November 2023 Board of Directors Meeting Minutes and Activity Reports

 

Virtually present at meeting

Ernie Rodriguez – President

Jali Fernando – Executive Secretary

David Beugelmans - Secretary

Tom Howe - VA Advocacy Director

Kathy Mihm – Ride Programs Director

Dave Magill - MD Advocacy Director

Rob Lowe – Membership Director

Clay Deming – Events Director

Nate Frey – Communications Director

 

Not present

Neil Blake – Treasurer

• Executive Director Report (Jali)
  • Rest of October was wrapping up MoCo Epic, which was financials and rider surveys
  • Came out with a little over $60,100 profit.
  • Positive feedback received overall from the event. Constructive feedback for routes that we can use next year. Compiled feedback from MoCo Epic team into spreadsheet. Will take into consideration for next year
  • The other major thing has been securing venues for winter training series. Looking at Feb 10 at REI DC for advocacy training. First Aid training in Silver Spring Civic Center on March 2.
  • Also interest in MORE supporting adaptive summit as another addition to winter series. Would get together anyone interested in adaptive programming, including trail liaisons, and ride leaders. As well as land managers. Also inviting manufacturers and potential donors.
  • Another workgroup working on is a DEI session. Attended a workgroup with Ernie for IMBA employees. Person travels to different trail communities and trains anyone in mountain bike community interested in DEI programming. Also does coaching. Idea is to get together coaches in the community and help her out in the ride aspect of it. Talked to coach about potential dates and getting breakdown in costs to see if it’s something we want to invest in.
• BoD Elections (Jali)
  • Will be working on election nominations. Understanding is we often get another MORE member to run elections.
  • Dave M: Don’t have an issue with Jali managing elections.
    •  General agreement that there isn’t an issue, but Ernie likes the idea of having an outside person taking care of it.
  • Next Steps: Who will each out to person who will be third party person?
    • Ernie indicated he will each out to third party person, who will then connect them to Martin to get it started.
  • Jali: How do we usually make sure only members vote and people don’t vote twice.
    • Ernie: In Constant Contact, there is a no forwarding option, and you can limit who gets them, so that other people can’t log in.
    • Dave: It is also possible and easy to check for non-members after the fact, as well as duplicates.
  • Giving Tuesday (Jali)
    • Hoping to get this together earlier. By tomorrow, will have some copy for Board to look at. Same messaging surrounding giving Tuesday. Have messaging that goes out to general members, and then messaging that trail liaisons can edit and use for themselves.
    • Dave B: Like the idea of reminding liaisons about this and using this an opportunity to raise money for specific trail projects.
  • Financial Updates (Neil)
    • $5.7k net general
      • $58.6k general revenues
      • $30.1k MoCo Epic
      • $19.3k Other general ($9.9k IMBA dig in; $9k William Matson tools donation)
      • $6k memberships
    • $52.9 general expenses
      • $33k MoCo Epic (very preliminary)
      • $9k tools
      • $6.3 MoCo Epic manager
      • $3.6k camping trip
    • -$16.2k net restricted
      • $0.5 restricted revenues
      • $16.7k restricted expenses
      • $15.2k Rivers Edge
      • $0.7 SGBP
    • 2024 Budget (Dave M)
      • Reminder that we need to put together a draft budget for vote at next board meeting. Ask Jali to send all of us a note to remind us to think about if we want anything in our budget this year that’s different than last year.
      • Jali indicated she will distribute previous year budget.
    • MoCo Epic Profit and Loss (Dave M)
      • It has been an iterative process to get a P&L for the MoCo Epic to agree to our official records. Don’t know if Jali has started process. Don’t think we actually made $60k pre-executive director charge.
      • Wanted to give heads up. Hoping to transfer half of net profit after charge of ED to the West MoCo Trail Fund. Shouldn’t do that until we have good numbers.
      • Jali: Last I spoke to Neil, had given him income and expenses along with receipts, and he would look into it. Assumed Neil looked into it. Will follow-up.
    • Transfer 50% of MoCo Epic Profit to West MoCo Reinvestment Fund (Dave M)
      • Dave M -- > Motion for approval from board to transfer 50% of the MoCo Epic Profit to West MoCo Reinvestment fund after allocation of $30,000 Executive dDrector costs once the final amount is determined.
        • Ernie: Neil isn’t here and don’t know if he feels comfortable.
        •  General agreement that we should table this and vote on it once we know the final numbers and Neil is present.
        • Rob: For budget next year, we should think about how much of ED’s time should be allocated to MoCo Epic.
      • Membership Update (Rob)
        • October 2023 was our worst month in terms of missing previous years levels in along time.  The short fall for the month was a bit over $5k, matching near the 90 less transactions we had at 240 vs 331 last year.
          • 9/1/2023 – 2118
          • 10/1/2023 – 2062
          • 11/1/2023 – 1955
          • 11/13/2023 - 1964 right now but probably 1970 by end of tonight.
        • And our actual membership levels to a BIG hit dropping to sub 2K for the first time since April 2023.   And our lowest level of membership since August 2022.   We are slowly heading back up and should get back to our beginning of year level of 1970 fairly soon hopefully.
        • The big drop was due to last years spike in memberships relating to MoCo epic with 74 non-renewing paying members out of 214'ish.  The other big drop was in longer term members over 3 years who haven't renewed this year at 78.   
        • Just for relative awareness I sent out reminders to over 1000 members regarding the Membership drive in October 2023.   
        • Jali
          • We didn’t allow people to sign up as MORE members on BikeReg for MoCo Epic, which was a mistake. Will allow it next year.

