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

CURRENT HOA BOARD MINUTES

November 15, 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 Thursday, February 21, 2019, 4 pm at the Spiegel Center, Room 204

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AGENDA

Woodcreek Homeowners Association
Monthly Meeting Agenda @ Spiegel Community Center, Room 204, Pittsford, NY
FEBRUARY 21, 2019, 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

Guests/Open Forum:

  • Debbie Bellisario-ethics and board policy
  • Marilyn MacDonald-need for civility and respect
  • Emmett Miller – discussion on Pond renovation
  • Jody Waite- Boardsmanship & Roberts Rules of Order

Reading & Approval of minutes from previous monthly meeting:

Secretary’s Report & CommunicationGinny Quinn

Reminders/Welcome:

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

Treasurer’s ReportChuck Minster and Howard Cone

  • Suggestion for additional CD’s
  • Discussion to be had on late fees, NSF charges and fines

Operations Report:  Will Ruby, Chair

Property Manager’s ReportChristine Sears

  • Where do we stand for bids on landscape contractors? Pin Oak, Mike Mooreland’s Landscape
  • Request by Dereen Hopiavuori (86 CR) for concrete steps and railings. Action was tabled at the January meeting.

Variance Committee Report/Requests:  Will Ruby, Chair

  • VR from Dick Dennison for replacement of garage door (137 WC)

Old Business:

  • Adopt and approve
  • As Ginny Quinn has indicated her desire to retire come June 2019 the board has the responsibility to form a nominating committee and to further find a replacement for the secretary position for the June elections.

New Business:

  • The board needs to act on the lawncare bids, tonight.
  • Additional visitors parking lot?
  • Greenlight internet provider. Level of interest?

Action Items:

MINUTES

 

Wood Creek Homeowners Association
Meeting Notes: Board meeting, Thursday November 15, 2018
Spiegel Community Center, Room 204

Attendance:   Directors:  Tom Shay, Howard Cone, Bob Gerace, Joyce Haag, Ginny Quinn, Will Ruby, Chuck Minster (via phone) Property Manager:  Christine Sears, Crofton

Guests:    Jody Waite, Douglas Robb, Maureen Shay, Phil Lewis, Fred and Nancy Burnham, Ursula Miller, Carol Ruby

Meeting called to order by Vice President Joyce Haag at 4 pm.

Guests/Open Forum:

  • Waite, spoke regarding generator landscaping at rear neighbors’ unit.
  • Lewis, gutters not cleaned thoroughly. Christine spoke to Penfield Window Cleaning after receiving work order from Mr. Lewis and assured him that contractor will clean every gutter again and flush all downspouts.  The contractor will call homeowner before coming so he can be home to speak with them.  Christine will follow up.

Secretary’s Report:  Ginny Quinn

T. Shay moved to approve Minutes from the October 18, 2018 Board Meeting. Motion seconded by W. Ruby. Minutes approved.

T.Shay moved to suspend December 20, 2018 Board meeting due to close proximity to Christmas holiday. Seconded by G. Quinn and approved. Next meeting will be January 17, 201

Roofing Committee Report:  Joyce Haag, Chair

Upstate Roofing has done interior inspections of a few homes and attics to see what they could determine from looking inside.  Upstate will walk the roofs soon to gather more information.  Upstate will have a partial Eagle View done to determine exact square footage, etc.  Committee is currently in the process of getting info from experts for their cost, when to start, skylights, installation issues.  They have also talked to Ontario Exteriors.  Discussion of history of Wood Creek roofing and methods being used for raising appropriate funds, including moving roofing reserves into CD’s to accrue interest.  Questions and comments regarding ice and snow shields, leaf guards, insulation, skylights.  Both Upstate Roofing and Ontario Exteriors are in good standing with the Better Business Bureau.

