“Wood Creek is a Desirable and Welcoming
Residential Community of Townhomes
Located in Pittsford, NY”

CURRENT HOA BOARD MINUTES

June 20, 2019 Board Meeting Minutes

 OF INTEREST TO RESIDENTS

Variance Request Form Link (Revised 7, 2019)
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Wood Creek Homeowner’s Directory has been updated and is current as of May, 2019.  You will find it on the Residents’ Login page.
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The Wood Creek June Newsletter is available on the Newsletter Page
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The next HOA Board Meeting will be held on Thursday, September 19, 2019, 4 pm at the Spiegel Center.


Thursday, August 15, 2019:  Wood Creek Homeowners’ ANNUAL MEETING, 7 pm, First Presbyterian Church of Pittsford, Fellowship Hall. Brewster’s ICE CREAM truck will be at the church (Locust St. side parking lot) prior to the annual meeting from 6:15 til 7:00 pm with free ice cream, compliments of the Wood Creek HOA Board.

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AGENDA

Woodcreek Homeowners Association
Monthly Meeting Agenda @ Spiegel Community Center, Pittsford, NY
July 18TH, 2019 at 4 PM

 

Call to Order:   President, Tom Shay

Attendance/ Directors: ( ) Tom Shay,  ( ) Joyce Pluta-Haag, ( ) Will Ruby, ( ) Ginny Quinn ( ) Howard Cone,  ( ) Chuck Minster, ( ) Bob Gerace

Reminders/Welcome:

Annual Meeting will be held in August 15th, 2019 to be held at the First Presbyterian Church of Pittsford @ 7:00pm/ set up @ 6pm

Guests/Open Forum:

  • Ellen Clouser
  • Phil Lewis

Reading & Approval of minutes from previous monthly meeting:

  • June Minutes

Secretary’s Report & CommunicationGinny Quinn

Ginny’s last meeting as secretary.

Nominating Committee Report:   Joyce P. Haag, Chair; Mary Ann Keegan, Deborah Bellisario, Ellen Xydias, Ellen Thiede

  • Report on progress with nominating committee

Roofing Committee:   Joyce Pluta Haag, Chair; Emmett Miller, Keith Knight & Bob Gerace

 Treasurer’s ReportChuck Minster and Howard Cone

Operations Report:  Will Ruby, Chair

Property Manager’s ReportChristine Sears

  • Response from Christine on questions brought up by Joyce of several issues regarding Kreider Chimney repairs (pictures before/after), dead tree between 4/6 CR etc…
  • Discussion on managers’ report
  • Progress on issues raised during walkaround (sidewalks etc…)
  • Where are we with Chimney repairs
  • Snowplow contract

Variance Committee Report/Requests:  Will Ruby, Board Liasion; Debbie Bellisario, MA Keegan, E. Clouser, Emmett Miller, Ursula Miller, Marilyn MacDonald, J. Frankelpohl, Judith Maloney

  • See committee report

Old Business:

New Business:

  • Discussion on the new revised Matrix proposed by Debbie Bellisario (Chuck)
  • Discussion led by Joyce on Future Planning
  • Greenlight Proposal (to be brought up at the annual meeting)

Executive Session:

  • Discussion on issues that Howard has identified that pertain to Crofton. (mtg. 7/17/19) result to be discussed

Action Items:

MINUTES

Wood Creek Homeowners Association
Meeting Notes: Board Meeting, Thursday, June 20, 2019
Spiegel Community Center, Room 204

 Attendance:       Directors:  President Tom Shay, Joyce Haag, Will Ruby, Ginny Quinn, Howard Cone, Chuck Minster, Bob Gerace
                              Property Manager:  Christine Sears

Guests:                Maria and George Scott, Ursula Miller, Marilyn MacDonald

Meeting called to order by President Tom Shay at 4 pm.

Announcements:

  • Wood Creek HOA Annual Meeting, August 15, 2019, 7 pm at the First Presbyterian Church of Pittsford, 25 Church Street, Pittsford. Set up 6 pm.
  • Brewster’s Ice Cream truck will be at the meeting at 6:15 until 7 pm.

Secretary’s Report:  Ginny Quinn

Chuck Minster made a motion to approve minutes of the May 16, 2019 board meeting.  Bob Gerace seconded, motion passed.

