February 2019 Minutes

Board Meeting Minutes February 12, 2019

Orinda Horsemen’s Association (OHA)

PO Box 904, Orinda CA 94563

REMINDERS:

  • Proprietary Member dues are due on March 15.
    • $360 for one horse
    • $720 for two horses
  • Spring Shot Clinics indicating vet, date and time, contact to sign-up with rsvp.
    • Parker: Sat., March 2 at 10:00 am.  RSVP to Kim Zvik.
    • Alpern: Sun., March 10 at 2:00 pm.  RSVP to Cheryl Ann Fulton.
    • Ormond: Sat., March 23 at time TBD (probably 10 or 11:00 am).  RSVP to Alix Quay.
    • O’Brien: Fri., March 29 at 9:30 am.  RSVP to Linda Furtado
  • Volunteered Needed: The Board is looking for a volunteer to research best practices for Contagious Disease outbreak protocol.  And to write-up recommendations to present to the Board.  For this fact-finding research the Board is approving 2 hours of work time.  If you are interested in doing this research please submit your interest to President, Heather Pineda, by March 5.
  • ALERT: Members be advised that there is NOT any hay left in the Red Barn for personal use.  If you need hay you will need to get your own from off OHA.

MINUTES

Board Members Attendance (held at Lisa’s house) – Meeting commenced at 6:55 pm:

