Equestrian Campus Tahoe Donner Association Equestrian Steering Committee (ESC) Meeting #16 Location: NWCH Mezzanine Date: Wednesday 5/2/2016 Time: 2:00pm 3:00pm Attendees: Tahoe Donner Association: TDA Board: General Plan Committee: Equestrian Sub Group: Guests: Forrest Huisman Brian Yohn Lee Gray N/A John Stubbs Susan Terrell N/A Meeting Notes: Objective: Update the steering committee on the start of construction at the Equestrian Center Relocation, Phase 2 Brian Yohn updated the committee by using photos of the conditions at the construction site. The Contractor started work today May 2 nd. The BMP s are now in place and being inspected by Nevada County Building officials. Prior to the meeting on Tuesday April 26 th, Brian arranged to meet with our team to have a couple of test holes bored out. That was done with a piece of Tahoe Donner Equipment with an auger bit. There were 5 test holes drilled at specific sites and water was found in 3 of the 5 locations. In attendance at the meeting was Forrest, Brian, the General Contractor, his excavation subcontractor and the Civil Engineer. The scope of the project was discussed, conditions, comfort level and confidence levels. The General Contractor and Subcontractor have a high level of confidence that they will be able to complete the project. The decision was made to begin the project. The contractor established BMP s starting last Friday. They have begun grading, clearing and grubbing. There are 2 excavators and 1 loader on site. They have fencing established around the trees that are being preserved, silt fencing around the perimeter of the low end of the drainage end, a perimeter rope delineating the construction site. Signage will be going up around the perimeter to alert that pedestrians should not enter. Forrest explained that now that we are under construction, Brian will see the construction of the Equestrian Relocation through to the end of Phase 2, and he will provide communications and project support as necessary. Unless there are unforeseen changes to the schedule or project scope, future correspondence and weekly updates will be provided via email, with no future steering committee meeting dates established at this time. John Stubbs shared that he will request additional barriers at the ACAC terrace at the following GPC meeting. Forrest agreed that this request would be added to the master list for formal review by the GPC. Phase 3 will require future discussion with the GPC, to determine schedule to close out the permit. Phase 3 includes walkways, accessible parking, dust abatement, the guide shack and the wash rack.
Questions and Comments: How deep were the test holes? The test holes were 3 deep. Of the 5 holes, 4 are free of standing water. What is happening at the Round Pen location? It looks like there needs to be more trees taken out for the specified dimensions? There should not be any more trees taken out and it will start to take shape. Are they excavating for 22 paddocks right now or the full 32? They are excavating for the full extent. They only reduced the number of pedestals. Phase 2 includes all of the paddock relocations. Have the round pen materials been ordered? Phase 2 includes the 60 round pen, which will arrive by mid June. Is there an anticipated opening date for the boarding? June 17 th sounded right the last time we spoke with Miguel and the contractor. Is Miguel in charge of signage in general for the Association? He contributes as well as Annie. The Trails Manager contributes for trails. Christina Thayer is the new trails manager. Signage for EQ operations is underway. Does the RRF take care of the Arena Footing for the summer so it will be in use? The RRF would fund removal of rocks. Brian spoke with the Rock Doc who will be preparing an estimate for removal around early July. What else needs to be done at the Arena? The RRF is to remove rock only. There are no plans to place additional footing of course sand, but in years past, operations have placed wood chips when necessary. Future: Unless there are unforeseen changes to the schedule or project scope, future correspondence and weekly updates will be provided via email, with no future steering committee meeting dates established at this time.