Treasurer’s Report:  Howard Cone, Chuck Minster via phone

H. Cone to meet with Connie Simmons (Crofton) on November 20 to review monies and discuss schedule for big and small projects and to learn more about the financials, long-range plan (major projects extended over time), roofing budget and audited financial statements at the end of each fiscal year.

Operations Report:  Will Ruby, Chair

  • Steps and railings at 96 and 98 Creek Ridge complete.
  • 3 Linden trees removed – at 11 CR, 75-77 CR, 2 ST.
  • All stumps have been ground
  • Tom Shay met with Magic Seal to be sure they seal around patches on roadways.
  • Christine reported that all siding and painting/staining is complete for the season, except for front doors. The oil paint used will not dry in the colder weather.  Flyers will be sent to affected homeowners in Spring to let them know when doors will be painted.
  • Sidewalk repaired at 77 Creek Ridge.
  • Tom met with Dan Baughman of Magic Seal regarding snow plowing. He asked that plows not pile heavy snow on ornamental trees and shrubs because the weight of the snow can push them over. 
  • The Bob Cat that has previously been parked in the circle had to be moved due to Pittsford Town code that states no vehicles may park on town roads. Bob Cat is now parked in the parking lot.

Property Manager’s Report:  Christine Sears

  • 4 months into budget year Wood Creek is $14,251 under budget due to the timing of payments to Romig for landscaping.
  • Gutters will be cleaned next week by Penfield Window Cleaning.
  • Discussion of mulch and how much and how often it needs to be added to the landscape. Romig is paid each year for mulch and labor, per his contract. Suggestion made to add mulch only every other Spring and save some of the cost or put it to another use.  Romig feels this would only encourage weeds and add to maintenance cost.  Romig will be asked to be judicious when mulching.
  • Romig’s rakers will return to finish Fall lawn cleanup when snow melts.
  • Discussion of homeowner prepayments and CD’s – items not reflected on October statement will show in the next month’s report.
  • Broccolo will provide quote for next year’s lawn service (treatment of weeds, fertilizer) for a three-step program. Christine is getting two more quotes before signing contract as One-Step has increased price considerably.
  • Discussion of news article regarding the use of Round Up and potential health hazards.

Variance Committee Report:  Will Ruby, Chair

  • Kathy Walsh, 8 Winding Wood – withdrew request to install Direct TV Dish. No Action necessary.
  • Steve and Jody Waite, 159 Wood Creek – request to replace bottom panel on garage door, same style and color. Motion made by T. Shay, seconded and approved.
  • Brenda and Ray Grosswirth, 11 Winding Wood – replace 2 storm doors. Moved and seconded. 
  • Ellen Zimmer, 78 Creek Ridge – install generator on side of unit. Committee visited the site, and report that existing shrubs and evergreen provide adequate screen from road.  Add to approval the clause that in the event that existing screen becomes inadequate, homeowner must provide new screening.  Neighbor awareness form should be obtained from 141 Wood Creek for their view of the generator.  After discussion, motion made by T. Shay, seconded by B. Gerace and approved.

Old Business:  Joyce Haag

At several previous meetings, the Board discussed purchasing CDs with the monies in the Roof Reserve.  CDs have been purchased in the following denominations and durations:

  • One CD for $72,000 for 9-month CD earning 2.35% with TCS National Bank
  • One CD for $244,000 @ 2.70% for 13 months with Wells Farago, NA

Motion to ratify these purchases was made by Howard Cone; Bob Gerace and Will Ruby seconded.  Motion approved.

New Business:  Joyce Haag

  • Motion made by G. Quinn to place Carol Ruby on Variance Committee. Seconded by B. Gerace.  Motion approved.
  • As Ginny Quinn’s term on the Board is up in June 2019, a new Chair of the Nominating Committee needs to be appointed. Action Item.

Reminder:  No December Board Meeting.  Next meeting –  January 17, 2019, Spiegel Center Room 204, 4 pm.

Meeting adjourned at 5:10 pm.

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.