Communications and Outreach

Donor thank-you event planned
A donor thank-you letter writing event will be scheduled. The outreach may take the form of a New Year update paired with project and impact highlights.

Newsletter cadence under review
The board discussed adjusting newsletter frequency to ensure updates remain substantive and engaging. Monthly updates will continue during active project periods, with the option to move to a bi-monthly cadence when activity slows. Engagement metrics will be reviewed to inform future decisions.

Funding and Grants

Recreational Trails Program application nearing completion
The RTP application is approximately 90 percent complete. Remaining work focuses on strengthening impact data and clearly communicating what funders are supporting, including standardized trail construction details and schematics. These materials will also support donor communications and public education.

AARP grant successfully closed out
The AARP grant was closed out on time, with all deliverables completed. Minor budget underspend remains within allowable limits. The project was also formally closed with the Parks Board.

Additional funding opportunities identified
The board discussed future AARP grant opportunities, including capacity-building options that could support data collection, surveys, and organizational growth.

Trail Projects

Trail names officially approved
The Parks Board approved the official names for the completed trails. These names can now be publicly announced and used in signage and mapping platforms.

Approved trail names:
Lookout Link
Makha Ascent
Flowstone Express

Planning and Strategy

Strategic planning funding identified
A strategic planning grant through the Black Hills Area Community Foundation opens February 1. The grant provides funding to hire a facilitator but does not include direct planning support. Eligibility and timing will be confirmed.

Legal counsel options explored
The board discussed legal support options outside of Spearfish to avoid conflicts. A Rapid City firm with potential pro bono capacity is being explored for general liability and organizational needs.

Data and Analysis

Trail use data exploration ongoing
Strava Metro data will be explored to estimate trail use and inform planning and grant applications. Additional analysis may require exporting data into GIS tools for more detailed insights.

Forebay Project

Early concept discussion underway
The board discussed future trail concepts for the Forebay area, including a vertically challenging climb feature inspired by large-scale incline trails, paired with a separate descent route to reduce user conflict.

These concepts will be shared early with the trail builder during planning discussions to evaluate feasibility, cost, and funding opportunities. The project aligns with broader recreation and safety goals and may warrant future City investment.

Official Votes

• President to sign full concept design for Forebay (unanimous)

Strategic Planning
The board agreed to launch a strategic planning process. Discussion covered potential consultants, estimated costs, and whether to work with local partners or IMBA. Members emphasized clarifying STC’s long-term identity and ensuring balanced support for bikers, hikers, and other trail users.

Lunch Loops
The full design is complete. Rock Solid’s new construction lead will begin work as soon as weather conditions allow, likely April or May depending on moisture. The board affirmed the need for contingency in the project budget. The current plan includes the gravity area and XC trail but excludes the bike park due to funding constraints.

Flowstone Project
The Flowstone, Mahka Ascent, and Sandstone Connector trails are now fully closed out. The City plans to focus its efforts on Lookout and encouraged STC to continue pursuing other priority projects in the Master Plan. The board agreed and will look toward future opportunities outside of Lookout.

Forebay Project
The board reviewed the design estimate and discussed potential alignment with RTP requirements, including the need to serve a broad range of trail users. GFP has approved land use pending review of final designs. The Forebay area, located near the entrance to Spearfish Canyon, presents opportunities for hiking-only trails that could serve both tourists and local residents, including those in Mountain Plains. The board noted the importance of mapping the disc golf course via GPX to avoid conflicts.

Legal Counsel
The board acknowledged the need to budget for legal counsel on an as-needed retainer.

Regional Coordination
The board discussed the Deadwood trail meeting hosted by Northern Hills Rec and affirmed support for regional connectivity while prioritizing implementation of the Spearfish Master Plan.

End-of-Season Impact Reporting
A member introduced a proposal for an annual public impact report highlighting usage data, volunteer contributions, construction progress, and the economic benefits of natural-surface trails. Board members will assist in gathering metrics and photos.

Emerging Opportunities
Miller Ranch trail access remains a potential long-term opportunity and will need further exploration.

Official Votes
• Approved the purchase of the Forebay concept design from Rock Solid (unanimous).

