Tom Howe – Outgoing Membership Director and new VA Advocacy Director
Bob Caverly – Vice President
Steve DonTigny – Executive Director
Not Present – Carlos Alfaro – Outgoing Activities Director
Not Present (Travel) – Jeff Niner – VA Advocacy Director
Not Present (Resigned) – Steve Harper – Communications Director Vacant
Discussion about vacant Trail Boss position. Jonathan Kidwell signed up for one year and served 4 years. We need to recruit a replacement.
Office 365 groups – Discussion about expansion of members on distribution lists to ensure that emails are recoverable if the primary leaves for any reason.
Discussion proposing dropping the Local Bike Shop coordinator. We agreed we’d continue recruiting a volunteer for the program and keep a placeholder even if we don’t have a volunteer. Challenges include our large territory, connectivity with community and continual asks of bike shops. We agreed, the hang tag was well received among bike shops. Many local bike shops lead rides and sponsor trail work. Most relationships are with the local trail liaison.
Focus should be on making the shops partners rather than sponsors
MORE officers are listed on our organization chart
Officers are color coded on org chart (includes Executive Director)
Finance Committee – need to finalize who it is
Ernie and Dave volunteered to continue on the finance committee
Open Business
Winter membership meeting
Where is this going to be held? Tentative Silver Branch Brewing Company – confirmation will occur by January 18, 2019
Awards – Ernie to work with Sharon and the board to nominate awardees
Ernie will work with Dave and Tom to gather Track-it-Forward volunteer hours.
MORE’s Current Status
BoD open positions discussed earlier and are MD Advocacy Director, Communications Director, Grants Manager, Trail Boss, Bike Shop Liaison
We only had 34 votes cast during the BoD elections, this is all time low. We need to educate our membership for the value of elections; support and encourage board members, respect the election process and avoid having board members elect the board like other organization are forced to do.
New Business
Silver Spoke awards – moved to the end
Sponsorship opportunities – tabled for next meeting
Trails for Youth – permanent scholarship fund
MICL – additional ask
Others
Winter Membership Meeting (externally called Winter Party)
Financials
Schedule of financial items
Monthly for status of books and restricted funds
Yearly budget
Annual taxes and filings
Discussion of Most Accountable Person (MAP)s – updated directly in monthly financials file
Discussed that financials are current and 2019 budget has been approved
Provide financials to BoD for 20mins or so each meeting
Discussed limiting debit cards to ED and BoD
Move towards having recurring charges be done via direct debit as opposed to on the debit/credit cards
Fundraising
BoD’s asked to make good faith effort to fundraise for trails and operations
Ernie requested assistance from Treasurer to complete tax letters
Membership
Down, likely due to rain and cancelled events
Issue raised in terms of whether the membership model still works; other orgs have gone towards donation only model
Discussion regarding membership demographic statistics. Statistical analysis is dependent on quality of data and there are some obvious holes in the data as not all members complete each data element such as gender, age and address
Need to be careful of what data is being used; should be focused on age; need younger members
Spring Fling – a benefactor will discount membership price specifically for Spring Fling in an effort to increase membership.
Discussion of getting back to pop-up activities to increase membership at trailheads and events.
Major Initiatives and Programs
Fairland skills park presentation by Austin
Many different trail designs and features proposed for bike park
Discussed budget and how much Austin thinks it will cost – unsure about cost and will need help to fully develop cost estimate
Needs assistance with fundraising and marketing
BoD suggested he break down the project into phases and approximate costs for each phase
Ernie agreed to assist creating calendar entries, web and social posts with material provided by Austin
Frederick Watershed
Set of 4 downhill trails with a designated climbing trail – 3.5 miles, 2 miles to be machine built
The Frederick team currently has a $30k grant and has been invited to obtain and submit bids for the full machine built section even if the cost is $80 – $100k and then submit a request for an expansion of the RTP grant to cover the full cost. SHA will consider, though approval is not guaranteed
Joe Whitehair, Dan Green, Clyde Hicks are the trail liaisons leading the efforts for trail planning/approvals, grants and trail work
Significant volunteer hours and donations are required to complete the Frederick plan
Patapsco
Update provide by Dave Ferraro and Eric Crawford
Sadly, Patapsco Trails Festival had to be cancelled due to wet conditions in 2018
20% of registered participants requested refunds
20% of registered participants deferred refunds to 2019
20% of registered participants donated their registration to Friends of Patapsco (FoP)
FoP had to incur the cost of t-shirts, prizes and swag; overall the loss to FoP was $8k for the cancelled PTF
Very fortunate to have one land manager for the entire park
Building community is enhanced because the Patapsco trails connect communities along the river
Parts of Patapsco remain closed and may never reopen due to extensive flood damage and potential mitigation efforts are being evaluated
FoP is a vital partner which has included other user groups, doubling the grant opportunities for Patapsco. Runners, climbers and paddlers show up and help at work days.
