TWHCA

Woodland Heights Community Association/Board of Directors

Meeting Minutes

September 05, 2006

Opening:

The tenth meeting of the new Board of Directors of the Woodland Heights Community
Association was called to order at 7:09 p.m. on Tuesday September 05, 2006, at the home
of John Kenny by President/Chair L. Bentley.

Present:

Lee Bentley President/Chair _
John Hay Vice President _
John Kenny Board Director _
Sandy Mackay Treasurer _
Bob McKnight Board Director _
Cyrese Samuel Secretary _
Ian Taylor Board Director A

A. Approval of Agenda

J. Hay moved that the agenda be accepted, S. Mackay seconded and the agenda
was unanimously accepted.

B. Approval of Minutes of last Board Meeting

J. Hay moved that the minutes of August 08, 2006 be accepted, S. Mackay
seconded and the minutes were unanimously accepted.

C. Open Issue

1. B. McKnight gave a summary of the meeting that was held with Alex Troop and
Gord Laxson (the person who will be working on the club house design), on
Tuesday August 15, 2006. B. McKnight shared that the discussion went well, that
Alex stated that the original design for the Club House would not work on the
present site and that he hoped to get something to the Club House Committee
within three weeks. B. McKnight stated that outcome of the meeting was that
Alex/Gord would present at the AGM this October.

B. McKnight handed out a letter from Gord Laxson (see letter addressed to the
Woodland Heights Clubhouse Association, dated August 13, 2006). The Board
discussed the information in the letter. B. McKnight explained that in a telephone
conversation he had with Gord that he expressed that the trustees are the ones
responsible for the approval of pre-construction fees.

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L. Bentley recommended that Alex Troop be told that we as a Board have no
problem with the proposal put forth by Gord Laxson, but that the trustees are the
ones to make decisions and are bound to perform the terms of the trust, the Board
does not have the power or authority to do so.

S. Mackay stated that the last paragraph of the letter from Gord Laxson made the
presumption that the Club House Committee/Board had authority as
representatives of the majority of owners to make decisions on the final design of
the Club House. He stated that the presumption is not true, but perhaps it should
be mandated from the association at the AGM.

B. McKnight asked the Board if they wanted to be in the meeting at the end of
September with Gord or should the Club House Committee be present. S. Mackay
stated that it would be good for the Board to see the designs and information prior
to the AGM.

B. McKnight suggested that the Board should be proactive in our approach in
recommending how to proceed. S. Mackay reiterated that we would like to see a
mandate from the association to give us more authority in decision making. L.
Bentley stated that he doesn't see that the Board could have the authority to make
decisions because the contracts are with the individual owners of the association
who have contractual rights. B. McKnight stated that the Board needs to make
certain that the individuals know that they have contractual rights and that we as a
Board could only give recommendations. J. Kenny recommended that the Board
operate as an advisory committee in this regard. L. Bentley recommended that
with any major decisions, that the community be informed beforehand.

L. Bentley recommended that the Club House committee have their meetings, that
the Board be made informed and that the association be asked for authority for the
future Board to proceed to interact with Alliance Corp.

J. Kenny asked if the contract stated that the $6,000.00 contributions were solely
for the Club House, he was inquiring about funds for the Nature Sanctuary. J. Hay
read excerpts from the contract were it clearly states that the funds are specifically
for the construction of the Club House and that it states that the monthly fee funds
were to be used for administration and maintenance of the Nature Sanctuary and
Club House

Action Item Completion Date

1.1 B. McKnight is to contact Alex and Gord Prior toOct/02/2006
regarding the Board's view about the
proposal put forth by Gord.

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1.2 B. McKnight is to see if Gord can come to the Prior to Oct/02/2006
next Board meeting to be held October 2nd.

1.3 B. McKnight to find out if Alex requires any September/15/2006
equipment for his presentation at the AGM and
is to notify J. Kenny.

1.4 B. McKnight to give a Club House update. October/02/2006

2. I. Taylor was absent, but had sent an email with his Membership &
Communications report. (Please see email titled Report of Membership &
Communications dated September 1, 2006). As well I. Taylor had sent a response
to section F.3 from the August 8, 2006 Board minutes. (Please see handout dated
September 4, 2006). J. Kenny moved that the reports be accepted, J. Hay
seconded and the reports were unanimously accepted.

Action Item Completion Date

2.1 C. Samuel is to check to see if the propane rates September/15/2006
are correct on the website and let L. Bentley know.

2.2 I. Taylor to give Communications/Membership October/02/2006
report.

3. J. Kenny shared that Robin Tapley had nothing new to report on the Nature
Sanctuary. He stated that there was a concern about the fish migrating up stream,
which may have a bearing on whether there would be approvals for the berm or
further studies to be done.