• Trails
  • Virginia (Tom)
    • Had trail liaison meeting this past Monday. Got some good updates.
    • We did a fire drill last month where Fairfax County reached out saying that had $1 million for building natural surface trials. Compiled list of projects, got it back to the county, and it was very well received. Selected one of projects from the list: The Brookfield pump track connector from CCT. This creates another issue because we have some grants allocated there, which hopefully we can move somewhere else. Flagged route and walked it multiple times.
    • In Arlington County, got grant for $10k from Athletic Brewing and now working with county on portable pump track. Have a very good group of people trying to make this happen. Trying to find location and pitch to county. All comes down to what the cost will be. Hoping to get pump track into Arlington that is non-permanent.
      •  Ernie: Pump track will be owned by MORE and could be moved to other places.
    • Lots of activity in Loudon County, including private property and state parks.
    • In Prince William County, working on an MOU. This will help with all parks in Prince William County.
    • At Lake Fairfax, going to have a big trail where they will work on jump lines and some of the illegal returns that are going the wrong way.
  • Maryland (Dave)
    • Great Maryland Trails Act: This is more of a Bike Maryland initiative, who are safety oriented, and are looking to put together an office of trails and get it passed in General Assembly. It’s goal would be to improve interaction and communication between DNR and MDOT. Safe trail crossings are a big part of what it takes to get a new trail in.
      • Have asked legislative director at DNR what they think. Trying to decide whether MORE should be an advocate. Thinking if DNR doesn’t like it, we won’t be on board.
    • A lot of time is going in putting together what may be as many as 5 legislative bond initiative grant applications. Talked about this previously.
      • In Seneca Creek State Park, we have the sidewalk under Clopper Road. Indications are that this one may be successful for grant purposes.
      • We have the bridge at Seneca Bluffs Trail. This project may be too big, but are still moving forward.
      • Today because the board meeting was coming I put together summaries of two other projects:
        • Rosaryville: Lots of support from park management team. They are in the middle of a big RTP project, but it’s not enough. Working with the park management there on a $100k grant request to refurbish the perimeter trail.
        • Phase II at Patuxent: Have good support. This is going to be very Patapsco like with steep hill sides and lots of vert. This would be about $200k.
      • Severn Run
        • Large state-owned property north of Bacon Ridge. Liaison is not pursuing projects there.
        • Got feedback and will start getting around to work with Jali to put the word out on our social media for an advocate to see if there is someone who wants to work on it.
      • Rivers Edge
        • Two new gravity trails there with a return line, and more XC trails.
        • Feedback has been very good.
        • Now pursuing payment from SHA.
      • Marlton Forest
        • Jali did a good job getting people to advocate for purchase of property and trails. Submitted a letter from Jali supporting project and got local residents to ask for trails to be built.
      • Communications (Nate)
        • Working on one pager to begin looking at it. It will be done before next meeting.
      • Ride Program Report (Kathy)
        • Not awhile lot new. Night rides are ongoing.
        • Is there any history on the Bike Lane having its own waiver for leading rides? Been approached by Terrapin Bikes that wants to co-sponsor ride with MORE. Is there any requirement for a bike shop to have their own coverage?
          • Ernie: They should get advice from their attorney.
        • Jali:
          • We should remind ride leaders and trail liaisons that they need to be members.
        • Data from Track it Forward to Golden Volunteer
          • Would ask any volunteers that they are recording their hours in Golden Volunteer.
          • Going to go through meeting minutes and include those who attended for their hours.

