January 20, 2007
Opening:
The second meeting of the new 2006/2007 Board of Directors of the Woodland Heights
Community Association was called to order at 1:40 p.m. on Saturday January 20, 2007,
at the home of Ian Taylor by President/Chair L. Bentley.
Present:
Lee Bentley President/Chair a
Bill Boyd Treasurer a
Irene Chmil Board Director a
John Hay Vice President a
John Kenny Board Director a
Cyrese Samuel Secretary a
Ian Taylor Board Director a
Alex Troop Board Director a
John Wright Board Director a
A. Approval of Agenda
L. Bentley asked that a motion be made to accept the agenda. J. Hay moved that the
agenda be accepted, I. Taylor seconded, the agenda was unanimously accepted and
the motion was carried.
B. Approval of Minutes of last Board Meeting
L. Bentley asked that a motion be made to accept the Board Meeting Minutes of
November 18, 2006. B. Boyd moved that the minutes be accepted, J. Kenny seconded,
the minutes were unanimously accepted and the motion was carried.
C. Open Issue
1. I. Chmil stated that she would have the Community Enhancement Committee draft
mandate ready by the end of the week and that she would send them to the Board of
Directors via email or fax.
L Bentley asked A. Troop regarding the landscaping at the entrance to Woodland
Heights, whether it will be turned over to the association to maintain. A. Troop stated
that the land is a part of the actual corner lot. He stated that perhaps an easement
could be provided to turn it over to the community. There was a discussion regarding
access to a water source for maintaining the landscaping.
L. Bentley asked A. Troop if there were any other pieces of land of similar situation as
the one at the entrance to Woodlands. There was a discussion about the land across
the street from the Riegels in front of the pond.
Action Item Completion Date
1.1 I. Chmil is to complete the draft mandate for the January/27/2007 newly formed
Community Enhancement Committee and send out to the Board Members
via email or fax.
1.2 I. Chmil is to give a Community Enhancement March/24/2007 Committee report at
the next Board meeting.
2. J. Wright handed out a diagram title "Woodland Heights Clubhouse Development"
as a visual reference to what he was going to discuss.
J. Wright stated that the Club House Committee is working to get an alignment of the
residents' design objectives, Woodland Alliance's design objectives and the Town
and code requirements.
J. Wright stated that the community is interested to find out about the capital budget
and whether or not the operating costs would be within the $80 per month amount.
J. Wright stated that some of the Club House Committee objectives were to: bring the
Club House development to a successful conclusion; develop terms of the turnover of
the facility to the association; and to determine start up operating cash flow.
J. Wright gave a breakdown of the activities that the Club House Committee were
working on. He stated that some committee members were looking into benchmarking
against other similar facilities and management models. L. Bentley asked A. Troop if
he has done the same.
B. Boyd stated that he had talked with Pine Ridge regarding the swimming pool issue
and that he found out that they let the community vote and that the community
decided not to put in a pool because it would have cost them $30,000 to maintain it.
I. Chmil stated that she has an indoor pool and that the inspector and other
maintenance costs were a nightmare. She asked who is going to maintain the pool, do
the chemical tests daily etc. She stated that she could recommend a good pool
maintenance company.
J. Wright stated that the committee talked about furniture, fixtures, equipment, and a
back up generator and that committee members where looking into the various
requirements. He made mention that I. Taylor had did some research regarding pool
measurements at some hotels in town.
J. Wright stated that the committee had put together a list of questions for A. Troop.
He asked A. Troop if he would consider attending the Club House Committee
meetings. A. Troop said that he would.
A. Troop handed out a Club House Budget - Estimates (see handout).
J. Wright asked A. Troop how they saw siting the Club House. A. Troop stated that it
would be sited with the best view and that a surveyor will stick pegs etc.
A. Troop gave highlights of the estimated capital budget.
J. Wright asked if the fireplace would be wood burning or gas. He suggested that a
gas fireplace would get more use and require no maintenance.
J. Wright asked about the septic system and a discussion followed.
B. Boyd asked if a pool was in the budget. A. Troop stated that $120,000 for the pool
was not included in the present budget. A. Troop stated that if they were to get
detailed drawings that it would help in making a more accurate budget.
In regards to getting a more detailed drawing, J. Wright stated that the present design
is $100,000 over the $870,000 budget, excluding a number of other costs such as a
contingency which can range from 10% to 20%.