  • Board Members Present at Meeting:Alix, Diane, Elise, Heather, Linda, Lisa, Wakean
  • Non-Board Members Present: Allison Bloodworth by phone for Feeding Discussion; Alison Martin for Beer Can Fencing discussion.
  • Approve Agenda– Approved Heather’s Agenda with the following changes.
    1. Move #9 from Agenda, Debrief on Feeding, to Top of Agenda so Allison Bloodworth could hook in by phone.
    2. Add work hours google sheet to Agenda (Lisa McLaughlin)
  • Consent/Standing Items
    1. Minutes of last meeting approved with the following change:
      • Alison Martin requested change to the following sentence under Beer Can Saddling Area Fencing and Gates.
      • It should read as follows: Proposals for the 3 gate options was submitted by Cheryl, Caitlin and Patrick.
      • Board approved minutes of last meeting with above requested change.
    2. Review of Planning Grid
      • Feeding ended in Feb.
      • Schedule vaccine clinics – reference information above in the reminder
      • Develop weed abatement:  waiting for AGP approval but can start planning.  Wakean will set up an ATV mowing training session.
      • Proprietary Membership dues are due on March 15 – referenced in reminder box.
  • Debrief on Feeding
    1. Feeding Scheduling – Allison Bloodworth was on the phone for this portion of the discussion.
      • Allison agreed to do the scheduling for the next season.
      • How went this year?
        • There was a lot of manual switching that she would like to minimize going forward.
        • With current system it was difficult counting to see if one had the correct number of feedings.
        • Issue: there were issues with sign-up for truck feedings if a pair needed to feed together.  Need a new method for this addressing this.
        • Members overall were discontented with use of EventBrite.
      • Recommendations:
        • Allison will look into free or inexpensive scheduling systems.
        • Diane suggested Humanity.com (and could possibly use for emergency texting also?).
        • Would like to have only 1 calendar.
        • Hopefully the software would have the functionality for members to switch feedings themselves and show real time changes.
        • There also should be some kind of confirmation or ticket issued to member that they have the spot so this can be confirmed.
        • Allison to come back to the Board with a software recommendation the end of June. Then Board to review and develop needed process parameters.
  1. Hay Storage – Discussion of how went this feeding season and status
    • Lower Pasture:  Lisa M. Did an initial sew up of zipper on the hay tent but needs more attention so she will finish with a strong sewing solution.  And she will further inspect for any further issues.
    • Tarps – status:
    • Beer Can – Elise and Tanya picked up the one tarp on El Toyonal and folded for disposal – was badly damaged with holes – not able to be salvaged.  Caitlin taking to dump.  Additionally picked up pallets and stacked.
    • LSR – Elise, Doug and Tanya picked up tarps from LSR.  Salvaged one for further use as bottom tarp.  One could not be salvaged as too damaged with holes.  Hay tent donated by Michael Bowen unfortunately did not survive the winter.  Tent top torn and ripped and had blown over so frame damaged.  This will be removed.  Caitlin taking damaged tarps and tent cover to the dump.
    • Lower Pasture – Update: Linda will find someone to handle the Lower Pasture tarps as Fred will not be available.
    • Forest Meadow – Wakean will talk to Erica about  FM tarps.
    • USR – Linda will talk to Larry about USR tarps.
  2. Hay Quality – Really good hay this year.
  • Membership Issues
    1. Open spaces
      • Rachel Royce:  Harry was cleared; no Pigeon fever.  Not bringing back to OHA.  Has not confirmed giving up spot to Heather.  So Diane will send email to Rachel to confirm if she is giving up her space.
      • Cathryn Houghton:  Will be giving up her Proprietary space and moving to an Associate Member under Alix.
      • Will be 1 member space open; possibly 2.
  • EBMUD Report
    1. Status of AGP – Not heard any further status of AGP from EBMUD.
    2. Misc: Kerry will check out El Toyonal bar gate lock by Long’s to confirm which slot it should be on.
  • Treasurer’s Report
    1. Members have been sending in money for hay.
    2. Finally got the invoice for the lease payment.
    3. No further information on tax-exempt status filing. Diane still waiting for this info.
    4. Diane committed to providing quarterly actuals to the Board at Board meetings.
    5. Diane will send out information of process for reimbursement of OHA supplies.
  • Preparation for Spring Confinements
    1. Back 40 – Cheryl had conversation with Larry and Larry will be working on and finishing the Back 40. This is one of the designated spaces for dieting 1st  week of March so needs to be ready for usage.
    2. Beer Can Saddling area – 1 gate got put in. Fencing got started with Wakean. Caitlin and Patrick will lead several more work parties to complete.
    3. Dairy – work on this will be left up to the people who want to have horses in there.
    4. Further preparation: Lisa M. volunteered to coordinate dieters location.  She will set out clear instructions for manure management in confined areas.
  • Facilities Projects
    1. Hay Tent in Lower Sullivan – the hay tent did not hold up and was badly damaged this winter. Michael Bowen will be removing the remaining frame.
    2. Electric Fencing proposal in Beer Can Pasture – Alison Martin attending Board meeting to brief on the Fencing proposals. Recommendation is have an electric fence on the interior of Beer Can and LSR boundary fences along El Toyonal Road, to be turned on only when horses are in the respective pastures.  Alison will write up reasons for request so Heather can take proposal EBMUD for review.
  • Contagious Disease
    1. New horse quarantine – the Board had a brief discussion about how to define quarantine, what is or is not possible at OHA and how and when to apply. Since this is a complex issue, the Board tabled this matter for more discussion in the future.
    2. Outbreak Protocol
      • Discussed two components:
        • When efficacy of quarantine or infection disease containment is known, have specific actions outlined to follow.
        • Have protocols in place to make people feel more easy about things.
      • Board is looking for an outline of steps to follow. Then it will be the decision of the Board if protocol should be implemented.
      • Request for volunteer to do research is outlined in the reminder section of these minutes.
  • Work hours reporting sheet
    1. The Google sheet will be used to record work hours given the detailed tracking needed for reporting to EBMUD.
    2. The Board approved use of the Google sheet which is the preferred manner for reporting work hours. But if needed a member can submit the information to the work hours coordinator but the submission needs to categorize all hours according to those outlined in the spreadsheet.
  • Agenda items deferred to next  Board meeting
    1. Proposal re: eliminating one-horse limit for Probationary Members.
    2. Training new members on OHA tasks.
    3. Role of mentors

Next Board Meeting – Tuesday, March 26, 2019  at 6:45 pm.  Lisa McLaughlin’s house.  Lisa committed to getting dinner.

Meeting adjourned at 9:15 pm.

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).

  • Beer Can enclosure work parties: thanks to many who turned out at the several work parties.  Bronwyn, Caitlin, Cheryl Ann, Doug, Eddie, Elise, Larry, Linda, Marina’s kids – Lilo and Alexis, Sarah C., Sara S., Tanya,  Wakean,  Thanks for Caitlin for organizing!

Minutes of 2/12/19 Board meeting respectfully submitted by Elise Geske.