May 5, 2007
Opening:
The fourth meeting of the 2006/2007 Board of Directors of the Woodland Heights
Community Association was called to order at 1:35 p.m. on Saturday May 5, 2007, at
the home of President/Chair L. Bentley.
Present:
Lee Bentley President/Chair a
Bill Boyd Treasurer 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 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.
B. Approval of Minutes of last Board Meeting
L. Bentley asked that a motion be made to accept the Board Meeting Minutes of
March 24, 2007. B. Boyd moved that the minutes be accepted, I. Taylor seconded, the
minutes were unanimously accepted and the motion was carried.
C. Open Issue
1. I. Taylor gave a report from the Enhancement Committee meeting in J. Hay's
absence. He stated that the following items were brought up in the committee
meeting held May 4, 2007:
i) A request was made that a garbage can and recycling bin be placed at
construction sites.
ii) At lot 29 in phase 2 there is dumping of fill there that seems seasonal. The
question was asked if there was a reason for it.
iii) At the corner of Deerfoot Trail and Natures Way there is a boiler, tires and vinyl.
The question was asked if these items could be removed.
iv) A question was asked about any studies being done regarding the water table
etc. when ponds are being created. J. Kenny asked if Jaeger Company was in charge
of this. L. Bentley stated that Bill Waterhouse said that it is submitted with the site
planning agreement. He recalled Bill advising that some of the "ponds" were
required for storm water surge reasons. J. Wright stated that he thought that plans
had to be submitted for water stands, but that he was not certain. L. Bentley
suggested the committee might wish to check with the Town, or responsible
Provincial authority, if they wanted more information regarding the aquifer and who
is drawing on it.
v) Woodland Alliance had contracted with Muskoka Forestry for the removal of fallen
trees after the bad storm, however, it appears that the job was not satisfactorily
completed because it seems as though they took the usable materials and left the
bad stuff on the sites. The committee wanted to check with Woodland Alliance
regarding this.
vi) The easement on Deerfoot Trail and Birchwood Drive has water problems and
sand problems. The committee wanted to know if something could be done about it
and who is responsible. It was also suggested that it would be a good location for a
bit of landscaping to add beauty and value to the community.
The Board discussed what areas were thought to be common areas. L. Bentley felt
that we had to be careful of what some might conclude or feel are common areas. He
expresses that according to both Bill Waterhouse and more recently Alex Troop, the
only common areas are the Club House lot and Nature Sanctuary lands.
L. Bentley advised that it is important to have a mandate from the Enhancement
Committee to be approved by the Board of Directors and that the committee would
then operate within the mandate. I. Taylor said that J. Hay had solicited information
from the committee to put together the mandate and that it had been J. Hay's
intention to present it to the Board in that meeting.
The Board discussed the community covenants and how and whom would be
responsible for their enforcement. C. Samuel suggested that the covenants could be
posted on the website as a gentle reminder to the property owners to upkeep them,
however, it was brought up that not everyone's contracts were the same, which
would make it challenging. J. Wright suggested that a general statement could be
posted rather than detailed covenants. L. Bentley stated that the committee needed
to get a draft mandate to the Board stating principles rather than details.
Action Item Completion Date
1.1 J. Hay to submit draft mandate to Board for July/07/2007 approval.
1.2 J. Hay to give Enhancement Committee update July/07/2007 report at the next
Board Meeting.
2. L. Bentley handed out copies of the email that he had sent out along with A.
Troops response dated May 5, 2007. J. Wright expressed his thanks and appreciation
for Bob McKnight who has been acting as Secretary for the committee. The Board
discussed the pros and cons regarding the possibility/feasibility of changing the
site to allow for an improved Club House relative to what could be built on the
current site.
B. Boyd asked where the right of way and parking mentioned in the email was
located. J. Wright showed the location on the site plan between lot 21 and lot 22
where there is presently and easement on the plan, which Woodland Alliance could
look into getting expanded for a roadway into the parking lot for the Club House and
Nature Sanctuary.
J. Kenny asked if there were any tax implications with having the Club House in the
Nature Sanctuary in regards to zoning and the trust. L. Bentley suggested that it
shouldn't change. He stated that the Eco-center might bring tax benefits and the
Club House might not, but if this concept were to proceed more research into this
element would have to be undertaken.
L. Bentley advised that A. Troop would not be attending this Board meeting due to a
potential conflict of interest, regarding the discussion the Board would be
undertaking about the possible Club House relocation. The Board discussed A.
