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

 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 May Newsletter is available on the Newsletter Page
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The next HOA Board Meeting will be held on Thursday, October 18, 4 pm, at the Spiegel Center, PCC Room 204. All future meetings will be held there unless otherwise stated.

COMMUNITY NEWS and UPDATES

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AGENDA

Woodcreek Homeowners Association
Monthly Meeting Agenda @ Spiegel Community Center, Pittsford, NY
October 18th 2018

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

Guests/Open Forum:

  • Jody Waite – to speak on governance (3 min)
  • Steve Waite – to speak on governance (3 min)

Reading & Approval of minutes from previous monthly meeting:

Reminders/Welcome:
*Save the Date CAI/WNY Vendor Fair, Thursday, Oct. 25 th . Burgundy Basin 4:30-
7:30 pm (includes buffet dinner)

  • Meeting next month (11/15) will be @ the Spiegel Center

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

  • Status update

Treasurer’s Report: Chuck Minster and Howard Cone

  • Report on CD activity to date…. How many, rates, and maturity dates
  • Other Treasurer’s issues
  • Discussion and vote of $60k CD as suggested

Operations Report: Will Ruby, Chair

  • Steps are completed at the remainder of the townhomes 96-98 railing have
    been ordered and will be installed shortly.
  • Award letter sent to Bartlett for removal of three Linden Trees (11CR;2 ST;
    75-77CR) tree stumps to be ground also.
  • Sidewalk is repaired at 77CR

Variance Committee Report/Requests: Will Ruby, Chair

  • Variance Requested submitted by Richd Dennison-137 WC (rear bushes
    replacement with boxwood (Jade Pillar) either side of deck stairs.
  • A motion from the board to place Marilyn MacDonald and Maureen Shay
    on the Variance Committee to assist Will Ruby on the task of reviewing and
    offering recommendations to the board for VR that come before the board
    for approval/denial.

Secretary’s Report & Communications: Ginny Quinn

  • Correspondence from Bob Gerace (48CR) regarding planting of evergreens
    in place of Linden trees to be taken down.

Property Manager’s Report: Christine Sears

  • Waiting to review bids for lawn care applications for next season. One Step
    has already submitted a renewal for next season and I have asked Crofton
    to gather two additional bids for consideration.
  • What is the status on bids for gutter cleaning this fall?
  • What is the timeframe for installation of handrails on the new concrete
    steps?

Old Business:

  • The shrubs that were planted at 34 CR are in fact approved shrubs and the
    homeowner is in compliance according to Christine. Though the shrubs are
    not what the homeowner intended they are an approved planting. There is
    no negative action to be taken on 34 CR (Bender) as has been stated in the
    past. Crofton to send out a compliance letter.

New Business:

  • The Board should discuss the “Nominating Committee” as Ginny has
    informed me that she will no longer be taking on the function of that
    committee.
  • I will accept a resolution/motion off the floor to accept Bob Gerace of 48 CR to sit on the roofing committee.
  • If necessary, I will accept a resolution to increase the allowable seats on the board to accommodate a seat for Bob Gerace.
  • Having done the aforementioned, I will accept a resolution nominating Bob Gerace to fill the newly established seat on the Board of Directors until June of 2019 at which time he will run for election at the annual meeting for a term TBD.

Action Items:

MINUTES

WOOD CREEK HOMEOWNERS ASSOCIATION
Meeting Notes:  Board Meeting, Thursday, August 16, 2018
Crofton Conference Room, 4 pm

 Call to Order:     President Tom Shay

Attendance:  Directors: Tom Shay, Joyce Pluta-Haag, Will Ruby, Ginny Quinn, Howard Cone, Chuck Minster,
Property Manager:  Christine Sears, Crofton

Guests:  Cindy Javid, Jody Lehr Waite, Bill Jabs

Meeting called to order at 4:00 pm.

 Announcements:

  • The September 20th Board of Directors meeting will be held in the Fisher Room of the Pittsford Community Library at 4 pm. All future meetings, beginning with the October 18th meeting, will be in the newly renovated Spiegel Center.  Room TBA.
  • Grand Reopening of the Spiegel Center – Saturday, August 25, at 12:30 pm.
  • CAI/WNY Vendor Fair – Thursday, October 25, Burgundy Basin Inn, 4:30-7:30 pm. Includes buffet dinner.

Guests/Open Forum

  • Cindy Javid, 25 Creek Ridge. Discussion of recent tree and shrub removal done behind her unit, and whether the work done was as stated on original variance request.
  • Jody Waite, 159 Wood Creek. Requests board consider re-visiting house decorations policy.  There is a unit or two where excessive outdoor house decorations can be seen from the road and are visually unappealing.  Refer to Policy 1.07. House Decorations.  ACTION ITEM:  Revise/clarify Policy 1.07 and create Architectural Review Committee.
  • Continued discussion of variance from last month regarding landscaping around new generator at 94 CR. Determined that original variance was followed.  Suggestion that variance approval should be revised to include approval from units where work can be seen from the rear.  Minster suggested that variance committee investigate back door views when variance is submitted.  TABLED.

