September 22, 2007
Opening:
The 7th 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 September 22, 2007, at the home of President/Chair, Lee 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

1. Approval of Agenda
The meeting was set up for the purpose of going over any further documents that were to be included in the AGM package.
2. Approval of Minutes of last Board Meeting
L. Bentley asked that a motion be made to accept the Board Meeting Minutes of September 9, 2007. John Hay moved that the minutes be accepted, I. Taylor seconded, the minutes were unanimously accepted and the motion was carried.

3. Community Enhancement Committee (CEC) Report

J. Hay stated that he had gotten a response to his email to Alex Troop that was resent on September 13, 2007. He read Alex's response that he received via email on September 20, 2007. In the email Alex Troop had stated that Woodland Alliance did not have any issue with the committee enhancing the corner of Deerfoot Trail and Birchwood Drive. He suggested to John Hay that the committee have a landscape company provide a concept drawing for approval. He recommended using Fern Glen Nursery, as they were already active in the site of the Model Home. In his email A. Troop had stated that he would discuss with the staff when the irrigation system will be installed and it would be likely that this system could service the sign area with the well being the water source. He agreed that the area should be kept in an impressive state and that he would discuss the expressed concerns with staff. In regards to the easement, he stated that they had not made any progress on that point and in regards to the construction debris, he stated in his email that better efforts would be made to clean up waste on lots provided Woodland Alliance owned them or had authorization to do so. J. Hay stated that he responded to A. Troop's email asking for confirmation that Woodland Alliance will be covering the cost for the landscaping.

J. Hay handed out copies of the Motion for Amendment to By-Law#1. All were in favour for the Motion as drafted.


Action Item Completion Date

None


4. Club House Committee Report
Nothing was reported in J. Wright's absence.
Action Item Completion Date
None.
5. Membership/Communications Committee Report
I. Taylor stated that there was nothing to report member wise. He mentioned that Superior Propane's group rate price of 54.9 cents was not reflected on the bill today left on his door. He is to put an announcement on the website regarding this.
Action Item Completion Date
5.1 I. Taylor is to put an announcement on the Prior to Sept/25/2007 website regarding the propane group rate price not be represented correctly on the bills being left on door knobs after Superior Propane topped up the propane tanks.
6. Nature Sanctuary Committee Report
J. Kenny stated that he understood that approval had been given for phase four. He showed a map of the current trail and commented that the entrance could not be made accessible due to the sloping in that area, but that there is a part in the south side that with a days machine time and some crushed gravel could be made accessible.
J. Kenny handed out a part of guidelines titled "Ontario's Best Trails" which he said had some interesting information. He shared on the importance of having a part of the trail made accessible for the use of electric scooters or wheelchairs not motorized vehicles.

J. Kenny stated that he hadn't received an update letter from Robin Tapley and that he would look into getting it.
Action Item Completion Date
6.1 J. Kenny is to get an update on the trails and to Prior to Oct/27/2007 to look into getting the update letter from Robin Tapley.
6.2 I. Taylor is to get some shots of the current status Prior to Oct/27/2007 of the trails.
7. Treasure's Report
B. Boyd stated that he had a discussion with John Naylor and that he made some changes to the Audit Report. He stated that it would not be called an Audit Report, and that John Naylor preferred that it be called a Review Engagement Report.
B. Boyd handed out the financial documents for the AGM package. He made an adjustment for the accrual of $79.25 that he netted out in the AGM meeting expense.
B. Boyd moved that the changes made to the Statement of Revenue & Expenses for the Year Ended August 31, 2007, be accepted. I. Taylor seconded, it was unanimously accepted and the motion was carried.
C. Samuel received the signed Review Engagement Report and The Woodland Heights Community Association Balance Sheet at August 31, 2007, which is to be scanned and sent out with the Financial report in the AGM package.
B. Boyd handed out the changed Proposed Budget as discussed in the Board Meeting on September 9, 2007.
Action Item Completion Date
7.1 C. Samuel is to scan signed documents to go with September/27/2007 the Financial statements in the AGM package.
9. AGM Preparations
L. Bentley asked C. Samuel to do up the AGM Agenda for the Directors showing initials for Director responsible for each agenda item.
The Board had a discussion regarding candidates for the positions becoming available with L. Bentley and C. Samuel ending their terms. It was decided that the Directors would each do up a list of potential candidates that they would approach to be on the Board of Directors.
Action Item Completion Date
9.1 C. Samuel is to send Directors their copy of the Prior to Sept/27/2007 AGM Agenda.
9.2 Directors are to approach people on their list of Prior to Oct/27/2007 potential candidates and report back to the Board via email of any person who were interested in letting their name stand for candidacy.
10. Other Business
1) J. Kenny mentioned that Deerhurst Resort was offering the residents of Woodland Heights 40% off for membership in their Sports Facilities and 20% off meals, for any getting a membership prior to November 1, 2007.
2) C. Samuel stated that she would try and contact A. Troop to see if he is available to take part in the AGM. J. Kenny requested that she find out if he if he would have any A/V needs.
3) I. Taylor asked if Roger Samuel could look into getting the website registered with Google and Yahoo.
Action Item Completion Date
10.1 I. Taylor is to put an announcement on the web September/25/2007 regarding the promotion by Deerhurst Resort for the discounted membership in their Sports Facility.
10.2 C. Samuel is to get in contact with A. Troop September/25/2007 regarding his participation in the AGM.
10.3 C. Samuel is to ask Roger if it is possible to get September/25/2007 the website registered on Google and Yahoo.
Proposed Agenda for November 18, 2006 Board of Directors Meeting
1. Approval of Agenda - John Hay
2. Approval of Minutes - John Hay
3. Selection of Executive Officers and Committee Chairs
4. Selection of a Delegate/Contact Person to FOCA
5. Discussion on Board Meeting Frequency
6. AGM Follow up
7. Other Business
Adjournment:
The meeting was adjourned by Chair, L. Bentley at 3:50 pm. The next board meeting will be held on November 17, 2007 at 1:30 pm at the home of J. Hay.
Minutes submitted by: Secretary - Cyrese Samuel
Approved by: