July 7, 2007
Opening:
The fifth meeting of the 2006/2007 Board of Directors of the Woodland Heights
Community Association was called to order at 1:45 p.m. on Saturday July 7, 2007,
at the home of Treasurer Bill Boyd.
Present:
Lee Bentley President/Chair a
Bill Boyd Treasurer a
John Hay Vice President a
John Kenny Board Director a
Cyrese Samuel Secretary a(arrived at 3:45)
Ian Taylor Board Director a
Alex Troop Board Director A
John Wright Board Director a
1. Approval of Agenda
L. Bentley asked that a motion be made to accept the revised agenda. I. Taylor
moved that the revised agenda be accepted, J. Kenny seconded, the revised
agenda was unanimously accepted and the motion was carried.
2. Approval of Minutes of last Board Meeting
L. Bentley asked that a motion be made to accept the Board Meeting Minutes of
May 5, 2007. John Wright moved that the minutes be accepted, Bill Boyd
seconded, the minutes were unanimously accepted and the motion was carried.
3. Community Enhancement Committee (CEC) Report
J. Hay, Chair of the Community Enhancement Committee, handed out his report
on the First Meeting of the CEC, held on Friday, May 4, 2007. He reviewed the
items on that report. Some items that remain as issues/concerns of the CEC are:
- The fixing up of the Welcome area located at the corner of Deerfoot Trail and
East Browns Road. Some ad-hoc improvements and cleaning were recently made
by some of committee members and other helpers. What is unclear is the extent to
which Woodlands Alliance will be making further aesthetic improvements,
perhaps utilizing the services of Fernglen Nurseries. Also unknown is the status
of the electrical lights at that location and the in-ground sprinkler serving that
patch of ground.
- The need for improving the landscaping at the corner of Birchwood Drive and
Deerfoot Trail (by the pond), both for aesthetic purposes and for addressing the
"ponding" of rainfall that, in Winter, leads to icy conditions on the road.
The Board had a discussion regarding the unattractive, incomplete status of one
owner's residence on Birchwood Drive. It was noted that there is a proposed new
Town By-law to address unkempt properties and that this might be helpful. It was
also noted that the Developer, in its contracts with purchasers, had some
influence over the appearance of residences/lots but it was not known whether
WHPL or WA would be the organization to handle this case.
The Board had a discussion regarding the dumping of fill on the lot at the corner
of Deerfoot Trail and Royal Oak Drive and the standing water on both sides of the
road at this location.
The need for common action to help keep our development clean was discussed.
J. Wright moved, J. Kenny seconded and the Board unanimously accepted the
following Mission Statement of the Community Enhancement Committee:
"To promote the Muskoka "country" setting which originally attracted property
owners to Woodland Heights and build on its natural attractiveness in order to
maximize value for the mutual benefit of property owners and the developer. To
enhance the development through the protection of the environment and the
maintenance of an aesthetically pleasing and safe community."
Action Item Completion Date
3.1 J. Hay is to review the Development Plan to September/07/2007 determine the
extent of easement that has been established at this corner so that the Board can
ascertain what relative responsibility the Town of Huntsville and the abutting lot
owner have to make changes.
3.2 J. Hay is to contact Sarah Brown of the Town September/07/2007 of Huntsville
to determine if the Town would have any concerns about changes that could be
made at that corner, and who might make them.
3.3 J. Hay is to ask Sarah Brown as to the distance September/07/2007 from a road
centre line to a property so that it is clear what level of responsibility for removal
of standing water lies with property owners versus that of the Town.
Action Item Completion Date
3.4 J. Hay is to ask Alex Troop to determine September/07/2007 whether WHPL or
WA has the authority to address this issue in this case, and the extent of that
authority.
3.5 J. Hay is to contact the owner of the lot on September/07/2007 Birchwood that
was discussed regarding the present status of the properties state.
3.6 I. Taylor to post on the website September/07/2007 encouragement for owners
to pick up any garbage on an ongoing basis and mention the likelihood of a Fall
Community Cleanup Day if necessary, following the AGM.
3.7 J. Hay is to give a Community Enhancement September/08/2007 Committee
report at the next Board meeting.
4. Club House Committee Report
Board Chairman L. Bentley began by informing the Board of recent
communications with A.Troop regarding the possibility of relocating the future
Club House to the Sanctuary lands. A. Troop has advised the Board that the
proposed sale of the Club House lot, and subsequent relocation to a portion of
the Nature Sanctuary could not proceed from Woodland Alliance's perspective.
