March 2020 Minutes

OHA Board Meeting Minutes

March 10, 2020  6:45pm 

at Bob’s 115 Taurus Ave, Montclair, CA 94611

Meeting called to order at 19:04. In attendance were: President Bob Reid, Vice President Sally Weare, Treasurer Diane Livoti, Secretary Michael Bowen, and at large members Wakean MacLean, Lisa McLaughlin and Alix Quay (Alix participating via teleconference). Caitilin Evans present for most of meeting.

1. Approve Agenda (LM/MB) – approved as revised 3.6.20
2. Minutes Approved
   1. January 21 Board Meeting (SW/LM, DL abstain)
   2. Feb. 20 Board Meeting (LM/WM)

 

1. Review Planning Grid – March
   1. Spring Vet Clinics – Megan Holmes is assigned vet clinic monitor. Clinic results coordinated to ensure compliance with vaccinations, etc. for overall herd health.
   2. Develop Weed Abatement Plan (Pull coyote brush & scotch broom, Milk and other Thistle) – Item deferred to item XIV (b)
   3. Mow Forest Meadow Hemlock – Deferred to April – board will assign work party. MB volunteers to lead.
   4. Review Emergency Info and Phone Tree – SW will follow up with Anna Johnson to assess status and accurach of current phone tree for emergencies.

 

1. Pasture rotation schedule/upcoming herd moves –
   1. March 8 Forest Meadow – Done
   2. March 14 Middle Meadow – Current
   3. March 21 Plateau – Current
   4. March 28-29 In-Hand Move To Lower Sullivan  – Possible delay due to prescribed burn
   5. March 31 Beer Can – Same as above.

 

1. Membership Issues/Status Review Waiting List (15 mins)
   1. Mentor for Teresa – DL assigned mentor for Theresa Priestley
   2. Elise Associate Membership – Board accepted EG’s request pending future adjustments to associate fee level.
   3. Associate interview for R.J. Murray – Will be invited to attend next board meeting.

1. Pond Pasture/Beer Can trough repair update – SW and WM assigned as Robin’s contacts re. water supply. Board position regarding pawing is to wait and not implement any changes to watering supplies until necessary due to damage. In the event of damage, horse owner will be responsible for ensuring adequate water supply at all times, and for any necessary repairs and replacements.

 

1. EBMUD Report (30 mins) (Wakean)
   1. Capital Improvements Report – ALL OHA requests likely to be fully approved.
   2. Alternate pasture for non-pond occupation status – CE expressed concern about need to keep horses away from pond due to risk of EPM. Board is assessing feasibility of non-ponders going to Lower Lower for Pond rotation. Estimated participants 8-10 horses. Need to get pond dredging update from EBMUD. CE will contact EB re details on herd split.
   3. (Hay) Storage structures: Forest Meadow and Upper Sullivan? Approved, but won’t be credited towards lease.  Motivated members encouraged to seek grant funds or propose special assessment to fund this priority project.
   4. Boundary fence repair responsibilities update – OHA responsible for repairs/EBMUD responsible for replacement. May be able to hire professional fencers from ___?
   5. New gate across from Beer Can into Upper Sullivan Update – CE  authorized to proceed and will organize May work party. Tree can be cut. Kerry from EBMUD will provide angle irons.
   6. Report on Prescribed Burn – BR updated board on PBs. Planned burns didn’t pan out due to moisture. Need ten days dry weather. Now proposed for 3.28-29. Linda Furtado, recently resigned from OHA, has asked to remain liaison to Moraga Orinda Fire District (MOFD). Board in turn requested of LF that all communications regarding MOFD activities be vetted with the board. LM, LF, BR assigned to Fire Crew. Tasks include identifying and publicizing shelter-in-place locations, and to ensure that injured horses have plan to move off pasture in case of emergency. If your horse is injured and in a stall during prescribed burn periods, it is your responsibility to notify the MOFD liaison and OHA Fire Crew.

 

1. VIII.Treasurer’s Report (20 mins) (Diane)
   1. Propose/Adopt budget for current year (2019-2020) DL provided overview of budget. The board voted to adopt the 2019/20 budget in deficit. (LM/SW, MB opposed). All legal expenses pertaining to Zvik v OHA have been covered by our insurers, except the $5,000 deductible, which OHA must pay.
   2. Legal expense to revise Rules – special assessment? – The adopted budget is in deficit. Additional funds will be needed up review and update all Rules and Procedures. board is reviewing ways to close the budget deficit
   3. Associate membership fee change comments/input – The board reviewed comments received on proposed fee change. The board is contemplating revisions to the proposal, including consideration of a 50% discount in exchange for a work hour increase to proprietary member level for board assigned tasks.
   4. Approval of Associate Fee Proposal – See above
   5. Report on year-to-date actual expenses – DL provided report.
   6. Payment of Dues – only one member unpaid on Fall dues.

 

1. Rule Changes
   1. New proposed Rule revision, subject to 30-day review:
      1. Trailers may be parked at OHA overnight for one night only and must be removed the next day. Prior permission from the Board is required for consecutive days/nights of trailer parking.

Board discussed proposed rule change at length.

Motion to table item fails (WM/SW, all others opposed)

Motion to adopt rule passes (DL/LM, BR, AQ, MB support; WM, SW opposed)

Members must contact board president for permission to trailer park for consecutive days/nights. A day begins at 6:00 AM regardless of when the trailer is parked.

1. Old Business (All) (30 mins)
   1. Repair of leaky roofs on both Pavilion hay closets – No update
   2. Status of Arena (Michael) Suzette Curran updated WM on update from John Foughy. Board remains unclear on wet portion and whether or not it matters if horses released to arena after prolonged dry period then disked later in the season.
   3. Update on Dieting Horses (Sally)  Kudos to LM, MH and SW for organizing dieting confinement. Contact MH if you need space. Members are reminded that the rule for stall use is two weeks and a vet note. Members are also reminded that horses should not be transitioned  abruptly from any feed to another, such as hay to open pasture. ½ hour first day, one hour second day in Ring Pasture and so forth. Rapid transitions of feed can be even more dangerous and life threatening than laminitis.

 

1. 1. Update on migration of web site to new hosting service, New Webmaster?
      1. What do we need the website to do?
      2. New Website roles – Who?

1. 1. 1. 1. Web Master — (Linnea) responsible for web design/navigation structure.
         2. System Administrator — responsible for technical site administration, provides access and manages passwords.
         3. Content Editors — (Lisa and ?)

LM updated board that Allison Bloodworth returns next week and will assist with all of the above. Web Committee will resume work at that time. BR sought input on what website should look like as it moves off current platform onto new location. Members encouraged to provide suggestions on web revisions that would help streamline OHA operations.

 

1. Email (Management) – Need to identify willing member to review current email management system.

 

1. Create Committee to Revamp Pasture Team Responsibilities. Create New Teams, if needed
   1. Identify needs, create teams, and assign appropriately skilled                                                             members

LM outlined pasture tasks and agreed to seek assignments for managing teams. 3-4 people are needed for each pasture team. Team leaders identified as Theresa, Robin, and Lisa M replacing LF.

 

1. Committee to determine an amount of surplus funds for unforeseen expenses/reserve

Update on Collaboration with MHA and Redwood Riders and others. (Bob) (10 min)

 

Board established a Finance Committee to identify fiscal goals for OHA. BR, DL to lead, and open to any interested members.

 

EBMUD has encouraged cooperation and coordination amongst lessees. BR meeting with Moraga Horsemen and Redwood Rangers soon.

 

1. New Business (All) (10 mins)
   1. Decision-making/Responsibility flow chart as suggested by Megan – LM developing matrix for this flow chart.
   2. Schedule Work Party – Identify Projects. Tasks remain Gate (CE), Lower Sullivan Path (?), Pond Pasture (?), and Pav Hay Closet Roofs (Carla?)
   3. boundary fence repair – MB volunteered to lead standing work party, starting with Pear Orchard prior to move there.
   4. Temporary Fencing Supplies for Flexibility (Bob) – Erica Braun suggested pens for shelter in place needs in case off emergency/prescribed burns. Fire Crew to research options.

 

1.     Executive Session (Legal Matter (All)

1. 1. Report from Executive Session

Board moved into Executive Session at 11:00 PM (DL/LM)

Board moved out of Executive Session at 11:45 (LM/SW)

1.             XVI.Set date of next meeting

Next meeting set for Aprl 5, 2020.

1.             XVII.  Adjourn meeting

Meeting adjourned shortly before midnight. (MB/WM)