Discussion of cookies provided by residents vs. ice cream truck at the Annual Meeting.  It was decided to go with Brewster’s again this year, since it is easy and relatively inexpensive.  Ginny will coordinate.

Nominating:  Joyce Haag

Mike McArdle will run for a three-year term, ending 2022.  Bob Gerace, who was appointed to the board last year to fill an empty seat, will run for election to the board for a three-year term, ending 2022.

Roofing Committee:  Joyce Haag

The Roofing Committee met recently and discussed the following:

  • They recommend that homeowners will be assessed three $1,000 payments to provide enough funds for roof replacement
  • Upstate will require some money when contract is signed and before work commences
  • Eagle View should do their aerial photos Fall 2019
  • Chimneys should be repaired before roofing project begins
  • Upstate suggests that all roofs should be completed by 2024. Therefore, the project should begin in Spring 2022
  • Discussed potential timelines
  • All gutters should be replaced and 6” downspouts added
  • Additional insulation may be purchased by homeowner, but more efficient and maybe less expensive to have it done while roof is being replaced
  • Discussed whether a third-party manager is necessary to oversee the contractor. The manager would oversee what the contractor does, approve change orders, act as buffer between homeowner and contractor.  Upstate says they can work with or without an overseer
  • Skylights – Cost split 50/50 between homeowner and HOA for original skylights
  • Howard reported that a homeowner told him that some insulation was installed improperly, causing condensation.


Treasurer’s Report:
  Howard Cone and Chuck Minster 

  • Chuck reported that the first sheet of the Long Range Plan Range Plan distributed at the meeting has some errors. Chuck and Howard are working with Crofton to align the numbers
  • One CD is expiring on August 7, 2019. Another CD expires in September.
  • Discussion of line for exterior lighting in the capital budget
  • Would like to take inventory of what Wood Creek has in Crofton’s warehouse
  • Operating expenses going up about 1.5% per year

 

Operations Report:  Will Ruby

  • Looked at pachysandra, overgrowth of trees at 58 Creek Ridge with members of Variance Committee.


Property Manager’s Report: 
Christine Sears

Christine reported on the spring walk around which took place on May 24h. 

  • A list of landscaping items has been given to Gary Romig and she is awaiting their quote. Bartlett Tree has quoted a tree removal and tree trimming. 
  • Magic Plow had submitted their 2019-2021 snow removal proposal with no increase in the contract amount but an increase in the price per trip for shoveling. Dan Baughman has agreed to lower the price per trip for shoveling from $750 to $650.  The rate for shoveling in the last contract was $525 per trip. Baughman charges us $24,500 for plowing plus shoveling and salting per trip. Chris is looking at another snow plow company to give us a quote. 
  • Five chimney repairs have been awarded to Kreider Masonry, 153, 155, 159 and 129 Wood Creek and 25 Creek Ridge. The cost of these 5 repairs will total $8,350.  Have requested before and after pictures of these repairs and requested more inspections take place.
  • Discussion of three landscaping quotes: Pin Oak, RM Landscapes, Romig.  Romig is lowest, Tom Shay recommended staying with them for now. 
  • 73 Creek Ridge requesting HOA pay for critters in her soffit. Discussion ensued, including whether or not it was rotting.  HOA will pay for the outside repairs.
  • Siding repair: Christine made notes of places needing repair during their walk around. They are also checking cedar shakes.
  • Also noted during walk around, some sidewalks have lifted. KB Enterprises has estimated repair at $600 and Concrete Solutions estimates $486.   Concrete Solutions would lift sidewalk up to level of others and fill beneath at 6 and 89 Creek Ridge.

Tom Shay made a motion to accept Concrete Solutions bid to repair sidewalks.  All in favor, none opposed.  Motion passed.

  • Bartlett Tree: Large maple tree on Summer Tree is dead and is coming down, also Blue Spruces behind 9 Winding Wood and large Norway Spruce between 32 and 34 Creek Ridge.  Pruning will be done to several trees behind properties on Creek Ridge.

 Motion made to remove trees at 6, 18, and 30 Creek Ridge.  All in favor, none       opposed.  Motion passed.  