 

Activity Reports

• President – Ernest (Ernie) Rodriguez
  • Begin process to discontinue use of Track-it-Forward and migrate data to Golden Volunteer
  • Research and submit trail projects to Fairfax County Park Authority as requested by FCPA leadership
  • Meeting with Trailforks to finalize agreement to secure 30% discount for MORE members for Pro accounts - MORE will receive $5 per subscription/renewal
  • Attend VA State Trails Advisory Committee meeting
  • Attend Northern Virginia Regional Trails Summit
  • Attend Virginia Trails Alliance meeting
  • Participate in American Trails webinar DEI Outdoors
  • Attend VA/DC Liaison meeting
  • Attend Lake Accotink Dredging Alternatives meeting
  • Organize meeting with Arlington County, Arlington Trails and Phoenix Bikes to strategize grant funds for modular portable pump track location
  • Provide multiple training sessions for use of Golden Volunteer
  • Attend IMBA's Golden Volunteer demonstration
  • Attend IMBA board meeting Quincy CA - Sierra Buttes Stewardship Alliance - host
  • Send Thank you notes to donors
  • Mail SWAG to major donors
  • Update membership files in Donorperfect

 

• Jali Fernando – Executive Director

• MoCo Epic wrap up—thank you's, post-ride surveys, financials
• Submitted letters of interest for PeopleForBikes Bike Industry Community Grant - Frederick Pumptrack, Fountainhead skills area, Fountainhead Blue Loop extension and rehab
• Organized and attended Trails, Tricks, and Treats with MICL and Linganore Mountain Bike Team
• Sent a letter to Chair Shapiro for Marlton Forest

• Marlton Forest/Prince George's County action alert

• Secured venues for winter first aid training and advocacy workshops

• Updated trail pages on the MORE website
• Attended meeting re: Arlington County portable pump track

• Attended Golden Volunteer workshop
• DonorPerfect tutorials with Ernie

• Weekly newsletter and regular social media posts

• Secretary – David Beugelmans
  • Coordinated board meeting and finalized minutes
  • Volunteer at MoCo Epic
  • Attend Anne Arundel County Crownsville Memorial Park Recreation and Trails Committee meeting
  • Attending community meeting re: Saltworks project

 

• MD Advocacy Director – Dave Magill

 

• Pax Mullinix parking lot – contractor has finished all work except curb stops, inspected work site, coordinated btwn SHA and contractor
• Pax Phase 2b – flagged three proposed bridge sites with Tom Newton for review with MDE and DNR, preparing LBI grant proposal, working with Kathy Mihm on updated map
• Rosaryville – coordinating efforts for $100k trail refurbishment LBI grant proposal
• SCSP – Sidewalk and Bridge projects – had conference call with Legislative Director for Delegate David Fraser Hidalgo to go over these two grant proposals and next steps
• Rivers Edge – submitted reimbursement invoices to SHA for our RTP grant of $35k
• Marlton Forest – coordinated along with Jali letters and emails to PG Parks in favor of building trails on this newly purchased park property

 

• VA Advocacy Director – Tom Howe
  • Compiled and submitted list of natural surface trail projects to FCPA for funding / build considerations spanning 13 parks and trail sytems within the county as request by FCPA leadership
  • Led Nov VA/DC Liaisons Meeting
  • Attended meeting with Arlington County, Arlington Trails and Phoenix Bikes to strategize grant funds for modular portable pump track location
  • Held calls with individuals interested in running for the open VA Advocacy Position ahead of the upcoming elections
  • Ride Leader
    • Led 10/21 Weekend Beginner / Intermediate Ride at Wakefield
    • Led 11/11 Weekend Beginner / Intermediate Ride at Wakefield (Weather Permitting)

 

• Membership Director – Rob Lowe
  • Membership Processing and Reminders October 2023

 

• Ride Program Director – Kathy Mihm
  • MoCo Epic Wrap Up - consolidate Registrations files and prep for 2024
  • Ride Program updates to website
  • Misc Website review for updates
  • Miscellaneous group ride set ups
  • Lead group rides - 2 night rides weekly, Seneca Bluffs Fall Foliage ride
  • Discuss electron and nominations with members
  • Attended Roam Fest-Sedona, but that probably doesn't count!

 

• Communications Director – Nate Frey
  • Volunteering at MoCo Epic

 

• Treasurer – Neil Blake
  • $5.7k net general
    • $58.6k general revenues
    • $30.1k Moco Epic
    • $19.3k Other general ($9.9k IMBA dig in; $9k William Matson tools donation)
    • $6k memberships
  • $52.9 general expenses
    • $33k MoCo Epic (very preliminary)
    • $9k tools
    • $6.3 MoCo Epic manager
    • $3.6k camping trip
  • -$16.2k net restricted
    • $0.5 restricted revenues
    • $16.7k restricted expenses
    • $15.2k Rivers Edge
    • $0.7 SGBP

 

• Activities Director – Clay Deming
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