The reason for this relates to a restrictive covenant, in a particular contract, that
precludes any building on, or change to the current status of the Sanctuary
lands. Woodland Alliance had discussions with the people involved, and as a
result concluded that no change or modification to these restrictions was
possible, and therefore the concept to relocate the Clubhouse was no longer an
option. A. Troop advised that the Clubhouse would be built on the current
dedicated lot and the estimated budget we have been working with remains
unchanged.
Discussion ensued. The Clubhouse Committee will now return to exploring the
options for the provision of a Clubhouse on the original clubhouse lot within the
fixed capital budget of around $870,000.
Action Item Completion Date
4.1 J. Wright is to hold a meeting with the Club Prior to Sept/08/2007 House
Committee to re-do a communication to the Association.
Action Item Completion Date
4.2 J. Wright to give a committee report at the next September/08/2007 Board
meeting.
5. Membership/Communications Committee Report
I. Taylor reported that 2 more people had paid their fees and 22 have not.
Action Item Completion Date
5.1 I. Taylor is to give a committee report at the September/08/2007 next Board
meeting.
6. Nature Sanctuary Committee Report
J. Kenny stated that the committee was left in limbo regarding the interpretive
signage for the Nature Sanctuary. He stated that Roy and Robin where supposed
to be getting together to determine what signs would be posted and where. J.
Kenny showed the information poster he had received from Chuck. B. Boyd
shared that he understood that the posters for the Nature Sanctuary would be
under plastic scattered throughout the Nature Sanctuary.
J. Kenny stated that Roy and Rob would be determining the trails and he asked if
the committee could meet with them and have some input. He stated that he
didn't know who is to agree on the trails and that he would like to get the
committee together to talk about it. He wanted clearer understanding of what
commitments have been made to Ducks Unlimited and who has ownership. J.
Kenny recommended that the Board meet with A. Troop and Robin to find out the
current status on the Nature Sanctuary. He further stated that there are
communications being made regarding the Nature Sanctuary and that he didn't
know what the communication were and between whom.
L. Bentley suggested that J. Kenny write a draft memo, with questions, to help
establish some fundamental values, and send it to A. Troop for a response. He
suggested the memo first be circulated to the Board.
J. Wright asked if there were already existing trails. L. Bentley responded stating
that there was a trail in existence and that he had been on it. J. Hay asked if there
was still an entrance between lot 12 and 14. L. Bentley said that there was. J.
Kenny stated that the official entrance would be in phase 4. L. Bentley stated that
the Town land between lots 12 and 14 abuts parkland given to the Town by Bill
Waterhouse.
J. Wright asked J. Kenny if he got any sense from Chuck as to when Alliance
planned to cut the trails. J. Kenny said that in the winter he heard that it would
begin this summer, however, Rob's first priority is with "Red Leaf".
J. Kenny stated that he would like to get Robin and A. Troop together.
Action Item Completion Date
6.1 J. Kenny is to do up draft of questions to be Prior to Sept/08/2007 circulated to
the Board prior to being sent to A. Troop for his response.
6.2 J. Kenny to set up a meeting with A. Troop, Robin Prior to Sept/08/2007 and
the Nature Sanctuary Committee.
6.3 J. Kenny is to give a Nature Sanctuary Committee September/08/2007 report at
the next Board Meeting.
7. Treasure's Report
B. Boyd handed out the financial statements. He stated that not much had
changed since May. He stated that there was an extra $100 in the account as
results of receiving membership fees and that there was $50 in the contingency
reserve. He shared that there were website expenses of $91.84 and that the $40
incorrectly showing as a Nature Sanctuary expense had been removed and
corrected to show as an expense for Liability Insurance. He stated that we were
still operating with a surplus, but that he would be expecting expenses to come
in regards to the upcoming AGM.
J. Kenny stated that he would not be able to get pricing for the AGM. B. Boyd
mentioned that perhaps the Brunel Community Centre might be a possible
location for the AGM. J. Kenny stated that there was a need to look at where we
are going to have the AGM. J. Kenny and J. Hay are to work on finding a facility. L.
Bentley suggested that they ask "HV" for a quote.
J. Kenny moved that the AGM be held on October 27th and all agreed.
L. Bentley stated that we would have to give the association members 30 days
notice. He said that he would help C. Samuel to put together a package to be sent
out to the association.
