March 2021 Board of Directors Meeting Minutes and Activity Reports

MORE Board of Directors Meeting Minutes

March 8, 2021, 7pm

Location: Virtual Due to COVID-19 Restrictions (Zoom)

 

• 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

 

 

• Welcome Jamie Wiedhahn to role of Family Ride Program Coordinator (Peggy)
  • Elaine after many years as Family Ride Program Coordinator is going to step aside and focus on local sMORE’s programs.
  • Jamie will take on the position and Elaine has been transitioning Jamie into the position.
  • Working with Peggy and Ernie on getting program up and running.
• Financial Updates
  • Neil:
    • General revenues $5.2k
      • $3.8k memberships estimate from Rob
      • $1.4k MORE Store and other general
    • General expenses $8.2k
      • ED $4.5k
      • $2k donation to Trails for Youth for Brookfield
      • $1.7k various other items
    • Restricted revenues $18.6k
      • SHA grant for Patuxent $17.9k
    • Restricted expenses $11.9k
      • $6k Greenstone for Patuxent
      • $5k MoCo Wayfinding project
    • Neil: Tried to contact a financial manager, and there was a $10 million threshold. That’s as far as I’ve got.
      • Dave B – Will reach out to Eric Craword to see who he uses.
    • PPP Loan Status (Ernie)
      • Applied and accepted for second draw. Did not apply for 2021 formula.
      • Todd Levine suggested to use 2019 numbers to get it done quickly. Proceeds should be deposited soon.
      • Participating in second draw for PPRP. Have not had window to apply for forgiveness load for the first round yet.
      • Will apply for forgiveness as soon as possible.
    • IRS Penalty Removal (2018) (Ernie)
      • Thanks to Neil, we got IRS penalty removed.
    • Congratulate Neil for timely completion and filing IRS 990
      • Neil: This has been completed.
        • Financial Statements
          • Had 288k in revenues for 2020, including all revenues (restricted and unrestricted)
          • 70k in membership dues
          • Expenses were 198k
          • So ended year at 415k in assets.
          • We are down in revenues from 2019 due to COVID-19.
          • Memberships were up in 2020 vs 2019, which is good
        • Tax return is very similar to this. It is something BoD should be aware of and it will be filed.
      • Membership updates (Rob)
        • MORE - Membership Summary – Feb 2021 (as of 1 Mar 2021 – 10PM)
          • YTD VS 2020 - 2021 YTD = $11,319 vs 2020 (YTD) = $7,713 == (POS) $3,606 YTD
          • All Members (New, Current) –1567 = (31+1536) vs 1553 (Jan) vs 1522 (Dec)
          • Lapsed/Expiring - 36 (1603 w New and Current and Lapsed)
        • We did a slight bit better on Memberships over 2020 and Feb 2020 was an unusually high month compared to 2019, 2018 or 2017.  
        • While February 2021’s numbers were not January or at the previous Fall 2020 levels our New Joiner numbers continue to far exceed the previous 2 years.
        • We are only 2 new joins from surpassing Jan-Apr 2020 and were already on track to surpass Jan-May 2019 in March or early April which is huge as May is the IMBA Membership Drive Month for Spring.
      • Communications
        • Kathy:
          • Submitted business cards to be printed
          • Submitted trailhead flyer to put up at kiosks
            • Didn’t receive large reaction to this.
            • Agreement from BoD that we should print them up and distribute to those who want them.
          • Has worked on annual report and has sent to Andrew for layout
        • Updated MORE Logos (with TM) (Peggy)
          • If you are making items that are on social media. Updated all logos with TM. Trying to wait until registered.
          • Has put mark on all logos.
        • Events
          • MoCo Epic Kick Off (April): Discussion to begin as to timeline and changes that may need to be made for 2021 (Peggy)
            • Starting April 1, we are going to start talking about it. Anyone who has input or wants to join, let Peggy know.
            • We are going to need to think about changes based on what October may look like.
            • Will reassess April 1.
          • Tent Event March 20th @ Fountainhead, Apr24th @Schaeffer (Clay)
            • Trying to have more of a presence at our parks. Will grow over the summer.
            • Fountainhead is a busy, active place. Will try to lead rides at the events.
            • Hopefully we will grow them and they will get bigger and bigger.
          • Scavenger Hunt Update (Clay)
            • Idea is that you’d get a set of puzzles and solve each one and then get the next clue.
            • Still working on it and trying to come up with the best layout for everything. Been reaching out to a few trail liaisons for good places for people to ride to.
            • Trying to generate Google Forms to have people sign and to do data collection.
            • Ernie: Asked if he has seen anything from the Discovery Ride Series. Dan Hudson led the event and it was very well attended.
          • Group Rides and Clinics
            • Require basic first aid training for ride leaders?
              • Kathy: For beginning skills clinics, should folks have first aid training? Believes it’s something that everyone should have. You can get training online from $25 or $30.
              • Peggy: Agrees that it’s something that’s good to have. Don’t think we can require, but we can suggest it and put the information out there.
              • Ernie: Idea of creating a grant pool of a certain amount of money for first aid and other training.
                • Kathy: From the Red Cross, you can purchase a certain amount and divvy them up.
              • How is membership verified for ride leaders/sweepers or is it honor system?
                • Kathy: How do we know who are MORE members?
                • Peggy: Right now it’s on the honor system.
                • Ernie: Personally checks anyone who is going to be listed. Always checks to make sure they are members and follow-up if they are not members.
                • Kathy: Is there any more liability if a non-member is leading a ride? MORE’s liability insurance requires lead/sweeps to be MORE members.
                • Kathy: Should we add this information to the waiver sign form?
              • Waiver form – can we add cell phone numbers to the form?
                • Kathy: Want phone number of person participating on paper form.
                • Peggy: Will follow-up off-line.
              • Clinics – can we increase the volunteer hour for clinics to 3 hours instead of considering it a ride (1 hour).
                • Ernie: Can easily add this. Generally counts rides as occurrences instead of by hours.
                • Ernie: Will add option to allow people to put in hours on form.
              • Trails
                • Virginia (Tom)
                  • New trail liaisons at Andrew Leitch park in Prince William County.
                  • Also have someone interest in doing advocacy work associate with bike parks and pump tracks
                  • Wakefield got a grant and is working to utilize funds within guidelines.
                    • There is a stream valley restoration that has made a part of the trail rideable.
                  • Things are happening at Lake Fairfax. Planning for some big stuff this year.
                  • Ernie:
                    • Had Virginia Conservation Fund ask for a prioritized listing of shovel ready projects. Submitted several parks in VA as shovel ready because they have activities that are cleared to complete.
                  • Elanie:
                    • Working on sMORE’s ride at Conway Robinson
                  • Maryland
                    • Annapolis
                      • Had positive event with City of Annapolis
                    • Patuxent
                      • Working on paying for parking lot via RTP grant.
                    • Liaisons are working hard to keep people off muddy trails.

