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

CURRENT HOA BOARD MINUTES

October 18, 2018 Board Meeting Minutes

 OF INTEREST TO RESIDENTS

Variance Request Form Link

Wood Creek Homeowner’s Directory has been updated and is current as of September 12, 2018.  You will find it on the Residents’ Login page.
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The Wood Creek November Newsletter is available on the Newsletter Page
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The next HOA Board Meeting will be held on January 17, 2019, 4 pm at the Speigel Center, Room 204.  Please Note:  No Board meeting in December as it would be only a few days before the Christmas holiday.

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AGENDA

Woodcreek Homeowners Association
Monthly Meeting Agenda @ Spiegel Community Center, Pittsford, NY
NOVEMBER 15th 2018

Call to Order:   Vice President, Joyce P. Haag
Attendance/ Directors: (  )Tom Shay,(  ) Joyce Pluta-Haag,(  ) Will Ruby, (  ) Ginny Quinn (  )Howard Cone, (  )Chuck Minster,
( )Bob Gerace

Guests/Open Forum:

  • Jody Waite

Reading & Approval of minutes from previous monthly meeting:

Secretary’s Report & CommunicationGinny Quinn

Reminders/Welcome:

  • Meeting next month would normally be the 3rd Thursday which in this case would fall on 12/20. Given the Holiday Season, can we entertain a motion to skip December and resume on 1/17/19. (ref: Sect. 5.09 Regular Meetings). Notice should go to all homeowners and book room for January 2019

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

  • Update on roof inspection to be done by Upstate

Treasurer’s ReportChuck Minster and Howard Cone

  • Food for thought… Lyons Natl Bank is offering ordinary bank accounts with 3% yield. (no strings attached/no maturity)
  • Chuck & Howard to meet with Connie at the end of November to discuss finances and long range plan.

Operations Report:  Will Ruby, Chair

  • Railings at 96-98 CR are now completed
  • Removal of three Linden Trees (11CR;2 ST; 75-77CR) now complete. Stumps to be ground down when within the next week or so as soon as the area is marked for underground utilities.
  • Tom Shay met with Dan Baughman of Magic Seal on 11/5/18 to discuss snow plowing and point out areas of concern (minimizing damage to corner landscaping and young trees) when stockpiling snow. The Bobcat used by Magic Seal for snow removal will be parked in the designated parking lot located on CR as the Town does not want it in the circle at the end of Wood Creek.
  • The siding project for the season is complete.
  • Staining and painting have been completed.
  • Sidewalk is repaired at 77CR is done.

Property Manager’s ReportChristine Sears

  • Report to the Board on the purchase of CD’s. (dollar amounts/maturity dates/interest rates/bank)
  • Discussion on $9,100. dollar item on contract for mulch w/ Romig??
  • Still waiting to review bids for lawn care applications for next season. One Step has already submitted a renewal for next season and we are waiting for Brocolo Tree & landscape to submit a bid along with any others that may have been requested
  • Any target date for the gutter cleaning now that a contract has been awarded?

Variance Committee Report/Requests:  Will Ruby, Chair

  • VR submitted for 159 WC (S. Waite) to replace lower panel on garage door. No change in color or style. Lower panel showing signs of rust.
  • VR submitted for 8 WW (Walsh) install Direct TV Dish. (This VR has been withdrawn at the homeowner’s request, no action necessary at this time)
  • VR submitted for 11 WW (Grosswirth, Brenda & Ray) new owners, not yet moved in. Request to replace existing storm door on patio.
  • VR submitted for 78 CR (Zimmer) GENERATOR…

Old Business:

  • Ratify the previous months resolution to reflect the purchase of two CD’s thru M&T Bank with designated monies for the roofing account…$72,000 for 9 months @ 2.35% with TCS Nat’l Bank. The second CD is for $244,000 @ 2.70% for 13 months with Wells Fargo, NA.

New Business:

  • Entertain a motion to place Carol Ruby on the Variance Committee
  • The Board should discuss the “Nominating Committee” as Ginny has indicated that she will no longer be taking on the function of that committee.

 

Action Items:

 

MINUTES

WOOD CREEK HOMEOWNERS ASSOCIATION
Meeting Notes:  Board Meeting, Thursday, October 18, 2018
Spiegel Community Center, 4 pm

 Attendance:       Directors: Tom Shay, Joyce Pluta-Haag, Ginny Quinn, Howard Cone, Bob Gerace

                                Present via phone:  Chuck Minster, Will Ruby

                                Property Manager:  Christine Sears, Crofton

Guests:   Keith Knight, Emmett Miller, Phil Lewis, Ursula Miller, Maureen Shay, Marilynn McDonald, Jody Waite, Steve Waite, Jane Landsman, Mary Ann Keegan

Call to Order:     President Tom Shay, 4:00 pm.