L. Bentley asked A. Troop if Woodland Alliance was still planning to develop 29 lots in
Phase 4. A. Troop stated that they were.
A. Troop stated that if he were to get more detailed drawings for the original design,
he could further refine his initial estimated capital budget. J. Wright responded by
stating that the drawings that we had were a little further than schematics and
suggested that another alternate schematic drawing be done before going to the cost
of detailed drawings.
The Board had a discussion in regards to the pool. A. Troop suggested downsizing
the pool. J. Wright stated that the estimated cost was at $1.09 million with a pool
included, but without furniture and equipment or contingencies. A. Troop noted that
taxes were also excluded
B. Boyd stated if we were to redo the plan without a pool it would reduce the cost of
the facility.
J. Wright recommended that a design be developed that falls within the $870,000
budget with all costs included.
I. Chmil stated that the budget numbers did not include GST.
J. Wright stated that the cost of the design was more like $1.2 million and that the
budget was $870,000 including fixtures etc. He stated that the operating cost for $1.2
million will be more and he suggested that Woodland Alliance let us know what a
$870,000 Club House would look like. A. Troop gave an idea of what a possible Club
House at that cost would look like. He stated that it wouldn't have an indoor pool and
that it would not have the capacity for large meetings. I. Chmil stated that the concept
mentioned, most people would already have in their homes. A. Troop stated that the
Club House offers something that our individual homes wouldn't and that was a
meeting place for community fellowship and social activities. The discussion
continued.
J. Wright asked what could be built within an "all in" budget of $870,000 (i.e., would
we be looking at a building in the 3,000 square foot range?).
B. Boyd asked when we could expect to see a Club House built. A. Troop stated that
the premise is still as originally planned, to begin after 50 houses have been built. J.
Hay asked if we are thinking about this beginning in the summer.
L. Bentley recommended it might be better to spend money on revised designs, which
conform to the budget, rather than spending money to firm up the initial cost estimate,
since this estimate was so far over budget, even before considering the fact no tax
was included, and there was no allowance for an indoor pool or furniture.
After discussion, L. Bentley asked for a motion to revise the design with and without
a pool in keeping with the budget. B. Boyd moved that designs be drawn up within
budget with and without a pool. J. Hay seconded, it was unanimously accepted and
the motion was carried.
J. Hay suggested that the drawing be done in a timely fashion. A. Troop stated that
Gord Laxton should be able to do up the drawings within a couple of weeks. J. Wright
and A. Troop discussed when would be a good time to set up a Club House Committee
meeting to review the designs before the next Board meeting.
Action Item Completion Date
2.1 A. Troop is to get new schematic drawings done Prior to Feb/28/2007 to fall into
the budget of $870,000 with and
without a pool.
2.2 J. Wright is to give a Club House Committee March/24/2007 update report at the
next Board Meeting.
3. I. Taylor gave a Communications Committee report. He stated that there were 48
members in good standing and 60 website ids.
I. Taylor asked all Committee Chairs to submit the names of their committee members
to him so that he could put them on the website.
Action Item Completion Date
3.1 All Committee Chairs are to give names of their January/27/2007 committee
members to I. Taylor.
3.2 I. Taylor is to give a Communications/Membership March/24/2007 Committee
update report at the next Board Meeting.
4. J. Kenny gave a Nature Sanctuary Committee report. He stated that there was no
update from Robin Tapin since the last AGM.
A. Troop stated that the parking lot in Phase 4 is finished and will allow access to the
Nature Sanctuary.
B. Boyd stated that at the town meeting he heard that in Phase 4 the Cul de sac had to
be moved with mentioned being made to the pedestrian walkway into the Nature
Sanctuary. A. Troop said that it wasn't required.
B. Boyd asked where the access for the Nature Sanctuary would be located. A. Troop
stated that access would be from the parking lot.
I. Taylor asked A. Troop if he could send us a copy of the plan to update on the
website. A. Troop suggested that Chuck MacDougall let I. Taylor know when a lot has
been sold to put on the website. I. Taylor stated that Nina is already doing that.
J. Kenny stated that he had got into the Master Plan from the Town of Huntsville and
that he was told that we would need to get active support from the Parks Committee to
try and get back the land given in lieu of cash for development costs.
J. Wright stated that if the town agreed to give back the land that they may be required
to provide it at market value.
B. Boyd asked why we wanted the land back. L. Bentley explained that we were told
that there was to be a 200-acre Nature Sanctuary, however, it was found to be less. J.
