March 6, 2006
Opening:
The fourth meeting of the new Board of Directors of the Woodland Heights Community Association was called to order at 7:20 p.m. on Monday March 6, 2006, at the home of John Kenny by President/Chair L. Bentley.
Present:
Lee Bentley President/Chair a
John Hay Vice President a
John Kenny Board Director a
Sandy Mackay Treasurer a
Bob McKnight Board Director a
Cyrese Samuel Secretary a
Ian Taylor Board Director a
Bill Waterhouse Board Director/WHPL Rep. a Left meeting at 9:18


A. Approval of Agenda
The agenda was unanimously accepted with two additions. Agenda to include Affinity Marketing and roof snow removal.

B. Approval of Minutes of last Board Meeting
President L. Bentley asked if someone would move acceptance of the January 09, 2006 minutes. I. Taylor made the motion and it was seconded by Treasurer S. Mackay. The minutes were unanimously approved.

C. Open Issue
1. J. Kenny gave an update on the status of his insurance research. J. Kenny stated that after five weeks went by he received quotes from LMS Pro Link from Toronto and Canadian Broker Link in North Bay which ranged from approximately $1,700.00 to $1,900.00
J. Kenny stated that "FOCA" Federation of Cottage Owners Association had negotiation with a firm Athrens Counsel Insurance Broker Inc. underwritten by Aviva, whereby we could now pay $925.00 plus PST to get 3 million dollars coverage of General Liability and Insurance for the Board. J. Kenny stated that the coverage was more than 60% better than the other two brokerages.
J. Kenny stated that in order to be on the mass policy with "FOCA", as a small association we would be required to pay a membership fee of $75.00 plus $2.00 per claimed member being per built and lived-in house.
J. Kenny recommended that the Board get their insurance through "FOCA". Vice President J. Hay asked if we were eligible. J. Kenny answered that he thinks they would accept us.
President L. Bentley asked if there were any other responsibilities that came along with joining "FOCA". J. Kenny's response was, "No".
B. McKnight expressed concern about the Board voting on the matter without actually seeing the contract.
Vice President J. Hay stated that he would be interested in reviewing the contract.
President L. Bentley suggested recommended that the Board be circulated the information before going to a vote.
Treasurer S. MacKay recommended that the Board pass the recommendation from J. Kenny pending B. McKnight and Vice President J. Hay's review of the contract, should there be no concerns.
President L. Bentley asked B. McKnight and Vice President J. Hay to review the contract and communicate with J. Kenny. President L. Bentley recommended we differ a vote on this matter until the next Board meeting.
B. Waterhouse asked what the process would be for getting accepted and asked if we were guaranteed acceptance. J. Kenny answered that verbally he had been told that they couldn't see why we wouldn't be accepted. Vice President J. Hay said that if we sent a cheque they would graciously accept.
Action Item Completion Date
1.1 B. McKnight and Vice President J. Hay are to Prior toApr/03/2006 to review the contract and communicate with J. Kenny.

1.2 J. Kenny is to give a report on insurance Apr/03/2006
at the next board meeting.


2. Club House Committee Chairperson B. McKnight had no report.


3. B. Waterhouse presented "WHPL"'s Club House Financial Report as requested by the Board. He reviewed the report that was emailed to the Board Members via President L. Bentley and stated that it was rough draft.

B. Waterhouse stated that the report was done up using the new format whereby new sales have to pay their Club House contribution to construction capital within a year of purchase and that $90.00 a month was the figure they used for monthly club house fees.

President L. Bentley asked how much space would be required for a restaurant. B. Waterhouse replied that it would take up 2,500 square feet of the 3,000 square feet on the main floor.

President L. Bentley asked if the capital cost included fixtures and furniture. B. Waterhouse responded that it would depend on whether we do a restaurant and whom we get in there. As for recreational equipment, no decision has been made.

President L. Bentley asked what the $900,000.00 really represented, did it include a pool etc. B. Waterhouse stated that it did and that construction cost would be approximately $100.00/square foot for 6000 square feet main and lower level.

B. Waterhouse said that it would be hard to get a fixed quote until the decision is made about what is going to be inside.

