March 2019 Minutes

Hi OHA’ers,

Pasted below and attached are the March OHA Board Meeting Minutes.

Included attachments:

• March OHA Board Meeting Minutes
• Draft Guidelines for Mentors
• 1Q Actual 2018-19 OHA Budget

Regards, Elise

Board Meeting Minutes March 26, 2019

Orinda Horsemen’s Association (OHA)

PO Box 904, Orinda CA 94563

REMINDERS:

• Proprietary Member dues were due on March 15. A $10.00 per month late fee will be assessed for unpaid dues postmarked after April 1.
• ACTION NEEDED by April 15, 2019: Refer to Agenda item 3)c) to provide feedback on Role of Mentor’s attachment.  Email feedback to Linda Furtado by April 15.
• ACTION NEEDED by May 3, 2019: See Proposed rule change at bottom page of the minutes (Agenda item 3)b)), regarding “One-horse limit for Probationary members”.Comment period ends May 3, 2019.  Email to the Board.

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MINUTES:

Board Members Attendance (held at Lisa’s house) – Meeting commenced at 7:05 pm:

• Board Members Present at Meeting:Alix, Diane, Elise, Heather, Linda, Lisa, Wakean
• Non-Board Members Present: Sally (for discussion on the Contagious Disease protocol).

• Approve Agenda– Approved.

• Consent/Standing Items
  1. Minutes of last meeting were approved as sent out to membership.
  2. Review of Planning Grid

March

• Spring Vaccine clinics: All clinics except for one have been held at the time of the Board Meeting.  Reminder for clinic organizers that they need to submit records to Sally.  Additionally, each clinic organizer needs to make sure vet is informed that they need to take care of disposing of their own medical waste from the vet clinics.  It should not be left at OHA.
• Develop weed abatement plan/mow Forest Meadow hemlock. The plan will be to mow FM hemlock but it’s too early and too wet.
• Dues due March 15 for proprietary. Reminder above regarding late dues.

April

• Rototill ring – weather permitting: Pam in charge of this with John Foughy.

• Membership Issues
  1. Status of open spaces
     • At beginning of discussion there were 4 open spaces.
     • Suzette Curran not bringing in second horse.
     • Dave Curto gave up membership space.
     • Rachel Royce gave up membership space.
     • Cathryn Houghton gave up proprietary space and is now an Associate Member under Alix.
     • Lisa M. (co-sharing horse with Sarah C.) will be taking second horse space.
     • So 3 open spaces left to fill.
  2. One-horse limit for Probationary members (READ: Proposed Rule change)
     • Board made motion to publish this rule change request so that it could go out for the 30 day membership comment period with these minutes. Vote approved to publish for comment.
     • SEE END OF MINUTES FOR WRITTEN RULE CHANGE PROPOSAL.
  3. Role of mentors
     • The Board reviewed the prior information that Linda Furtado had drafted on Role of mentors. The intent is to clarify and build upon our assignment of mentors to help new members assimilate.
     • The Board wants to put this draft information out to the members for any further suggestions and comments. Linda’s information is provided in an attachment.
     • All suggestions and comments should be sent directly to Linda Furtado. She will be consolidating all comments for further review.
     • The Board will review all suggestions and make decisions to incorporate or not.
     • Please remember you do not need to add rules as these are already captured in our rules document.
     • Comments are required to be into Linda by April 15.
  4. Mediation for dispute resolution
     • The Board discussed the topic and feels our rules are adequate.
     • The Board supports and endorses mediation for personal disputes when the members involved are unable to resolve on their own.

• EBMUD Report
  1. Wakean updated that pictures of the Upper Sullivan washout were sent to Kerry. Kerry indicated it will be a long time before trails dry out and they can do anything about the damage.
  2. Status of AGP – Not heard any further status of AGP from EBMUD.
  3. Capital Improvements: Not yet approved by EBMUD.
  4. Platform for water catch system off Taj. Lisa M. is spear-heading building this platform.  Will reach out to Harvey and Scott M. about building suggestions.