Kenny added that there was also a fear that the adjoining piece given to the Town by
WHPL would allow access to the public to our Nature Sanctuary. L. Bentley also
stated that all kinds of insurance issue could arise as a result.
L. Bentley asked A. Troop if he could look into it with the Town. A. Troop stated that
he would have it investigated. J. Kenny offered that he be involved or help. A. Troop
stated that if the Council requires deposition, than the Board would be involved.
Action Item Completion Date
4.1 A. Troop is to have updated plan sent to I. Taylor March/24/2007
to update the website.
4.2 A. Troop to look into the getting the land back March/24/2007
from the Town.
4.3 J. Kenny is to give a Nature Sanctuary Committee March/24/2007 update report at
the next Board meeting.
5. B. Boyd gave the Treasurers report. He handed out updated financial statements
(see handouts titled "The Woodland Heights Community Association Statement of
Revenue and Expense For the Year Ended August 31, 2007 Year to 20-Jan-07"; "The
Woodland Heights Community Association Bank Account Recap At January 20, 2007";
and "The Woodland Heights Community Association Contingency Reserve"). He
commented that there was presently $5,600.00 in the bank and that about $50.00 had
been spent.
B. Boyd required signatures to change the names of the individual to have access to
the safety deposit box; as well he required signatures for signing authority. He had
suggested that those onsite have signing authority and that those offsite don't. The
necessary signatures were acquired for the documents.
B. Boyd asked for outstanding bills from the AGM. J. Kenny gave them to him.
J. Wright moved that the Financial Statements be accepted. I. Taylor seconded, the
Financial Statements were unanimously accepted and the motion was carried.
I. Taylor stated that he had contacted Atriens Counsel, the associations insurance
company, and found out that the insurance premium would not be changing on May
31st.
J. Kenny stated that FOCA membership would be increasing.
Action Item Completion Date
5.1 B. Boyd is to give the Treasurer report at the March/24/2007 next Board meeting.
6. John Hay stated that Bernie Timothy and Sandy Mackay had agreed to review and
inspect the books of the Woodland Heights Clubhouse Trust.
J. Hay moved that Sandy Mackay and Bernie Timothy review and inspect the books of
the Woodland Heights Clubhouse Trust. J. Wright seconded, it was unanimously
accepted and the motion was carried.
Action Item Completion Date
None
7. C. Samuel gave an update on signage and motorized vehicle allowances in
Woodland Heights. She stated that Sarah Brown, the Director of Physical Services for
Huntsville, stated that the speed limit in Woodland Heights is restricted to 50 km
which would be ratified by Council at the beginning of February and that once
approved that the signs would be posted at both entrances to Woodland Heights. She
stated that this should assist us with our speeding concerns. In regards to other
signage in the subdivision i.e. Children at play please slow down, she said that a
review would have to be done to see if such signs are warranted.
C. Samuel stated that Sarah Brown said that in regards to snowmobiles on the roads,
under provincial legislation snowmobiles are permitted unless Council By-Law has
prohibited them and that in Huntsville snowmobiles have been prohibited on some of
the roads in the urban core. She further stated that anyone running snowmobiles off
of their own property must have an OFSC Trail Permit.
C. Samuel stated that Sarah Brown had said that in respect to ATV's on the roads,
under provincial legislation ATV's are not permitted on roads unless they have been
granted permission by Council By-Law and that in the Town of Huntsville ATV's are
not allowed on any roads.
I. Taylor suggested that an update be put on the website in the community section
regarding snowmobiles and ATV regulations.
Action Item Completion Date
7.1 I. Taylor to post snowmobile and ATV regulations February/28/2007 on the website
D. Other Business
None.
Action Item Completion Date
None
E. Agenda for Next Meeting
1. Approval of Agenda - Lee Bentley
2. Approval of Minutes - Lee Bentley
3. Community Enhancement Committee Report - I. Chmil
4. Club House Committee Report - J. Wright
5. Communications/ Membership Committee Report - I. Taylor
6. Nature Sanctuary Committee Report - J. Kenny
7. Treasurer's Report - B. Boyd
8. Other Business
Adjournment:
The meeting was adjourned by Chair, L. Bentley at 3:34 pm. The next board meeting
will be held on March 24, 2007 at 1:30 pm at the home of J. Hay located at 24
Birchwood Drive.
Minutes submitted by: Secretary - Cyrese Samuel
Approved by: