TWHCA BOARD OF DIRECTORS MEETING November 29, 2008

Attendance: Alex Troop(AT) Bill Boyd (BB) John Wright (JW) Bob Abbot (BA) Tony Cairns (TC)
John Hay (Past President) Joanne Oliver (JO) Ron Howald (RH) John Kenny (JK)

ITEM DISCUSSION ACTION

Approval of Agenda November 29th Agenda Approved JW-Motion/BA 2nd
Unanimous approval
Selection of:
Executive Officers David Bevan - Secretary RH-Motion/JK 2nd
Bill Boyd - Treasurer Carried
Bob Abbot - Vice President
Joanne Oliver - President

Committee Chairs
Nature Sanctuary John Kenny RH-Motion/JK 2nd
Property Enhancement Tony Cairns Carried
Clubhouse Ron Howald
Audit Joanne Oliver
Membership Joanne Oliver/Bob Abbot

Selection of Audit Committee Moved and Carried at 4th AGM meeting JO to contact Sandy
11/1/08 to continue with "internal" audit. Mackay, Bernie Timothy
Request assistance for respective functions and John Naylor

Board Meeting Frequency Meet every 2 months and call additional As Officers/Board deems
meetings when required necessary

Financial Records Bill Boyd provided copies of most recent BA-Motion/TC 2nd
Statement of Revenue and Expense, Unanimous approval
Contingency Reserve and Bank Account
Recap - Statements Accepted as presented

FOCA Representative Ron Howald has assumed responsibility RH to contact Ian Taylor
as contact person to review and obtain
FOCA files and advise
association of revised
contact information

Approval of Draft Minutes Board Members indicated they have DB to confirm changes
November 1st 2008 AGM reviewed or in process of reviewing and in order to finalize
Meeting have or will get back to DB if minutes for approval
changes are required.



ITEM DISCUSSION ACTION

Items/Concerns arising from Board members did not feel there were AT to provide proposed
November 1st AGM Meeting any items requiring follow-up, other than clubhouse plans, costs,
Requiring Follow-Up the clubhouse plans, which have been estimated maintenance
addressed. Alex Troop indicated he had his fees and questionnaire
group currently working on plans that he to all owners by April 1st
anticipated would probably be available in 2009.
the New Year.

Ian Taylor's Email re Owners' Actual Email was not discussed in detail JO to contact Ian Taylor
Contact List/OwnersDues/ but requires further action to meet and discuss
New Email ID

New Photos of 2009 Board Only 1 photo required - Bob Abbot BB to forward to Ian
of Directors for website Bill Boyd took photo at meeting Taylor to add to website



OTHER BUSINESS

2009 5th Annual General Proposed Date October 24th, 2009 JK to contact Hotel
Meeting Hidden Valley location for available dates and
advise AT
Room/refreshments to be possibly AT to confirm "gratis"
provided gratis by Rose Corporation status if held at H.V.


Woodland Heights Beneficiaries of the Trust Agreement BA-motion/JK-2nd
Clubhouse Trust Section 5 (a) of the
"Woodland Heights Clubhouse Trust".
It was apparent that not all owners had
received a copy or receipt as outlined in
the trust agreement. It was deemed
appropriate by the Board that this document
be provided to all owners who have not
received it. JO to follow with
Alex Troop indicated it could be made Sandy Mackay and
available through his Accountant, Bernie Timothy for
Mike Case, upon request from our procedure to follow
Audit Committee to obtain document(s)


John Wright Email (11/30/08) Request to include following comments/details in the minutes.

Clubhouse

WA will be reviewing the site plan with the Town and make any adjustments as required prior to
issuing building and site plan drawings to owners.

Estimate for monthly fees would include:

- Contribution to repair and replacement reserve (ie; building, furniture, fixtures and site
elements such as lighting, parking, plantings).

- Identifying the portion of monthly fee for ongoing Nature Sanctuary maintenance (ie, trail,
structures, furnishing such as benches).

- (Note: monthly fee should include insurance and all taxes for the Sanctuary as well as the
Clubhouse and Clubhouse property).

Trust Agreement

- Once the request has been received by the Audit Committee. WA will issue a confirmation
letter to each beneficiary confirming their contribution to the Trust.

- WA would modify their property sale close out procedures to include providing new
owners with a copy of the Trust Agreement and confirmation letter regarding their
contribution to the Trust. (Note: it would be helpful if the confirmation letter included
information on how to contact the Trustees).

ITEM DISCUSSION ACTION


Recruiting Board Members Two names came up as additions to our JO to contact Don M
board. However, since the individual's and Don K
names were not put forth at the AGM
Meeting for election it was suggested at
this point in time we solicit them to sit on
a committee. By having new committee
members this would hopefully be a form of
grooming future board members. It was
pointed out that we could "run out" of people
willing to participate and "new blood" was
most definitely welcome.
Don MacLean and Don Koruna


Next Meeting Saturday, March 14, 2009 - 10:30 AM JW to host