L. Bentley asked that a motion be made to accept the financial statements. I.
Taylor moved that the financial statements be accepted, J. Hay seconded, the
Board unanimously accepted and the motion was carried.
Action Item Completion Date
7.1 J. Kenny and J. Hay are to find a facility September/08/2007 for the AGM.
7.2 L. Bentley is to help C. Samuel put a package September/15/2007 together to
be sent out to the Association Members for the upcoming AGM.
7.3 Bill Boyd to give Treasurer's Report at the next September/08/2007 Board
meeting.
8. Pine Ridge By-Law Review
J. Hay reviewed and gave hi-lights regarding the Pine Ridge By-Laws. In regards
to their membership he shared that their by-laws stated that membership is
mandatory at the close of the house deals whereas, ours is conditional upon the
Club House being conveyed to the Association. J. Hay stated that this meant that
we could only be forced to be members when the Club House is built.
J. Hay said that he didn't know if Pine Ridge's purchase agreement also
stipulates that their payments are monthly or annually. He said that they have a
non-avoidance clause, meaning that you pay whether or not they participate as
members. He said that their by-laws allow for a lien to be placed on an
individual's property and that ours doesn't.
J. Hay stated that Pine Ridge have an official nominations committee for the
Board with dated intervals. L. Bentley asked if any felt that we should have an
official nominations committee seeing that there is a potential for 11 members to
be on the Board and I. Chmil position is to be filled along with C. Samuel and L.
Bentley's whose term is coming to an end.
L. Bentley suggested that a broad based announcement be sent, to inform the
Association Membership, of the upcoming AGM on October 27th and that the
Board will be accepting, and encourages, nominations.
J. Hay advised that Pine Ridge's by-laws state that if they don't like the
performance of a Board Member, that person can be removed by a vote of 60% of
qualified members. L. Bentley asked if we should have a similar by-law.
J. Wright and L. Bentley expressed their appreciation to J. Hay for his review of
the Pine Ridge by-laws. The Board agreed that they appreciated J. Hay's report,
but at this time they didn't feel it necessary to change or add any by-laws. B. Boyd
suggested that we should probably wait until nearer the construction of the Club
House to see if there is any need to update our by-laws.
Action Item Completion Date
8.1 I. Taylor is to send out a broad mail announcement September/08/2007 of
regarding the upcoming AGM on Oct. 27th and that we are accepting nominees
for potential future Board Members.
9. Other Business
9.1 L. Bentley advised the Audit Team had sent a note to the Trustees denoting
certain concerns, and requesting a response. A response to their note was
received, and it advised the concerns had been rectified, and that a revised
package of information had been sent to the Audit Team. J. Hay read the
communication from the Audit Team to the Trustees. L. Bentley suggested that
the Audit Team review the package sent from the Trustees and report to the
Board.
9.2 I. Taylor stated that Chuck had mentioned to him that perhaps he might want
the Board involved with negotiations with Superior Propane. B. Boyd had
thought that there was a 5-year contract. L. Bentley suggested it was annual. L.
Bentley asked the Board if it wanted to be involved with the negotiation, J. Hay
said that the Board could not sanction it on behalf of the association. J. Wright
suggested that it would be reasonable for Chuck to be able to have a
communication put on the website.
9.3 Board had a discussion regarding Alliance's status of the Club House.
Action Item Completion Date
9.1.1 Audit Team is to get back to the Board with their September/08/2007
findings from the review of the package sent from the Trustees.
9.2.1 I. Taylor is to inform Chuck that the Board cannot September/07/2007 be
involved with negotiations on behalf of the Association with Superior Propane,
however a communication could be put on the website in regards to the
negotiations.
9.3.1 L. Bentley with the permission of the Board is to Prior to Sept/08/2007 send a
note to A. Troop regarding the next Board Meeting, AGM, with a summary of our
understanding of their status on the Club House.
Agenda for Next Meeting
1. Approval of Agenda - L. Bentley
2. Approval of Minutes - L. Bentley
3. Community Enhancement Committee Report - J. Hay
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. Audit Committee Report - L. Bentley
9. AGM Preparation Discussion- Board Members
10. Other Business
Adjournment:
The meeting was adjourned by Chair, L. Bentley at 4:05 pm. The next board
meeting will be held on September 8, 2007 at 1:30 pm at the home of C. Samuel at
43 Deerfoot Trail.
Minutes submitted by: Secretary - Cyrese Samuel & Ian Taylor
Approved by: