Board Meeting Minutes – 2-16-17
Meeting commenced around 7PM
Held at Kirsten’s house
Potluck with lots of yummy food
Members Present: Page, Kirsten, Linda, Anna, Wakean, Sally and Heather
- Proposed Agenda – Approved
- Minutes from January- Approved
- Review Planning Grid
- Sally is coordinating spring vet clinics
- Wakean will organize a work party to tackle weeds
- Membership Update – Eddie is working on recruiting two new members.
- EBMUD Update – Wakean is working with EBMUD to finalize the capital improvements and Annual Grazing Plan. In order to have enough funds to complete the red barn repairs, we will need to borrow against next year’s credits. He will request (outside of capital improvements) some gravel for the red barn “driveway” through the saddling area, and for the pavilion entryway. He noted that Kerry Blackwell is back from her medical leave.
- Changes to pasture rotation was approved – see February 17 email from Erica describing the changes.
- Treasurer Report: OHA’s Fiscal Year is Oct- Sept (The budget and a narrative explanation of OHA finances will be sent under separate cover soon)
- The board discussed the budget and possible annual dues increase and at this time, no increase will occur. An earlier version of the budget did not reflect the correct amount of credits we will receive from EBMUD due to a change in the per-AUM cost. After taking this into consideration, the Board determined that an increase is not necessary at this time. However, we will continue to monitor our financials carefully as there are multiple projects that members have requested, all of which of course require money to complete.
- There are many maintenance projects which have been deferred – some for many years. Members have submitted many proposed suggestions for structural improvements and enhancements. Some examples of these include fixing the white shed, repairing rain rot to the red barn, repairing and adding footing to the old stalls, repairing the gate by red barn, repairing the LP barn, adding shelter to and/or dividing up the back 40, replacing the white shed with an aluminum tuff shed, adding a stall for emergencies to the PO, better hay enclosures, repairs to the hay barn… (These are just some of the suggestions). Members also have expressed concern over our structures, and their needed ongoing maintenance. While we agree this is important the ever burning question is – “How can we afford these?”
- To do these projects we will need to buy materials and supplies. Multiple options were explored/considered, including annual increase, a one-time increase, a grant, etc… The board looked at how these projects were completed in the past, and found that in the past it was more culturally acceptable to pay for work hours. We decided that allowing members to pay for work hours in years they can’t complete them could be a financial benefit to the organization.
- Work Hours –When members pay for some of their work hours it helps the organization to pay for supplies for improvements to the pasture including wood, paint, fencing supplies, etc. While we want members to complete their hours, in years where members have a lot going on, an injury or otherwise can’t complete their hours, it is fine for members to pay for their hours.
- The rule specifying that members must complete 50% of their work hours, 10 of which must be done on the pasture (see page 8 of rules) remains in effect.
- Please feel free to comment on this on the discussion board on the OHA website (Please no club wide emails).
- Linda proposed and will work on a grant application for a Bay Area Barns and Trails grant to help gain additional funding to help rebuild the white shed/replace it with a tough shed.
- Website: Allison and Page have begun working on upgrading the website and will provide us with an update on how long it will take and options for moving forward towards items outlined in last minutes.
- Rules and Regulations:
- Eddie reviewed all of the old minutes and updated the Rules and Procedures documents with all rules changes made since the last update in 2013. The board reviewed these, and approved them – these will be posted on the website for members to access and download. A gentle reminder that for cost saving purposes the club doesn’t distribute paper copies of the rules.
- Currently the rules state we will review the Associate Members with the Fiscal Year (Sept), this is not in synch with the planning grid. We are going to update the planning grid so that these are aligned.
- Trailer Training Day – Members who have a horse trailer, and would like to bring it for a trailer practice session for other members to practice loading their horses can receive up to 5 OHA work hours for this per year. (Members practicing loading their horses don’t get work hours, but do get the benefit of knowing their horse will be able to load in an emergency). Members who bring their trailer are also welcome to pull weeds, clean the barn etc… while they are helping people practice loading.
- Trailer Practice Day – Sally will be coordinating one soon! If you are willing to let others use your trailer for loading practice – please email Sally with your available dates.
- Trailer Rules – The board reviewed many proposals for trailer parking.
Rule Change – The board voted for and is putting the following out for the required 30 day comment period. (Please post comments to the website or email the board directly)
- Trailer Rule Change: The board changed the trailer parking rule from 5 to 7 days.
- Trailers may now be parked at OHA for 7 consecutive days, but must be moved on the 8th day. Trailers can only be parked at OHA for a maximum of 21 days per month.
- The board reviewed a proposal to have an emergency trailer parked at the pasture at all times. This seemed difficult to manage and so an alternative the board explored was that the benefit members receive for being able to leave their trailer at OHA is that they should be open to having their trailer available in an emergency situation. Members who choose to leave their trailers parked at OHA should be open to having their trailers used/borrowed in emergency situations. For example; if a horse is found colicking at the pasture, and the vet orders that they need to go to Davis, a member should contact the trailer owner and they either will loan their trailer or come haul the member to Davis (they will be reimbursed for gas/expenses for travel as per appropriate reimbursable state rate and horse owner liable for any damage incurred while hauling – OHA bears no responsibility/liability). The discussion about this emphasized that this would be how members “pay” OHA for free parking.
- Please send comments on the above to the website or Board.
- Emergency Preparedness – Anna will be scheduling a meeting with anyone interested in helping with emergency preparedness soon (email her if you’re interested).
- Richmond stables – An email went out on “personal email” asking for help and providing members with information about this. The board encourages members individually to express their support how they see appropriate regarding the Richmond Stable situation – please feel free to mention you’re a member of OHA in your communications.
- Next Meeting: Tuesday March 21, 6:45PM at Anna’s House – 264 Castle Hill Ranch Road, Walnut Creek
- Thank yous go out to:
- Eddie – For spending hours and hours trolling through old minutes to edit/update the Rules and Procedures, and also for taking on the membership chair
- Page and Allison for work updating the website
- Becky & Linda – for work moving woodchips and weeding
- Erica for her work on Pasture Management
- Everyone else we’ve forgotten – THANK YOU!!!
