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

CURRENT HOA BOARD MINUTES

May 16, 2019 Board Meeting Minutes

 OF INTEREST TO RESIDENTS

Variance Request Form Link (Revised 2019)
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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, July 18, 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

COMMUNITY NEWS and UPDATES

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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 May 16, 2019
Spiegel Community Center, Room 204

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

Guests:   Maria and George Scott, John Timpano, Maureen Robb, Ursula Miller, Ellen Clouser, Debbie Bellisario, Jack Kita,
                Carol Ruby, Maureen Shay, Mary Ann Keegan, Jody Waite, Emmett Miller, Dorrie Deisenroth

Meeting called to order at 4 pm by President Tom Shay

Welcome /Reminder:  Tom Shay

  • Wood Creek HOA Annual Meeting will be held August 15, 2019, 7 pm at The First Presbyterian Church of Pittsford

 Open Forum:

  • Dorrie Deisenroth, 53 CR, discussed variance request to plant pachysandra in common area behind home to relieve the dirt and mud issue where grass does not grow under trees. She will buy, plant, and maintain the groundcover going forward. 
  • Jody Waite, 159 WC, discussed Wood Creek HOA Mission Statement as she feels it relates to the Board.
  • Carol Ruby, 28 CR, commented on Jody Waite’s statement.
  • Debbie Bellisario, 153 WC suggested all should build up the community instead of tearing it down.
  • Ursula Miller, 30 CR, commented on Jody Waite’s statement.
  • John Timpano, 51 CR, added to Dorrie Deisenroth’s statement re: common area where grass doesn’t grow.

Secretary’s Report:  Ginny Quinn

Chuck Minster moved to accept Minutes of April 18, 2019 Board Meeting as written.  Approved.

Nominating Committee:  Joyce Haag

Committee has one new candidate, Mike McArdle, who has indicated he will run for a 3-year term on the board, ending in 2022.  Bob Gerace is currently on the board but has been filling an empty seat, so he will run for a 3-year term as well, also ending in 2022. The board is allowed per the By Laws to have up to nine directors.  We currently have seven.  It would be desirable to have nine but is not essential.

Roofing Committee:  Joyce Haag

The board is still in planning stages of the roofing project.  We have spoken with Upstate Roofing and had contact with Ontario Roof.  Upstate recommends that we finish the roofs by 2024.  The question now is how many years to take to complete the project:  2 years would be less disruptive to the community, but 3-4 years would spread out the payments.  We plan to have a discussion of the roof project at the Annual Meeting more time to raise funds.  in August. 

 Treasurer’s Report:  Chuck Minster

Operations Budget – Monthly HOA fee will remain at $350 per month for FY 2019-20.  However, on July 1, 2020, fees will go up to $360 per month.  We are planning to have 3 special assessments (for roofing only) of $1,000 each, starting in 2020-21 through 2022-23. More info will be available after budget is approved by board.  Howard Cone stated that total expenses will go up .9%. Line items have been added to budget to make it easier for homeowners to understand each category.   The board plans a fuller explanation of the budget at the Annual Meeting.

Will Ruby moved that the Board adopt the Operations Budget for the next fiscal year and Long Range Plan as attached.  All in favor, motion approved.

Treasurers and Accent Painting inventoried the colors of the buildings and number of shutters.  Thank you to Steve Waite for providing helpful information since 2005.

Operations Report:  Will Ruby

Magic Seal repaired driveways and grass damaged in winter by snowplows.  Pot holes were repaired.

Property Managers Report:  Christine Sears

  • Frank Streisel of Accent Paint submitted a revised painting contract. Decision was to increase the painting cycle from 5 years to 6 years.  The number of units painted will be leveled to 1/3 of units each year, which will make our payments to Accent approx. the same every year. 

 Motion made to approve the Accent Paint contract with the new 6-year format beginning in 2019.  All were in favor, motion approved.

  • Christine Sears reported on the current budget, explaining current surpluses and deficits. The savings of $6,110 for mulch elimination will be divided up between the 7 remaining installments, resulting in a reduction of $872.86 per invoice from Romig. 
  • Landscape contracts received from Pin Oak, RM, Trimline and Romig. Romig has kept his contract the same as last year.  Board discussed and decided to table the decision until the June meeting.
  • Chimney repairs: contacted a few masons to inspect chimneys and give estimates.  Steve Schenck of Upstate will come to Wood Creek to do an inspection, as will Kreiger.  Tom Shay asked Christine to have the masons provide before and after pictures of work done.  Tom also wants to know which chimneys will be repaired and the dates.
  • Waiting for report from Town and Country regarding squirrels in attic at 73 Creek Ridge. Christine requested detailed report and pictures from T&C.
  • Pond Cleanup: Emmett Miller reported that even with all the rain this spring, the level of the pond remains the same. The drainage seems to keep it level.  The approved budget for 2019-2020, effective July 1, 2019, is $2,000 for the year. 


Motion was made to approve $1,000 for this fiscal year for additional Pond remediation (addition of barley straw, removal of debris and grinding and removal of 4 willow stumps).  All in favor, motion approved.

Variance Requests:  Tom Shay/Will Ruby

  • Kathy Walsh, 88 Winding Wood, requests a new paint color on front door. Approved with
    Conditions:  homeowner to pay for paint, painter and future maintenance.
  • Quinn, 18 Creek Ridge, to add dark brown hardwood mulch to side garden at own expense.
  • Waite, 159 Wood Creek, to add dark brown mulch to garden at own expense.

There being no further business, the meeting was adjourned at 5:00 pm.

The Board then met in Executive Session.

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.