  • Discussion regarding replacing trees in courtyards vs not in courtyards:

Chuck minster made motion that the HOA will pay $150 toward a new tree for a courtyard if it is on the approved list, and homeowner must pay the difference.  All were in favor, motion passed.

  • Romig Contracts for 2020 and 2021:   Contract for 2020 – $76, 696, which includes 130 yards of mulch, and the contract for 2021 does not include mulch – $73,256.40.  It was agreed at previous meetings to apply mulch every other year. 

Following discussion, Bob Gerace made a Motion to accept both contracts (2020 for $76,696 and 2021 for $73,256.40) for basic services.  All in favor; none opposed.  Motion passed.

Variance Report:  Will Ruby

  • 28 Creek Ridge (Ruby) request to add gate to deck stairs from storage at homeowner expense. HO to pay for labor but HOA provide gate from storage.  At the meeting the variance was approved but subsequently denied once board became aware of past practice.  Homeowner must pay for the gate as well. Approved request to add grass seed in rear
  • 5 Summer Tree (O’Neill) request for installation of two skylights. 50 % paid by homeowner, 50% paid by HOA. 
  • 100 Creek Ridge (Thiede) Request to install dark hardwood mulch in rear of unit. HO expense. 
  • 11 Creek Ridge (DiVincenzo) request to replace all except three windows. HO to purchase Anderson Windows. 
  • 60 Creek Ridge (Scott) request to have dumpster in driveway for two weeks.
  • 125 Wood Creek (Gianforte) request to replace bushes under kitchen window. At HO cost. This

change will become responsibility of homeowner.  Approved.

  • 8 Winding Wood (Walsh) requesting to replace doors in front and rear deck at own expense.
  • 26 Creek Ridge (Hoff) requesting gate on deck. At the meeting the variance was approved but subsequently denied once board became aware of past practice.  Homeowner must pay for the gate as well.
  • 8 Summer Tree (Comisso) request to remove overgrown bushes in courtyard and add hydrangea tree. Board requesting a specific diagram of plan. 

New Business:  All

  • Chuck Minster reported that Debbie Bellisario will form a committee to go to Crofton to review variance requests so that the board is able to handle new requests consistent with past practice. Discussion followed. She will report to Will Ruby.

Motion made to have D. Bellisario review previous variance requests from the beginning of Wood Creek’s association with Crofton Perdue, Inc.  7 in favor, 1 opposed.  Motion passed.

  • Chuck Minster discussed the Wood Creek Declaration, Matrix, Handbook and Policies. Debbie Bellisario will look at each document to make sure they agree and correct and streamline them if they do not. 

Chuck made a motion, Will Ruby seconded to have D. Bellisario streamline the Wood Creek governing documents.  All were in favor.  Motion passed.

  • Discussion of Board committees, including Welcome Committee, Landscape Committee, By-Laws, Architectural Standards, Nominating Committee. Each should include a board member, plus two or more resident members.
  • Notices and mailings: suggestion to Crofton that instead of using the U.S. Mail to send notices and mailings, send via email to all who have it, and US Mail only to those who do not use email in the future to save on postage.

There being no further business, the meeting was adjourned at 5:53 pm.

Respectfully submitted,

Ginny Quinn, Secretary

The next regular Board meeting will be held on Thursday, July 18, 2019 at 4 pm at the Spiegel Community Center, Room 204.

HOA MISSION STATEMENT

Board of Directors’ Mission Statement

Your Board of Directors is committed to providing the Wood Creek community with the highest quality of
service, so that you receive an outstanding value for your association fees. We will provide attractive and wellmaintained
facilities for all to enjoy and maintain property values to the best of our ability. We will deliver
courteous and professional communications and services to our community and vendors at all times.
This is a model with which we strive to carry out our responsibilities to the community. Below are our guiding
principles.

  •  Integrity and honesty are the foundations of our actions.
  • Everyone is to be treated fairly, with dignity and respect.
  • We will promote the spirit of open communication and will listen and respond to each homeowner’s request promptly to the very best of our abilities.
  • We encourage feedback and new ideas from homeowners.
  • We will operate efficiently to maintain and increase our property values.
  • We will work to maintain and enhance qualify of life issues in our community that may involve special events, holiday celebrations, etc.
  • Every homeowner is encouraged to attend monthly BOD meetings and will be treated as a special guest at all time.
  • We will benchmark and monitor contracts that require spending of funds to ensure the best quality results for the fairest price, and use accepted business methods to run our association.
  • We must always maintain and demonstrate the highest ethical standards, and always ask ourselves when making decisions; “is this legal and the right thing to do?” There is no goal worth accomplishing if it cannot be accomplished with integrity.
  • There is no excuse for arrogance, and there is never a reason to show disrespect for others. Our tone of voice and body language must begin with decency and fairness. We all must be known for these values.
  • We must confront tough problems, not avoid them and leave them for others. This is never easy, but it’s what conscience demands and what leadership requires. We must keep the long view, and remind ourselves and we’re here to serve long-term interests.
  • We should never take the honor of service for granted. Some of us will serve for a season; others will serve longer. But all of us should dedicate ourselves to serving for the betterment of our community.
  • We should never forget that we’re part of the same team. The owners have high expectations and together we will meet those expectations.
  • We will manage our budget wisely and fairly.
INTRODUCTION TO CAPITAL PLAN, WOOD CREEK HOMEOWNERS ASSOCIATION

This long term capital plan for WCHOA is the beginning of a planning process which, if continued in the future, will provide great benefit to our community. This iteration of the plan in May 2016 builds on the plans of WCHOA’s prior boards and provides a template for continuation of the planning process by future boards . Especially important is that this plan is accompanied by the board’s approval of a resolution to be presented to WCHOA’s owners for approval at their annual meeting on June 16, 2016. This resolution, if approved, will require future boards of WCHOAto prepare and present to the community annually their revisions to the community’s capital plan, including identification of the capital investments needed in the community and the means such investments will be paid for. This will help to assure that our planning process is continuing and that the capital plans developed in prior years will not be lost and forgotten but rather will live on through this continuous process of planning. This continuity is very important. The members of our board regularly change because of term limits, movement of people into and out of the community and other changes over the years. It is vital that our planning process must continue in this context. Residents may view the document on the Residents Login site from the Documents menu.

BUDGET for 2018-2019

The Board has released the budget for the upcoming fiscal year. It is available for residents to review at the Residents Login tab, then the Documents tab. Questions may be directed to Board members.

TO ACCESS & TROUBLESHOOT THE RESIDENTS ONLY WEBSITE

Our Wood Creek website (www.woodcreekhoa.org) has a tab titled Residents Login. This password protected part of the site contains important information for our residents about our homeowners association. If you would like to register for access to the Residents Login section of the web site, you may do so by contacting Ginny by email (ginny.quinn5@gmail.com) with your name, address and phone number for verification purposes. Only Wood Creek HOA residents may apply. DIRECTIONS and INFORMATION for Residents to create a login for WordPress If you are new to WordPress and don’t have an ID and password yet: directions to set up a wordpress ID and password If you already have a WordPress account set up but can’t remember your password-You will need to know which email address you used to set the account up. To reset your WordPress password NOTE: If you have a change in your email address and don’t remember your account password, contact Ginny Quinn to have a new account set up. FYIWordPress Privacy Policy

WHAT IS ON THE RESIDENTS LOGIN PAGE?

 

  • Financial information shared by the board
  • The residents directory (updated periodically)
  • Full board meeting minutes with all attached information
  • The Neighbor to Neighbor communication page where residents can post questions or information of interest to the community

Our site is password protected. However, it is always best to limit the amount of personal information you list on the web to what is necessary, such your first name and either telephone number or email address.

WHO TO CALL WITH A PROPERTY PROBLEM

Crofton Associates LogoResidents should call our Property Managers at Crofton Associates first. Christine Sears, Property Manager and Lisa Marie Guarino, Assistant Property Manager are your points of contact. They may be reached at 585-248-3840. Call Crofton to:

 

 

 

 

 

 

 

 

 

 

 

 

 

  • submit Work Orders (WO)
  • ask about the WO process
  • follow up on a WO you already have submitted
  • ask about the Variance process
  • follow up on a variance you have already submitted
  • if you have a question or concern about a contractor working in the community, or about other maintenance issues.

If you are not satisfied with the response you receive from Crofton, then contact a Board member.