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

CURRENT HOA BOARD MINUTES

April 18, 2019 Board Meeting Minutes

 OF INTEREST TO RESIDENTS

Variance Request Form Link
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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, June 20, 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

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AGENDA

Woodcreek Homeowners Association
Monthly Meeting Agenda @ Spiegel Community Center, Pittsford, NY
JUNE 20, 2019 4PM

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:

Reading & Approval of minutes from previous monthly meeting:

  • May Minutes

Secretary’s Report & CommunicationGinny Quinn

  • Discussion on having Brewster Ice Cream at annual meeting or other ideas?

Ginny’s last meeting as secretary and board member

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

  • Discussion on managers’ report
  • Progress on issues raised during walkaround (sidewalks etc…)
  • Discussion/approval on landscape contractor bids (Romig, Pin Oak, RM Landscape) make sure the mulch is every other year on new contract.
  • Where are we with Chimney repairs
  • Bartlett Tree bid for tree pruning
  • Snowplow contract

Variance Committee Report/Requests:  Will Ruby, Chair; Carol Ruby, Maureen Shay, Marilyn MacDonald

  • 28 CR (Ruby) 2 variance submitted: VR for gate on deck and VR for grass seed in rear of property
  • 5 ST (O’Neill) VR for installation of 1 skylight
  • 100 CR (Thiede) VR for dark Harwood mulch
  • 11CR (DiVincenzo) VR for replacement of ALL but five windows. (revised)
  • 60 CR (Scott) VR for dumpster in driveway for carpet removal and again when the kitchen remodeling begins.
  • 125 WC (Gianforti) VR to replace bushes under kitchen window.
  • 8 WW (Walsh) VR for replacement of front and rear door.
  • 26 CR (Huff) VR for gate on deck
  • 8 ST (Comisso) VR to remove overgrown bushes in courtyard

Old Business:

New Business:

  • Discussion led by Joyce on Future Planning
  • Notices and mailings (Howard)
  • Monthly Timeline for expiration of contracts (Bob Gerace)
  • Greenlight Proposal

Executive Session:

  • Discussion on issues that Howard has identified that pertain to Crofton.

Action Items:

MINUTES

Wood Creek Homeowners Association
Meeting Notes: Board meeting, Thursday April 18, 2019
Spiegel Community Center, Room 204

 

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

Guests:                Emmett Miller and Jody Waite

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

Welcome/Announcements:      

  • Listening Session is scheduled for April 25, 7 pm, Pittsford Community Library, Fisher Room.
  • Annual Meeting to be held August 15, 2019 at the First Presbyterian Church of Pittsford, 7 pm, in Fellowship Hall.

Secretary’s Report:  Ginny Quinn

Minutes of the March 21, 2019 Board were approved.

Nominating Committee:  Tom Shay for Bob Gerace

The Nominating Committee met on April 2 and produced a list of nine candidates.  Bob Gerace wrote and hand-delivered a letter to each potential candidate to ask for their consideration to serve on the board.  The letter emphasizes that Wood Creek is a self-governing community interested in maintaining a high quality of life and protection of our investments here. 

Roofing Committee:  Joyce Haag

The Roofing Committee and several board members met with Upstate Roofing on April 10, 2019. 

Joyce reported that Upstate Roofing stated that the roofs have several years of life left, but that we should finish the project no later than 2024.  The project can be completed as quickly as in 16 months or as long as 4-6 years.  Their estimated cost does not include gutters, downspouts, soffits or facia. Discussion of the usefulness of a third party “overseer” who could handle approval of change orders and could interface with homeowners on their questions/issues.  Upstate recommends that all chimney repairs be done before the roof.  The estimate does not include insulation (homeowner cost) or skylights.

Upstate guarantees their work for 5 years and shingles for 40 years.  They discussed the value of the Eagle View Report which will be useful to Wood Creek in many ways.  Upstate discussed their emphasis on safety and indicated that they use subcontractors infrequently.  They have been in business since 1974 and have a wealth of experience.  (Complete report attached.)

Treasurer’s Report:  Howard Cone, Chuck Minster

Howard Cone submitted a report including financial notes about March’s results, the budget and several projects.  He discussed three large lump sum payments that were booked in March:  Insurance, Snow Removal and Sewer.  He reported that the total Capital Reserve Fund is $761,212.77.  Of this, $600,185.38 is specifically marked as Roofing Reserves.  This fiscal year we have added $92,961 to our total reserves, 60% of the fiscal year-to-date budgeted amount of $155,340.  Planning for the budget for next year is underway.  The Treasurers will have a working session in May and give an initial presentation to the Board. 

Painting schedule and chimney repairs were discussed.  To date, 72 of our 126 chimneys have been inspected and of those 18 have been repaired.  All chimney repairs should be made before the roofing project begins.  Christine will bid the chimney repairs out and report back. 

Howard estimated the amount we can expect to spend on the roofs excluding gutters at about $1.3M.

Berm/retaining wall is estimated between $30,000 and $50,000.  Trees are being surveyed but there is no report yet. 

Target date for the new budget is mid-May.

Property Manager’s Report:  Christine Sears

Nine months into the budget year, we are $298.15 over budget.  The surpluses of $6,012 in landscaping and $4,270 in legal and audit are being offset by repairs and maintenance being over budget by $2,864 and snow removal being over budget by $4,123.

We are waiting for bids on snow removal for the 2019-20 season and landscaping for 2020 from Trimline Landscaping and RM Landscaping.  Romig offered to renew the landscaping contract for 2020 at no increase from current contract.  Romig was notified that Wood Creek is refusing mulch this year and that all existing mulch will be turned over and leveled out.  New mulch will be added every other year.

The Board will communicate to all residents that if they wish to buy and spread their own mulch, they must use dark brown hardwood mulch.  A Variance Request must be submitted to Crofton before applying mulch, to ensure that all mulch in the community is the same color.

Spring lawn/garden clean-up is to begin on April 19. 

Gutter cleaning was discussed, hand-cleaning vs using a blower to push leaves from gutters.  WC gutters were cleaned last November at a cost of $8,000, which divided by 126 townhomes, it comes to $63.49 per unit. 

Christine went with Romig and Bartlett Tree to look at the Pond area.  Romig will do a debris cleanup on grass and non-turf areas during the Spring clean-up in April.  Bartlett Tree will address low-hanging branches and give estimated cost to clean up.  Since this cost is not budgeted, discussion ensued about priorities.  Tom Shay stated that we should strive to accommodate as much as we can, but some things may have to wait due to financial constraints including funding the roof project.

Motion:  Table pond work until we have a better understanding of our overall financial condition.  Motion passed.

Christine and Gary Raffel looked at Linden trees to see which need to come down and a proposal was submitted by Bartlett tree.  Discussion of tree removal and stump grinding to be done. 

Variance Committee:  Tom Shay for Will Ruby, Chair

  • 42 Creek Ridge (Burnham) requesting gas fireplace insert at homeowner expense. Has all required forms.  Board voted to Approve with Conditions:  any damage to chimney from gas line being run through fireplace is homeowner responsibility. 
  • 32 Creek Ridge (Clouser) requesting all current landscape shrubs be removed and replaced with boxwood or yews at homeowner’s expense. KLR Landscape will do the work. 
  • 8 Winding Wood (Walsh) asking to paint front entrance and door Vintage Velvet blue. Variance to be HELD for response from Frank at Accent Painting.  Need to determine if this is an approved color and who will do the painting. 
  • 10 Winding Wood (Dugan) asks to put up a dual shepherd’s hook bird feeder in back yard. Policy 105:  Birdfeeders allowed between October 1 and April 3.  Must be removed for the rest of the year.  Variance denied.  Resident may submit request again in September.
  • 6 Summer Tree (Healy) variance request for dumpster in his driveway from April 29-June 19.

New Business:  Tom Shay

  • Discussion of proposed paint contract, 3- or 6-year plan. Accent Paint will paint approximately the same number of homes each year, completing the cycle in six years instead of the current 5-year schedule.  Discussion of shake shingles.  33 units have shakes; they may need to be replaced at some time due to their condition.  Suggestion to add this expense into the long-range plan.
  • Monthly Timeline for expiration of contracts. Joyce Haag reported that she is working with Bob Gerace to develop a timeline.
  • Proposal on fines and penalties: The Board approved an increase in the late fee from $10 to $35.  Joyce Haag reported that a letter will be sent to homeowners explaining that effective June 1, 2019, the late fee for monthly payments will increase from $10 to $35.  Payments must be received by Crofton on or before the 15th of the month to be considered on time.  There is a $50 NSF fee for any bounced payments.
  • Greenlight Proposal. Emmett Miller encouraged homeowners to go to the Greenlight Networks’ website (greenlightnetworks.com) to indicate your interest.  Suggests that flyers be handed out at the Annual Meeting.
  • Discussion of 2019-2020 budget – Christine Sears said that annual operating budget should be sent to homeowners by end of May.

Meeting adjourned at 5:45 p.m.

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.