October 2019 Board Meeting

MORE Board Meeting Notes | October 14th, 2019

REI - Rockville

Attendance of meeting

Ernie Rodriguez - President
Steve DonTigny - Executive Director (absent)
Tom Howe - VA Advocacy Director
Rob Lowe - Membership Director
Sharon Maloid - Activities Director
Andrew Melito - Communications Director
Bob Caverly - Vice President
Dave Magill - MD Advocacy Director
Neil Blake - Treasurer

 

Status Updates

Overall MoCo Feedback

• A great and successful event overall. The riders/board members had a lot of fun. People seemed to be polite.
• No conflicts with neighbors, small amount of tired riders needing a sag or first aid (11) reports with minor issues.
• Can improve in regards to having a beer backup and a sign that says what your tickets entitles you to. People were taking huge platefuls of food but that could be a communication issue. We need to consider the quantities and instructions of everything.
• Volunteers morale was good. Rider feedback was good.
• Kudos to Steve on his 3rd year of doing the event. Shuttling and supplies were improved.
• Did a good job at registration, particularly cross-selling memberships.

 

President (Ernie)

• Let us know we have an invitation to networking with NICA and MICL. Ernie is looking for folks to attend. Folks from MICL wants to recognize us so we should try and attend. 

Activity Report:

Treasurer (Neil)

• Discussed revenue per paying contact ID provided by IMBA as support for the quarterly memberships collected. Overall revenue is higher than last year which is good.
• Assuming MoCo net results come in on budget, the forecast is positive in general funds for 2019 compared to a drawdown originally planned in the budget. The restricted funds are dependent on specific fundraising for each trail so are generally discussed as part of any particular trail discussion.
• Neil had a question to the group about going through each fund and thinking about reallocating special purpose funds in certain cases. Reason behind the question is that balances have not been utilized in certain funds for some time. Dave M. agreed to take a look. No action necessary at this time, may be a discussion item in the future and would be discussed with each trail liaison in any event.
• Overall money and grants are on track financially. Cash balance and interest earned is good.
• Federal form 990 and State info returns were filed.

Activity Report:

• I spent more time on this updating to include a forecast so unfortunately no summary for the quarter (see attached). October will be a significant month given MoCo and other trail work although September had a decent amount going on as well.
• Tax returns and state filings were completed. I may have to call into the board meeting, not sure yet.
• I continue to work on finalizing the tax return for 2018. The tax preparer is painfully unresponsive so we will be switching to a more established provider. Below is a summary of August activity:
• Unrestricted net increase $4,756 (YTD decrease $5,152)
• $13.6k - Q2 Membership check
• ($4.3)k - ED
• ($2.6)k - Accountant fee for tax return
• Restricted net decrease $13,970 (YTD increase $40,144)
• $(11.1)k Frederick Watershed trail work
• ($1.5)k - PEPCO mowing invoice
• Unrestricted cash $150,871
• Restricted cash $208,884

 

Membership (Rob L)

• Did not have time to report

Activity Report:

• September Membership Processing (Regular, Moco PRe, FCT, PTF) Renewal Reminders, etc.  
• Lead Wakefield Rides
• Wakefield Rock Moving - 3x
• Fall Camping Trip - Most Excellent!
• Discussed Beer for BikenetiCX in NOV 2019.

Activities (Sharon M)

• Fall camping went well.
• There is a net positive the event was above the break even goal, in addition to bringing in memberships.
• The question was asked whether the excess funds from the event goes in to general membership or go in to next years fund because it’s currently going into general.
• General feedback was the event went really well for all.
• 108 adults total attended and 30 kids, which is the largest population we had.
• For winter membership meeting, trying to lock down on location. Silver  Branch Brewing gave estimates for the same event and offered a general estimate. 
• Discussion happened around rotating the location of the event and whether that will change since prices are increasing. The board expressed that they are open to a new location and are looking for Sharon’s decision on it. 
• Various locations were discussed if we did make a change. Patapsco area and Meadowlark Gardens in VA were brought up, but no strong decision was made. 
• The intent is to try and find a location that will host for free or minimal.
• Food options (pot luck vs. catering) was discussed and the overall group deferred the decision rights to Sharon. Discussed the up and down sides of doing it each way.
• Also discussed getting a guest speaker. Annapolis, Frederick and Patapsco  officials were discussed as potential options.

Vice President (Bob)

• Brought up a vote to purchase a tent and extra sidewalls at auction. Currently he has a bid on a 20’x30’ tent with sidewalls and there is a bid on the sidewalls in good condition. There’s a chance the price will stay roughly the same and it would be a good asset for the organization.
• The motion was to purchase the tent and sidewalls for no more $1,200 at auction. The funds would come 50/50 from MoCo Reinvestment (the MoCo team has already given approval) and general MORE funds. Tom seconded the motion to a vote.
• All voted to fund this.

Activity Report:

• Four days volunteering at the MoCoEpic.  Day of the event, was the first recipient of calls to the Command Center.  Far fewer calls this year than past years!
• Two trailwork days to prep the trails for the Epic
• Supported kickoff of volunteer trailwork at Patuxent North, worked with liaison Tom Newton on an overall work plan and drafting procurement documents
• Supported Rivers Edge liaison Carlo Alfano in a modification of the Rivers Edge RTP grant to use grant funds to procure a trailhead kiosk
• Approved 3 invoices for Frederick Watershed trail construction, worked with the team to submit 2 invoices for reimbursement, completed reimbursement for the first invoice.  Project is >70% complete.
• Met with new Montgomery Parks Trails Master Planner, Darren Flusche, to introduce MORE and our activities in MoCo Parks
• Collected liaison survey results for requested tool purchases. Orders are planned to be put in in the next 2-3 weeks.

Communications (Andrew)

• Did not have time to present

Activity Report:

• Posted Fall Camping Trip Photos
• Gained access to Will Nichols photos, not being stored on OneDrive for copyright reasons but we now have access to high quality professional photos.
• Resent reminders to liaisons about recruiting board positions, did capture one person (Mark Thomsen me@markthomsen.org) who seems interested and will reach back out to him.
• Volunteered at Ptap trailfest, posted on social media channels amd uploaded videos and pictures from for promotion next year
• Uploaded images from camping trip
• Posted MoCo Epic IG and FB promos (2 week, 1 week, Reg Closes posts promoting each ride. A total of 25 profile visits leading to clicks to the reg page)
• Sent out MoCo Epic “Less than 2 weeks”, “Less than 1 week” and “Online Registration closes soon email” email and totalled, it drove 197 unique clicks to the reg page and 234 clicks to the route descriptions.
• Two Week Email drove 71 unique clicks to reg page and 101 unique to route descriptions
• One Week Email drove 85 unique clicks to reg page and 93 unique to route descriptions
• Online Registration drove 39 unique clicks to reg page and 40 unique to route descriptions

Virginia Advocacy (Tom H)

• Virginia trail alliance had a meeting that Ernie attended. A contact from that organization reached out to say what shovel ready projects do we have to fund. Conversations are beginning in regards to that.
• Locust Shade Advanced loop will be complete within a couple of weeks and the Beginner Loop is currently being designed and flagged.

 

Activity Report:

• Compiled and shared the following list of “Shovel Ready” Projects as an action item from the September Virginia Trails Alliance Meeting with Andrew Downs of the Appalachian Trail Conservancy:
• Fairfax County Park Authority (FCPA)
• Lake Accotink Park - general maintenance, trail reroutes for sustainability
• Brookfield Park - general maintenance of pump track
• Lake Fairfax Park - general maintenance and minor reroutes to address erosion and connectivity
• Wakefield Park - general maintenance for bermed trails, boardwalks, trail armoring and drainage issues
• NOVA Parks:
• Bull Run Occoquan Trail - trail reroutes to address erosion, bridges and sustainability
• Fountainhead Regional Park - general maintenance and sustainability 
• Prince William County (PWC):
• Locust Shade Park - beginner loop trail
• James Long Park - refurbishing trail tread for sustainability including new build and trail reroutes
• VA Department of Forestry (VDOF):
• Conway Robinson State Forest - general maintenance and minor reroutes to address erosion and sustainability
• Bureau of Land Management (BLM):
• Meadowood Special Recreation Management Area (SRMA) - trail sustainability for perennially wet areas
• National Park Service (NPS):
• Prince William Forest Park - new sustainable, natural surface, multi-use trails
• Locust Shade
• Approved two payments to Ironwood Outdoors for the first two sections of the Expert Loop (~5009 linear feet of trail)
• Martin Fernandez met with Ryan Delaney from PWC and Anne O’Neill from NPS to showcase the work done so far on the Expert Loop and to discuss the initial design of Phase 2 and to walk the flag lines
• MORE Fall Camping Trip
• Great event! Wonderful weekend!
• Kudos to Sharon and Phil and all of the volunteers
• Great to see the highest turnout in years
• Lots of positive feedback
• MoCo Epic
• Great event! Great weather!
• Kudos to Steve, the committee and all of the volunteers 
• Rode the 40 Miler Loop
• Lots of positive feedback from fellow riders
• Volunteered serving beer at the MORE Beer Tent
• Wakefield Park Co-Liaison
• Ad Hoc Trail Work
• Trail Work Planning for November Trail Work Day

MD Advocacy (Dave M)

• Brunswick is close to complete (in regards to grant) and they are creating a kiosk with the remaining RTP funds. There are more grants in the works from the City of Brunswick.
• Frederick watershed downhill project is on track in hours and progress. They are on track to be done this year and currently estimate they are 70% complete.
• Discussed funds in the watershed Trail fund. They have tentative plans to create some Cross Country trails, but that is not yet confirmed or final.
• Patuxent work is underway and RTP grant manager walk through is happening. 
• Met with new trails master planner for Montgomery County and had a good beginning discussion in regards of future projects.

 

Activity Report:

• Four days volunteering at the MoCoEpic.  Day of the event, was the first recipient of calls to the Command Center.  Far fewer calls this year than past years!
• Two trailwork days to prep the trails for the Epic
• Supported kickoff of volunteer trailwork at Patuxent North, worked with liaison Tom Newton on a overall work plan and drafting procurement documents
• Supported Rivers Edge liaison Carlo Alfano in a modification of the Rivers Edge RTP grant to use grant funds to procure a trailhead kiosk
• Approved 3 invoices for Frederick Watershed trail construction, worked with the team to submit 2 invoices for reimbursement, completed reimbursement for the first invoice.  Project is >70% complete.
• Met with new Montgomery Parks Trails Master Planner, Darren Flusche, to introduce MORE and our activities in MoCo Parks
• Collected liaison survey results for requested tool purchases. Orders are planned to be put in in the next 2-3 weeks.