May 2020 Board Meeting Minutes

MORE Board of Directors Meeting Minutes

May 11, 2020, 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
  • Sharon Maloid - Activities Director
  • David Beugelmans - Vice President
  • Dave Magill - MD Advocacy Director
  • Neil Blake - Treasurer
  • Mauricio Carvalho - Trail Boss
  • Andrew Melito – Not able to attend due to work conflict

• Financial Update (Neil)
  • Payroll Protection Program (PPP) loan proceeds were received in April, totaling $10,415.  The SBA should be issuing final guidelines soon on the criteria for it to be forgiven, which will require MORE to submit documentation to Sandy Spring Bank. Until that is finalized, Neil is leaving the entire loan as a liability on the balance sheet (i.e. it's not income to MORE yet).
    • Ernie: We are waiting on instructions for how to deal with loan.
      • General discussion on needing to see the final rules before making a final decision on how to spend loan.
      • Ernie agreed to look into how to structure payroll to meet qualifications for forgiveness
    • General Funds - $5.4k increase for April ($9.4k decrease YTD)
    • Revenues
      • $8.7k membership check received in April
      • $2.6k other general donations ($1.8k of donation checks and various Shopify donations)
      • $747 MORE store (a lot of this is from the trail socks and various other gear)
    • Expenses
      • $715 website and systems
      • $562 MORE store product costs
    • Restricted Funds - $6k decrease for April ($4.2k decrease YTD)
      • $7.2k for the final payment for the Catoctin trail work (Frederick Watershed)
      • Offset by various donations to Frederick, Pepco, Waterworks
      • Discussion on how to contact MORE about where funding goes for restricted funds. Answer is to look on website for contact information and send email.
    • Summary:
      • In general, decent month considering the pandemic
      • Donations pick up at end of year, which may be after the pandemic is over, which could counteract some early impacts

• Membership Updates (Rob)
  • 2020 YTD = $15544 vs 2019 (4 Mo) = $14497 =  (POS) $947 YTD
  • Current membership is 1249, with 23 new members
  • The membership drive has gone well this year.
  • Q1 per fee amount was $10,500 prior to fees
  • Q2 is generally busy quarter and so far on track to meet or exceed last year. Last year MORE did $17,000 in memberships during Q2 prior to fees
  • Rob has sent reminders to all members who expired in January through April and this week will push into prior years.
  • IMBA is doing good mailings. Saw good spike in joins (15 or 20 completely new joiners)
  • Hope to at least match last year and beat last June. Believes on track to exceed by $1000 or more if we can continue renewals.
  • This week Rob is going to reach out to trail liaisons who have expired
  • Ernie indicated Mauricio should be included on liaison renewal emails

• Trails
  • Maryland (Dave M.)
    • Discussion on trails being crowded
      • Trail heads are crowded but trails aren’t crowded
    • Getting close to be allowed to do groups of ten or less. Dave believes MORE should plan how this will work, including figuring out how to do a workday with only 10 people rather than more.
    • Biggest news is on May 14, MORE will finalize and submit two RTP grant requests.
      • $80,000 for Patuxent Phase II, with half of funding going to parking lots and half trails
      • River’s Edge also has a $40,000 Phase II plan.
      • Sense is that we have a good shot of receiving grants, with positive feedback from DNR
      • DNR has indicated it is only going to spend money on projects that have grants, with no new capital projects funded 100% by DNR
    • DNR is recognizing strain of reduced Staff and no organized activities. Has indicated ad hoc trailwork in ones or twos is acceptable.
    • Dave M. indicated willingness to assist City of Annapolis with RTP grant and match grant funds through MORE labor
  • Virginia (Tom)
    • Working on Wakefield grant application
    • Wakefield team has been meeting and discussing work.
    • Contact with Mt. Vernon Park liaisons
    • Discussions of how to handle trailwork when things open up.
    • Will reach out to Virginia liaisons to have a call to discuss how things are going to work
    • Idea of creating a video for new liaisons on how to build trail featuring best trail builders
    • Discussion on issues with illegal trails in Arlington
      • County has natural surface trails in one area open to mountain bikes but otherwise they focus on paved paths as trails
    • DC (Ernie)
      • Jerry Web wanted to contact Todd Keller to discuss DC MTB leading rides out of Fort Dupont. DC Parks and Rec wants to be involved with this, which could lead to programming to lead kids rides in DC. NPS hasn’t yet responded.