Roofing Committee:  Joyce Haag

New Committee Members:  Joyce Haag, Chair; Bill Jabs, Emmett Miller, Keith Knight.

Discussion included:  previous roofing jobs at WC; how to decide which roofs should be done first; beginning search for an engineer.  Currently we have half the monies needed for project.  Discussion of ways to increase capital:  long range plan lists three more assessments (2020-21, 2021-22, 2022-23); suggestion to move $5,000 per month from operating budget to reserve.  (For full Committee report, please see attachment following meeting minutes, page 4.) 

Treasurer’s Report:  Chuck Minster and Howard Cone

Discussion continued about moving funds from reserve to roofing account.  Pittsford Credit Union has Wood Creek account with $255,185.  Consider splitting amount into two CD’s but not to exceed $250,000 in each.  Requests permission to give letter of intent for 2.35% to 2.45% for one year.  Other thoughts on ways to increase roofing account funds included taking money from asphalt surfacing of driveways or roads, and/or painting and siding accounts and moving to roofing.  Christine Sears to review current expenses to suggest what amount could be moved to roofing fund or reserve on ongoing basis.

Will Ruby moved to take $60,000 from the Operating Fund checking account and deposit into M & T general reserve.  J. Haag seconded, all were in favor, motion APPROVED.

 Manager’s Report:  Christine Sears

  • Pittsford Tree and Landscape planted courtyard trees between 10 and 12 Summer Tree, between 20 and 24 Creek Ridge and at 80 Creek Ridge. Magic Seal will make the catch basin repairs and the mill and fill to upper Creek Ridge, from August 27-31, weather permitting.  Courtyard tree pruning was completed by Bartlett Tree.  Sewer pipe at 121 Wood Creek was repaired by DynaMole.
  • Discussion of replacement of steps and adding railings at 94 and 98 Creek Ridge. Bids to do the work have been submitted by Domicello Enterprises and Rick Furia. Christine hand delivered the bids to the Board at this meeting.

Will Ruby moved to accept Domicello’s bid relative to the steps.  Joyce Haag seconded, all were in favor, motion APPROVED.

  1. Minster suggested the Linden tree at 94 CR should come down before new steps and railing are installed. There is $10,000 in the budget for tree removal and $17,000 for steps.
  • Halligan, 77 CR, is asking to have their sidewalk replaced. Tom Shay suggested we repair the one broken piece only.  Christine will ask Domicello for an estimate for replacing the entire sidewalk and a quote for replacing one panel.
  • Carol Duffy, 85 CR, requests her front stoop be replaced. Tom suggested having ThermaSeal repair the crumbling sections, but not replace entire stoop.  The Board decided to check with Domicello about this as well.
  • Gary Rafel examined a distressed Sugar Maple at 12 Summer Tree. He recommended an annual fertilizer treatment at a cost of $189 per application.  Board wants to wait until Spring 2019 to see if the tree revives on its own after the hot, dry summer.

 Operations and Variance Report:  Will Ruby

  • McArdle, 75 CR, and J. Hallagan, 77 CR, submitted variance request to trim tree behind their units.  Patrick Landscaping will trim and clean up for $200, owner expense.  Board recommends sending variance paperwork back to homeowners for approval of neighbors on page 2.  No action taken at this time.
  • Blatt, 22 Winding Wood, wants to replace overgrown hedge in front with holly bushes. Current shrubs block sidewalk.  Has estimate for $450 – offers to split cost with HOA ($225). The policy is that HOA will pay to remove and replace bushes only if they are diseased or dead.  If these conditions are not met, the Home owner may remove and replace at homeowner’s expense.  New shrubs must be from the approved list. Will Ruby will contact the Blatts.
  • Smith, 149 WC, ask to remove window grids on French doors on deck to make room for inside window treatment. TABLED until next meeting.
  • McDonald, 129 WC, submitted request for overgrown bushes to be replaced on either side of garage. The policy is that HOA will pay to remove and replace bushes only if they are diseased or dead.  If these conditions are not met, the Home owner may remove and replace at homeowner’s expense.  New shrubs must be from the approved list.  W. Ruby will contact homeowner.

The Board then went into Executive Session.

Meeting adjourned at 6:20 pm.

Respectfully submitted,

Ginny Quinn, Secretary

The next Board of Directors meeting will be September 20, 2018, at 4:00 pm in the Fisher Room of the Pittsford Community Library.

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.