 

February 2021 Activity Reports

 

• President – Ernest (Ernie) Rodriguez
• Renew general liability insurance with Marsh and McLennan
• Management review of financial activities with KWC CPA's
• File Annual report with VA State Corporate Commission
• File Annual report with MD Secretary of State
• Work with Neil on MORE's 2020 IRS 990 filing
• Finance Committee meeting
• Apply for second draw of Payroll Protection Program through Sandy Spring Bank
• Help coordinate Dig In project for Brookfield Park with Trails for Youth
• Work with Kathy, Peggy and MORE BoD's on 2020 Annual Report
• Mine Track-it-Forward for annual volunteer statistics
• Work with Dave on annual trail statistics report
• Work with Kathy for annual volunteer statistics to be used in communications
• Meeting with National Park Service regarding access and collaboration with other organizations for public trails
• Meeting with NOVA Parks for status of BROT and introduce Peggy to Park leadership
• Meeting with Fairfax County Park Authority to introduce Peggy and establish a path and priority list of projects
• Meeting with ArlingtonMTB to continue advocacy work with Arlington County
• Webinar with volunteer groups in Arlington County regarding access to public land for trails in Arlington County
• Completed trail needs surveys with VA Trails Coalition, Arlington County, American Trails
• Working with Elaine and Peggy to establish 2020 guidelines for sMORE's
• Pre-meetings and meetings with Howard County regarding new volunteer policies for Rockburn Skills Park
• Several presentations for 2020 volunteer awards including video at Waterworks Park with Mayor and Staff
• Meeting with Arlington County and volunteer organizations at Mount Vernon to demonstrate good management techniques and community support of public trails
• Social media engagement, member communications and volunteer recruitment calls
• Mailing and delivery of SWAG for major donors

 

• Executive Director – Peggy Flaxman
  • MORE Trademarks:
• Updated logos to include “TM” for MORE & sMORE’s, added ® on IMBA’s logo.  Also added language at bottom of webpage
• Updated logos can be found here: https://moremtb.sharepoint.com/:f:/g/EioubFq_H1dNjL8tGODXgqABfRZ66CAjOiAnrLHCOEUKog?e=EQss00
• Updated webpage footer to include Trademark attribution: MORE, MOCO EPIC, and SMORE’S, as well as their respective logos, are registered trademarks of Mid-Atlantic Off-Road Enthusiasts in the USA and in other countries. Other Mid-Atlantic Off-Road Enthusiasts products and services mentioned herein, as well as their respective logos, are trademarks of Mid-Atlantic Off-Road Enthusiasts in the USA and in other countries. IMBA, as well as the respective logo, is a registered trademark of International Mountain Bicycling Association. 