• Ernie: Recommended that Dave and Tom set up Zoom meetings with liaisons to let them know they are supported

• SWAG
  • Socks
    • Ernie requested to revisit sock order and inquired if MORE could move forward with sock order
    • Socks are about $3000 and inventory last about three years if MORE receives many donations.
    • Socks would be used for “large donors” which is anyone who has $100 or more of membership renewal
    • Ernie moved that he be authorized to purchase 600 pairs of MORE socks for about $3000
      • Motion Passed, None Opposed
    • MORE Store
      • Dave B. explained success with minor promotions of new trail socks via Facebook, where he created a new product and posted on 3-4 Facebook groups with a link to the socks to purchase. Sales occurred fairly rapidly after posts, showing a direct correlation. Dave B. believes there is demand for localized gear and that promoting the online store could generate additional revenue and raise awareness of MORE (i.e., brand recognition)
      • Ernie: MORE store has been around for a long time. It has been included in trailhead news and other communications. MORE store will never be a profit center, but it is valuable for brand recognition and does generate some revenue.
      • Mauricio discussed idea of making localized products to include in store and for branding and promoting trail projects.
        • Concern about creating logos
      • Tom: Idea that we should educate liaisons on availability of store
      • Board gave general consent to continue to experiment with online promotions. Dave B. and Peggy will take lead on this. 

• Youth Advisory Council
  • Ernie: Premise is that MORE would contact MICL, Trails for Youth, etc, all the youth organizations and ask them to provide names with parental authorization to form a council to advise MORE on key issues: (a) how to reinvent ourselves in time of social distancing; (b) how do we remain relevant in today’s society; (c) what got you on a mountain bike; (d) what do you need an organization like MORE to do. The purpose is to listen to see if it lines up with our vision. Then try to address as many of their needs as we can in order to stay connected with youth and parents.
    • Also will put out general call for videos from youth, with permission from parents.
      • All stemmed from email from IMBA saying it wants to work with NICA on teen trail corp.
      • Peggy: This is something Maryland’s NICA league is involved with. It has a badge system given with certain amount of trailwork.
        • This would also create advocates (i.e., could go to city councils and ask for more trails)

• Activities (Sharon)
  • We have had to cancel most events due to COVID
  • Made decision to cancel Summer Festival
  • Fall Camping Trip is still on the books and haven’t started advertising for it
  • May need to wait until late summer to see if we can pull event together
  • Mauricio: has idea of making a decentralized event where everyone posts pictures on social media.
  • Sharon: maybe we can do something with 10 or less people so there isn’t an organized gathering, but people can stop by
  • Peggy:
    • Still moving forward with MoCo Epic. Some AHJs have not been reviewing applications, but others are.
    • Waiting on some items because don’t want to pay for insurance rider until we know we can do event.
    • Dave M: Keeping options open to do event without some large social gathering aspects. Important to remain flexible for a few months.
  • Strategy for Alone and Socially United (for trail rides, support, maintenance)
    • Tom: Multiple people with permission from area manager did work at Wakefield using social distance all separately. Believes this would work well for experienced volunteers in certain areas. People appreciate the trail work.
    • Mauricio: Has distributed temporary MORE signs to liaisons. The purpose is to generate membership and recognition from the community. Peggy and Mauricio are going to coordinate on distribution of signs.

• Dig In (Dave M)
  • IMBA program that puts 10-20 projects a quarter on their website. They will match first $1000 dollars after we raise $1000. The first one will be at Patuxent. Should be up on IMBA website in Q3.

• Recreational Use Statute (Ernie)
  • Signed up to petition to create new law to update recreational use statute with the Uniform Law Commision.

• Communications
  • Dave Magill: did a presentation, along with Todd Bauer and Frank Comer on mobile trail crews for American Trails from east and west coast perspective, with MORE covering east coast. Talked about traditional organized workdays and how we facilitate a lot of ad hoc work and empower liaisons with mobility. Peggy indicated she will post a link to the webinar on MORE’s website.
  • Membership outreach
    • Bicycle hang tags and trailhead signs are two physical efforts to get new members
    • Idea of putting up MORE flags in trail systems
  • Peggy: Trying to recognize volunteers on social media.

Board of Directors March 2020 Activity Reports

• President – Ernest (Ernie) Rodriguez

• Worked on eWaiver process which will be piloted by David Beugelmans at Annapolis Waterworks
• Attend Potomac Heritage Trail Association board meeting 
• Zoom meeting with Spring Fling committee
• Follow-up with National Park Foundation grant for Locust Shade
• Secured Kuat Bike Rack for Drawing to support MORE
• Created a donation and Drawing page on shopify for Kuat bike rack drawing
• Attend MoCo Team meeting
• Work with IMBA, Rob and Peggy on Spring Membership Drive
• Attended preliminary meeting to create Youth Advisory Panel for MORE, remain relevant and listen to youth for ideas to meet needs during COVID pandemic
• Participate in Alone but Coordinated trail work at Wakefield Park
• Working to comply with guidelines for Payroll Protection Program, loan forgiveness/payback

