December 2018 Minutes – ~ OHA ~ cpy 01.21.21 ..

Board Meeting Minutes December 13, 2018

Orinda Horsemen’s Association (OHA)

PO Box 904, Orinda CA 94563

REMINDERS:

IN-HAND MOVE to Lower Sullivan Ranch (LSR) pasture:Dec 22 at 9:30 am.
- Remember the water trough is on manual fill (not auto fill) because of connection to the Long’s water source. Email was sent out confirming water checkers in the morning and then the feeders in the afternoon. Others feel free to check water if you’re up there, more eyes the better, after filling water remember to turn valve off.
- For new members, if you don’t know how to turn valve on and off…at the Sat. Herd Move, ask Tanya to show you were it’s located and how to operate.
- Email was sent out confirming that Bob R. and Tanya E. will be moving hay carts, hay hooks and whips to LSR. Thank you.

Beer Can Pasture: Gate opens to the Beer Can Pasture on Dec 25.

HEADS-UP: Herd splits into two groups on either Jan 5 or 6. The “unfed” move to the Plateau and the “fed” move through the gate in the Lower Pasture. Keep your eye out for a poll on where you plan to put your horse.

November horse worming: Reminder, horses were supposed to be wormed in November. If your wormer is still in the box in the White shed, you need to worm your horse.

White Shed Horse sign-out sheets: Members SHOULD be using the sheets on a clipboard in the White Shed to sign horses in and out of the pasture. If a horse has been taken off the pasture or returns to the pasture (this means completely off OHA grounds not just into a stall) the date out and back in needs to be indicated.

MINUTES

Board Members Attendance (held at Lisa’s house) – Meeting commenced around 7:00 pm:

Board Members Present at Meeting:Alix, Diane, Elise, Heather, Lisa, Linda, Wakean
Non-Board Members Present:Bob Weir, Kim Zvik, Larry Hunt, Sally Weare, Kusia Hreshchyshyn

Approve Agenda – Approved Heather’s Agenda
General Membership Meeting minutes not yet finalized: This was handled via email prior to the meeting. Anna has been provided all the materials for the distribution of these minutes so they should be out soon.
Consent/Standing Items
1. Minutes of last meeting approved with the following change: Changed wording under New Horse Integration for clarification that it was not specifically a herd integration issue but an overall OHA pasture integration issue that was discussed. “Discussion over Popper’s behaviors and difficulty integrating overall to the OHA pasture life so that all Board members could be up to date on circumstances.”
2. Review of the Planning Grid – Key items under Month of November still outstanding. None outstanding for December.
  - Renew CSHA membership – in process.
  - EBMUD lease payment – invoice not yet received from EBMUD – Diane is handling.

Membership Issues
1. Member Probationary status – Larry Hunt
  - Board asked Larry to come to the December meeting regarding his probationary status.
  - Motion made to accept Larry Hunt as a proprietary member. Vote was unanimous to make Larry a proprietary member.
2. Status of Open positions
  - Rachel Royce accepted membership spot.
  - Suzette Curran is expecting new horse to come in but waiting for transport date to firm everything up.
  - All open spaces have been filled
3. Rachel Royce mentor: Becky Mertens accepted assignment.
4. Role of Mentors
  - Rather than the whole Board engaging in a general discussion at this meeting it was decided that a sub-committee will look more in-depth at structure of mentoring assignments and check-points and what improvements could be made.
  - Sub-committee: Elise, Linda, Lisa: will come back to the Board with suggestions. If anyone wants to provide input about mentorship, please contact one of the sub-committee members.
5. Membership Coordinator Assignment: the Board deferred this discussion to do so in the context of all the Task Assignments for 2019.
6. Request to review one-horse limit for Probationary Members
  - Board discussed that they were interested in looking at issue but wants to make sure all the ramifications are understood. Board wanted to check in with Eddie (as Membership Coordinator) to see if she was willing to prepare a draft proposal including identification of different issues this could impact. And then the Board could start discussions based on this. Then a proposal could be made to the membership.

Interview of Prospective Associate Member – Kusia Hreshchyshyn
1. Being sponsored by Sally Weare.
2. Background equestrian involvement.
  - Used to ride at BLA – Peter Rich’s.
  - Lots of riding background in trail riding and endurance.
  - Has interest in natural horsemanship.
  - Not riding regularly now but every now and then with friends.
  - Planning on riding once a week if this works out.
3. Motion was made to accept Kusia as Associate Member. Board voted unanimously to accept Kusia as an Associate Member.
EBMUD report
1. AGP Meeting with EBMUD held on Wed., Nov 14.
  - Attendees: Chuck, Kerri, Heather, Wakean, Linda, Alix, Lisa and Erica.
  - Kerri reported that rent will be lower as the annual AUM cost is lower. (This means that there is less money to spend on capital improvements).
  - EBMUD is happy with our Tier 3 grazing plan. Happy with our pasture management that has biodiversity and growth of native grasses. Ours is lot better than some of the other pastures. Said our rotation schedule looks marvelous.
  - Banning all Herbicides on EBMUD properties. OK to use vinegar.
  - Discussed putting a locking mechanism on the bar gate to El Toyonal on the Wildcat Canyon side that is similar to the one on the bar gate near the Long’s, but this is unlikely because it was custom made by an EBMUD employee who has since retired.
  - Confirmed the Bridge on El Toyonal is under the jurisdiction of the City of Orinda. We should NOT be doing any repairs to that bridge ourselves as it could result in our having liability should the bridge fail.
  - Boundary fencing – EBMUD has massive amount of boundary fencing so can only focus on priorities. They will take a look at and assess the Seaview fence and Pear orchard south side.
  - We asked for more gravel by the Red Barn – EBMUD will try to bring more.
  - As a side project, Lisa and Wakean are discussing implementing a rain barrel collection system for the manure composting bin.
  - EBMUD was very appreciative to see the work hours and the breakdown on how time spent from OHA members.
  - EBMUD wants the horse eating the reeds in the Pond, they do not want it fenced.
  - EBMUD will NOT be grating the Seaview trail as they will NOT be maintaining this for fire route access. OHA should keep this in mind as we might want to do a work party to maintain the trail.
2. The following are OHA’s proposed Capital Improvement Projects that were discussed with EBMUD. 2019 Capital Improvements Credit = $1,783. We don’t have enough capital improvement credits for all of these so will need to prioritize and find out what EBMUD finally approves. Once finalized will send out approved list.
  - Rotational Grazing Support/Native Grass Protection (Tier 3)
  - Control of Invasive Weeds (we proposed more hours in weed control including hand weeding).
  - Replace trough in Upper Sullivan Ranch pasture
  - Develop water source for Lower Sullivan Ranch pasture (turns out this is very complex issue involving water rights – EBMUD said not likely to be considered a capital improvement).
  - Manure Composing Bin (“Taj Manure”) repair

Treasurer Report
1. Draft budget for 2018-2019:
  - Diane shared the draft with the Board. Board reviewed and discussed some items: possibly look into new web email management provider; should we look at a new website hoster?
  - Attached DRAFT of the budget.
  - The tax-exempt status has been received by the IRS and is being processed.
  - CSHA membership – Diane is looking into and will update at next meeting.
2. White shed horse sign-in and out sheets: Need to continue using the white shed sheets so we know what horses are off pasture (leaving and returning).
Volunteer Task List
1. Board ran through list of open slots and who volunteered for what.
2. Board will reach out to some members to have further discussions.
3. Continue discussion at next Board meeting.
Herd split in January – Herd splits into two groups on either Jan 5 or 6. The “unfed” move to the Plateau and the “fed” move through the gate in the Lower Pasture.
Debrief on Feeding Scheduling – DEFER to next Board Meeting
Board Email Management Strategies
1. Elise suggested that Board use an email Subject line convention when communicating to Board on items needing a decision.
2. Use: OHA BD REVIEW: <subject>
Contagious Disease Protocol – DEFER to next Board Meeting

Next Board Meeting – Thursday, Jan. 17 at 6:45 pm. Lisa McLaughlin’s house.

Thank yous: (Send info to Elise if you want to “Toot your horn” and be included in the next Minutes. If I missed anyone send me email and I will include in next minutes).

To Erica for all her hard work on the rotation planning. All her work helped immensely in discussions with EBMUD.
To Kim for early identification of the water leak in Pond pasture.
To EMBUD for repairing the VERY BIG water leak in the Pond Pasture caused by rain storms.
Michael Bowen for repairing hay wheelbarrow carts.

Meeting Adjourned around 9:20 pm

Minutes of 12/13/18 Board meeting respectfully submitted by Elise Geske.