Board Meeting Minutes 8-16-17
Meeting commenced around 7PM
Held at Kirsten’s house
A great potluck was served
Board Members Present: Page, Kirsten, Anna, Wakean, Sally, Linda and Heather
Members Present: Kim Zvik attended a portion of the meeting
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Annual Meeting Reminder:
Other reminders: The new road is not yet compacted and VERY susceptible to damage.
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1) Proposed Agenda – Approved
2) Minutes from June- Approved
3) Consent Standing Items:
a) Review revised planning grid
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i. Pay State corporate tax – Page will confirm this was done -
ii. The SI100 Tax form was added to the planning grid for January (This is very basic information the state requires we provide to uphold our non-profit status) – this was completed and submitted by Page
4) Membership Issues:
a) Proposal of Rule Change: Proprietary OHA members, who after years of membership, decide to leave OHA (in good standing) and then later want to rejoin again will be given priority over those on the new member wait list. These folks will take priority over new prospective members, but after the second horse list.
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i. The new rule would include the following terms and conditions: - 1. To be eligible, the departing Proprietary member should become an Associate member, and complete the requirements of being an Associate to remain eligible. If the members leaves, and does not elect to maintain an Associate member status, then they will not be considered eligible for this, and to rejoin they would need to apply and be placed at the bottom of the waitlist.
- 2. The departing member would need to request that they be put on the waitlist at the time they terminate their membership. They could not request to be added to the top of the waitlist at any other time.
- 3. The departing member would be placed on the waitlist following any other former members who were previously added to the waitlist.
- 4. The rules applying to declining an offer of a space would apply; that is, if a former member on the waitlist declines an offer of a space three times, they would need to reapply and would be placed at the bottom of the waitlist.
- 5. The rule would apply prospectively, to any individual giving up their membership on or after the date the rule is adopted.
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ii. The board decided to review this, vote on it by email, and announce the decision for member review.
b) Member Space: Elise requested Board review of her plan to lease Kim’s horse Chopper. The board reviewed and approved this with the stipulation that Kim and her family do not ride the horse while Elise is leasing Chopper.
5) EBMUD:
a) Lease renewal: EBMUD has agreed to renew our lease with the same stipulations, except requiring us to double our general and auto liability insurance coverage to $2 million.
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i. Page will update our insurance, and Heather will sign our lease. This is due before Sept. 1, so Heather will send this to EBMUD this week.
b) Capital Improvements:
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i. Red barn: We continue to need support with the following: Trenching, Timbor and boracare spray on rotted wood, and remove the shelf on the side of the barn or extend the roof of the barn -
ii. Mowing- We need to do more! Wakean will reach out to folks for assistance. -
iii. BABT Grant – We are having a work party to do some of the work for which we have received funds (including a vent, skylight and roof in the white shed and, and new roof and footing for the old stalls). Linda will work with our new member Larry to coordinate some of the roofing for this, as well as repair of the pavilion hay sheds and the potential addition of a shelter in the back 40 in the pavilion.
6) New Pasture entrance
a) Please no horses on new road
b) EBMUD only wants 4 wheel drive trucks on new road, but has made the exception to allow feeding with two-wheel drive trucks (See reminders above)
7) Budget– Page will provide an update at the annual meeting on how we’re doing.
8) Pasture Rotation- The annual pasture rotation proposal was brought for review. The board reviewed and had questions about if it could be altered to keep the horses out of the Upper Sullivan during the wetter time periods. Erica is going to inquire about the possibility of this with EBMUD.
9) Pond Fence – The board briefly discussed the current pond fencing process and the work it takes to put the fence up and down. Wakean will check with EBMUD on their perspective before further discussion.
a) Survey – after we confirm EBMUD’s perspective on this we will then likely survey the membership for additional input before any action is taken.
10) Website
a) Board needs to review the new site to confirm that the issues that were brought to Kim’s attention have been resolved.
b) Kim will write out instructions on how to access/use the new website, and Heather will review this and send it out to give membership time to review and test the site.
c) Heather will confirm that the old website is archived
d) Once the repairs have been confirmed, the members have pilot tested the site, and everything seems to be smooth, then the new website will take over the URL address of the old site (orindahorsemen.org).
11) Tarping – Pasture Managers are responsible for checking/confirming and managing the hay tarps. Discussion occurred around how to better manage tarps, and also budgeting for hay tents. (Something for the next board to look into).
12) Feeding schedule – feeding slots are full, but some swaps may occur – please keep an eye out. If your name is on a slot, you are responsible to make sure the horses are fed that day. Schedules will be distributed at the General Membership meeting and this link will be added to the website.
13) Vet Clinics – Kirsten is going to solicit people to manage the fall vet clinics, and will manage the dental clinic with Linda’s support.
a) Members attending vet or dental clinics are responsible for their own horses. Members should be sure to provide prompt payment, and if someone else is bringing their horse to the clinic, the member is responsible to make sure their horse is cared for.
14) Annual Meeting Agenda
a) Sally, Anna, Wakean and Page continue on the board
b) Linda, Heather and Kirsten leave the board. Kirsten is not eligible for re-election.
c) Overview of the year – Heather
d) Budget – Page
e) Review emergency preparedness – Anna
f) Trailer training – Sally
g) Feeding sign-up process feedback survey report – Anna
h) Anything else?
Thank yous:
- Thanks to Wakean for Managing the Red Barn Repairs and coordinating weedings
- Linda for managing the BABT Grant
- Anna for managing the feeding schedule
- Eddie for coordinating new member mentors
- Kirsten for volunteering to lead dental clinic
- Thank you those I have forgotten.
- Everyone at OHA for your many contributions and help!
- Please don’t hesitate to toot your own horn.