FoP does not have members
FoP board includes representatives from user groups
FoP Cocktails for Trails is a huge success
Success at Patapsco due to community involvement in “Trail FUN Series”, not work, fun
Average 70 volunteers
Average $1,200 per workday for food, beverage and swag
The Patapsco Tool Trailer is a great value
MD continues to purchase additional properties to increase the size of PVSP
Patuxent – challenging because smaller base of volunteers at workdays
There were 200 hikers on Patuxent’s “First Day” new years day hike
MORE has opened 2 miles and has approval to build another 4 miles of trail in the southern section
MORE expects to receive approval to build an additional 8 miles of trail in the northern section in spring
Bacon Ridge
Phase III is approved, an additional 8-12 milees
Bacon Ridge is now 6 miles, phases I and II
The mayor of Annapolis approved about 8 miles of trial at waterworks, near Bacon Ridge
Severn Run remains in the planning phase and is controlled by MD DNR, 1,000 acres, MORE to submit a trail plan in the spring
Rivers Edge – built out now. 3.5 miles built
Looking to build a 1.0 or so more miles in the next year
Hikers are working with Carlo to connect trail to Lovettsville
Schaffer/Seneca
MoCo reinvestment fund used for $12k improvements in 2018
Will need another $20k from the MoCo reinvestment fund in 2019 including approximately 1/2 mile of bench cutting, building two new bridges and fixing a very muddy section of the MoCo Epic route
Rosaryville
New liaisons Nico Pellon and Chris Garrett
Water accumulation needs to be addressed along with need for a new bridge
DNR will begin working with MORE to manage and mitigate trails
Loch Raven
Bob Compton continues to lead trail clean-up days
Asked to leave things alone as no enforcement issues have been reported
South Germantown Pump Track continues to recruit volunteers and develop events to expand community support and use
Fort DuPont
Focus is with DC parks and rec
Considering building a Pump track
DCMTB continues to lead the advocacy front for DC with support from Steve DonTigny
Mount Vernon
Mountain bikes are again officially an approved use for the park
Received a Mastenbrook grant for $20k to build, improve and maintain trails
Jeff, Tom and Ernie will meet with park manager Trina Taylor to programing, management and approval of grant funds
Will need to recruit an additional liaison to help with Mount Vernon
Bull Run Occoquan Trail (BROT) NOVA Parks
Joe Penano is the new trail liaison
Received a $10k grant from REI
Waiting on final proposal from vendor for work in section P of approved plan
Waiting on approvals from PATC and NOVA Parks for work to begin
Very successful trail work day with Dominion Energy
Dominion donated $2,500 to support trail work on the BROT
Targeting mid-March for completion of section P work
Prince William Co
Martin Fernandez, Howard Olesen and Ryan DeLaney are coordinating trail planning, approvals and work
Outdoor Foundation granted MORE $24k for scenic trail connections
Looking at various parks in Prince William county including Quantico
Arlington County
Neil and Steve attended county meeting in Nov
Need to get MTB on master plan for county
Next public meeting is scheduled for January 22ndto provide feedback
Survey is open for public comments, Tom to post links on social media
Loudoun County
Potential access for 500 acre parcel between Bluemont and Harpers Ferry
State park continues to more forward on acquisition
DNR would take ownership and develop a use plan
Lake Fairfax
Frank Raiti and Tony Watkins are the trail liaison for trails and pump track
Marc Genberg trail will be dedicated May 4thduring MORE’s Spring Fling
Frank and Tony have plans to expand the pump track
Significant donations have been made to LFP/Pump Track
Wakefield
2020 initiative – need to improve berms and general improvement of trails
Will require approximately $20k to complete
Multiple funding sources
Potomac Velo Club
FCPA hot lane and cell tower funds
Ernie to meeting with FCPA to introduce Tom Howe as VA Advocacy Director and discuss dedication of the Marc Genberg trail, trail planning, status and funding from cell towers and hot lanes for Wakefield as endorsed by county board supervisor Sharon Bulova
Discussion and acknowledgement of Regional Leaders – Todd Bower – MOCO, Mike Klasmeier – Annapolis, Joe Whitehair – Frederick Watershed, Eric/Ed – Patapsco, Larry Cautilli NoVa. It is important to note regional leaders help build MORE community with trails, education, work and leadership. Discussion about talking with potential MD Advocacy candidates to look at position as enabling regional leaders and not so much teaching them about advocacy or trails.
Trail Boss
It’s time for a new inventory of tool needs. Survey will come out early in 2019.
A call for 2019 trail tread program waivers has gone out and participants are asked to email completed waivers totrailboss@more-mtb.org. Trail tread program accommodates volunteers who go out to fix mud puddles, drains or other issues on their own without the need to schedule a work day with additional volunteers. This is a way for volunteers to get credit for work they are already doing in support of trails.
Ride Coordinator
MORE’s ride coordinator is a support position to help schedule and advertise rides on the MORE calendar and social media pages.
