“Wood Creek is a Desirable and Welcoming
Residential Community of Townhomes
Located in Pittsford, NY”
CURRENT HOA BOARD MINUTES
OF INTEREST TO RESIDENTS
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.
The Wood Creek August Newsletter is available on the Newsletter Page
The next HOA Board Meeting will be held on Thursday, November 15, 4 pm at the Spiegel Center, Room 204. All future meetings will be held there unless otherwise stated.
COMMUNITY NEWS and UPDATES
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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
- Jody Waite – to speak on governance (3 min)
- Steve Waite – to speak on governance (3 min)
Reading & Approval of minutes from previous monthly meeting:
*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
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
- 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.
- The Board should discuss the “Nominating Committee” as Ginny has
informed me that she will no longer be taking on the function of that
- 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.
Wood Creek Homeowners Association
Meeting Notes: Board meeting, Thursday September 20, 2018
Fisher Room, Pittsford Community Library
Call to order: President Tom Shay
Attendance: Directors: Tom Shay, Joyce Haag, Howard Cone, Chuck Minster
Property Manager: Christine Sears, Crofton
Guests: Emmett Miller, Philip Lewis, Trish and Bob Gerace.
Meeting called to order at 4PM.
- The October 18 meeting and all future meetings will be held at the newly renovated Spiegel Center – room TBA.
- Grand opening of the Spiegel Center is Saturday September 25, 2018
- CAI/WNY Vendor Fair is Thursday Oct 25 at the Burgundy Basin Inn 4:30-7:30 PM. Includes buffet dinner. The HOA President should be allowed to attend without a fee. Any other Board members would need to pay.
- Emmett Miller 81 CR asked to have some of the scrub/fallen branches in the pond area to be picked up and removed. He said he would seek information about an algaecide to treat the algae in the pond.
- Philip Lewis 91 CR suggested more trees be removed from around the pond. Tom Shay agreed that it would d be nice to do but the HOA needs to focus on funding for the roofing project and some other activities, like more remediation of the pond are of a lower priority.
- Trish and Bob Gerace, 48 CR, would like to seal their driveway this year. Board approved this request provided it is at homeowner’s expense and they submit a variance. They also mentioned that there are 2 dead boxwoods along their garage. Crofton will replace. They asked to change the plants and were told they could choose from the approved list. A variance will be submitted for the shrubs.
Minutes: The Board approved the minutes of August 16, 2018 as submitted to the Board.
The roofing committee report was presented by Joyce Haag, a copy is attached to these minutes. The committee met on 9/12/18 and reviewed information from 2 other communities- Surrey Hill and Concord Square. Both spoke highly of their contractor Upstate Roofing and both used Brian Otto, a consultant. Tarrah Owen from Crofton also provided us with useful materials from 2 other communities, Stony Point and Village Walk. Keith Knight agreed to contact Upstate Roofing and Ontario Roofing to ask for a preliminary review of our roofs. The committee also recognized that, for a variety of reasons, the current roofing fund is far less than what will be needed to complete the project.
The board discussed how we might approach the roofing project using phases or identifying one Building to be done first as a way of learning what hidden problems there might be. There was some concern that there may be a membrane on some of the roofs that will be difficult to work around. At the appropriate time, the roofing committee should include the Treasurer so that the finances can be addressed timely. The board discussed the importance of a warranty on the roofs.
The Board acknowledged the members of the committee – Joyce Haag, Keith Knight, Emmett Miller, will Ruby (Bill Jabs has resigned) and suggested one or 2 more be added. The board discussed the mission of the committee and agreed on the following:
To assist the HOA Board to successfully manage the re-roofing of the WC development
Initiating and overseeing the project
- Review of the history of roofing at WC
- Develop the scope of the project (i.e., gutters (6 inch), gutter guards, downspouts, insulation, skylights)
- Recommending an engineer/architect for the project
- Recommending a contractor
- Recommending a project manager, if any
- Develop specifications by Nov. 30 for the project, with assistance from appropriate consultants, to be used for the bid process
- Provide an estimate of the cost and suggestions for raising the funds through assessments
- Develop a time-line (perhaps recommend one building be done first to obtain information
- Periodic reporting to the Board
- Assisting with communication to the homeowners at various stages in the project
Treasurers Report: Chuck Minster and Howard Cone
Chuck made a motion, which was seconded , and the board approved the movement of the Roof Reserve money currently in the Pittsford Credit Union (as of August 30 – $255,326.38) to Xceed Financial to be split in half and used to purchase 2 CDS, one with a maturity of 6 months and one with a maturity of 12 months. The 12-month CD to earn 2.5%. Tom Shay abstained from this vote.