• Treasurer’s Report
  1. Reminder about dues…above in reminder section.
  2. Diane reviewed the Quarterly Actuals with the Board. These are attached to the minutes for membership review.  Please direct any questions to Diane as Treasurer.
  3. Diane discussed some concerns about infrastructure and deferred maintenance. She will add this to the agenda and discuss this further at the General Meeting.
  4. Bank Account Signatories: Diane is working on getting this cleaned up and will coordinate with applicable people to make this happen.
  5. Diane is developing a Treasurer planning grid so that when transition of duties takes place it can be more seamless and items not dropped.

• Beer Can Boundary Fence
  1. EBMUD put stipulations in place of how and where we could add electric fence for the Beer Can pasture.
  2. Alison M. presented to the Board in email the “revised” proposal for the electric boundary fence at the gate. This will be a permanent feature but only electrified when horses in the Beer Can.
  3. The Board made a motion to approve Alison’s revised proposal and that was voted as approved.
  4. Best Practice: Everyone is encouraged to enter and exit (both with and without horses) through the Beer Can Saddling area as this provides a two gate buffer to the road.

• Preparation for Spring Confinements
  1. The Board thanks Lisa M. for putting together a plan for the Spring confinements. She is ready to disseminate the plan.
  2. Per Lisa, at the moment, we do have enough spaces to accommodate all horses that have been indicated as participating. If other horses are added that have not yet been identified possibly might not have enough space and would then need to figure out rotations.
  3. Gastone, a new horse coming in, will have a slot in the pavilion.

• Pasture Teams – Defer to next Board Meeting

• Rule Change Proposals from Members – Defer to next Board Meeting
  1. Addition to rules re: safety (Lisa)
  2. Horse condition requirement (Bronwyn)
  3. Financial responsibility with vets (Linda)

• Contagious Disease
  1. Sally attended the Board meeting to review Best Practices information with the Board.
  2. Sally discussed that an outbreak response plan depends on what disease – protocols will differ based on which contagious disease occurs.
  3. The Board asked Sally to focus on 2 priorities.
     • Priority #1: When a horse initially gets sick (that is on pasture) what are the guidelines that members should follow.
     • Priority #2: New horses coming into the pasture.

• Safety/Emergency Meeting
  1. The meeting is being rescheduled for April.
  2. Linda was advised that the Agenda needs to be reviewed by the Board in advance.

• Agenda items deferred to next  Board meeting
  1. Pasture Teams
  2. Rule Change proposals from members (see three listed above)

• Executive Session: attended by Board Members only.

Next Board Meeting – Thursday, April 25, 2019 at 6:45 pm.  Lisa McLaughlin’s house.  Diane committed to getting dinner – pizza.

Meeting adjourned at 9:25 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).

• All those who turned out at the several additional work parties on the Beer Can enclosure.
• Thanks for Lisa M. for organizing the Spring Confinement planning.
• Erica and Eddie for giving Elise special help on the LSR fencing and charger fortification.

AGENDA ITEM: 3)b)  One horse limit for Probationary members proposed rule change:

Our organization currently has several unfilled proprietary membership spots, and no current member on the 2^nd horse waiting list wants to take a spot. Our new member waiting list has become quite short, and some of these prospects have two horses. Currently our Rules state that a new proprietary member may not apply to have a second horse until their probationary period is concluded:

Rule III-B)-2)-(c) Probationary members may not add their name to the second horse list.

To fill our open spots and enable a new proprietary member with two horses to join OHA, the Board proposes eliminating Rule III-B)-2)-(c).

There is an existing Rule as well as an existing Procedure that ensures proprietary members have right-of-first-refusal on any open spot. This Rule and Procedure will remain unchanged:

Rule III-A-5)-(a) A proprietary member who has requested space for a second horse and is next in line for such a vacancy (according to the member waiting list) will be offered the first available space.

Procedure 1)-a)-iii) When a space becomes available that no current member on the second horse list wishes to take, an interview committee will schedule interviews with prospective applicants who have been called by phone in order of the list.

Additionally, we’d like to correct a typo in Rule III-B)-2) — correction in bold:

Rule III-B)-2) The privileges and responsibilities of probationary membersship are the same as for proprietary members, as listed above in III. A. 3. through III. A. 5…

ACTION NEEDED BY:  May 3, 2019.  All proposed Rule changes must have a 30-day comment period. If you’d like to comment on this proposed change, please email the Board by May 3, 2019.

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Minutes of 3/26/19 Board meeting respectfully submitted by Elise Geske.