Vice President J. Hay asked if "WHPL" determined that a public restaurant would be going into the clubhouse. B. Waterhouse stated that he had mixed feelings and that from his point of view as an owner, he would like to see one there. He stated that operating it privately limits profits from it and to have an operating restaurant without it being too costly like the Granite Club, it would have to be public.

Club House Committee Chairperson B. McKnight suggested we allow property/homeowners to have input into the process to get a feel of what they would like to see. B. Waterhouse agreed

Club House Committee Chairperson B. McKnight suggested that the Club House Committee poll the owners and that the poll include questions regarding a private or public restaurant with description.

Vice President J. Hay expressed concerns from a banking perspective, he stated that a restaurant use is high risk because that they open up and close down frequently. He asked what would happen if we set up for a restaurant and put in all the cost and then for periods of time it is vacant due to lack of passing trade.

B. Waterhouse stated that they need to get a firmer price on the capital cost involved in leaving the upstairs as is and downstairs empty except for the pool.

B. Waterhouse stated that there is some thought that the Club House might get started this year or for certain next spring.

President L. Bentley asked if the restaurant is being publicized now in the new sales material or by sales staff. B. Waterhouse answered, no, he certainly isn't.

Club House Committee Chairperson B. McKnight recommended that the Club House Committee do up a proposed questionnaire to be put before the Board first. All the Board Members agreed.

Club House Committee Chairperson B. McKnight had questions regarding the budget put forth by "WHPL"(see Woodland Heights Clubhouse -2006 - 2011 Budget Prepared February 28, 2006). B. Waterhouse commented that he got information from Pine Meadows who have 200 members.

Club House Committee Chairperson B. McKnight asked B. Waterhouse how he expected to get the owner contribution payments in so quickly. B. Waterhouse explained the restructuring of collecting the contributions, the contributions being required to be paid within the first 12 months of purchase of a lot, was how they expected to get the 34 + 10 contributions payments quickly.

Treasurer S. Mackay recommended that B. Waterhouse re-look at his budget assumptions, he remarked that they seemed a bit optimistic.

Club House Committee Chairperson B. McKnight stated that if the 34 club house contributions is not a solid number, the longer the delay, the higher the interest expense. He noted that on the budget it appears as though the Woodland's Rent offsets the Mortgage.

Club House Committee Chairperson B. McKnight stated that if the Clubhouse contribution numbers are wrong, that would substantially change the numbers on the budget. He also stated that if the number of houses being built, per year, are not accurate that changes the numbers.

Club House Committee Chairperson B. McKnight made comment on the Maintenance contract being a bit heavy and had questions on the Miscellaneous Income.

Club House Committee Chairperson B. McKnight stated to B. Waterhouse, that each year "WHPL" defers the start of construction the more confidence they should have. The amount of capital actually accumulated in the Trust account, with passage of time, would be greater thus resulting in a smaller construction loan. He suggested that B. Waterhouse consider this.

B. Waterhouse stated that from a sales standpoint it would be beneficial to start the clubhouse.

B. Waterhouse stated that "WHPL" are looking to assume the mortgage and turn it over free and clear to the association. He handed out copies of a memorandum from their lawyer Rye and Partners dated March 6, 2006, which outlined how they initially saw a clubhouse association being set up and what their objectives were to be.

President L. Bentley suggested that "WHPL" finance the Club House construction without putting a mortgage on the property. He was concerned if anything negative happened to "WHPL", before the project was completed and turned over to the association free and clear, creditors would seize the property/improvements, to protect their loan, if the Club House was pledged as collateral. B. Waterhouse understood the concerns expressed, and responded they might self-finance the project.

B. Waterhouse stated that they are talking with Greystone to get firmer numbers on their original quote.

Treasurer S. Mackay asked about the trust deed. B. Waterhouse suggested that we wait until the next Board meeting when he would have some information regarding it.

Ian Taylor noted that there was a duplication of the line regarding insurance on the budget. He asked of the total 136 club house contributions, where would phase 4 enter. B. Waterhouse answered that phase 4 was a part of the budgeted 136, he further stated that the numbers should have actually been 130 with some slippage.