Chuck reviewed the “Aged Accounts”. One of the accounts is due to nonpayment of a late fee and the other a violation fine. Tom volunteered to speak with the 2 homeowners. The Board discussed the need to review our current policy regarding late payments and fines for violations of our policies.
Variance Report: Tom Shay
The board approved variances for 71CR regarding painting and 105 CR regarding the movement of a shrub. 149 CR?? 129 CR??
The board approved variances for tree trimming at 75WC and 77 WC at the homeowner’s expense.
Tom will review with Will Ruby the variance request for shrubs at 34 CR.
Manager’s Report: Christine Sears
The board discussed whether we should go back to 4 applications a year by One Step for lawn treatments or stay with the current 3 applications. This was tabled until next spring when the contract with One step renews.
Crofton reviewed a proposal from Bartlett Tree to remove 4 Linden trees and trim one Linden. The board discussed the cost of this activity versus what had been budgeted for tree removal (landscape enhancement budget) and the need to conserve monies for the roofing project. The board approved the removal of 3 Linden trees – 2 ST, 11CR, and 75/77 CR.
Crofton reviewed the Chimney inspection report from Kreider which identified numerous cracks and other issues with chimneys in the half of the development that he inspected. The Board decided to approve the repairs at 149 CR and 151 CR which appeared to be the most serious issues. The board asked Crofton to request Kreider to prioritize the remaining issues. The board will revisit the issues after seeing the prioritization.
Under “Old Business” the board approved the following resolution regarding check writing:
Resolved, that pursuant to Section 8.01 of the Bylaws, The Board hereby declares that all checks shall be signed by the President or Vice President of the Wood Creek HOA and one representative of Crofton Associates, Inc., the property manager of the Wood Creek Development.
There being no further business, the meeting adjourned at 6:00 PM
Joyce P. Haag, Acting Secretary.
The next Board of Directors meeting will be October 18, 2018 at 4 PM in the Spiegel Center.
Roofing Committee report to Board 9/20/18
The Roofing Committee met on 9/12/18. Present were Bill Jabs, Keith Knight, Emmett Miller, Joyce Haag. Absent was Will Ruby. Also present was Tom Shay.
The committee reviewed information from 2 other communities (Surrey Hill and Concord Square) that have recently done roofing projects. Both spoke highly of Upstate Roofing. Both hired Brian Otto to oversee the contractors work and were happy with his involvement.
We also reviewed information from Tarrah Owens from Crofton who has experience with roof projects, including bid specifications from 2 other communities that Crofton manages. We also received information from Christine Sears including a list of contractors and engineers for our consideration and she provided the work orders for 2014 to present concerning roofing issues, which totaled $8500.
We discussed the fact that our current roofing fund is far less than what the expected cost of the project based upon estimates that were generated in 2013. We discussed what we believe to be the reason for the short fall and agreed that there would be some communication to the community by the board at the appropriate time to alert the homeowners that there will be a need to raise additional funds for the roof project.
Keith Knight agreed to contact Upstate Roofing and Ontario Roofing to have a representative perform a cursory review of our roofs to give us a ball park estimate of the cost. Keith also agreed to talk to someone at the Wood Creek apartments which were recently reroofed.
The committee discussed its mission and Tom Shay suggested that he and Joyce Haag meet to edit the wording.
The committee recognizes the significance of this project to the community both financially and structurally.
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
- 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
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
Residents 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.