THE WOODLAND HEIGHTS COMMUNITY ASSOCIATION

Annual General Meeting - October 15, 2011
DRAFT Minutes (to be approved at the 2012 AGM)

1. Call to Order: Bob Abbot, Chairman, welcomed everyone and asked new residents, Judy and Fred McCartney to introduce themselves. The meeting was called to order at 9:38 am by Bob Abbot. He thanked John Kenny and Roy Childs for making the necessary arrangements for the meeting. Thank you also to Valerie Kenny, Jan Naylor and Betty Mercer for assistance on the registration desk.

2. Appointment of Secretary: With consent of the meeting, Sue Koruna was appointed to act as Secretary of today's meeting.

3. Appointment of Scrutineers: With consent of the meeting, Valerie Kenny, Jan Naylor and Betty Mercer are appointed as scrutineers of the meeting.

4. Approval of Agenda: Moved -John Wright, 2nd - Roy Childs. Carried.

5. Notice of the Meeting: In accordance with the bylaws, notice of the meeting, agenda and financial statements were made available to all members in advance by email and on the website.

6. Scrutineers Report: The Scrutineers reported that we have a quorum. In accordance with By-Law 8.6 a quorum had been met and the Chair declared the meeting to be properly constituted.

7. Introductions: The Chair introduced members of the Board and thanked them for their participation. The Chair thanked 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 and Jan Naylor for the Book Club and Marguerite Taylor for the Garden Club. The Chair thanked John Kenny for all of his excellent work as a director for the past 6 years.

8. Approval of Minutes of Previous AGM - Oct. 16, 2010: Moved - John Naylor, 2nd - Don McLean. Carried.

9. 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: Report by John Naylor was distributed in advance with AGM packages. No questions.
b. Review of the Clubhouse Trust Fund: Bernie Timothy and Sandy Mackay did not receive information from Alliance Homes in time for the AGM report. Report will be posted on the website when completed.
Question: Art Mercer: ''What is happening with the $ 24,000 that has not been deposited to the trust fund?" Bob Abbot: "It is now a matter between the homeowner and Alliance Homes. A letter has been sent to each of the 4 homeowners advising them of the situation."

10. 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 - Ann McLean. Carried.

11. Review of the Financial Statements: Financial statements for year ended August 31, 2011 sent in advance with AGM package. Reviewed by Treasurer, Roy Childs. Expenses were the new road signs in the community. Also, a considerable amount of work has been done upgrading the trails in the nature sanctuary. Alliance shared in the cost of street signs and work in nature sanctuary. Proposal for acceptance: Moved - Tony Cairns 2nd - Don McLean. Carried
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12. Proposed Budget & Fees for 2012: Sent in advance with AGM package. Reviewed by Roy Childs. Discussion took place regarding fees for the following year. Fees will remain at $50. Proposal for acceptance: Moved - Peter Wilson, 2nd - Ian Taylor.

13. Committee Reports:
Community Enhancements & Activities: Don McLean. Thanks to 2010 and 2011 committee members.

a. Enhancement Report: A huge thank you to Jan Naylor for the new street signs. This was a great idea and we appreciate all of the work involved in making this happen. Successful cleanup of fallen trees etc. was carried out in spring. Community members are maintaining the garden at corner of Deerfoot Trail and East Browns Road. Looking at creating a garden at corner of Deerfoot Trail and Birchwood, near pond. Currently submitting application to town for approval and requesting Alliance homes to cover payment. New residents package continues to be delivered to new residents by Jan Naylor and Betty Mercer. Work has started to ensure neighbourhood is safe from falling trees. Visually assessing trees for their condition and potential danger. Suspect trees will be recommended to be taken down.
Bob Abbot: "We have been in discussion with a fellow who will take the trees down, at no cost, and then keep the firewood. We will start with lots that are not sold and get approval from Alliance Homes. Next step would be receiving approval from current residents. The third step would be to contact lot owners and ask for their permission. This applies to only the trees that are right on the road."

b. Activities Committee Report: Events held as follows: November 2010, a very successful Christmas dinner was held at 3 Guys and a Stove. Sleigh rides and tubing outings were organized over the holiday season. There was a Bowling outing and dinner at the Family Restaurant in February. 70 people celebrated Canada Day by having a barbeque in the nature sanctuary parking lot and a tour of the sanctuary. A golf tournament and BBQ was held in September at Deerhurst Lakeside. 2011 Christmas party to be held on Nov. 25 at Delta Grandview resort.
Nature Sanctuary -Peter Wilson, Don Koruna. Sanctuary still owned by Alliance until a structure has been set up with adequate funding, controls etc. Alliance has been very receptive to improvements to the sanctuary. They have provided funding and have also provided the services of Roy Vanduzen. Thanks to Roy and his efforts - also the efforts of the Sanctuary Committee. Much work done on orange trail - 3 bridges/boardwalks have been constructed and 4 picnic tables have been provided. A series of information signs have been put up with descriptions of terrain and wildlife. Throughout the year, the committee has been constantly maintaining the trails, clearing fallen debris etc. They have also cleared a few sight line areas for viewing. Future plans include resurfacing and spreading gravel on the ramp leading to the yellow trail. The large pile of lumber on Natures Way will be milled in to planks in order to create new boardwalk/bridges in wet areas. A chipper will be rented to mulch the yellow trail. Directional signs will be checked to ensure clarity. The nature sanctuary is a great benefit for our community and we urge everyone to take advantage of the beautiful trails. Don Koruna is happy to take anyone around the trail.
Question - Ann Mclean: "What are the taxes on that piece of land?" Bob Abbot,"We do not know as they are currently paid by Alliance Homes."
Question- Betty Mercer:" Is there a liability issue around the chipper" Bob Abbot: "We are working with Alliance on the cutting of the wood, the gravel , the chipper. Roy is managing this and running the chipper. Any liability remains with Alliance. Also planning on building a shelter halfway through the sanctuary."
Question - Joanne Oliver:" There was a large amount of water running down from all of the culverts eroding the hill. The town is to investigate. When is Natures Way going to be an assumed road?" Tony Cairns:" Town will not do it until the developer complies with town requirements."
Question - Kathleen Miller "Can we send out a general email and a contact for volunteer activities?" Bob Abbot: "Each chair could do that."
Question - Don McLean: "Could we do a winter activity such as snowshoeing in the nature sanctuary?"

c. Communication & Membership - Ian Taylor. No changes to the information provided to the Board at the last meeting. 99 properties sold ytd. 66 have paid their annual dues. 4 responded that they are not paying. 62 homes have been built, 3 more under construction. New spec homes to be built by Alliance. Ian proposed earlier that the website be wound down. For now, agreed that the website would be whittled down to something very basic and it will be decided at a later date if it is worthwhile to continue. In the meantime, the board will now send information to members by email. Ian will email a full contact list to the board and to those members who request it.

14. Election of Directors: Currently there are 9 Directors, with 2 Directors completing their term. By-law 1 requires minimum 5, maximum 11 directors. There are 3 directors standing for election. Past Director, Bob Abbot and new candidates Dave Wilkin and Alf Heringer. No nominations from the floor. Move to close nominations: Moved - Bob Abbot, 2nd - Ross Maund. Carried. Dave and Alf appointed by acclamation. The following declared to be Directors of the WHCA: Bob Abbot, Tony Cairns, Peter Wilson, Roy Childs, Ian Taylor, Don Mclean, Don Koruna, Ross Maund, Dave Wilkin and Alf Heringer.

15. Other Business:
Ian Taylor: Has reviewed the bylaws - some are confusing and not relevant. Moved that the board review the bylaws, identify changes and bring forward recommendations for next years AGM. Moved by Ian Taylor, 2nd by Peter Wilson.
Don Koruna: Safety issue - concern is the speeding and going through stopsigns. Donalda Abbot-also school bus really going fast - will call the bus company.
Jan Young - Workers dumped concrete and gravel beside road - near her house. It has solidified and is very unsightly.
Tony Cairns - Some vandalism occurred recently so please be watchful.
Peter and Kathleen Miller thanked everyone on the board for their work and stated that they were proud to be a member of the association.
Ann McLean - Reminder to please respond quickly for special events as they need to hold reservations and venues.

16. Adjournment: Next meeting to be held in October 2012. Ross Maund, 2nd - Peter Wilson. Carried.