Ian Taylor asked where the number of 17 houses to be built per year came from. B. Waterhouse responded that the number is from when people are supposed to build, and that it is comprised of part contractual and part guess estimation.

Ian Taylor asked if the present builder could handle 17 houses per year. B. Waterhouse responded by saying that they would get a back up to help the present builder if necessary.

Action Item Completion Date

3.1 B. McKnight is to have the Club House Committee Apr/03/2006
draft a questionnaire to be put before the Board.

3.2 B. Waterhouse to get firmer numbers from Apr/03/2006
Greystone.

3.3 B. Waterhouse to get information regarding the Apr/03/2006
trust deed for next Board Meeting


4. Communications/Membership Committee Chairperson I. Taylor gave an update. He stated the newsletter had gone out and as a result five initial levy fees had come in, but there are still some overdue. He also stated that there were a lot of authorizations of contact information still not in from association members.
Communications/Membership Committee Chairperson I. Taylor stated that hoped that the website will act as an incentive for people to pay their dues. He said perhaps they might note in the public section of the website, headings of what is in the private area as incentive as well.
Communications/Membership Committee Chairperson I. Taylor stated that they would be adding links such as the Muskoka website, garbage collection, etc. to the website as well as other articles such as the affinity programs, property assessments and others.
Communications/Membership Committee Chairperson I. Taylor gave thanks to Roger and told the Board that the draft website was buried under Roger's website and could be viewed by the Board.
J. Kenny asked if there was room on the site for a bulletin board for church events, times, etc. and other things that where going on in town.
Treasurer S. Mackay asked if practical suggestions regarding how to handle wildlife could be put on the website.
Communications/Membership Committee Chairperson I. Taylor requested that others contribute articles.
Secretary C. Samuel asked about the Committee Chairpersons' blurbs on their committee's vision/mandate that were to be given to I. Taylor for the website, as indicated in action item 3.1 of the January 9, 2006 minutes.
Communications/Membership Committee Chairperson I. Taylor was asked when the website would launched. I. Taylor responded that as soon as Roger and himself worked out the login process it should be ready.
President L. Bentley suggested that I. Taylor do up the welcome for the home page from the Communications Committee to include a welcome from the President & Board and to also talk of the committees.

Action Item Completion Date
4.1 Communications/Membership Committee Prior to Apr/03/2006 Chairperson I. Taylor is to ask Roger for the Board to have access to the website.
4.2 Chairs of committee to send I. Taylor their blurb Prior to Apr/03/2006 priorities and objectives of their committees for the website.
4.3 Communications/Membership Committee Prior to Apr/03/2006 Chairperson I. Taylor is to do up Welcome for the home page of the website.
4.4 I. Taylor to give an update report to the Board. Apr/03/2006

5. Nature Sanctuary Committee Chairperson J. Kenny gave an update from the meeting held with the committee and B. Waterhouse just prior to the Board meeting that evening.
Nature Sanctuary Committee Chairperson J. Kenny shared that B. Waterhouse had explained that Block 140 belongs to Woodland Heights, which is about 143 acres and Block 144 belongs to the Town of Huntsville, which is about 20.262 acres. It was explained that there were road allowances that make up a portion of the original 200 acres believed to be part of the Nature Sanctuary.
B. Waterhouse in the Nature Sanctuary Committee meeting had stated that planner Wayne Simpson was to look into getting the 20 acres back from the town and now Lenny Dennis was handling it and that it really wasn't being pursued. He felt that "WHPL" should see to it that a more diligent effort be made in pursuing the town to get back the 20 acres.
It was mentioned that there would be a parking lot and entrance to the nature sanctuary in phase 4.
Nature Sanctuary Committee Chairperson J. Kenny shared that B. Waterhouse had stated that "WHPL" has title presently to the Sanctuary and the plan was that the Club House and Club House property along with the Sanctuary be turned over to the association. He mentioned that the Sanctuary was already deeded to the Muskoka Heritage Trust, which gives them an environmental easement. It was mentioned that Ducks Unlimited are taking care of seeing into getting permission for a damn to be put in, which is much needed, due to the beaver damn being damaged in a storm.
Nature Sanctuary Committee Chairperson J. Kenny shared that B. Waterhouse had said that Robin has a plan which includes 1-2 cabins, trails and signage, and that everyone was to be involved in what transpires.
B. Waterhouse left a copy of a full size map for the Board to view.

