CeMENEMBA Board of Directors Meeting
March 7, 2017
Augusta City Hall
The Board of Directors of the Central Maine Chapter of the New England Mountain Bike Association held its regular meeting on Tuesday, March 7th, 2017b at 6:30 at Augusta City Hall. Present were: Chris Riley, Pres.; Disa F, Vice Pres.; Matt Swann, Vice Pres. (by phone); Frank, Vice Pres.; Brett VanCott, Treasurer; Garry Hinkley, Sec.; Brian Alexander, Trail Master; Justin; Ted Eames; Ted S.; Carey; Renee; and Christina.
Treasurer’s report. Brett reported a beginning balance on January 10, 2017 of $11,545.86. Income included $2320 from the Gravel Grind, and $403.50 chapter rebates. Expenses for the period totaled $1362.62. The greatest expenses were $500 to Connect Consulting for the strategic plan and $270 for catering the planning meeting; $400 total donations to eight area snowmobile clubs for tail support; $143.62 for signs for L/A center; $50 for advertising; and $49 for USPS.
Ending balance is $12,906.74. Accounts receivable include about $2800 for Treadfest 2016.
Brett reminded everyone who plans on turning in expense receipts to use the tracking form. It’s very important to track expenses to the proper projects.
Onion grant. Chris reported that our first phase of the Onion grant has been approved. Chris will finish the application. If awarded the grant will be for $5,000 to support a paid trail crew. This will be the second year of a possible three year support grant, with the intent of being self sustaining in the future.
Quarry Rd. RTP grant project. Shooting for a June start date. Brian to coordinate with the MCC staff. We need to track our time and expenses for the match. Friends of Quarry Road are responsible for the cash match. The plan is to build at least a mile of new beginner mountain bike trail.
Bylaws adoption. The draft bylaws were adopted with minor revisions and will be posted to the CeMENEMBA website. Ted Eames moved the adoption as amended. Seconded by Ted Scharf. Vote was unanimous.
Membership. We have an estimated 250 members including 59 individual members and 65 family memberships. Revised our membership goal to 200 memberships by 2020.
Strategic Plan Follow up. Based on the strategic plan, formed three new committees: membership, events, and Trails.
Membership committee: Renee, Chair; Ted Eames, Garry.
Events and rides committee: Disa, Chair; Brett, Chris R., Justin.
Trails committee: Brian A, Chair; Justion, Matt Swann, Renee, Christina.
Diva Swag. Is on order. Clothing and other items to sell to raise revenue.
Website modernization and hosting. Received a quote from John Waller for website redesign, support and hosting to include SSL for financial payments. The quote was for $1250 for the redesign and $500 annually for hosting and support. It was opined that a redesigned website that offered more capabilities including the ability to take payments for donations and sales was desirable and should pay for itself. Brett moved approval of $1750 for redesign and first year support. Justin seconded. Vote was unanimous.
Tools inventory. Matt, Frank, Chris, and Brian have most of the tools. Chris presented the tool inventory. A few tools have gone missing. Everyone will look around and call members who may have them. Chris will make name stickers for our tools.
Selling Merchandise. Should have someone at every event selling our merchandise.
Handouts. Need something to give out on the trails when we encounter riders.
Mapping. Mapping almost is done.
Calendar. The spring social/auction will be April 29th at a location to be determined. We have about $2800 in auction items already donated.
Spring Clinic – Mt. Apatite. Frank. May 2nd.
Trail building clinic – 5/20 @ Mt Apatite. Details to come.
Next meeting April 4th at 6:30 Augusta City Hall
Central Maine Chapter of the New England Mountain Bike Association
January 10, 2017
The Central Maine Chapter of the New England Mountain Bike association held a regular chapter board meeting on January 10, 2017 starting at 6:30 in the evening at Augusta City Hall. President Chris Riley presided. Members present were Chris Riley, Pres.; Disa F. ; Frank Jalbert (by phone); Matt Swan; Brian A.; Brett Van Cott, treasurer; Ellen Wells, Ian; Ted Scharf; and Garry Hinkley, Sec.
Election of additional officers. The Vice-president position being vacant, Disa Federowicz was nominated by Matt Swan for the position. Brian Alexander seconded. There were no other nominations, and Disa was elected unanimously.
The Board agreed to create a second VP position to represent the Farmington area. Brian nominated Matt Swan. Ted seconded. There being no other nominations, the vote was unanimous.
The Board now totals eleven members, including all of the above members in attendance, plus Ted Eames. Chris noted the geographic distribution of our board, with representation from all parts of our service area.
Treasurer’s Report. Brett reported a starting balance from our September meeting of $13,350.25. Income from various sources was $1656. Expenses were $3065.66. Ending balance is $11,940.59. In addition, several checks were received but not deposited, for a total balance of approximately $18,000. Brett provided the president with a detailed report which is available upon request.
Tracking volunteer time. Chris noted that we need to do a better job of tracking our volunteer trail work time. This information is necessary to support grant applications and reports. He will re-send the Google docs tracking document. We will discuss further at the next meeting. For formal work efforts, at least, the organizer probably should capture and report the work hours. Chris did note that we have very good documentation on the paid trail crew work.
Lake Auburn winter fat bike loop. Chris noted that we paid $143 for signage for this five mile groomed loop maintained by Lake Auburn Community Center and Dan Bilodeau.
Snowmobile trails/clubs. Discussed the need to maintain good relations with the various local snowmobile clubs, and to practice good trail etiquette. While most trails are open for multiuse, and usually are maintained with public funds, the clubs do the actual maintenance. The board recommends that winter bike riders using snowmobile trails consider joining their local club. The Board voted to authorize Chris to distribute up to $300 in fifty dollar increments to six local clubs. Motion by Brett, and seconded by Ted.
We will post and distribute a list of Fat bike trail etiquette to our email list. Also will review the laws relative to public funding of snowmobile trail maintenance and general access.
Upcoming Calendar of Events.
- Treadfest is June 24-25.
- Spring Fling party/fundraiser. Looking at April 8th or 29th at location to be determined. Will try to stay in the Augusta area. Maple Hill Farms was suggested as was the Quarry Tap Room. Last year was the Gin Mill which also is a possibility. Discussed the possibility of having an auction of donated items/services.
- Family Picnic. June 10th at the Res is the tentative date and place.
Strategic planning meeting. Agreed to hold a daylong (six hour) strategic planning/visioning meeting to plan our goals for the next three to five years. Chris noted that we already had accomplished some major goals such as having paid trail crew.
The board voted to appropriate $500 to engage Annie Reiter, Connect! Consulting to facilitate the planning session, including meeting preparation and preparing a summary report. Garry made the motion for the appropriation which Ellen seconded. The vote was unanimous. The date was sent tentatively for February 5th, with a backup date of March 12th. Brian will contact the Belgrade Resource Center for the location. Chris and Garry will work with Annie on the agenda. The board members are invited, and in addition Chris will invite six or seven key players to participate.
Recreational Trails Program grant. Chris announced that CeMENEMBA had received a $13,000 RTP grant to construct trails at Quarry Road Recreational area in Waterville. Work to be performed by the Maine Conservation Corps.