June 21, 2017 Minutes

OHA Board Meeting Minutes

June 21, 2017

WEED ALERT!!!

NOW is the time to destroy toxic plants that can harm our horses and take over our grasslands. Teasel, hemlock and yellow-star thistle need to be taken out immediately.  The teasel and hemlock are already going to seed.  Wakean will send an email describing the locations where weed control is crucial. 

Everyone needs to do their part in our war on toxic plants!

Upcoming Work Parties

Watch your email for work parties – your help is needed!

  • Enlarging the Upper Sullivan hay enclosure
  • Spreading gravel in the Pond Barn
  • Prepping other hay storage locations for hay delivery
  • Building French drains behind white shed and red barn

Present:  Linda, Page, Sally, Wakean, Heather

Absent: Anna, Kirsten

  1. Agenda approved.
  1. Consent/Standing Items
    1. Minutes of last meeting – approved.
    2. Review Planning Grid – All items on the planning grid for July are included in this meeting’s agenda.
  1. Membership Issues
    1. Memberships – Karen Stackpole, a recently-admitted new member, gave up her space.  Lisa McLaughlin has taken the space for a second horse.
    2. Request for rule change re: former members going back on waiting list – Anna requested this item be on the agenda.  Since she was not able to attend the meeting to present her proposal, this item has been deferred to the next meeting.
  1. EBMUD
    1. Update on Capital Improvement Projects
      1. Red barn – Adding a French drain behind the red barn will be included as part of the work done on the white shed with the BABT grant funding, described below.  Repairs to the red barn itself, which are a capital improvement this year, will be done later in the summer.
      2. Mowing – Wakean reported that mowing has been on hold due to the heat wave (which increases fire danger and limits use of equipment which could cause sparks, per EBMUD rules).  Hopefully mowing can continue soon as growth of toxic plans is rampant due to the wet winter.
    2. Other EBMUD updates
      1. Grading fire roads – EBMUD is working on grading roads on all their properties.  They are working in Briones now.  We are next on the list, so it should happen soon.
      2. Pear Orchard corral – EBMUD gave the go-ahead for building a small corral near the Pear Orchard for emergency use if a horse is injured while in that pasture.
  1. Treasurer’s Report
    1. Page reported that there are no outstanding invoices to be paid.  All members have paid their dues, with the possible exception of one new member – that is being looked into as the check may not have reached the treasurer yet.

 

  1. EMERGENCY Contact list
    1. Fire Season is in full swing!
    2. In the event of an emergency, after contacting the authorities, members should contact the board. Board members can trigger our emergency notification system.
      1. OHA no longer has a “phone tree”-  instead we have a digital notification system that will text, email and post to the OHA website and Facebook page – but only if you have registered.
      2. If you have not yet registered – please watch your email for instructions how.
      3. In the coming weeks – keep an eye on your email/phone for test text alerts.
  1. Pasture list and pasture teams
    1. The list is out of date on web – Linda will update this information and have it posted to the new web site.
  1. OHA Web Site – Current Status
    1. Feedback on the new site has been largely positive, despite some expected glitches.
    2. The old site is going away soon – so your old password/username will become useless. Watch your email for instructions on how to log on to the new site.
    3. If you have not yet tried the new website, you should do so ASAP – feedback should be given to Kim.
  1. Hay Order
    1. Dave Curto is coordinating the hay order for this fall/winter.  One load of hay has been delivered to the red barn.  The target date for delivery of the rest of the hay is week of July 10th.  However, that date is dependent on EBMUD’s grading of the fire roads and delivery of gravel to the Pond Barn.  All hay storage locations need to be prepared as soon as possible!
  1. Pond Barn Prep for Hay Delivery
    1. Sally will be organizing a work party to spread gravel in the Pond Barn prior to the hay delivery.  The gravel will be delivered by EBMUD after the fire roads are graded.
  1. Feeding Schedule – Kim and Anna will work collaboratively on the feeding schedule.
      1. It will be a self-sign up system, similar to last year.
      2. They will create the feeding schedule using the same tool as last year but incorporating the feedback received from members.
      3. Kim will be the technical lead, managing the technical aspects of the process. Anna will coordinate communication with the membership regarding surveying the membership, and as a board liaison.
      4. They be surveying the membership to learn what members liked, gather feedback and continue to improve the self-service process.
      5. More information coming soon!
  1. BABT Grant
    1. OHA was verbally notified that we have received a $2500 grant from Bay Area Barns and Trails to repair the white shed.  We have not yet received the written notification.  Many thanks to Linda, Wakean and Anna who prepared and submitted the grant proposal!
    2. EBMUD has approved installation of a French drain behind the white shed and red barn, using the grant funding.
    3. Wakean will organize a work party and rent a trencher to install the drain.  Tentative date is July 8, dependent on gravel delivery by EBMUD.
  1. Status on Other Projects
    1. Chipper rental – deferred due to other work priorities
    2. Emergency preparedness
      1. Supplies
        1. Human medical supplies are up to date
        2. Horse medical supplies are in the process of being updated
        3. Please feel free to take what you need – but if you use something – please replace it or let Anna know it needs replacement
      2. Emergency Information
        1. We are looking at how we can put the form for information online to enable access from anywhere as well as hard copies in the shed
    3. Repair of Hay shed/stall wall at Pavilion/ Back 40 shelter – Larry has volunteered to do this project, to be completed by the end of summer
    4. Ring Pasture Fence Replacement – Work began last week
    5. Fire Safety Project – More brush cutting needed.  Some of this will be accomplished as part of the drain installation behind the red barn and white shed
    6. Gate into Red Barn saddling area – Gary Fitts volunteered to repair the gate.
  1. OHA Leadership during Summer Vacations
    1. Heather (President) will be away June 24 – 26 and July 4 – 12.  Kirsten (Vice President) is also away until July 18.  Page (Treasurer) is acting President during President’s and Vice President’s absence.
  1. Annual General Membership Meeting will be held Saturday, September 23rd from 10 am – noon at OHA, with a potluck brunch.
  1. Next Meeting will be held Tuesday, July 25th at 6:45 pm at Heather’s house.