Action Item Completion Date

3.1 J. Kenny to give an update on Nature Sanctuary. October/02/2006

4. S. Mackay gave a summary of the August monthly reports that he handed out to
the Board. (See report dated August 31, 2006 titled The Woodland Heights
Community Association Statement of Revenue and Expense, Contingency
Reserve and Bank Account Recap). He stated that $100.00 had come in as a result
of receiving one annual due and two initial levies. He also shared that the expense
of $354.00 was accrued due to the AGM.

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J. Kenny moved that the report be accepted, C. Samuel seconded and the
Treasurer report was unanimously accepted.

The Board discussed dues to be presented at the AGM. It was recommended that
based on contributions of sixty residents that the membership fee should be
$50.00. J. Kenny moved that the annual membership dues be $50.00, B.
McKnight seconded and it was unanimously accepted.

S. Mackay went over the draft yearend reports that he handed out to the Board.
(See report titled The Woodland Heights Community Association Statement of
Revenue, Expense and Reserve for the Year Ended August 31, 2006 and Balance
Sheet at August 31, 2006). B. McKnight moved to accept the draft Year End
Treasurer Report with changes. J. Hay seconded it and Board unanimously
accepted.

Action Item Completion Date

4.1 S. Mackay is to send a notice to C. Samuel Prior to Sept/15/2006
regarding the annual membership dues.

4.2 S. Mackay to send C. Samuel the un-audited Year Prior to Sept/15/2006
End Report to be sent out with the AGM materials.

4.3 J. Hay is to give an audit report or statement September/15/2006
to C. Samuel to put with AGM material being
sent out to members.

4.4 S. Mackay to give updated Treasurer Report. October/02/2006

5. B. McKnight gave an update from the Nominating Committee. He stated that Bill
Boyd and Irene Chmil had responded to the nomination notice. He also shared
that John and Irene Wright were approached to see if they would like to have their
names stand for nomination, however they declined due to their lack of
availability for this year.

L. Bentley recommended that if there is an actual election for Directors that B.
McKnight oversee that part of the AGM. He suggested that perhaps the Board of
Directors could be expanded from the two available positions seeing that the
maximum number of Director positions given in the by-laws allows for more than
what we presently have.

B. McKnight suggested that those interested in running for a position on the
Board put a paragraph on the website about why they are interested in being on
the Board of Directors and give a bit of their background, for the purpose of
giving the voters a bit of information about them.

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Action Item Completion Date

5.1 C. Samuel is to add a sentence to AGM notice September/15/2006
reminding members that their past due 2006
annual membership dues and initial levy fee
are to be paid in order for them to be in good
standing to vote.

5.2 B. McKnight is to give an update from the October/02/2006
Nominating Committee.

6. The Board discussed changes to be made to the draft AGM Notice, Proxy Form,
and Agenda. S. Mackay moved that the proposed AGM Notice, Proxy Form and
Agenda with recommended changes be sent out to the association members. J.
Kenny seconded and motion was unanimously accepted.

Action Item Completion Date

6.1 C. Samuel to make changes to the AGM Sept/15/2006
materials as discussed.

6.2 C. Samuel to send out AGM notice and all September/22/2006
the attachments 30 days prior to AGM.

D. Other Business

1. The Board discussed amendments to be made to the by-laws regarding the
wording around the external auditors and internal auditing committee to ensure
consistency throughout the written by-law documentation. J. Kenny moved that
the changes discussed be approved, B. McKnight seconded and motion was
unanimously accepted.

Action Item Completion Date

D1.1 J. Hay is to make changes as discussed and is September/15/2006
to send a copy of the revised by-laws to C. Samuel
to attach with AGM materials.

D1.2 C. Samuel is to see that revised by-laws are place September/22/2006
on the website.

2. J. Kenny gave an update regarding signage in the Woodland Heights Community.
The Board agreed that making professional signs available for property owner's is

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a good service to provide to the community, however, it is not something that can
be enforced only encouraged.

Action Item Completion Date

D2.1 None

E. Agenda for Next Meeting

1. Approval of Agenda - Lee Bentley

2. Approval of Minutes - Lee Bentley

3. Clubhouse Committee Report - Bob McKnight/Gordon Laxson

4. Communications/Members Committee Report -Ian Taylor

5. Nature Sanctuary Committee Report - John Kenny

6. Nominating Committee Report -Bob McKnight

7. AGM Discussion - All Board Members

8. Other Business

Adjournment:

Meeting was adjourned by Chair, L. Bentley at 10:13 p.m. The next board meeting will
be at 7:00 p.m. on Monday October 2, 2006 in the home of John Kenny.

Minutes submitted by: Secretary - Cyrese Samuel

Approved by: