November 2019 Minutes – ~ OHA ~ cpy 01.21.21 ..

DRAFT MINUTES

Orinda Horsemans’ Association
Board of Directors Meeting
November 12, 2019

Call to Order
Meeting called to order at 19:00 at Lisa McLaughlin’s home. Full board present.

Attendees
Lisa McLaughlin, Bob Reid, Diane Livoti, Michael Bowen, Alix Quay, Wakean McLean, Sally Weare and member Kim Zvik. Member Kim Zvik arrived 19:20.
LM outlined agenda for meeting. Item 3(b) tabled by unanimous consent.

Consent-Standing Items
Minutes – The board approved the membership meeting minutes (DL/SW) Heather sent a correction of the October Minutes noting Board members are exempt from performing 10 work hours on the pasture. The October minutes should reflect that Allison B is the member “missing” 10 hours of on-pasture work (though she completed the requisite number of hours). Edited October minutes approved.

Pasture Rotation Schedule/Upcoming Herd Moves:
i. Herd now in Upper Sullivan;
ii. December 1 Open Gate Move to Forest Meadow
iii. December 21 In Hand Move to Lower Sullivan
Planning Grid Review
i. CONTINUE TO FEED ON WEEDS: Particularly new teasel sprouts.

Membership Issues
The Board thanked and commended Sarah Cohen for her highly efficient and successful recruitment, membership review, reference/vet screening, and move-in coordination efforts. Thanks in large part to Sarah’s efforts, OHA has been able to welcome five new and wonderful proprietary members this summer, two of home faced the dire situation of a closing pasture. Thank you, Sarah, and welcome new members! New members thus far are:
i. Megan Holmes joined in July (Lisa_McLaughlin, mentor)
ii. Robin Cooper joined in August (Eddie Reiter, mentor)
iii. Carla Belle Lease joined in October (Sarah Cohen, mentor)
iv. Gianni Bennechhi joined in November (Marina Pugliese and Doug Ross, mentors)
v. Linnea Wren joined in November (Wakean MacLean, mentor)

The board discussed the status of remaining open spaces and the pros and cons of continuing to recruit. The board determined that despite the new additions, the herd is docile, the weather dry (ominously) and Sarah will be directed to continue her recruitment efforts subject to availability, and with an express emphasis on horseback riders, as opposed to applicants simply seeking a location to pasture horses. There are four horse vacancies for existing proprietary members and two open slots for new proprietary members (three with the status change of Trish Pillsbury).
Trish Pillsbury and Gary Fitts have opted to relinquish Proprietary membership and become Associate members. The board appreciates Gary’s many contributions to OHA, and approved the shift pending payment of annual dues and late fees as determined by the Treasurer and due December 1, 2019.
Process for sanctioning probationary proprietary members – Item Tabled as unnecessary for now.
The board determined that due in part to advance hay purchase and other supplies, it is in the fiduciary interest of OHA to end the practice of pro-rating refunds for departing members. Henceforth, departing members will forfeit membership fees, except in cases of death of a horse, loss of a family member or similar event. Such exceptions shall only be considered on an appeals basis by the board.

EBMUD Report
Fire Danger/Pasture Closure by EBMUD (Linda Furtado will be asked to follow up with MOFD on status of prescribed burns).
i. LM provided overview of events and expressed frustration at technical limitations on group communications during an emergency. Phone tree and group text system were discussed, but not resolved. Sally will follow up with Anna to summarize group messaging status and possible need for website update to compensate for lack of power.
Annual Grazing Plan (AGP) Meeting with EBMUD
Board discussed AGP and EBMUD-OHA outstanding issues. Bill for lease has not arrived yet. El Toyonal bar Gate repair (approved by EBMUD internally) is pending. WM will follow up with Kerry to set December date for Capital Improvements and AGP Meeting.
2018-19 Capital Improvement Projects
i. Taj Repair/Painting is done. Thanks go out to Lisa, Wakean, Megan, Robin, Harvey, Kusia and Kathryn for prepping and painting the Taj Manure!
ii. Lower Pasture Trough – Doug reports that parts are available and repair is minor (2-3 hours). Doug will complete the task when he is able.
Proposed 2019-20 Capital Improvements
i. Hay Structures – WM reported earlier that EBMUD supportive in concept of installed hay structures such as those built by Redwood Rangers on their Moraga pasture. Discussion ensued regarding what type of structure is optimal. Tents discouraged due to size limitation (40 bales in lower pasture/80 in Forest Meadow), high cost/short lifespan. WM warned that structures, too, require maintenance/painting. Disassembled Run-in Structure behind Tuff Shed may be useable as a frame. SW assigned to developing scope and budget of constructing hay structure for Forest Meadow. Tarps already acquired for this year. (NOTE: Under terms of OHA’s lease, OHA receives a lease discount of up to 50% of lease for approved Capital Improvements (CI) under AGP).
ii. Boundary Fence Repairs – Board noted that beneficial clearing by MOFD and PG&E also revealed several breaks in the perimeter fencing, which OHA is responsible for maintaining. MB assigned to develop a prioritized scope and budget for perimeter fence repairs
iii. Beer Can to Upper Sullivan Gate – Prioritized at member meeting, LM will assign Caitilin to develop a scope and budget for gate replacement.
iv. Caitilin’s Nov 23 Work Party Discussed as it pertains to CI projects: Additional priorities include Pav gate repair; Water Snakes (erosion prevention) installation on roads (MB to lead); Trough protective devices (LM to lead).

Treasurer’s Report
Income and Expenses Overview – Deferred
IRS 990 N – Diane reported as filed
CSHA and CNGA Dues – DL reported will pay in December.
EBMUD Lease Payment Due 11.15 – DL reported no invoice received as of 11/12/19.
2020 Budget under development – item tabled
2018-2019 Work Hours Report. BR recapped work hours report from him and Marina.
High earners this year were: Heather Pineda (160-hours), Lisa McLaughlin at 80.5 hours and Caitilin Evans at 79 hours. Members reported a whopping 977 total hours of 2018-19 work to be reported to EBMUD. DL will follow up with members who did not complete their hours and bill them
REMINDER – EACH PROPRIETARY MEMBER MUST CONTRIBUTE AT LEAST TEN HOURS OF PHYSICAL LABOR ON THE PASTURE AS PART OF THEIR ANNUAL WORK REQUIREMENT.

Old Business
Process for remote voting/decision making by Board
Bob reported that pursuant to Merriam-Webster Rules of Order, and Article VI of the OHA Bylaws, for urgent and time-sensitive decisions, the Board may call special meetings (including by telephone) with five days notice and with a quorum participating, with written minutes of discussion and decisions distributed after.
New Business
Fall Work Party – Caitilin Evans Organizer
i. Perimeter Fence Repair – Removed from work party
ii. Clean up of saddling and storage areas – Emphasis on brush and obvious trash removal, not construction material removal.
iii. Pond Trough Protection Device TBD by LM with others
iv. Water Snake Installation
v. Pavillion Tie Post Drainage
vi. Red Barn Tie Post Repairs
vii. RP/ Pavillion Gate Post repair
viii. Red Barn Stile Step Repairs

Adjournment: Regular Meeting adjourned at 21:00 PM.
Executive Session
The board met in executive session. Executive Session adjourned at 22:00.

The next meeting is scheduled for December 15, 2019 at LM’s house