CeMENEMBA Board Meeting
April 28, 2018
The CeMENEMBA Board of Directors held a board meeting on Saturday, April 28th at the Readfield Emporium, Readfield, ME. The meeting was called to order at approximately 4pm, and preceded our annual spring social and auction.
Board members present included Chris Riley, Pres.; Disa, VP; Matt Swann, VP; Frank, VP (by phone); Rene; Justin, Treasurer; Brett; Ted Scharf: and Garry Hinkley, Secretary.
Treasurer’s report. Justin reported cash on hand of $24,578.09. Income was $25, 832. Expenses $2561.01. See Justin’s complete report for more details. Principal income include $13,400 RTP grant reimbursement, and $10,000 NEMBA signature grant.
Approved applying for a new credit card with a $5,000 limit. Motion by GH/second by Justin. Unanimous. Agreed to spend up to $50 on Quickbooks accounting software.
Discussed moving the spring social to a weeknight.
Trail Forks – trial five dollar donation?
NEMBA signature grant. Will be used on improvements at Mt. Appetite. Work to start in July. Androscoggin Bank may help support.
Trail crew – Looks as if we will have three-four person trail crew for the summer. Most or all of last year’s crew is returning.
Treadfest will be a one day event this year.
Bond Brook Peabody project? 40/50 acre ?
Titcomb Women’s clinic – July 8th. $20 refundable reservation fee. Also looking at the possibility of a co-ed higher level clinic. Break even on costs.
Kid’s camp is up in the air. Chris and Disa are working on finding new instructors.
Need to finish the Pine Ridge Kids loop.
Next meeting. June 5th
CeMENEMBA Board Meeting
January 14, 2018
Gritty MCDuffs, Auburn, ME
The Central Maine Chapter of the New England Mountain Bike Association held a regular board meeting on January 14, 2018 at Gritty McDuff’s restaurant in Auburn, ME, following a ride at the Lake Auburn Community Center. The meeting came to order at approximately 4:00pm. Board members present included Pres. Chris Riley, VP Frank, Ian, Brett, Ted Scharf, Brian A, Renee B, Treasurer Justin L, VP. Disa F, and secretary Garry Hinkley.
Proposed meeting schedule. On a motion by Ian, agreed to meet bi-monthly starting in January 2018. Brian seconded, and motion was approved.
Treasurer’s report. Justin presented an extensive reworking of the income and expense report. The report provided a more detailed analysis of both revenues and expenditures by category. The report showed a starting balance in January 2017 of $11,545.86. Ending balance as of December 31 of $15,343.42. Income was $43,960.76. Expenses $39,323.72. Net income $3,797.56. Justin’s report showed income by source, with the largest source being grants. Largest expenses were for trail projects, with Quarry Road being the largest.
Chapter is owed approximately $2200 for Treadfest.
Discussed converting from using a credit card to a debit card. Justin will pursue options.
Discussed pursuing an RTP grant for signage. It was noted that due to trail construction, many of our maps already are out of date.
Discussed setting next year’s budget, but decided that rather than setting a firm budget we would do as we have been doing and assess our needs and expenses at each meeting and proceed as needed.
Reviewed 2017 Goals. Chris led a review of our long-term goals. He noted that we accomplished much of what we set out to do in our 2017 retreat. Critical to that was having paid trail crew. Also produced maps and some signage. As far as we know we are still the only Maine chapter that regularly leads a ride every week during the “dirt season”.
Membership Renewals. Discussed options for increasing membership renewals. Need to come up with membership incentives.
Awards program. Discussed creating a volunteer of the year award, with the prize possibly being a bike shop gift certificate (purchased at cost.)
Future grants. Still have one year left on the Onion grant. After that, our goal is to be self-supporting (with respect to that revenue.) Will skip the RTP grant for 2018, but may try again in 2019. May look into applying for a NEMBA signature grant. *update(2/1/18): Chris met with representative from City of Auburn and they are excited about the possibility of the grant and will aid us with letters of support and act as a partner in the grant.
Spring Social. The spring social will be April 28th @5pm at the Emporium in Readfield. Event will include an auction. Auction items are needed. Goal for the auction is $5,000.
First Aid course. Decided to look into an informational instruction class. Informal, without a certificate. Brett and Disa to look into options for hosting a spring “trail first aid”.
Snowmobile Club donations. Moved and seconded to donate fifty dollars each to six local snowmobile clubs to support trail maintenance. ($300 total.) Moved by Ted, and seconded by Brett. Approved unanimously.
Moved to reimburse Brian Alexander for gas and oil for grooming Kennebec Highlands trails. Motion by Justin, and second by Ted. Approved unanimously.
Merchandise. Acquiring Diva gear and possibly guys’ jerseys and hat for resale.
Treadfest – June 16th
Titcomb Womens clinic – July 7th.
Kids clinic and Ride. Three days. (spring/summer/fall). Possible paid staff (stipend.) planning for 12 kids@$20 each.
Odyssey ride – October 13th
Next meeting – March 13th @6:30 in Augusta
September 5, 2017
The Central Maine Chapter of the New England Mountain Bike Association held a regular meeting on Tuesday, September 6th at 6:30 at Augusta City Hall. Present were: President Chris Riley, VPs Disa F. Frank Jalbert, and Matt Swann (by phone.) Also present were Treasurer Brett Vancott, Renee, Ian Ogilvie, Brian Alexander, and Ted Scharf.
Chris welcomed everyone and noted the highly successful summer of trail building, maintenance, events, and riding. He thanked everyone for their efforts.
