Board Meeting Minutes for: September 21, 2005

• Meeting was called to order by Chris Cook at 7:05pm
• Treasurers Report (by Chris Cook)
  • Present Balance $10,300 (includes deposit from TDF & PayPal Balance).
  • Memberships received in the last month (2) for $30 not yet deposited.
  • Outstanding Bills
    • Parks & Rec (for TDF) $950
    • Parks & Rec, (for Islands trail signage) $1000
  • Monthly Expenses:
    • Veith Consulting - Online membership services $10.00

OLD BUSINESS:

• Meeting minutes for August 17 meeting were approved with unanimous consent.
• Summary Report - 2005 Tour De Fat
  The 2005 Tour de Fat was a financial success. Financial figures for this year's event are:
  
  

  Gross Proceeds	$10,045.30
  Less SWIMBA funds for making change	500.00
  Gross Sales	9,545.30
  Less Beer Purchased	2,997.00
  Net Proceeds from sales	6,548.30
  Amount due to Parks & Recreation	954.53	*
  Net to SWIMBA Treasury	5,593.77

  
  
  *Assumes 10% of Gross Sales and that New Belgium did not deposit any funds with Parks & Recreation.
  
  
  (Note that the Treasurer has no idea where the 30 cents came from.)
  
  
  Overall we sold 30 kegs of beer which was the same as 2004. New Belgium comp'd us 2 kegs and we paid Hayden Beverage for 28 kegs. Our sales proceeds were $1,348 higher this year on the same volume of beer indicating that the $4 per glass or 3 for $10 was a success from a pricing point of view. Overall our net this year was approximately 30% higher than last year's event.
  
  
  We still need to get a check over to Parks & Recreation. Would someone speak with New Belgium's Chris Winn to confirm that New Belgium did not place a deposit with Parks & Recreation? Also, we will need a name for someone in Parks & Recreation so that we can send them a check.
  
  
  Comments from this year's Tour de Fat to consider for next year's event - We need better availability of water for people in the beer garden. We may want to consider setting up a booth that sells nothing but bottled water. I would suggest going to Costco, purchasing cases of water and selling it for $1 per bottle. We may want to consider handing this off to a group like BYRDS if they can assure us of volunteers to man the sales.
  
  
  Should we consider pushing Parks & Recreation for Camel's Back Park next year as a venue change? The "open" beer garden at this year's Hyde Park Street fair was different and appeared to go well. Note as well that they sold beer at $4 per glass too. Using Camel's Back would put us closer to the foothills where we ride, provide more open space for the event and not place us in our current situation of having to deal with alcohol so close to the river. Finally, any chance of making the event a bit later in the day? People seem to be just getting started with the beer garden when we're getting ready to shut it all down.
  
  
  Harley reported that Spokids did well running the valet parking at TDF. They grossed $832.85 including tickets and donations. They had expenses for 1 gal of Slime, copies and hot dogs for volunteers. Expenses equaled $42.50. So, they netted $790.35.
• IMBA Trail Care Crew - Chris Cook
  • IMBA Trail Care Crew was in Boise September 15-18th
    • We had more out of town attendees than locals.
    • We learned a lot and made some good connections.
    • They walked the proposed Islands trail with David Gordon.
• Sprokids Update - David Beck
  • Dave Beck recapped the conversation from the last meeting. The concept was to come up with a contractor position under SWIMBA. The board had concerns about the approach. The Sprokids Committee met with the city to determine exactly what the city wants to see happen to the program, especially in regards to expansion. The city acknowledged that the current position is under-compensated but also indicated that the people facilitating this type of program for the city usually aren't doing it for the compensation. Overall the city is fairly happy with the program; they just believe that it needs some additional resources. At this time they intend to choose a supervisor for next years program and would like SWIMBA to provide names of interested, qualified individuals. Ultimately it was decided that SWIMBA needs to solicit additional volunteer help to keep the program effective. The committee's recommendation is to take no action at this time except to provide support via volunteers.
  • Lauren D. made a point that the city doesn't do background checks on volunteers so we will need to be careful soliciting mass volunteers to work with the kids.
• Cycle Idaho follow up - Harley Parson
  • 106 signed up for dinner this year
  • 87 riders signed up for lunch this year
  • P&L Summary
    
    

