July 2019 Minutes

Board Meeting Minutes July 2, 2019 

Orinda Horsemen’s Association (OHA)

PO Box 904, Orinda CA 94563

REMINDERS:

  • Annual Meeting date set for Sept 8 at 3:00 pm.
  • Refer to Agenda item 8) and the end of meeting minutes for Rule changes passed and also for additional rule changes out for comment period. Comment period ends August 14, 2019.

 

MINUTES:

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

  • Board Members Present at Meeting:Alix, Elise, Heather, Linda, Lisa, Wakean.
  • Board Member attended by phone connection: Diane
  • Approve Agenda– Approved agenda with Linda indicating can defer item 8)d) to the next meeting.
  • Consent/Standing Items
    1. Minutes of last meeting were approved as sent out to membership.
    2. Review of Planning Grid

June

Provide wormers at herd move.  Done.

July

Prepare feeding schedule – on agenda

Hay order – on agenda

Prepare hay areas – on agenda

Pick yellow star thistle – Lisa M. to organize and send out note about work party day.

Set date for Annual Meeting – on agenda

  1. Pasture rotation schedule/upcoming herd moves
    • Herd reunited in Pond.
    • 3rd week of July will be moves through gates.
    • No in-hand move for a while.
  • Membership Issues
    1. Status of open spaces
      • 6 open membership spaces.
      • Sarah Cohen going down list to set up interviews.
      • Sarah on vacation for 6 weeks and do not want to delay interviews until she comes back. Querying a couple members to handle while she is on vacation.
  • EBMUD Report
    1. Status of AGP – Not heard any further status of AGP from EBMUD per Wakean. Kerry is just back from vacation so Wakean will follow-up with EBMUD about AGP.
    2. Wakean sent out email about getting help working on the Taj. Please respond to Wakean directly about this.
    3. Will be mowing teasel on 7/3/19 with EBMUD present.
    4. El Toyonol gate: EBMUD has been asked to fix.
  • Treasurer’s Report
    1. Diane working on cleaning up budget category issues:
      • PG&E wasn’t paid for 15 months because was set-up on a recurring payment on someone else’s account that had been closed. Diane working on getting this all cleaned up.  Thanks to Eddie who maintained historical treasurer records and could easily share this information with Diane for a quick clean-up.
    2. Diane continuing to track OHA’s non-profit status request through IRS: confirmed that IRS received the paperwork and it’s in the review process.
    3. D&O Insurance:
      • Diane indicated we are staying with current carrier.
      • Next year Diane indicated she will get an earlier start on shopping the insurance quotes for review.
  • Hay and Feeding Schedule
    1. Hay Purchaser: Doug willing to take on the Hay purchase role this year.  And Bob Reid taking on the Tarping oversight and ordering tarps.
      • Board agreed to authorize hay purchase amount as if starting feeding hay the first week of September.
      • Member-owned hay will need to be cleaned out of the Red Barn.
    2. Feeding Schedule: Allison B. sent email to Board with sample software recommendation.
      • Acuity software: Allison B. set up a test account.
      • Cost is $15/month. Total $165 annual as get one month free.
      • Board reviewed and thanks Allison for a great recommendation. Incorporates real time changes.  Can do by web or smartphone.
      • Motion was made to adopt the new tool for feeding scheduling. Motion seconded, then voted upon and passed by the Board.
      • Need point of clarification: does this tool update the google calendar on the website?
      • Clarify that Allison will still be managing issues if members are a no show for feeding.
      • Question by Diane: Can we mark feeding complete on software on phone – this would be cool feature if we could.  Still use the feeding sign-out sheets.
      • More to come from Allison B. regarding the new feeding sign-up process.
  • Projects
  1. Maintenance of surface in Pavilion stalls (and old stalls)
    • Gary is overseeing project.
    • Board discussed member suggestion to gravel all Back 40 and did not approve. Suggestion is to put down mats that we have under the roof.
    • Board reviewed our limited budget line by line as there is not a specific budget item for this and decided some funding could be taken from fencing. Motion was made and seconded to approve up to $400 expenditure for gravel (1/4 to dust).  Board voted and passed.
    • Suggestion was to start working on the smaller pavilion stalls first.
  • Rule Change Proposals
    1. Horse Health – Certificate Required (Heather)
      • Rule change proposal in April board meeting minutes. The 30-day comment period ended on June 5.  No further feedback was received.
      • Motion made to pass this rule change as written, motion seconded, and voted on and passed. Wording for Rule Change that passed is at the end of these minutes.
      • Diane indicated there needs to one further change to the wording in this section regarding that dues not just mailed but that they are received before a key is issued. See bottom of notes for this additional rule change wording.  With comment period ending August 14, 2019.
    2. Addition to rules re: safety (Lisa)
      • Discussed verbiage change that Lisa submitted. The Board is putting the rule change wording on safety out for comment period.
      • Comment period ends August 14, 2019. Send comments to Board.
    3. Horse condition requirement (Bronwyn)
      • Board discussed the proposal that was made to have a horse condition score requirement. The Board discussed our current rules and felt that they are sufficient and was not in support of mandating the use of a body condition score.
      • Our current rules: V) HEALTH CARE A) All Proprietary Members are required to ensure the good health of their horses, including providing necessary supplemental feeding, hoof care, preventive care such as vaccinations and worming, and veterinary care in the event of illness or injury.
    4. Financial responsibility with vets (Linda) – DEFER to next meeting per Linda
    5. Proposal for rule re: member behavior (Heather) – DEFER to next meeting.
  • Orinda Fire Break (Linda)
    1. Linda attended the latest meeting on the Orinda Fire Break. She is planning to attend these meetings going forward.  Linda will provide a more detailed summary of the meeting.
    2. The following are some highlights Linda provided.
      1. We are under a new normal and it’s hotter earlier and longer.
      2. The new fire break is being established…why?
        1. Allow time for people or evacuate.
        2. Area to fight the fire.
  • Tilden fire department would be responsible for OHA not Orinda Fire.
  1. August is the projected project start date.
  2. Fire break will follow the south side of Wildcat Canyon Road. The vegetation will be taken down to 3 – 4”.
  3. The work on the fire break will be done in work order sections, not contiguous. Linda hopes to be provided with schedule ahead of time.
  1. We will need to be prepared for possible grazing pasture adjustments.
  2. Recommendation: Every member should think about having a “go-bag” in car.  If you are at the pasture do not assume that you will be able to get home.
  3. At the meeting Linda verified the following:
    1. PG&E: Linda spoke to them about the issue of open gates.  If happening again needs to be reported.
    2. EBMUD: Indicated that the following will never be graded: Fire road to the Pear Orchard and Fire road to Seaview.
  4. More to come from Linda.
  • Set Date of General Meeting: Sunday, Sept 8 at 3:00 pm at Eddie Reiter’s place.
  • Next Board Meeting –  Wed., July 24 , 2019 at 6:45 pm. Lisa McLaughlin’s house. Alix to bring pizza for dinner.
  • Executive Session: attended by Board Members only.