Brad Hawk is the current ride coordinator
Discussion about recruiting someone to help split duties to better support rides in DC, MD and VA. It may be too much for one person to support all rides.
Questions about setting up organized ride; use MORE calendar Facebook and Meetup to advertise rides. Waivers must be signed to meet our liability insurance requirements. Ride leaders need to be MORE members to lead a ride per our liability insurance requirements.
Discussion of how to use MORE FB page. Contact Martin or Ernie if access to social media pages is required.
sMORE’s
Elaine Hess/Anne Mader – Wakefield
Peggy Flaxman – Lake Fairfax
Meadowood – Kenny Nesbit
MoCo – Todd Bauer, Tom Newton, Victor Beltran and others
Bacon Ridge – Tom Wheeler
BaltisMORE’s – Debbie Cleaver
We need to expand our sMORE’s ride program to additional parks
MORE Meetup Groups
Washington DC Mountain Bike Meetup
MORE Mountain Bike Rides
MVD Mountain Bike Rides – externally organized and valued partner
2019 Strategic Plan
Circulated as read ahead
Discussion centered around strategic goals and specifically gaining the interest and involvement of women and younger riders.
Ernie committed to reinstitute the monthly emails to communicate with liaisons and staff at least once per month to help them be in the “know” as they communicate with riders and volunteers.
MORE Instagram, Facebook and Meetup are available to advertise rides, trail work days and events. Ask Martin or Ernie if you need access to organizer roles.
Discussion about MICL’s (MD chapter of NICA) annual report centered around professionalism and opportunity to communicate effectiveness, mission, vision and enable fundraising. Neil and Ernie request your help in producing an annual report for MORE.
Discussion around how NICA is organized in VA and how they operate.
Discussion of Regional Support for trail liaisons with training, grants and advocacy. Dave Magill and Tom Howe will plan and host this years trail liaison dinner in addition to regional training.
Development Plan Workshop
Steve created a listing of potential donors from business and industry
BoDs were asked to contact potential donors
Cold calls generally don’t work; proposal to send out targeting efforts instead
Standard letter list to send out – needs to be created
Registered with the CFC – available to any member that participates in payroll deductions through federal gov
Events with beer donations (proceeds from beer sales). Technically don’t sell beer. Give beer away and take donations.
Membership tables at events have had limited results, however we will continue effort
Discussion about a portion of donations for a specific trail be allocated to unrestricted expenses? Yes, but may not are a good idea because it may reduce specific donations. Decision, 100 % of donations to restricted fund are for the restricted fund, no administrative fee will be recovered. MORE will pay the administrative fees from paypal from the general fund to keep donation intact for restricted funds.
MORE participates with corporations who match employee donations from cash or volunteer hours
Trail Care has proven to be a good source of funding for MORE. These are micro donations accumulated from riders with linked Strava accounts who ride our trails and donate after riding.
The MORE BoD’s is committed to making good faith efforts to generate donations
Discussion about what the Grants Working Capital Fund should be. Good discussion which lead to acknowledgement of inadequacy of working capital fund if Patuxent ($100k), Frederick ($30-80k) and Brunswick ($30k) all required backstop at the same time. A backstop is the ability to fund the work before reimbursement occurs from State Highway Administration, Recreational Trails Program.
Financial guidelines for 2019 budget
Forecast performance to 2019 budget in March if not Mid-Year to make sure we are on track
Revisit budget at mid-year
Communications
Ernie is committing to communicate current status and upcoming events on a monthly basis with trail liaisons and staff
Discussion about communication plan and how to use FB to post updates – frequency, volume of trail updates, rides, etc. Steve DonTigny has been leading the communications effort with social media and constant contact.
We need to be more strategic of sharing of FB pages. This is an item for additional discussion and expertise.
Other items
IT discussion – vote to approve Website Committee. Bob formed committee to provide proposal for how to solve deficiencies in website design and performance, including amending the 2019 budget if necessary. BoD volunteers include Ernie Rodriguez, Tom Howe and Rob Lowe lead by Bob Caverly.
IMBA – The new membership model flows all membership dollars to MORE except for a transaction fee per member at join/renewal. The fee is $12 per member at join/renewal. Discussion about when and how funds are sent to MORE from IMBA. IMBA issues membership checks on a quarterly basis. Locally collected memberships such as MoCo Epic or Fall Camping Trip are sent to IMBA for processing and then IMBA cuts a check to MORE. Effective Jan 2019, MORE has switched from using IMBA to provide payroll services for the Executive Director to a third party service.
Silver Spoke nominations are due to Ernie by noon January 13, 2019
Changing the date of the Winter Membership Meeting will give BoD’s additional time to submit nominations, confer with regional leaders and gather TiF data for awards
BoD Meeting Schedule
Bob Caverly already set-up the dates on the MORE calendar for the year
Locations will be added by the end of February
The goal of rotating meetings is to reduce travel pain for board members and guest