    	Total Income	7208.76
    	Expenses	7714.78
    	Total (net loss)	(506.02)
    One time expenses:
    	Legal Fees	1061.00

  • Harley indicated that Cycle Idaho is working on a title sponsor for next year.
  • Next years goal is 100 riders.
  • Given the same number (minus one time expenses incurred this year) the event should be in the black.
• Hanging educational tags for new bikes sold.
  • Tom Chelstrom believes that we need to pursue an educational handout regardless of whether the hang tag option is accepted or not. Other options might include a bag stuffer that could go out in bags w/ purchases or with the owner's manuals of new bikes. Ted has much of the information for such a flyer already put together. Tom Chelstrom and Ted T. will get together and discuss this issue further.
• Funding for Table Rock Trail - Terry Heslin (Motion made via email prior to meeting)
  
  
  Islands Trail Proposal
  SWIMBA Board
  September 13, 2005
  
  
  Proposed Action I move that the SWIMBA Board support the Islands Trail proposal in partnership with the City of Boise, Parks and Recreation Department. To assist in the construction of the trail, SWIMBA pledges the amount of $1025 to be used for signs, posts, and gates. Further, the President is authorized to submit written document to the City that will outline SWIMBA's commitment to the operation and maintenance of the Islands Trail. A draft of that document is enclosed as Attachment A.
  • Motion seconded by David Thomas
  • Vote Tally (+ voted for, - voted against, A abstained)
    
    

    +Tom Foote	+Dan Meeker	+Jerry West **
    +David Thomas	+Chris Cook	+ Dave Beck **
    +Ted Tokumot	+Mike Burkhart	+ Harley Parson **
    +Terry Heslin	+Paul Shinke **	+Bob Roehl **

    
    
    
    Motion Passes 8-5, ** indicates support relayed through Chris Cook only
    As of 3:15pm 9/15/05 no dissenting votes have been cast.
  
  
  Background
  
  
  At the August 17, 2005 SWIMBA Board meeting there was discussion, a motion, and subsequent withdrawal of a motion regarding the establishment of a technical trail in the Table Rock vicinity (to be called the Islands Trail forthwith) of the Boise Foothills. The motion was tabled pending clarification and more specific information about the proposal.
  
  
  On August 30, 2005 the SWIMBA President invited the Board to a field trip with David Gordon, Foothills Trails Coordinator, and Paul Woods, City of Boise Parks and Recreation Department. The field trip included a walk through of an area that features a complex of rock outcroppings that lie within the loop defined by the of the Table Rock Loop Trail to the south (which terminates at Warm Springs Road near the golf course) and the Rock Garden Trail to the west and north. The area is below the prominent sandstone bluff near the top of Table Rock to the east.
  
  
  City staff and the SWIMBA representatives came away from the field trip enthused about the trail proposal and partnership between the City and SWIMBA to manage the trail. The trail will tie together several rock outcroppings where riders can challenge themselves to ride technical terrain similarly to how a golf course is connected between holes. The design of the trail will utilize state of the art techniques that will minimize any adverse effects to the visual and natural resources.
  
  
  Current Status
  
  
  Initially the proposal called for utilizing the IMBA Trail Care Crew (TCC) to construct the trail with volunteers during the TCC's September visit to Boise. At this time the TCC will be utilized for consultation and flagging the route rather than actual construction.
  
  
  In the event that the SWIMBA Board formally approves support of the trail, the Foothills Coordinator will place the proposal on the discussion board for a Foothills Open House to be held at the Foothills Learning Center on October 12, 2005. This will give the public an opportunity to learn about and comment on the proposal.
  
  
  Proposed Action
  
  
  I move that the SWIMBA Board support the Islands Trail proposal in partnership with the City of Boise, Parks and Recreation Department. To assist in the construction of the trail, SWIMBA pledges the amount of $1025 to be used for signs, posts, and gates. Further, the President is authorized to submit written document to the City that will outline SWIMBA's commitment to the operation and maintenance of the Islands Trail. A draft of that document is enclosed as Attachment A.
  