• Executive Director – Peggy Flaxman
  • MoCo Epic
    • Met with Registration Committee
    • Met with Jeff Brooks re: food for epic
  • Advocacy
    • Worked on Mastenbrook Grant for Wakefield 
    • Applied for Extreme Terrain Clean Trail Grant for Wakefield ($250)
    • Attended Monthly IMBA Local (highlighted Spring Membership Drive, COVID 19 issues, Gov’t Affairs)
    • Met with Todd Keller (IMBA Gov’t Affairs)
    • Met with Rob Lowe re: Spring Membership Drive
    • Attended Dig In Webinar (IMBA grant)
    • Attended American Trails Webinar on Mobile Trial Crews
    • Attended Potomac Heritage Trail Association (PHTA) meeting
    • Ordered trail signs with 2019 Highlights & MTB Info for trailheads 
    • Scheduled/posted social media including: Membership Drive, highlighting sponsors, volunteers and trails 
    • Met with MICL reps and others to begin a Youth Advocacy Group tied in to NICA Teen Trail Corp
  • Admin
    • Participated in eWaiver testing group
    • Began assessing and updating trail pages (this will be ongoing)
    • Project w/ IMBA Local Communications Director, followed all other IMBA Local chapters on social media

• Vice President – David Beugelmans
  • Continued participation in eWaiver test group
  • Connected Trail Boss/Dave Magill re: American Trails presentation
  • Experimented with online store products and viral advertising
  • Continued outreach with City of Annapolis re: Truxton Park project
  • 5+ days of ad hoc trailwork at Waterworks benching and hardening trails

• MD Advocacy Director – Dave Magill
  • Performed extensive work to support RTP grant applications being prepared for Patuxent Phase 2 (Tom Newton lead) and Rivers Edge Phase 2 (Carlo Alfano lead).  Applications are due May 14.
  • Patuxent contract with Greenstone:
    • Reviewed flag line with DNR, who has signed off on the line for volunteer clearing
    • Commenced discussions regarding a possible change order that would add benchcutting on the Howard County side
  • Worked with Tom Newton on procuring materials for two bridges at Patuxent, per SHA guidelines.
  • Ad hoc trailwork – Patuxent, Schaeffer, Diabase
  • Participated in a Webinar put on by American Trails and sponsored by Trailboss on mobile maintenance crews.  Todd Bauer, Frank Comer and I provided an east coast perspective, covering our Trail Tread program, typical trailwork, packable tools, communications with land managers
  • Finalized the MOU and environmental approvals for the new map, sign and kiosk program in West MoCo, for which MORE was awarded a $25,000 RTP grant.
  • Worked with Kathy Mihm and others to create MORE temporary trail signs to advertise MORE to the many new trail users on our trails.  Mauricio Carvalho is taking the lead to order and distribute the signs.
  • Attended call and Webinar on IMBA’s Dig In fundraising program, with an eye to submitting Pax phase 2

• VA Advocacy Director – Tom Howe

• VA Advocacy
• Working on Mastenbrook Grant application for Wakefield Park w/ Peggy
• Participated in MORE / MICL / Teen Trail Corp Zoom meeting discussion w/ Jon, Fred, Ernie, Peggy, Dave, and Mauricio
• Spring Fling Committee
• Participated in a Zuat Rack Zoom meeting with some members of the Spring Fling Committee to decide how to raffle off the rack as a fund raiser
• Wakefield Park
• Performed ad hoc trimming and drain work at Wakefield Park with permission from the Fairfax County Park Authority Area Manager
• Participated in a couple of Wakefield Liaison Zoom meetings to discuss current and future Wakefield Projects and how to encourage, nurture, and grow new volunteers / potential liaisons

• Trail Boss – Mauricio Carvalho
  • Attended the Moco Epic Committee meeting April 1st.

• Membership Director – Rob Lowe
  • March Membership Summary for Board Mtg
  • April Membership Process - Thank You's, etc for Renewals
  • Prep for Membership Drive in May and June
  • April Membership Summary for May Board Mtg - Already Sent
  • Ad-Hoc Wakefield Trailwork (1 Day Sawing, 1 Day of Riding TW with Trailboss Tool).

• Communications Director – Andrew Melito
  • Printed hang tags
  • Continued work on annual report 

• Treasurer – Neil Blake
  • The payroll protection loan proceeds were received in April totaling $10,415.  The government should be issuing final guidelines soon on the criteria for it to be forgiven, which will require MORE to submit documentation to SS bank. Until that is finalized I'm leaving the $10k as a liability on the balance sheet (i.e. it's not income to MORE yet).
  • General Funds - $5.4k increase for April ($9.4k decrease YTD)
  • Revenues
    • $8.7k membership check received in April
    • $2.6k other general donations ($1.8k of donation checks and various Shopify donations)
    • $747 MORE store (a lot of this is from the trail socks and various other gear)
  • Expenses
    • $4.5k ED salary 
    • $715 website and systems
    • $562 MORE store product costs
  • Restricted Funds - $6k decrease for April ($4.2k decrease YTD)
    • $7.2k for the final payment for the Catoctin trail work (Frederick Watershed)
    • Offset by various donations to Frederick, Pepco, Waterworks

• Activities Director – Sharon Maloid
  • Cancel Spring and Summer Festival due to COVID-19
  • Potential Late Summer activity, TBD based on COVID-19 situation
  • Fall Campout still planned, 25-27 Sept