PLEASE DISMOUNT AND WALK YOUR HORSE TO THE ARENA
ARENA CLOSED FOR SPECIAL EVENT
PLEASE DISMOUNT AND WALK YOUR HORSE
TRAIL RIDES AND PONY RIDES
PONY STATION
TRAIL RIDES
TRAIL RIDES HALFWAY THERE
TRAIL RIDES LOADING RAMP
PONY RIDES ONLY NO BIKERS, HIKERS OR HORSES Thank you
PLEASE WALK BIKES EQUESTRIAN STAGING AREA AHEAD
PLEASE KEEP PATHWAY CLEAR FOR HORSE TRAFFIC
EQUESTRIAN CHECK -IN HERE
AFTER CHECKING IN INSIDE THE ALDER CREEK ADVENTURE CENTER, PROCEED TO EQUESTRIAN ACTIVITIES
BOARDER UNLOADING AREA
CONTINUE TO TRAIL RIDE STAGING AREA
EQUESTRIAN SPECIAL EVENT CHECK-IN
FINANCE COMMITTEE MEETING REPORT: May 12, 2016, NWCH ATTENDANCE: Members present: Dundas, Disbrow Hunter, Leibow, Johns Members absent: King, Eyton-Lloyd, McShannic Ravano Staff Present: Salmon, Dir of F&A; Robb Etnyre, General Manager Megan Rodman, Executive Assistant TD Board Member: Jeff Bonzon, Treasurer TD Member: none GPC Liaison: Dwight Walker AGENDA ITEMS: A. Call to order; 3:03pm, quorum present. B. 5/12/16 Agenda and 4/14/16 minutes approved (Johns 1 st, Hunter 2nd). C. Member Comments Dundas commented on the Candidate Information Meeting for the current slate of candidates running for the 2016 Board of Directors Election. The meeting was very well received and conducted in a professional manner. Appeared to be beneficial to all in attendance. D. April 2016 Preliminary Financials: Salmon reported that April was an excellent month with net operating results $124,694 better than budget and year to date results $1,583,565 better than budget. Discussion on options for the surplus was delayed until 2017 budget planning begins. E. Fraud Program Enhancements and Policy Discussion: Dundas reported that the draft fraud policy is out for legal review and that the draft and draft decision paper should be available for presentation to the Finance Committee on June 9 th and hopefully be able to be forwarded to the board for their June board meeting. The review also resulted in the establishment of a Whistleblower Protection Policy which is also under legal review and should accompany the Fraud Policy to the FC and Board respectively. Reviews of Authorization and Delinquent Accounts policies 1
will follow. F. Review of Association Annual Report: Salmon reviewed the Annual report. All thought it was very well done and commended Mike on his work. G. Tahoe Donner Frequently Asked Questions (FAQ) Review: Salmon reviewed his document addressing Association Governance Matters and addressing 14 FAQ s. Most in attendance were astounded at the naivety of most of the questions and commented on the responses. H. GPC Update: Dundas provided an update of the actions of the GPC. Update included discussion of the New Capital Projects Idea Generation & Ops Review Stage process which has been developed in conjunction with reorganization of the GPC. Also had a discussion of the current Lists of Potential Projects and explained the methodology being utilized by GPC, Staff, and Board GPC Liaison in prioritizing the current inventory of projects (92 at this time). I. Employee Incentive Program: Salmon reviewed the Employee Incentive program. There are 68+/- employees eligible for the program. NEXT MEETING DATE: June 9, 2016, 3:00pm, NWCH ADJOURNMENT: 5:15 pm; (Johns 1 st ; Hunter 2 nd ) Approved 5-0 Prepared and Submitted by: Steve Disbrow 2
Location: NWCH Mezzanine Date: Monday 5/2/2016 Time: 3:00pm 4:30pm GPC MEETING TAHOE DONNER ASSOCIATION May 2, 2016 Attendees: Tahoe Donner Association: Board: Finance Committee Liaison GPC Committee: Guests: Robb Etnyre General Manager Forrest Huisman Director of Capital Projects Megan Rodman Executive Assistant Steve Miller, President John Dundas Dwight Walker, GPC Chair Michael Sullivan, Vice-Chair John Stubbs Bruce Barton George Rohrback Michael Bledsoe Nichelle Lyons Doug Sherman Michael Fajans, Conference Susan Terrell Liz Moore Meeting Notes: Member Input Liz Moore informed the committee that the dog park was removed from the agenda because they are working on it being put in at the Regional Park. The location would be near the Rodeo grounds and a part of the Recreation Department. A Petition was circulated for all who wanted to sign it. Crabtree Canyon Acquisition background Steve Miller Steve Miller detailed the purchase of Crabtree Canyon. Two lots of land totaling 640 acres, which were purchased from the Tahoe Donner Land Trust who purchased them from two owners within the