RULE CHANGES:

Continuation of Agenda item 8) a).

30-day comment period ended June 5, 2019, with no revisions.

Horse Health Rule:  Changed wording highlighted in yellow has been approved

OHA Rules

III. Membership

  1. A) Proprietary Membership
  2. Responsibilities of Proprietary Membership

(a) Forms: Upon acceptance of an offered space and before receiving a key, the probationary member must sign a membership agreement and a liability form for each member of their immediate family that will be present at OHA, and will have sent the stated fees. The forms must be received by the Secretary or his/her designee prior to issuance of the key to the new member. Prior to placing a horse at OHA, the member will complete an OHA Horse Health form available on the OHA website, stating that the horse satisfies the basic health criteria set by OHA, and will provide a separate, written certification of good health from a licensed veterinarian (see Changes of Horses for details).

  1. CHANGES OF HORSES
  2. All new incoming horses must be in good health upon arrival at the pasture, as certified in writing by a licensed veterinarian that the horse is free of contagious disease and is serviceably sound to live on the pasture.  The horse must be current on worming and all vaccinations listed in the Health Care section of these Rules, as certified by the vet or as proven by receipts of vaccine purchase. An OHA Horse Health form available on the OHA website, must also be must be completed by the owner and filed with the Secretary.

Continuation of Agenda item 8) a).

30-day comment period ends AUGUST 14, 2019.

Horse Health Rule change:  Changed wording highlighted in yellow out for comment period.

OHA Rules

III. Membership

  1. A) Proprietary Membership
  2. Responsibilities of Proprietary Membership

(a) Forms: Upon acceptance of an offered space and before receiving a key, the probationary member must sign a membership agreement and a liability form for each member of their immediate family that will be present at OHA, and will have paid bi-annual dues in full. The forms must be received by the Secretary or his/her designee and the Treasurer received dues payment in full prior to issuance of the key to the new member. Prior to placing a horse at OHA, the member will complete an OHA Horse Health form available on the OHA website. stating that the horse satisfies the basic health criteria set by OHA, and will provide a separate, written certification of good health from a licensed veterinarian (see Changes of Horses for details).

Continuation of Agenda item 8) b).

30-day comment period ends AUGUST 14, 2019.

Safety change:  Add wording highlighted in yellow out for comment period.

  1. XI) D) The safety and well being of all our horses and members is of primary importance. Many safe practices are outlined in the Procedures, and if not defined, a safe practice is assumed to be reasonable horse and pasture management as determined by majority of the Board. If a member willfully or repeatedly does not follow safe management practices, The Board shall determine that member to be in violation of the Rules.

Meeting adjourned at 10:00 pm.

Thank yous:  (Send info to Elise if you want to “Toot your horn” and be included in the next minutes).

  • Wakean, Michael B., Bob, Marina and Lisa for mowing.
  • Eddie for maintaining historical treasurer records to help Diane out quickly locating the past PG&E information.
  • Suzette, Tanya, Becky for ring rototilling.

Minutes of 7/2/19 Board meeting respectfully submitted by Elise Geske.