Troop's suggestion from the last Board meeting regarding the present Club House
lot possibly being sold and the construction of the Club House to take place on
some of the Nature Sanctuary lands. The Board also discussed A. Troop's
suggestion of selling the current Club House lot and splitting the sale proceeds
50/50 between the Association and Woodland Alliance. The Board was to review
this potential approach and let A. Troop know what they thought about the concept.
The discussion continued.
J. Wright handed out copies of the potential email to be sent out to the association
members, to get a read on how they would feel about a site change to get more
capital funds to build a better Club House that would be interconnected to the
Nature Sanctuary.
L. Bentley gave some reasons why the proposed 50/50 profit split with Woodland
Alliance on the possible sale of the present Club House site, might not work, at least
from the community perspective. He referred to some of our Purchase Agreements
that detail the present Club House Lot as being specifically dedicated for the
construction of the Club House. He mentioned that this was also referenced in the
Trust Agreement. L. Bentley referred to a memo authored by WHPL lawyers, which,
amongst other things, stated that the Club House lot is to be conveyed to the
Association. He expressed that since the Club House and the lot upon which it is to
be built, are to be owned by the Association in the future, it would be difficult to
justify a sharing of the profits. L. Bentley suggested that moving the future Club
House to the Nature Sanctuary could not be considered a lot swap as the Nature
Sanctuary is also to be conveyed to the Association in the future. It was noted that
the developer, even without a share of the lot sale proceeds, had many benefits
should the lot be sold and relocation to the Nature Sanctuary lands occur. The
Board had a discussion and agreed that the possible option should be looked into
further, but the idea of a 50/50 split of any lot sale proceeds did not appear to
represent the communities' "best interest". B. Boyd motioned that we should
continue talks with Woodland Alliance regarding the possibility/feasibility of
changing the location of the Club House from it present lot to the Nature Sanctuary,
J. Kenny seconded it, the Board agreed unanimously and the motion was carried.
Action Item Completion Date
2.1 L. Bentley was to inform A. Troop of the Board's May/07/2007 decision to further
investigate the feasibility of relocating the future Club House to the Nature
Sanctuary site, and the attitude towards a splitting
of lot sale proceeds.
2.2 J. Wright is to have draft communication revised. July/07/2007
2.3 J. Wright to give Club House Committee update July/07/2007 report at the next
Board Meeting
3. I. Taylor gave a Communications Committee report. He stated that the current
status showed 109 lots in phases 1-3 of which; 91 were sold, 2 were model home
lots, 1 was the Club House site and 15 were unsold in Phase 3. Of the 91 sold, I.
Taylor stated that 65 now have dues paid, 24 were still outstanding and that 2 are
double lot owners.
I. Taylor stated that that he sent out paper invoices and that 5 out of 24 responded.
I. Taylor stated that the website was up to 64 id's. He handed out copies of the
updated member information list.
Action Item Completion Date
3.1 I. Taylor is to give a Communications/Membership July/07/2007 Committee update
report at the next Board Meeting.
4. J. Kenny stated that there was nothing new to report regarding the Nature
Sanctuary.
Action Item Completion Date
4.1 J. Kenny is to give a Nature Sanctuary Committee July/07/2007
update report at the next Board meeting.
5. B. Boyd gave the Treasurer's 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 5-Mar-07"; "The
Woodland Heights Community Association Bank Account Recap At May 5, 2007";
and "The Woodland Heights Community Association Contingency Reserve"). He
stated that revenues were up by $270 from dues collected and that the expenses
were from payment of the Liability Insurance and FOCA Membership that falls within
the budget of $1,330. He also stated that there was currently $4,572.06 in the bank
account.
J. Kenny asked about the Nature Sanctuary expenses. B. Boyd stated that it was the
FOCA Membership fee.
I. Taylor moved that the Financial Statements be accepted. J. Kenny seconded, the
Financial Statements were unanimously accepted and the motion was carried.
Action Item Completion Date
5.1 B. Boyd is to move FOCA Membership from the Prior to July/07/2007 Nature
Sanctuary to Communications/Membership.
5.2 B. Boyd is to give the Treasurer report at the July/07/2007 next Board meeting.
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 - 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. Pine Ridge by-law review report - J. Hay
9. Other Business
Adjournment:
The meeting was adjourned by Chair, L. Bentley at 4:05 pm. The next board meeting
will be held on July 7, 2007 at 1:30 pm at the home of B. Boyd at 7 Deerfoot Trail.
Minutes submitted by: Secretary - Cyrese Samuel
Approved by: