Board Meeting Minutes July 24, 2019
Orinda Horsemen’s Association (OHA)
PO Box 904, Orinda CA 94563
REMINDERS:
- OHA WORK PARTY at pasture:
- , August 3 from 9:30 am – 12:30 pm. Organized by Gary Fitts. RSVP to Gary at email: gary@ifitts.com
- As secondary work party to finish up any hay preparation or work that was not completed on the August 3rd date: Sun, August 11 from 9:00 am – noon. Organized by Alix Quay. RSVP to Alix at email: alixquay@aol.com
- **SAVE THE DATE**: Annual Meeting date set for Sept 8 at 3:00 at Eddie Reiter’s house at 83 Silverwood Drive, Lafayette. With Potluck to follow meeting (at the end).
- Refer to July 2, 2019 Board Meeting minutes for additional rule changes to Horse Health and Safety rules which are out for comment period ending August 14, 2019.
MINUTES:
Board Members Attendance (held at Lisa’s house) – Meeting commenced around 7:00 pm:
- Board Members Present at Meeting:Alix, Diane, Elise, Heather, Linda, Lisa, Wakean.
- Non-board Members Present: Heather Macbeth for Associate Member interview portion.
- Approve Agenda– Agenda approved with following changes:
- Added 3) d) Mentors for new members
- Deferred 7) a) Dog leases at Pavilion
- Added 7) b) Work Party
- Consent/Standing Items
- Minutes of last meeting were approved as sent out to membership.
- Review of Planning Grid
July
Prepare feeding schedule – on agenda
Hay order – on agenda
Prepare hay areas – on agenda
Pick yellow star thistle – Lisa M. and Alix checked and none visible in Plateau pasture. Alix will recheck Seaview again.
Set date for Annual Meeting – Done
August
Pay state corporate tax – Diane notified
Pull yellow star thistle – see July comments
Create list of Capital Improvement projects for next year – on agenda
- Pasture rotation schedule/upcoming herd moves
- Herd from Pond to USR 7/25/19
- Through gate move 8/18-19 to Forest Meadow. Alix and Eddie to coordinate (Erica is out of town)
- Mid-late August Fire Break work along road will be starting.
- Linda will work with Erica on Fire Break issues that impact herd in pastures.
- No in-hand moves for a while.
- Membership Issues
- Associate Member Interview – Heather Macbeth
- Requesting Associate Member sponsorship under Kim Zvik.
- After Heather’s interview. The motion was made and seconded: to approve Heather Macbeth as Associate Member under Kim Zvik. Vote taken and passed. This is pending all the appropriate paperwork filled out and payment of dues. Diane will contact Heather to inform her and make sure all paperwork is signed and on file with the Membership Coordinator.
- Bob Reid probationary proprietary member review
- Board discussed Bob’s probationary proprietary member review.
- Motion was made and seconded to approve Bob Reid as a full proprietary member. Motion was voted on and passed.
- Heather will email Bob with this approval.
- Status of open spaces
- There were 6 open membership spaces at the last Board Meeting.
- 2 openings were filled by Megan Holmes who is bringing in 2 new horses in early August.
- 1 space being taken by Elka Carl: Associate Member to now probationary proprietary member.
- 3 spaces remain open.
- Mentors for new probationary proprietary members
- Megan Holmes: Lisa McLaughlin mentor
- Elka Carl: Doug Ross mentor
- Trish/Gary: Linda Furtado along with Sally Weare as co-mentors
- Associate Member Interview – Heather Macbeth
- EBMUD Report
- Capital Improvement Projects
- AGP signed (finally!) – Delay was at EBMUD
- Since so late for approval we may need to roll over some to next year. EBMUD understands given the late approval that we may need more time to finish capital improvement projects.
- If using weed-eater, carry fire extinguisher with you.
- Key AGP items:
- MOWING/WEED REMOVAL: has 30 hours in plan: so far have done 20 hours of mowing and then there is the additional hand weed removal.