Action Item Completion Date
5.1 J. Kenny with the assistance of B. Waterhouse Prior to Apr/03/2006 are to set up a meeting with Robin and the Nature Sanctuary Committee as soon as it is possible.
5.2 J. Kenny to give an update report to the Board Apr/03/2006

6. Treasurer S. Mackay gave an update to the Board. He stated that he had taken another kick at the budget and realized after today's insurance report that it was a little bit light on the insurance entry.
Treasurer S. Mackay handed out a revised draft budget based on the committee reports he had received.
J. Kenny suggested that another line be put in the budget for "FOCA" membership at $240.00.
B. McKnight suggested that an official notice for levy fees dues be given.
The Board discussed what the membership dues should be to cover expected expenses.
Vice President J. hay recommended that there be money left over to fund possible legal advice i.e. the Sanctuary.
The Board discussed setting an annual due at $50.00. Vice President J. Hay motioned that it be set at $50.00, Treasurer S. Mackay seconded and all where in favour.
It was recommended that the budget be revised to reflect membership dues as 60 members x $50.00 = $3,000.00.
It was decided by the Board that every new member is to pay the initial levy fee of $25.00 and that new members arriving after June 30th would not be required to pay their annual dues until the next period.
President L. Bentley and Secretary C. Samuel signed for the safety deposit box.
Action Items Completion Date
6.1 Treasurer S. Mackay is to revise budget. Apr/03/2006
6.2 Treasurer S. Mackay to give an updated report Apr/03/2006 to the Board.
D. New Business
1. J. Kenny gave a report of the Affinity Programs that he has been working on. He stated that membership has it privileges and that he had negotiated with the Deerhurst Indoor Sports Complex to have 20% off for members of Woodland Heights. He negotiated a 20% discount with the Hidden Valley Resort on rooms and meeting rooms with an extension to the restaurants after the renovations have been completed. It was suggested that someone look into getting a discount negotiated for snowplowing, Theatre/Concerts and Events. J. Kenny is presently working on getting a discount on subscription with the Forrester as well as trying to see if they will mail for overseas subscribers. There is presently a discount with Superior Propane that Chuck had worked out. Paton and Steward are offering a parts and service furnace plan and there are many other possibilities.
J. Kenny recommended that the next AGM be held at Hidden Valley on October 21, 2006. The Board agreed as long as the renovations were to be completed and we had an out.
Action Item Completion Date
D1.1 J. Kenny to tentatively book the AGM at Hidden Open Valley Resort.
2. Vice President J. Hay shared that he had spoken with Roy about the necessity to remove snow from the house roofs. Roy had recommended that snow on the flat portions didn't need to be shoveled and that the valley areas are the areas that the snow should be removed because of ice build up. He had mentioned to Chuck that even though it would not be a legal obligation, but as a good will gesture that perhaps homeowners should be informed.
President L. Bentley commented on a problem he had with snow and ice build up on his roof. He was not so concerned about a roof collapse, but damage to the roof from the ice that had formed, and possible damage due to water leakage into the house.
3. I. Taylor suggested that he would do a website article on water usage.

E. Agenda for Next Meeting
1. Approval of Agenda - Lee Bentley
2. Approval of Minutes - Lee Bentley
3. Insurance Policy Review (as it relates to the insurance documentation) - Bob McKnight and John Hay
4. Insurance Policy Report - John Kenny
5. Clubhouse Committee Report - Bob McKnight
6. Communications/Members Committee Report - Ian Taylor
7. Nature Sanctuary Committee Report - John Kenny
8. Treasurer Report - Lee Bentley in the absence of Sandy Mackay
9. Other Business
Adjournment:
J. Kenny moved that the meeting be adjourned. I Taylor seconded. It was agreed unanimously. Meeting was adjourned at 10:35 p.m. The next board meeting will be at 8:00 p.m. on Monday April 3, 2006 in the home of John Kenny.
Minutes submitted by: Secretary - Cyrese Samuel
Approved by: