THE WOODLAND HEIGHTS COMMUNITY ASSOCIATION
Annual General Meeting - October 16, 2010
Draft Minutes
Bob Abbot asked new residents of Woodland Heights to introduce themselves
1. Call to Order: The meeting was called to order at 9:38 am by the Chair, Bob Abbot. He thanked John Kenny for making the necessary arrangements for the meeting.
2. Registration Desk: Thank you to Valery Kenny and Helen Sparkes for assisting on the registration desk.
3. Appointment of Secretary: With consent of the meeting and in the absence of our Director-Secretary Dr. David Bevan, Sue Koruna was appointed to act as Secretary of today's meeting.
4. Appointment of Scrutineers: With consent of the meeting, Valery Kenny and Helen Sparkes are appointed as scrutineers of the meeting.
5. Notice of the Meeting: In accordance with the bylaws, notice of the meeting, agenda and financial statements were made available to all members by email Aug. 21 & on the website Sept. 24.
6. Approval of Agenda: Moved -Ian Taylor, 2nd - Roy Childs. Carried.
7. Scrutineers Report: The Scrutineers reported that 29 voting members were present plus 3 represented by proxy out of a possible 70 voting members. In accordance with By-Law 8.6 a quorum had been met and the Chair declared the meeting to be properly constituted.
8. Voting procedures: Bob Abbot explained procedures for voting.
9. Introductions: The Chair introduced members of the board and thanked them for their participation. The Chair thanked the Board and all committee members for their time and effort over the past year. The Chair also thanked the following members who had contributed to the community during the year: Betty Mercer & Jan Naylor for the Book Club, Marguerite Taylor for the Garden Club. The Chair thanked Ron Howald, Tony Cairns and Dr. David Bevan for their excellent work as directors of our association over the past 3 years.
10. Approval of Minutes of Previous AGM - Oct. 31, 2009: Moved - Ian Taylor, 2nd - John Kenny. Carried
11. Audit Committee Report: John Naylor, Bernie Timothy and Sandy Mackay were thanked for their time, effort and expertise in preparing the audit reports.
a. Review Engagement Report: John Naylor's report was distributed in advance with AGM packages. No questions.
b. Woodland Heights Clubhouse Trust Report: Presented by Bernie Timothy. Report distributed in advance with AGM package . 56 beneficiaries have contributed $347,000. 3 GICs - short term - invested on our behalf. Concern that there have been 4 contributions by lot owners ($24,000) that have not been deposited to the trust fund and are showing as receivables.
Question: Joanne Oliver: "Noticed the date on report should be 2010, not 2009. Are there legal implications on trust because of this?" Bob Abbot: " This will be dealt with starting on Monday and we will deal with it quickly."
Question - John Naylor: " How old are they? Are new purchasers still paying deposits?" Bob Abbot:" Verbally has been told there have been no deposits in recent sales."
Question - Ross Maund: "Shouldn't they activate a loan from the trust and who manages the trust? Are they not in conflict?" Bob Abbot: "Alliance are the trustees and manage it. As trustees they would have personal responsibility."
12. Financial Statements: Financial statements for year ended August 31, 2010 and proposed budget and fees for 2011 sent in advance with AGM package. Reviewed by Treasurer, Roy Childs. Fees to remain at $50. Proposal for acceptance: Moved - Bernie Timothy, 2nd - Ross Maund. Carried.
13. Approval for Directors to Appoint Audit Committee: By law requires the appointment of either an external auditor or an internal audit committee. The Directors recommend the continuation of an internal audit committee due to the lack of complexity in the financial affairs and the availability of qualified members willing to perform this function. Moved - John Kenny 2nd - Ian Taylor. Carried.
14. Election of Directors: Currently there are 9 Directors, with 3 Directors completing their term. By-law 1 requires minimum 5, maximum 11 directors. There are 3 directors standing for election. Past Director Tony Cairns and new candidates Don Koruna and Ross Maund. No nominations from the floor. Move to close nominations: Moved - Bob Abbot, 2nd-- Don Mclean. Carried.
Tony Cairns, Don Koruna and Ross Maund appointed by acclamation. The following declared to be Directors of the WHCA: Bob Abbot, Tony Cairns, Peter Wilson, Roy Childs, Ian Taylor, Don Mclean, John Kenny, Don Koruna and Ross Maund.
15. Committee Reports:
a. Community Enhancements & Activities - Don Mclean, Chair. All activities on website.
Enhancement Report: Focus on cleaning up the neighbourhood. Successful clean up of fallen trees etc. was carried out in March. Working with town to rout and seal major cracks in the pavement and level the shoulders on the road. In September, a cleanup was done of the Woodland Heights garden.
Social Committee Report: Events held as follows: Bowling and dinner at the Family Restaurant in January, Valentines Day brunch at Hidden Valley, Income tax blues at Hidden Valley in April, Golf tournament and BBQ in September at Deerhurst Lakeside. In November, event to be held at 3 Guys and a Stove. Questionnaire handed out for feedback.
b. Affinity Programs - John Kenny, Chair. Details of programs are on website.
c. Communication & Membership - Chair, Ian Taylor. No changes to the information provided to the Board on Sept. 24. Will be emailing new username and password to access the website. Will be a common username and password that all owners share. Check owners list on website and email Ian if you are not listed and wish to be. If you change email, please inform Ian.
d. Nature Sanctuary - John Kenny, Peter Wilson, Chair. Very creative and informative video presentation shown to members. Tremendous improvements have been made. Thanks to Roy Vanduzen and his efforts - also the efforts of the Sanctuary Committee. Work done on Tapley's Turn, regrading of steep areas & 3 bridges completed.
Question - Ann Mclean: "Are the nice signs that were previously made being put up in the sanctuary?"
Question- Bob Geach: Also questioning status of the signs. Bob Abbot: "We are working with Nina to have them completed and installed as soon as possible."
Question - Tim Withey:" What is the size of the sanctuary?" Peter Wilson: " Approximately 140 acres."
16. Any other business
a. Jan Young: "Could each person have their street sign # like Ian Taylor?" Bob Abbot: "Good idea. When budget allows we can review these types of requests."
b. John Kenny: "Town will not replace road signs."
c. Joann Oliver: "Is there any chance Alliance is pulling out? Bob Abbot: Have heard nothing on this. Alliance would like to continue building homes in this development."
d. Dave Wilkin: "We want Alliance to be successful. We provided them with a positive reference in marketing." Bob Abbot: "Alliance needs to review their marketing plans for Woodland Heights."
e. Hugh Holland: "Also very happy with Alliance. Housing market very soft now particularly because of HST."
f. Helen Bowkett: "Are planning on building and are concerned about Alliance." Bob Abbot:"Alliance have excellent trades and do have other developments throughout the province. You should direct your concerns to Alliance."
g. Bob Abbot: "If you have any questions or concerns, please ask one of the directors."
17. Date & location of 2011 AGM: Will be in October - specific date & location to be advised.
18. Adjournment - Bernie Timothy, 2nd - Peter Wilson. Carried.