner loop at Locust Shade.
                    • Peggy
                      • Ernie and Peggy met with folks from Loudon County to talk about trails in parks. They have major plans for trails that are linked together.
                      • Voters have prioritized trails
                    • Recruiting a New Trail Boss (Dave M)
                      • Keep in mind that we need to recruit somebody. The person spends ¾ of the time doing administrative work, putting trail days on calendars, doing track it forward, doing year end statistics. Poll for tool purchases. Also in theory organize training.
                    • Trail Counters IMBA Grant (Peggy)
                      • March 1 – the grant process beings. Only awarding two sets of counters. Lots of interest in this. Is this something we want to do on our own, or just do the grant.
                        • Agreement to wait for grant and go from there.
                      • GPX Tracks through RideWithGPS/Trailforks/MTB Project
                        • Dave B: Will take a look to see if you can do a mass GPX export.
                        • Ernie will make Kathy an amin on Trailforks
                      • Engagement (Ernie)
                        • Hiker sent message acknowledging our work.
                        • This shows the signage and people react to it.
                        • Thinks it’s a positive experience.

• Catalyst Sports (Ernie)
  • In the future, Catalyst Sports Non-Profit will come to the area to explore trails to qualify for adaptive riding class. He is ready to do everything on his own. He would appreciate local knowlegde and trail suggestions.
  • Was not asking for money or volunteers. Just wanted help find trails he could use.

• Dave M – We should create a new board position and recruit for it. This would be a board member that wants to do education programs within MORE. It’s a focus on things like muddy trails, etiquette, etc. We should spend some time thinking about it and making it park of our mission.
  • Ernie: Idea that BoD members can find assistants and people to help. So we can get help with different functions.
    • We used to have a huge BoD and we were unable to get anything done, so cautions against growing BoD.
  • Kathy: this can come under Communications responsibility, in creating hang tags, trail head flyers and signage.  Kathy is willing to take this on and suggestions are welcome.
  • After discussion Dave M withdrew his idea of a new Education Director, given other board members are now focused on it.

• Peggy – Working on MoCo Epic
  • Started to reach out to team leads and talking about changes we need make. Trying to get people to think long term. If you had 8 months, what would you change?
  • If anyone has new ideas, please let me know.

January 2021 Activity Reports

• President – Ernest (Ernie) Rodriguez
• Trailwork at Wakefield Park
• Working with Liaisons to collect and enter volunteer hours in Track-it-Forward
• Worked with Steve Pringle, Dave Scull and Dave Magill to finalize MOU with Queen Anne County for Kent Island
• Attend American Trails webinar - from Industrial Site to Trail Destination
• Working with WV Lost River State Park manager to support trail development and Access Labs grant application
• Attended Bureau of Land Management meeting for Meadowood Peninsula land use survey
• Distribute and mail "Respect Trails" stickers
• Distribute "Don't Ride Muddy Trails" signs
• Prepare and mail taxable deduction letters to major donors
• Apply for Catalogue for Philanthropy listing
• Participate with Prince William County Trails Coalition for Aspirational Trails planning
• Finalize and order 2020 Volunteer Awards including calling awardees
• Work with Sponsorship Committee on process
• Work with Marketing/Communications Committee to possibly create podcast and youtube videos for mountain biking
• Walk Tillet Park in Loudoun County with Eric Scudder and Peggy for possible trail adoption and connectivity
• Participate in invasives clearing at Madison Manor with local group to enhance relationship with MORE and Arlington Trails
• Participate with consultant interviews for Arlington County for Recreational and Urban Tree Canopy study
• Send daily "Thank you" emails to donors 

• Executive Director – Peggy Flaxman
  • Holiday Cards to Partners
  • Catalogue for Philanthropy Application (w/Ernie)
  • Updated MORE Advocacy Page
  • Transition Mtg. Agenda & Read-Ahead Items
  • Lost River State Park 
    • Added to website / Calendarwiz
  • Pick up MORE Trails & Trails signs from MD Liaisions
  • Don’t Ride Muddy Trails Signage
    • Worked with Kathy on design
    • Picked up at printer & assisted with distribution
  • Protect our Trails Stickers for posts
    • Worked with Kathy/Ernie on design
  • Added Information on Muddy Trails/Alternatives to website
  • Trail Crew Shirts
    • Picked up and began distribution 
    • Have spreadsheet of MD needs
  • Updated SEO for all trail pages (removed “we are working on the new page…”)
  • Met with Steve Pringle (Kent Island)
  • Met with Tim O’Donnell (Emmitsburg)
  • Participated in PHTA Hike
  • PHTA Monthly Meeting
  • CiviCRM meeting with Ernie/Kathy
  • Arlington Trails/Brandymore Castle Meeting
  • Invasive Plant Removal at Mad Manor
  • Great Prince William Trails Coalition Meeting
  • FABB Meeting
  • Maryland Bicycle & Pedestrian Advisory Committee Meeting
  • Golden Volunteer Meeting
  • Tillett Park Visit/ Loudon County
  • Removed 2,200+ Emails from Constant Contact (Suspended & non-existent emails removed)
  • American Trails Webinar (from Industrial Site to Trail Destination)
  • Trails Count Webinar (Application Process begins in March)