  
  Attachment A

  
  The Islands Trail is an experiment in trail design and techniques that has not been tested in the Boise area which is well known for it's buff and flowing singletrack. Many mountain bikers in the Boise area have been clamoring for an advanced trail where they can work on skills and challenge themselves. Constructing an advanced trail like this does not mean that it will be unsustainable or damaging to the area but instead it will utilize natural features and changes in terrain to focus users onto the designed trail. The Islands Trail has a number of challenging aspects but with some help from local minds and the expert trail builders from IMBA we can construct a sustainable and enjoyable trail that will benefit the community.
  • How will we ensure that riders will stay on the designated route, and not begin to create short spur routes of their own to other rock outcrops?
    
    At the beginning and the end of the trail there will be clear signage that spells out that people need to stay on the trail and respect the trail otherwise they will loose this opportunity. Additionally the trail will use the terrain and rocks to channel people to stay on the trail. This concept is outlined on this website with the use of chock points: http://www.imba.com/resources/trail_building/tough_trails.html
    
    
    Since the Tablerock area has a great deal of rock we will have the materials needed to control and funnel the use.
  • How will the trail be signed?
    
    At the each end of the trail there will be specific signs saying this: "Respect the Trail, You earn your right to ride through respect, Please respect our efforts by: 1) Staying the trail 2) Following all trail markers. 3) Don't dumb down the trail features. 4) Walk obstacles you can not ride 5) Islands is an Advanced Trail requires Advance Skills. Signed - The Trailbuilders (this language will be condensed)
  • How will the beginning and end be configured so that novice riders don't mistakenly take the trail?
    
    At each end of the trail there will be a gate with the signage specified above and then the first section will be challenging enough to scare off novices.
  • Who will maintain the trail, and how often - this pertains largely to the rock features, as well as the trail tread?
    
    SWIMBA will adopt the trail and appoint one individual who will check the condition of the trail monthly and report back any issues. This trail will be monitored monthly with the understanding that if the trail is not functioning as intended that it will be closed.
  • Who will fund the signage and associated gates?
    
    SWIMBA will provide the funds needed to sign and mark the trail and build the needed gates.
• Bylaw revision motion regarding use of the SWIMBA name / logo - Bob Roehl:
  • Bob R. stated that Due to confusion by the public of where SWIMBA stands (or abstains from taking a position) on numerous issues, I would like to propose the following Addendum to the Bylaws of the Southwest Idaho Mountain Biking Association, Inc.
  • Motion: No director (a member of the Board of Directors, which includes officers) shall use his or her title, or affiliation with SWIMBA, in a way that might be perceived to endorse a position, opinion or agenda, without first having obtained the approval and direction of a majority of a Quorum of the Board of Director. No Director shall speak on behalf of SWIMBA without first having obtained the approval and direction of a majority of a Quorum of the Board of Directors. Motion was seconded by David Thomas.
  • Vote Tally (+ voted for, - voted against, A abstained)
    
    

    +Tom Foote (proxy)	+Bob Roehl	A Dan Meeker	- Harley Parson
    +David Thomas	+Paul Schinke	A Dave Beck	- Chris Cook
    +Ted Tokumot	+Chris Hess	A Lorien Lightfield
    +Kristi Regotti	+Margie Rosenberg

    
    
    
    Motion Passes 8-2-3(A)

NEW BUSINESS:

• Oct. 1, Take a Kid Mountain Biking Day.
  • David Beck requested board support for this event sponsored by BYRDS. It will be held at Camel's Back Park from 7am to 11am on Oct. 1. There will be several seminars around 9am. Dave specifically requested that the Sprokids trailer on site and to have the bikes available for use if possible. Rides would likely start around 10:30am
  • Chris Cook moved to approve the use of the SWIMBA logo on a flyer advertising the event. The motion was seconded by Ted T and passed unanimously.
• Pole Cat Gulch - Chris Cook
  • The city's grant request for this proposal was rejected. SWIMBA has an opportunity to get this project moving is we are able to secure the use of an excavator and a supply of gravel. Chris encouraged everyone to tap the resources around them and push the 501 c3 aspect of any donation solicited.
  • Tom Chelstrom indicated that a grant was requested from REI for this project last year but there were too many unanswered questions at that time. He felt that most of the remaining questions could be answered by next spring which would make a new grant request feasible. The grant could likely cover the cost of the signage associated with the project.
• News Letter - Kristi Regotti
  • It is time to make submissions for the next newsletter.

Meeting Adjourned 8:30pm