Treasurer’s report. Brett gave the treasurer’s report. She noted a beginning balance on June 6, 2017 of $17,253.88, and a closing balance of $7175.39 on Sept. 5. Income for the period was $11,421. Expenses were $21,499.49 Most of the expenses were for trail-related work, including $17,456 for the Quarry Road project. Most of the QR project will be reimbursed from the RTP grant. In addition to the RTP reimbursement, we expect about $2500 to $3500 in Treadfest income. We owe the trail crew approximately $7,000. We expect to take a balance into the new year of approximately the same as we carried into this year.
Trail crew. Chris reported that the trail crew did an outstanding job. As independent contractors, they are being paid $10/hr. Matt Swann moved and Ted seconded that Nolan receive a $1/hr. bonus for outstanding performance. That would amount to about $200 additional for the summer.
Treasurer election. Brett VanCott is resigning as treasurer. The Board offered its thanks for her hard work over the past two years. Brian nominated Justin Lagassey as the new treasurer. Seconded by Frank. The vote was unanimous, and is effective with the completion of the paperwork, hopefully by October 1st. Justin has been working with Brett on the transition.
PR Kids Loop. Chris will try to finish the Pine Ridge Kids loop this fall. This is an obligation of our Kennebec Saving Bank grant.
Odyssey Event. The Odyssey event has been scheduled for October 20-21. The venue for the party is to be determined. Lost Valley in Auburn and Ricker Hill Farms in Turner were suggested. The event includes an opportunity to ride as many CeMENEMBA-maintained trails as possible from 5pm Friday until 5pm Saturday. A social event to follow on Saturday evening. While not primarily a fundraising event, there will be raffles and donations accepted.
TNTs. The days dwindle down to a precious few. It was agreed to try to do dispersed leaf blowing on as many trails as possible.
Accomplishments. Chris handed out a summary of our 2017 trail work accomplishments, based on our strategic plan developed last winter. He noted that it is a five year plan. Our trail system has expanded and is in very good shape. Total hours of work needs to be determined, but it is substantial.
Sappi “Community Ideas that Matter” grant. Chris will be pursuing this grant opportunity for the Coburn Woods trail system in Skowhegan. Seeking $2500. The Trustees of the Somerset Woods Land Trust have agreed to match the grant.
In general, Chris would like to pursue a strategy of applying for micro-grants from local organizations.
Trail Maps. We have sold out of our 250 printing. Since many of the trail systems have since been expanded, we need to make a new addition. Discussed the need for better trail naming, and signage on the ground. Chris will work with Jean-Luc Theriault on revised GPS. Also will be seeking new sponsors for new additions such as Coburn Woods.
Next meeting will be October 10 at 6:30 at Augusta City Hall.
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.
The regular monthly meeting of the Central Maine Chapter of the New England Mountain Bike Association was held on Monday March 7th at 6pm at Augusta City Hall. Members present were Chris Riley, pres.; Ted S; Brian A; Sarah C, Treasurer emerita; Ted E.; Frank; Ian; Ellen; Mac; and Garry, Sec.
Treasurer’s report. Sarah reported a beginning balance of $9905.13 and an ending balance of $9888.30. We received a Kennebec Savings Bank grant of $2500 for ongoing trail work. We have outstanding additional outstanding income of $350 for our participation in the Fat Tire Loppet race, and $131 in dues rebates. This gives us financial assets of approximately $12,800. It was agreed that we would use 2015 Tread Fest funds, and KSB funds to realize a trail crew if we can raise the needed additional funds.
Future fundraising ideas. Agreed to send out direct appeals to our email list and then on our face book page. The goal is to raise enough match to fund a two person trail crew for about six weeks.
We made the first cut on the People for Bikes grant application. The intent is to make trail improvements at the Allen-Whitney Forest trails.
Ellen reported that Inland Hospital is starting their process for their grant awards. The hospital is focusing on projects that would combat obesity. In the past, the hospital has made smaller grants. This year, the hospital is focusing on fewer larger grants.
Chris shared a letter prepared to solicit businesses for the coupon booklet. Several businesses have been contacted. Looking to go to print in mid-April. Chris will explore costs and printing options.
Tent back drop and awning curtain. Discussed buying a back drop and awning curtain for the events awning. Sarah will look into prices. Frank will check with Chip on price and options.
Map project. Chris has been working with Jean-Luc Theriault on the GIS data, and the project has started. We reviewed various maps and options. Need costing options.
2016 Calendar. Tuesday Night Trailwork (TNTs) will start Tuesday April 5th and will continue every other Tuesday through the fall, except for Tuesday July 5th. Will probably start at the Res. A full schedule will be developed and updated as necessary. In addition, several full day weekend trail days will be scheduled.
Wednesday Night Rides will commence starting probably March 23rd with a rail trail ride. Meet at 5:30, ride at 5:45. Auburn rides will be Wednesdays at 6:30 at Mt. Apitite, and Sunday at 7:30 am at Range Pond.
June 4th is National trails day. Probably will do a family event at the Res with food.
Treadfest is scheduled for June 25-26 at Bond Brook. Volunteers needed.
Titcomb’s Women’s Clinic is scheduled for May 11 in Farmington.
NEMBAFest is June 17-19 at Kingdom Trails, East Burke, VT.
A-trail Day – June 12th.
Chapter board meetings currently scheduled for April 4th, May 2nd June 6th, and Sept. 12th at 6pm at Augusta City Hall. Other meetings may be called as necessary, and may be scheduled with ride events.
Other business. Need to develop a tool inventory and establish tool caches.
Meeting adjourned at 7:15pm.
Garry Hinkley, Sec.