Guests/Open Forum

  • Jody and Steve Waite, 159 Wood Creek Dr. Continued discussion of view of rear neighbor’s generator, variance process, and governance by previous boards.  Board President Tom Shay declared the topic closed.
  • Mary Ann Keegan, 20 Creek Ridge. Stated that shrubs in the front and side of home were not pruned this year.  Romig failed to prune holly bushes in front, stating that they should be done in the Spring, which they weren’t in 2018.
  • Marilynn McDonald, 129 Wood Creek. Encourages all residents to be more neighborly and friendly, care about others.
  • Phil Lewis, 91 Creek Ridge. Spoke regarding the view of generator issue, feels some residents need to be more sympathetic with others who require generators for their health.  Reminds us all to treat neighbors properly.
  • Mary Ann Keegan, 20 CR. Has learned that it is not good to plant shrubs too close to a generator, as that can affect its efficiency and perhaps longevity.

At this time, the Board went into Executive Session.  Following the conclusion of the Open Forum, all guests left the meeting.

Secretary’s Report:

Joyce Haag made a motion to approve Minutes from the September 20, 2018 Board Meeting.  Motion seconded and approved.

Roofing Committee:  Joyce Haag, Keith Knight, Emmett Miller, Bob Gerace

Keith Knight reported on the conversations he has had with Ontario Exteriors and Upstate Roofing.  Highlights include:  Upstate offered to inspect 5-10 roofs to assist in getting a better understanding of the cost of our roof project.   Upstate staffs projects with a foreman, project manager and field manager.  This may negate the need for us to have a consultant like Brian Otto and/or an Engineer or architect to oversee the contractor’s work.  Both companies are fully insured, and Upstate is a certified installer for GAF, Certainteed and Corning.  Bob Gerace suggested checking both companies with the Better Business Bureau and check their financial stability.  Keith agreed to do that.  Both contractors asked if we had an Eagle View, which is a survey of WC property via satellite imaging.  Such a survey can be used for other purposes besides the roof project.  The Board will decide at a later date if such a survey is warranted.

Motion to have Upstate Roofing inspect 5-10 roofs free of charge was made.  All were in favor; motion passed.

Tom Shay made a motion to appoint Bob Gerace, 48 Creek Ridge, to sit on the Roofing Committee.  All were in favor; motion passed.

Tom read Bob’s resume to the Board, which is as follows:

15 years in banking: VP for Marketing & Br. Admin.
1 year as United Nations Advisor in Banking to the Minister of Finance in
Zambia, Africa
13 years running a business consulting firm
16 years at Paychex doing Leadership & Management Development
35 years as Adjunct Professor at RIT: Taught over 100 courses in 9 different
topics
6 years as Adjunct Professor at MCC Corporate College delivering
management courses to area corporations & hospitals
27 years as Naval Intelligence Officer in Reserves supporting the Defense
Intelligence Agency; [Retired as Captain, 0-6];  2 short term assignments at
the US Embassy in Lagos, Nigeria as Acting Naval Attaché`

President of World Affairs Council Board: 2015-present
Treasurer of Retired  Professionals Society: 2018 to present
President  Rochester Squash Racquets Association: 2004-2009
Community Affiliations & Memberships:
    Monroe Golf Club [Facilities Committee]
    Tennis Club of Rochester
    American Red Cross: 10 gallon blood donor
Education: SUNY @ Buffalo; Naval War College Graduate School;

Brown University Graduate School of Banking

A Resolution was made by Howard Cone and seconded by Will Ruby to set the number of directors at seven and to elect Robert Gerace to fill the newly created seat.  Robert Gerace will serve until the 2019 Annual meeting, at which time he will stand for election by the community.  All in favor with one abstention.  Motion passed. 

 Treasurer’s Report:  Howard Cone for Chuck Minster

  1. Thanks to Chuck Minster for recovering the bad debt of $7,630 not to mention associated legal fees and his efforts to see that all members are treated consistently regarding late fee, etc.
  2. As reported two Board meetings ago, there appear to be some inconsistencies in the application of the policy covering fees and fines. Will Ruby and Joyce Haag agreed to review the current policies and suggest a more simplified policy.
  3. Discussion followed of outcome of Tom Shay’s discussion with two residents regarding Aged Accounts. The suggestion was made, though not voted on, that homeowners need to be fined at least $15 each month they are late until the matter has been resolved.  Tom asked Joyce Haag and Chuck Minster to have some recommendations to the board by the next meeting for revamping the fine system.  Redefining the fines levied was made at the suggestion of Chuck Minster.   
  4. Christine Sears has mentioned the possibility of reducing Romig’s fees by $9,100, by avoiding purchasing 130 yards of mulch for next season.  She also suggested batching work orders, but the expected savings was not provided.  Christine will be communicating with Romig to see if they will reduce the contract price or suggest other services to utilize the $9,100.
  5. We have reviewed the Audited Year end statements:
    1. The amount going into Reserves has fallen dramatically.  In 2017 $105,481 went into reserves, including $75,600 in assessments while last year only $5,161 went into reserves with no assessment.
    2. The largest expense last year was landscaping at $115,463 of which $28,026 is unexplained – waiting for more info from Crofton.
    3. In the 2017-2018 fiscal year, HOA revenue rose by $68,040 but expenses went up $93,748.  We need to be very watchful about expenses going forward.
    4. There are a few items in the Long-Range Plan (LRP) that are difficult to tie back to the budget entries which may have a negative impact on funds available for the roof project.  A meeting with Connie Simmons of Crofton is requested, members of the Board and Roofing Committee may attend.
    5. Using data from revised LRP we may have a shortfall of about $400K for the roofing project and may have to have one or more additional assessments since the assessments previously planned for 2017, 2018, 2019 were not implemented.
  1. To increase the amount of interest earned on our funds, we recommend buying a 13-month 2.5% CD at Xceed and also buying a 5-month CD at Advantage Federal Credit Union.  It is anticipated that this will raise our interest earned by $7,300 at a minimum.  This will also reduce the uninsured FDIC exposure that we have at M&T Bank. Credit Unions are insured under NCUA which is similar to FDIC. 

The Board continues to focus on the need to set aside sufficient funds for the roof project.  As such, the board will add $60,000 from the Capital Reserve to the Roof Reserve as indicated in the resolution below.

RESOLVED that the HOA transfer $243,846.50 from Pittsford Credit Union Roofing Account to purchase a 13-Month CD at Xceed Financial Federal Credit Union paying 2.5% apy. which interest and principal shall be designated as a Roofing Account.

RESOLVED that the HOA transfer the balance from the Pittsford Credit Union Roofing Account, approximately $11,620.83, and combine it with $60,000 taken from the M & T Bank Reserve Accounts and purchase a 5-Month CD at Advantage Federal Credit Union paying 2.5% apy.  The combined principal and any earned interest shall be designated as Roofing Account funds.

Variance Committee Report:  Will Ruby, Chair

  • Dennison, 137 Wood Creek. Request to replace rear bushes with Jade Pillar boxwood on each side of stairs at own expense.  Approved.
  • R Gerace, 48 Creek Ridge. Request to seal driveway at own expense. 
  • Walsh, 8 Winding Wood. Submitted variance for outdoor floodlight which the previous owner installed without a variance.  Approved.

Variances submitted less than 12 days prior to a board meeting will be considered at the next monthly meeting.

A Resolution was made to add two new members to the Variance Committee, Marilynn McDonald and Maureen Shay.  Motion seconded by Joyce Haag.  All were in favor.  Motion passed.

Operations Report:

  • Bob Gerace suggested replacing some Linden Trees with blue spruce instead of other deciduous varieties; less leaf cleanup, year-round color.

 

Nominating Committee: 

Tom Shay announced that Ginny Quinn is stepping down as Chair of the Nominating Committee after three years.  Another Board member is needed to serve on the committee.

Property Manager Report:  C. Sears

  • Steps are completed at 96 and 98 CR. Railings have been ordered and will be installed shortly. Earlier railings that have rusted – Residential Railings will correct issue and repaint.
  • Sidewalk at 77 CR repaired
  • Contract for 2019 lawn care and shrub applications. Christine has gotten estimates from following companies:
    • True Green – $10,091
    • One Step – $12,620 / $11,904 depending on services requested
    • Broccolo – waiting for response for 4-step program
  • Gutter Cleaning: (budgeted in Operating Expenses) – quotes obtained from:
    • KV Enterprises – uses power blower from roof to remove debris – $1,178.
    • Penfield Window Cleaning –
      • Option 1: $6,123 – debris/leaves removed by hand from roof
      • Option 2: $7,076 – by hand from roof and flush downspouts if needed
    • Rochester Window Cleaning – $19,000
    • Elite Power Washing – $25,000

 

J. Haag made motion to hire Penfield Window Cleaning to clean gutters in the Fall, utilizing Option 2 at $7,076.10. Seconded by Bob Gerace. Motion passed.

  • Accent Painting will start week of October 22, 2018.
  • 10 CR – homeowner requesting to have her front door painted by Accent. She is on the paint schedule for 2019.  Christine will see if this can be done this year.
  • Bartlett Tree awarded the removal of Linden trees at 2 ST, && CR and 11 CR. Date TBD.

There being no further business, the meeting was adjourned at 6:30 pm.

The next Board of Directors meeting will be November 15th at 4 pm in PCC Room 204 (Spiegel Community Center).

Respectfully submitted,

Ginny Quinn, Secretary

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.