Board Meeting Minutes 1-8-2018
Meeting commenced around 7PM
Held at Metro Dog in Richmond, CA
Diane bought pizza, and others brought yummy stuff
Board Members Present: Wakean, Sally, Linda, Heather, Page, Diane and Anna
Erica was also present
Reminders:
Advance Reminder: Proprietary and Probationary Member dues are due March 15
Sally’s Trailer – Sally has parked her horse trailer for an extended period of time at the pavilion (with permission from the board) for hay storage – the right side of the pavilion hay shed is not usable. Members may use her trailer, which she has waterproofed.
Work hours were due by Sept 1 – Your payment for these hours is now overdue. Diane will be sending bills to those who owe for work hours.
Feeding Schedule: Here is the link, please keep it updated with your changes/revisions.https://docs.google.com/spreadsheets/d/1M8UAyQWTqehO0bWRxatcLzm0XHOYaP-XNfZ2ZA-ZeuI/edit#gid=0
Work will be done on the pavilion in the coming weeks –if your horse happens to be in the way of construction please expect that your horse may be moved to accomplish the repairs needed. Work on the pavilion to make it safe and dry is a priority.
1) Proposed Agenda – Approved
2) Meeting Minutes from last meeting were approved
3) Review Planning Grid – all items have been handled
4) Membership Issues:
a) 2 Open Spaces –
i. The board voted to move forward with interviewing and filling these spaces.
Rule Change: This is being sent out for 30 day comment/review:
ii. The board reviewed a request from two members, not married, living in the same household, to each become a member. The board reviewed this scenario, and proposed new language in the rules as follows:
“Two adults in a relationship and sharing a residence may each have their own individual OHA membership. However, in this situation, the two individual members are limited to one horse each, are not eligible for a second horse space, and the total number of OHA horse spaces per household shall not exceed two. This is to ensure that OHA remains a community horse pasture with spaces coming open periodically to new members, in keeping with EBMUD’s intent. All rules applicable to the wait list, acceptance for membership, probationary and proprietary membership apply to the second adult in the family applying for membership. The second adult applying for membership is not given priority on the wait list.”
This proposed rule is open for 30-day review and feedback by the membership. Please send any comments on this proposed rule to the Board.
i. Michael Barglow – would like to return as an associate member. The board discussed and approved him
5) EBMUD
a) AGP
i. We submitted red barn, pond barn drainage improvements and hay tent: EBMUD did not approve a hay tent or pond barn
1. We are going to ask for ring pasture fencing repairs, pavilion roofing repairs, or Lower Sullivan water feature to protect water
b) Wakean has and will continue to contact the city or Orinda to inspect the structural integrity of the bridge
c) Wakean will continue to ask EBMUD for gravel around pavilion and red barn areas
d) Wakean reported the graffiti on Pond hay barn and the beer can paddock shelter to EBMUD.
e) As part of the BABT grant, we will order more gravel and quarter to dust for the old stalls
6) Treasurer’s Report: EBMUD wants to know how we are completing work hours, and it helps us to be able to show all of the work hours people have completed.
a) We have approximately 10K in savings
b) Work hour total:
i. We did 1100 work hours total;
1. 41.5 fencing
2. 19 plumbing
3. 160 weeds
4. 170 for admin
ii. A few members who didn’t complete their work hours, still have not paid for these
iii. A few members took hay, and did not pay – if you have not paid, please do so now! $22/bale. Page and Diane will determine how many bales remain unpaid.
c) Work hours Categories – because EBMUD wants to see/be made aware of the work hours we do, we are evolving how we track the work hours
d) Executive Manager of OHA Bank accounts: The board voted, and selected Diane as the key person for the bank account at Wells Fargo, since she is treasurer-elect. Page, as treasurer, also has access.
e) Page and Diane will fill in the Projected Income amounts on the 2017-18 budget so that the Board can approve the budget for the year.
7) Grazing rotation
a) Feeding:
i. Members should feed a minimum of 2 bales per day in the Lower pasture.
ii. Heather sent an email regarding the feeding protocol for the Lower pasture. If you need help taking bales down the hill from the Beer Can gate, you can add a third feeder, and all three may get credit
b) Lower pasture hay – the Zvik family brought down additional hay, to enable us to continue to feed 2 bales/day in the LP
c) Heather will send out a table outlining the revised grazing plan for how to manage obesity and laminitis issues this year, should that be necessary.
8) A February work party will be organized by Sally and Erica
a) Cheryl proposed that we put ropes along the interior of El Toyonal to keep horses away from fenceline across from the pavilion – the board approved the project and Cheryl will lead it.
9) Pasture Managers – the board reviewed and revised the pasture manager list, and Heather will be sending this out.
10) Lower Sullivan Water: There was a request from the membership to leave the water on when the horses are in the Lower Sullivan. The Board does not agree with leaving the water on, due to the potential risk to the Long’s water supply (the water for the Lower Sullivan comes from the Long’s tank), should the water line be damaged. The board decided to purchase a larger water tank for this pasture so that the horses are less likely to run out of water. Linda will contact the Lower Sullivan pasture managers about purchasing a larger trough.
a) Erica will talk to the Longs about using the dairy in the Spring and helping to check the water level in the trough.
11) Projects:
a) Heather is going to ask a member to compile a list of work that needs to be done at OHA, and will post it to the website. Post-meeting, Wakean volunteered to create the list.
b) The project of splitting the “back 40” into two paddocks and adding shelter will be considered after the budget is finalized, and an additional hay tent will be considered depending on whether funds are available. A concern was expressed about the integrity of the hay tent to be able to stand up to the weather and rats, and a desire to wait on this until next feeding season was expressed. The board will discuss these two projects when we have settled on a budget.
12) Next Board Meeting – Monday, February 12, 7PM at Anna’s house: 264 Castle Hill Ranch Road, Walnut Creek 94595
Thank yous:
a) Harvey and Sonny for working on the Ring pasture fence
b) Dave and the Zviks for moving hay
c) Erica for work on AGP and fencing
d) Wakean for clearing out dead rats and skunks from water tanks
e) Diane and Page for work calculating work hours etc…
f) Toot your own horn – please send any thank yous to Anna for the next minutes