Carpenter Valley LLC, Willits and McClatchey. It became critical to get access to the parcels when the Willits and McClatchey families no longer granted access to our Nordic Ski operation. The parcels encompassed 16% of the trail system and was some of the more beautiful and unique terrain. These parcels should give members better utility by accessing truly remote and pristine areas. They encompass the headwaters of the northern part of the flow into South Prosser Creek. There are two distinct stream systems that have old grove aspens and wildflower displays. We now have another access to our land through Carpenter Valley. We now share a northern border with the Tahoe Donner Land Trust and are talking about a partnership and how we connect our trail systems. The Alder Creek Adventure Center will be right in the
middle of the trail system. Robb Etnyre reminded the committee that the General Plan 2030 has always included a line item for land acquisition. The GPC has always been supportive of any land acquisition that exists around our property borders. A tour will be scheduled in the future Updated list of Potential Capital Projects Robb Etnyre Robb Etnyre detailed the next step of the new GPC process where the Liaison of the Board - Steve Miller the President, GPC Chair Dwight Walker, and the General Manager Robb Etnyre, met to review the entire list of potential capital projects. They were placed in 1 of 5 buckets. 1) Projects that are relevant for the next few years for a variety of reasons. 2) Projects that are relevant in the next five years. 3) Sometime in the future. Most are tied to reviewing in conjunction with Amenity Master Plans. 4) More of an Operational Idea not a Capital Project idea. 5) No longer considering for a variety of reasons. The list was distributed and the projects prioritized as a category 1 were discussed to clarify why they were prioritized. The next step is to provide the Project Information Papers, (PIP s) which will then be briefed to the Board and forwarded to the GPC to establish a Project Task Force. Not every priority 1 will move forward. Forrest Huisman will be writing the PIP s which will be a 1-page document that explains what the concept is. The GPC committee will still be able to go through the prioritized projects to provide input. Any additional ideas will be updated on a quarterly basis. Update of Capital Funds Projection (CFP) Forrest Huisman Forrest Huisman guided the committee through the updated Capital Projects website, which now hosts the Board approved and updated GPC Charter, along with the new info-graphic for capital spending process, with the flowchart, membership survey results, and additional helpful resources attached as well, all located at http://www.tahoedonner.com/major-projects/general-plan/ Additionally, Forrest explained that the Capital Funds Projection (CFP) is also located here, which shows few projects in 2017 to 2020 because projects are currently moving through the new Capital Projects Spending Process. The two major changes to the CFP, which the Board recently approved, were the shift of Trout Creek Trail from 2016 to 2017, as well as the addition of Crabtree Canyon acquisition of $550,000 in 2016. Equestrian Steering Committee Arena Path John Stubbs For the Equestrian Steering Committee (ESC), John Stubbs reported that requests have been made for additional barriers to be installed, at rear terrace of Alder Creek Adventure Center, separating the arena path from future terrace activities. Susan Terrell, Nan Meeks, and John Stubbs believe that it is TDA s fiduciary responsibility to limit liability of horse/public conflicts. Since such a barrier is not currently included in phase 2, John requested that this item be fast tracked and not added to the list of potential projects process. Dwight Walker stated that the barrier request would be included as a project in the list of potential capital projects. Some committee members stated that it should be solely reviewed as an operational decision. John asked again that the committee be proactive and not wait for an incident to occur. Dwight reiterated that it would be added to the list or potential projects for further review., In the meantime, Equestrian staff has conveyed that they are comfortable with safely walking horses along the arena path and plan to install directional signage in all congested areas around the perimeter of the Equestrian campus.
Amenity Master Plan Task Force update Bruce Barton Bruce Barton updated the committee on the Amenity Master Plan (AMP). The group met again to discuss their overall vision and what was to be accomplished. The Task Force decided to get outside help to achieve the goal. Candidates were located and there are 2 interviews set up on May 11 th with the intent to move forward with one of them. A summary document was created that outlined AMP Task Force Objectives and has been provided to the candidates in advance. It is a long range focus of 10 to 20 years with input from Member survey, town hall meetings, GPC and the Board. The timeline for the project is 3-4 months and member feedback will be a big part of the process. A draft could be ready in the next 2 months. Member Communication Plan Task Force update Michael Sullivan for Nan Meek There was an article from the Task Force in the May Tahoe Donner News; Planning for Capital Improvements in Tahoe Donner, Page 6, and the Capital Projects Spending Process, page 7. Additional communication plans surrounding projects as they move through the process are being considered by the Task Force. Transparency with the membership is an overriding priority. TCRC Poolside Locker Room Remodel Task Force update John Stubbs The TCRC Poolside Locker Room remodel is the first project through the new GPC process. The task force appointed at the last GPC meeting met on April 26. The PIP was received from Forrest with details of the project. It will be a RRF project and has been in the works for several years. The previous TCRC subgroup originally wanted this done during the TCRC Expansion but due to the lack of money in the budget for 3 to 4 years the expansion was put on hold. With member complaints numbering over 100, the poolside locker room remodel was removed from the expansion project and moved up for immediate consideration. Architectural plans have been developed and there would be no expansion of space required nor would the remodel be affected if or when the time comes for the TCRC Expansion in the south wing. The task force used the PIP and the new GPC capital spending process to evaluate the project point by point. In conclusion it was determined that this is an urgent project and the task force strongly recommended to approve the use of replacement reserve funds to get this done in Fall of 2016. The preliminary budget is $416,000. The construction documents have not been completed yet and the budget may be higher. The GPC voted unanimously to recommend the use of RRF to proceed with the TCRC Poolside Locker Room Remodel. New Business None. Projected next meeting Monday June 6, 2016 at 3:00 p.m. at the Northwoods Clubhouse. Adjourned at 4:20 p.m. Recorded & submitted by Megan Rodman & Lee Ann Gray
MEETING MINUTES- TDGF Committee Meeting May 2, 2016 3-5 PM. Present: Jennifer Jordan, Pamela English, Suzanne Sullivan, Dick Gander, Norm Nicholls, Lois Ermak, Merle Fajans (phone) and guest Marilyn Disbrow LOCATION: MEADOW ROOM NORTHWOODS CLUBHOUSE 1. New (& potential) Members No progress on new members 2. Minutes -Additions and corrections? None noted 3. Treasurers report + Statistics Balance on 3/31 $19,341.17, 2 new contributions in April 4. Web site up to date? None noted a. Update list of articles 5. TD News Articles - Dick a. April Thank you to donors complete b. May Truckee Community Theater in process c. June Boys and Girls Club tie in to Trails and Ales in process d. July recap of Farm to Table dinner & Scholarships 6. Scholarship Committee update 2 scholarships were recommended and approved by the board. 57 applications were reviewed and 14 were granted by the TTCF committee. 7. Farm to Table Dinner update and tasks a. Menu Menu is complete. b. Publicity/Advertising Pam: poster in various sizes is complete and will be printed in various sizes, including post cards. A team led by Pam will meet on Thursday, May 5 to address to cards to our donors. Posters will be distributed to all TD amenities, an email sized version will be distributed to the hiking and equestrian clubs as well as to TD, the Food Hub, TTCF and Waltman for email distribution (Dick will coordinate email distribution). Sierra Sun Marilyn is checking with Stacy if we can use some of their space. Moonshine Inc. Dick will check on their publishing schedule Chamber of Commerce, free website & weekly email Pam will check NextDoor Dick will post TD-related Facebook page(s) Dick will coordinate TD Televisions Gretchen is working on this c. Silent Auction progress on auction prizes continues. The spreadsheet is tracking individual assignments. d. Facilities Suzanne and Marilyn will be meeting with Jeff Jack to discuss the room layout. e. Meeting schedule. Additional meetings were scheduled for May 5 at 2 pm to address cards to donors and May 16 at 1 pm for a check point. The Meadow room at NWCH has been reserved for both. Next Meeting June 6, 3-5 PM, Meadow Room Northwoods Clubhouse Dick will chair
Tahoe Donner Giving Fund Operations and Grant Committee Status Report 5/15/16 The TDGF Operations and Grant Committee have been very busy the past month, including: Planning and organizing the Back to the Land Benefit Dinner for Saturday, June 18. This dinner will benefit the Tahoe Food Hub as well as the Giving Fund. A silent auction will be included. Most of the food will be sourced through the food hub. This dinner falls under Food and Beverage s charitable event program. Planning and organizing a hike with the TD Hiking Club and the Land Trust for the morning of June 18 as a tie-in to the dinner. The hike will be led by a Land Trust docent. John Svahn of the Land Trust will also give a brief update on the purchase plan at the dinner. Working with the Land Trust to help them promote their capital campaign for the purchase of Carpenter Valley to Tahoe Donner members. Specific items include: o Two additional TDGF sponsored hikes/rides this summer possible to include an equestrian trail ride and a mountain bike trail ride. We are also in the planning and organizing stage for the Trails and Ales event to be held on July 16. This is the TD 4Wheelers Shine and Show and it will benefit the Boys and Girls Club of North Lake Tahoe as previously authorized by the board.