Sandstone Connector

• Construction near complete; closeout will transfer to the City after formal acceptance. Trail remains signed closed until acceptance.

• Ribbon cutting event set for October 25. Event waivers discussed.

• Board cleanup and tool sweep scheduled for October 25–26.

Trail Naming

• Ranked voting among fifteen finalist names. Final name requires City approval.

Funding and Grants

• Spearfish City mini grant not awarded. 

• GiveButter and other small donations received since last meeting.

• Exploring nonprofit accounting and grant tools. QuickBooks Online pricing to be confirmed via TechSoup. Grant tracking options under review.

Data and Counters

• Strava Metro will be explored to estimate use. City trail counters remain a goal. Short term rental options under review.

Committees and Programs

• Signage working group will draft a one page recommendation for City signage standards for the new trails.

• Trail maintenance crew will launch as a members first program. Initial meeting to be scheduled.

• IMBA Ride Center criteria will inform winter strategic planning.

Forebay Project

• Preliminary land-use approval granted for Forebay area. 

Regional Coordination

• Board members will attend the Spearfish–Deadwood corridor discussion on November 13 at 3 pm to listen and coordinate.

Official actions

• Trail Sign Committee formed.

• Trail Maintenance Crew Committee formed.

Sandstone Connector Trail

• Green beginner trail ~80% complete; city has contributed significant in-kind support.

• Uriah (Benchmark Trails) will consult October 6–10.

• Trail opening/activation event planned for October 25.

• Naming process underway: member email + Facebook poll; city approval required before final.

Funding & Grants

• $1,500 received from Jenny Braig raffle.

• Additional funds received via GiveButter.

• South Dakota Fund grant application ($20,000) denied.

• Exploring nonprofit grant tracking software to improve compliance and reporting.

• GrantStation membership to be renewed ($100/year).

Financial Reports

• Monthly financial statement reviewed; quarterly reports discussed. 

Volunteer & Membership

• Proposal to establish a dedicated, trained trail crew for efficiency and professionalism; would supplement community trail days.

• IMBA Trail School scheduled for October 12 (city-funded, 9 am–4:30 pm).

• Membership drive to launch in October using IMBA’s provided materials; Kaylie to manage social media promotion.

Events & Community Engagement

• Art Market activities well-received despite lighter attendance.

• Potential film festival under discussion; Heath to review MTB films.

• End-of-year member and sponsor appreciation event being considered; scope and purpose to be refined.

• Thank-you letter writing party to be scheduled in October.

Equipment & Data Collection

• Board supports purchase of trail counters; Michelle researching options, Heath to ask city about potential funding.

• Data collection project planned for spring; exploring collaboration with city and Trenton Ellis.

Official Votes

• None

Volunteer Work

• Little Spearfish Trail mowed; Heath certified for chainsaw use.

• Water bars to be replaced with dips and nicks.

Funding & Grants

• $10,000 Wharf Fund donation.

Board Updates

• Michelle Stampe was appointed Secretary (term began Jan 2025).

• Reid Hensen stepped down from the board and Heath Brown assumed his position as Treasurer 7/24/25 meeting

• Rock Solid contract approved ($224,717.55) for Zone 2 Phase 2 & Zone 3 Gravity Skills, construction slated for summer 2026.

• Discussing potential bike park addition.

Sandstone Connector Trail

• Beginner trail flagged and mowed; pending city council approval (Sept 2).

• Weekly volunteer nights planned once work starts.
  Intermediate trail with multiple downhill options under consideration.

• Budget of $15,000 approved.

• Trail naming process to begin, with city approval required.

Social Media

• Kaylie to manage posts; board members can share drafts/stories.

• Review process set for next meeting.

Events

• Bike Week Art Market (Aug 22–27).

• Trail organization ride & happy hour (Aug 29).

• Volunteer trail day (Aug 28).

• Spearfish Brewing Bingo fundraiser (Sept 8).

Other Approvals

• Renewed GrantStation membership ($100/year).

• Volunteer hours to be tracked for grants.

Action Items

• Improve grant/donation tracking and reporting.

• Launch shared Google Calendar for events.
  Increase board access to website and social media.

• Organize thank-you letters and recognition activities.