October 2017 Meeting

Board Meeting Minutes 10-4-2017

Meeting commenced around 7PM

Held at Anna’s house

Dinner was potluck

 

Board Members Present:  Page, Diane, Anna, Wakean, Sally, Linda and Heather

 

 

• Proposed Agenda – Approved

• Annual Meeting Minutes are being reviewed by board.

• Officers-

 

1. 1. 1. President – Heather
      2. VP/ Pasture Managers Coordinator– Linda
      3. Treasurer – Page
      4. Treasurer in Training– Diane (Each year it takes quite a bit for the new treasurer to come up to speed, so this board is helping with continuity in next year’s transition)
      5. Secretary – Anna
      6. EBMUD Liaison – Wakean
      7. Work Party Manager – Sally

 

• Review Planning Grid

 

1. 1. 1. All items for Sept were taken care of
      2. Highlight of October items:
         1. Page will create a budget proposal for the next meeting (Diane will help)
         2. Page & Diane will calculate the work hours book, and prepare a report for EBMUD
         3. IRS 990N form – Page will take care of
         4. Will remove email tree language – instead will update new emergency preparedness contact system

 

• Membership Issues:

 

1. 1. 1. It was decided that new member’s mentors should strongly encourage new members not to add a new horse to the herd during the first 3 weeks of feeding season, and to provide guidance and work with new members consultatively to help them introduce their horse to the herd and people in a positive way. This is a recommendation, not a rule.
      2. Kirsten has been given honorary membership, and Kirsten’s open space will be filled (Eddie is working on this)
      3. The board reviewed the Associate and Riding Partner Memberships
         1. All who have paid were approved
            1. Heather will follow up with those who haven’t paid to determine continued interest
      4. Meet the herd – Cheryl has offered to take any interested members on a tour of the herd to get to know the horses. When feeding it is important to know all of the horses, and this might be a good chance to get to know the herd if you don’t already.

 

• The board approved the following New Rule (It is out  for 30 day review and commentary by the membership- please direct concerns to the board):

 

1. 1. 1. Proprietary OHA members, who after years of membership, decide to leave OHA (in good standing, meaning that they’ve not left any debt of funds or work hours owed, and not been subject to disciplinary action or termination) and then later want to rejoin again will be given priority over others on the new member wait list. These folks will take priority over new prospective members, but not over the second horse list.
         1. The new rule would include the following terms and conditions:
            1. 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.
            2. The departing member would be placed on the waitlist following any other former members who were previously added to the waitlist.
            3. 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.
            4. The rule would apply prospectively, to any individual giving up their membership on or after the date the rule is adopted

 

• EBMUD:

 

1. 1. 1. Report from the AGP Meeting – Wakean, Erica and Heather met with Kerry Blackwell and her boss Chuck Beckman on Sept 26, they reviewed 2016/17 capital improvement projects. They said we did a great job, and will get full credit for the money we spent and hours we performed.
         1. AUM Rate is $26.40 per hour and we have 398 AUM
         2. Rent is $10,507
         3. Tier One Grazing Credit could be: 3152.16
         4. $2101.44 for capital improvements
      2. Capital improvement proposal included the following (based on the annual meeting voting) – EBMUD is reviewing these and will come back to us with which are approved:
         1. Tier three rotational grazing credit
         2. Hay Tent: $1400
         3. Red Hay Barn Repairs $870
         4. Weeding/Mowing @$30 an hour $600
         5. The amounts listed above are estimates and add up to more than the available credit.  Depending on EBMUD priorities, projects may need to be modified or OHA may have to pick up some of the costs.
      3. Wakean will ask for more gravel and materials from EBMUD for pavilion area and red barn
      4. EBMUD is pleased with our biodiversity, and they’re pleased with our work to improve/maintain the pasture
      5. EBMUD is reviewing the proposed grazing rotation plan for the coming year, but their initial response is that it looks good.
      6. One of their priorities is for us to repair/replace the ring pasture fence
      7. Contingency plan for Laminitis Issues – EBMUD would like to create a plan for containing horses in the spring due to health issues.  Erica is working on the plan, which will identify how many horses may be contained in which areas for how long.
      8. EBMUD would like us to provide them with an annual work hour report, and summary of the funds we’ve spent on pasture projects. Page and Diane will tackle this, after completing the work hour tabulation.

 

• Treasurer’s Report

 

1. 1. 1. Current Balance in checking $18,349
      2. Next month we will do a report on dues, budget and work hours

 

• Project Priorities –

 

1. 1. 1. Discussion was postponed to next meeting
      2. Board will review/vote on email prior to expedite meeting

 

• Task List was reviewed and volunteers will be contacted to confirm interest

 

1. 1. 1. We need more volunteers!

 

• Next Meeting: 6:45 pm Monday, October 30 at Sally’s house, 6449 Harwood Avenue, Oakland, CA 94618

 

 

Thank yous:

• Doug for emergency repairs to the ring pasture
• Sally for taking care of the outhouse
• Everyone else we’ve forgotten – don’t hesitate to toot your own horn!