- USR TROUGH REPLACEMENT: The board has asked Doug, Bob and Scott to lead as a group with Megan Holmes as new member included.
- PAINTING THE TAJ: Lisa M. already coordinating with Wakean. Maybe carry over to next year or break into 2 sections of work.
- Capital Improvement Projects
- Wakean received a request from Kim to take an item to EBMUD for approval.
- Sand for Ring: Kim has said she would pay for a truckload of sand to be delivered/spread in the arena, and provided Wakean an estimate from John Fouhy. Board discussed this, and since sand arenas require maintenance beyond dragging (i.e., harrowing and watering), and approval of other AGP items arrived so late, Board tabled this project for this year; Suggest arena revitalization be an item to be considered/prioritized at Annual Meeting.
- Treasurer’s Report
- Report on year-to-date actuals. Diane was unable to prepare for meeting. Will do this so can send out to the membership.
- Diane finally received non-profit status from the IRS.
- This approved non-profit status has implication to our website.
- Amazon website hosting is $30/month
- Kim will move over to a hosting service that charges less for non-profits. This will be a cheaper per month website hosting. This was already approved previously by the Board so Diane will confirm with Kim to proceed with this project that was approved at 10 hours of work time.
- Hay and Feeding Schedule
- Hay Purchase (Doug)
- August 12 is the scheduled first delivery. Delivery schedule may be impacted by the Fire break work.
- Pasture Managers responsible for getting their respective hay enclosures ready for hay delivery.
- Feeding Schedule (Allison B.)
- Allison working on.
- Hay Purchase (Doug)
- Projects
- Dog leashes at Pavilion – DEFER to next meeting
- Work Party
- Board discussed prioritization of Gary’s list for work party.
- Gravel in paddocks. And leveling mats.
- Preparation for hay delivery.
- Preparation for Taj for painting.
- If all the pasture preparation for hay delivery is not completed on Sat. then Alix will coordinate additional work on Sun. Aug. 11 for those who cannot attend Sat but can help on Sun.
- Lisa M. will coordinate with Gary.
- Board discussed prioritization of Gary’s list for work party.
- Rule Change Proposals
- Financial responsibility with vets (Linda)
- The Board discussed and chose not to consider this rule change.
- The motion was made and seconded to not consider this proposal for a rule change at this time. Voted on and passed.
- Clarifications to member grievance procedures (Eddie)
- The Board decided to defer this discussion of potential procedure change.
- Lisa M. will look at when she is updating the Rules and at that time might suggest some streamlining of procedures.
- Allowing a third horse (Kim)
- The Board discussed and chose not to consider this rule change.
- The motion was made and seconded to not consider this proposal for a rule change at this time. Voted on and passed.
- Financial responsibility with vets (Linda)
- General Membership Meeting Agenda Items
- Reviewed last year’s Agenda for developing this year’s agenda.
- DRAFT of agenda items:
- Welcome and Introductions
- Overview of the Year
- Treasurers’ Report
- EBMUD Report
- Rotation Schedule
- Task Interest sign-up
- Capital Improvement Projects and other organizational needs/priorities
- Board Elections
- Continuing: Wakean, Lisa M., Alix
- Term Expired: Diane (still eligible for re-election), Heather and Linda (hit term limit so off Board)
- Stepping Down: Elise G.
- Election Results
- Potluck Dinner
- Next Board Meeting – Thurs., August 22, 2019 at 6:45 pm. Lisa McLaughlin’s house. Heather to bring pizza for dinner.
- Executive Session: attended by Board Members only.
Meeting adjourned at 10:15 pm.
Thank yous: (Send info to Elise if you want to “Toot your horn” and be included in the next minutes).
List of Deferred items to next Board Meeting:
- Associate Member Interview: Morgan Reichert for Larry/Cheryl
- Michael Barglow membership status appeal
- Review of all Associate members
- 6 month review of Probationary members
- Dog leashes at Pavilion
Minutes of 7/24/19 Board meeting respectfully submitted by Elise Geske.