• Vice President – David Beugelmans
  • Coordinate on 2020 MORE Awards
  • Added products to online store
  • Anne Arundel County Trails
    • Continued trailwork support on additional boardwalks at Bacon Ridge
    • Received approval for MORE to “adopt” 2 miles of old trails at Waterworks Park
    • Trailwork on adopted trails
    • Coordinated fundraiser and permitting for Housley Road kiosk project
    • Coordinated with BikeAAA on workstation and pump donation

• MD Advocacy Director – Dave Magill
  • Patuxent
    • Walked phase 2 area with T newton, submitted map to DNR, discussed same and the related neighbor challenges
    • Reviewed ph2 parking lot options, contacting engineering firms for quotes for design drawings needed by MDE and DNR
    • Trail work day
    • Negotiating trail build contract with Dirt Artisans for last 2.5 miles of Ph 1
  • MoCo Wayfinding
    • Procured posts and hardware, tried to procure maps but found out MCE cannot sell to MORE, soliciting bids from other vendors
    • Continued development of detailed sticker plan for carsonite posts (approx. 2000 stickers)
  • Attended BLM virtual survey session on Meadowwood and Mason Neck
  • Assisting Carlo Alfano on possible easement on private land near Brunswick
  • Working with liaisons on year end trail stats
  • Set up MORE account at Lowes for tax exempt purchases
  • Polled local members and submitted MORE comments to the Wheaton Regional Park Master Plan Update
  • Assisted with Muddy trails signs and stickers for MoCo Parks trailheads

• VA Advocacy Director – Tom Howe
• Wakefield 2021 Planning Meeting
• BoD Transition Meeting
• Working with the Trails Committee, got unanimous  approval to move $1000 from the GTF to the Conway Robinson RTF for a grant request by the Conway Robinson Trail Liaison 
• Participated in a Meadowood Focus Group Meeting with Dr. Tim Casey, Professor of Political Science and Director of the Natural Resource Center at Colorado Mesa University

• Membership Director – Rob Lowe
  • Membership Annual Report
  • December Membership Report
  • Thank You's (New and Renew) and Reminders to Renew
  • Wakefield 2021 Planning Meeting 
  • New Joiners sent to Peggy F for highlighting. 

• Communications Director – Kathy Mihm
  • Muddy Trails campaign –
    • created trailhead signs with Peggy and distributed to MD liaisons.
    • created webpage information on Muddy trails and winter riding (with Peggy) including freeze-thaw, alternative ride options, and trail status resources.
    • created western MoCo Gravel Ride route description with stops of interest (geology and history)
  • Met virtually with Ernie/Peggy to work with IMBA cv/CRM to create newsletter and email to MORE
  • Created and distributed Winter Trailhead Newsletter – can we post this to MORE webpage or is archive available somewhere?
  • GIS activities
    • Inquired about non-profit license of ESRI ArcMap for MORE - $100 per year; discussed use of this with Ruthann Ligon on using a mapping option during trail work at Fountainhead few years ago.
    • MoCo maps – getting to the final versions - printed copies
    • PAX mapping for Dave Magill
  • Corresponded with Andrew Melito re: Annual Report – will start on this soon
  • Sponsors list – want to start getting updated and system in place to do this periodically (quarterly or semi-annually)
  • Videos with MORE – meeting with Ernie, Peggy, and others to develop plan to gather videos on trail work, riding MORE trails, sent email to liaisons requesting content – got a small reply
  • Plan to work with Peggy on Website improvements

• Treasurer – Neil Blake
  • send year end docs to accountant to prepare financials and tax return
  • prepare and send 1099s
  • prepare donor letters
  • Arlington trail meetings
  • Financial Update
    • General revenue $9.6k
      • Memberships $5.8k
      • General $3.6k ($2k donation towards muddy trails signage)
    • General expenses $8.8k
      • ED $4.9k
      • $1.4k t-shirts for trail work days
      • $1.8k signage for muddy trails
    • Restricted revenues $2.7k (mostly for Lake Fairfax $1.6k)
    • Restricted expenses $609 (mainly merch cost for website sales)

• Activities Director – Clay Deming
  • Asked Sharon to fill me in on the various volunteers that run the standard events so I could reach out and introduce myself and offer any support.
    • Only planned event at this time is the Fall Camping Trip @ Big Bear in September.