• MORE Webpage:

• Updated logos on webpages, added TM to sMORE’s on webpages
• Updated landing page on webpage to make it clearer “who is MORE” using info provided by Kathy

• sMORE's

• Worked with Elaine on transition materials for Family Ride Program Coordinator. 
• Updated sMORE’s contact lists, web pages
• Distributed “Trail Crew” shirts, ordered additional
• Worked with Club Ride on new swag shirt orders
• Visited Waterworks for Mayor Buckley ceremony
• Visited Mt Vernon park for site visit with Arlington Trails & other Arlington Stakeholders.
• Reached out to Liaisons re: grant opportunities, followed up with Tim O’Donnell (Emmitsburg

• Sponsors

• Worked on updating sponsors, included who is current and how to contact past sponsors.  
• Developed plan as to how we will handle moving forward.
• Received WaiverSign participants who had opted in to communications and created a subset of those that were not members.  Emailed “Thank you & consider joining MORE email” - 51 people
• Posted Honor Roll to social media
• Social media announcements of annual awards
• Solicited for new Cosca Liaison on social media and via email.
• Pushed Dig-In info on social media

• Virtual Meetings Attended:

• Finance Committee Meeting
• PHTA Meeting
• FCPA Meeting 
• NOVA Parks Meeting
• Arlington Trails@Mt. Vernon Park
• MD DOT Meeting 
• Outride Grant Seminar
• Wheaton Regional Park Meeting
• NPS Meeting
• VLCF Workshop
• Stephanie Leedom (FCPA)

 

• Vice President – David Beugelmans
  • Attended Finance Committee Meeting
  • General store activities
  • Anne Arundel County Trails
    • Awarded Trail Manager of Year Award to City of Annapolis
    • Finished clearing and benching retrofit connector at Waterworks
    • Installed new boardwalk at Waterworks
    • Installed signs for new connector and retrofit trails at Waterworks
    • Complete retrofit trails project at Waterworks

 

• MD Advocacy Director – Dave Magill
  • Patuxent
    • Calls with engineering firms about parking lot permitting for Ph 2
    • Trail workday in the rain
    • Finalize and execute Dirt Artisans Contract
  • West MoCo Wayfinding – finalize maps files, send to sign maker, pick up signs, finalize sticker plan for Carsonite posts
  • Work on MORE annual report
  • Discuss and plan RTP grants for SGBP, Rivers Edge, Emmitsburg
  • Call with Howard County parks dept and Melanie Nystrom re volunteer programs at Rockburn bike park

 

 

 

 

• VA Advocacy Director – Tom Howe
• []

 

• Membership Director – Rob Lowe
  • Membership Processing - Thank You's and Reminders
  • Membership Cleanup - New Round of De-Dupe requests sent to IMBA - 22 cleanups.
  • Reviewed New Materials.

 

• Communications Director – Kathy Mihm
  • Annual Report –  Worked with Andrew Melito,  who would like to continue to work on the layout, and generated draft of content for BOD review.  First draft of content is ready to go to Andrew.
  • Who is MORE – worked on streamlining and targeting text for intro to MORE content and ‘catch phrases’ for use on Annual Report, Webpage, etc
  • Webpage – reviewed webpage, participated in Zoom call with Peggy to discuss changes. 
  • Business Cards – designed and sent to printer copy for square business cards for distribution at events and at trail heads. 
  • Trailhead Flyer – designed flyer for posting at trailheads, sent to liaisons for getting estimate of interest and numbers for printing.
  • Sponsorship – Zoom call with Peggy on protocol for 2021 sponsorship and how to proceed.  Working on method to simplify the process and keep the sponsor list up to date.
  • Instructor Clinic  - prepared materials for running an instructor clinic.  The plan is to have an Instructor Clinic in VA and MD to ‘train’ instructors so multiple Beginner Skills Clinics can be held during 2021. 
  • Mapping activities  - Kent Island-Steve Pringle, also Western MoCo Maps for D.Magill. Discussion with RuthAnn Lignor on using ArcGIS app at Fountainhead

 

• Treasurer – Neil Blake
  • finalized financial statements and 990
  • Participated in the meeting at Mt Vernon with the Arlington Trails group to show the trail to an Arlington trail steward
  • Financials
    • General revenues $5.2k
      • $3.8k memberships estimate from Rob
      • $1.4k MORE Store and other general
    • General expenses $8.2k
      • ED $4.5k
      • $2k donation to Trails for Youth for Brookfield
      • $1.7k various other items
    • Restricted revenues $18.6k
      • SHA grant for Patuxent $17.9k
    • Restricted expenses $11.9k
      • $6k Greenstone for Patuxent
      • $5k MoCo Wayfinding project

 

• Activities Director – Clay Deming
  • Coordinating Tent Event
  • Worked on flyer promo
  • Met with Va sMORE's team 
  • Worked on Scavenger hunt design.
  • Edited and worked on annual report.
  • Reached out to Sharon for Activities blurb for 2020