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

CURRENT HOA BOARD MINUTES

March 21, 2019 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 March Newsletter is available on the Newsletter Page
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The next HOA Board Meeting will be held on Thursday, May 16, 4 pm at the Spiegel Center.


  • Thursday, April 25, 2019:  Listening Session scheduled at 7 pm at the Pittsford Community Library, Fisher Room, first floor.
  • 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
APRIL 18TH. 2019

 

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:

  • Listening session is scheduled for April 25th at the Pittsford Public Library, Fisher Room 7pm
  • Annual Meeting will be held in August 15th 2019, location TBD

Guests/Open Forum:

  • Jody Waite- WC Board Mission Statement

Reading & Approval of minutes from previous monthly meeting:

  • March Minutes

Secretary’s Report & CommunicationGinny Quinn

Nominating Committee Report:   Bob Gerace, Chair; Mary Ann Keegan, Deborah Bellisario, Ellen Xydias, Ellen Thiede

  • Report on progress with nominating committee (T.Shay)

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

  • Report on meeting with Upstate Roofing from 4/10/19

 Treasurer’s ReportChuck Minster and Howard Cone

  • New budget being formed for 2019-20, progress report from Howard

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. ( Mooreland’s not interested)
  • RM Landscape bid?

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

  • VR for 42 CR (Burnham)request for a gas insert fireplace

Old Business:

New Business:

  • Discussion and adoption of proposed paint contract (3 or 6 yr plan) (Howard)
  • Monthly Timeline for expiration of contracts (Joyce)
  • Proposal on fines and penalties (J. Haag)
  • Greenlight Proposal

Action Items:

MINUTES

Wood Creek Homeowners Association
Meeting Notes: Board meeting, Thursday March 21, 2019
Spiegel Community Center, Room 204

 

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

Guests:                Emmett Miller, Jody Waite, Phil Lewis,

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

Open Forum:

  • Jody Waite spoke about Board norms, including honesty, transparency and accountability.


Secretary’s Report:  Joyce Haag as acting secretary

The minutes of the February 21, 2019 Board meeting were approved. 

The By-laws require the nominating committee to be created 6 months prior to the annual meeting.  The nominating committee was created in February and therefore the earliest the Annual meeting may be held is August.  A motion was made and seconded to hold the annual meeting on Thursday August 15, 2019 with a location to be determined.  The motion was approved

Nominating Committee:  Robert Gerace

The committee met and has identified a number of homeowners to approach about their interest in serving on the board.  The committee is aware of the schedule for nominations laid out in the by-laws.  Nominations will be placed in classes to attempt to make the classes as equal as possible.  Bob Gerace suggested the committee would try a personal approach to prospective nominees.  The committee is creating a form to capture relevant biographical information about each nominee.

A motion was made and seconded to add Ellen Xydias and Ellen Thiede to the nominating committee.  The motion was approved.

Roofing Committee:  Joyce Haag

The board and Roofing committee are scheduled to meet with Upstate Roofing on April 10.  It is the committee’s expectation that Upstate will present their recommendations and suggestions for our roofing project, including timing, scope, cost and length of project.

We also plan to invite Upstate to the Annual meeting in August to be available to answer questions from homeowners.

Treasurer’s Report:  Howard Cone and Chuck Minster

As approved at the February board meeting, a CD was purchased with $80,000 of general reserve funds from Bank of California at 2.30 percent, maturing on Sept 9, 2019. 

Crofton has been requested to prepare a first draft of the budget by the end of March for the fiscal year July 2019 to June 2020. Christine Sears indicated that if she did not have exact expenditure numbers, she would take last years numbers and increase them by 3%.

 Howard Cone and Chuck Minster stated that in order to create a usable annual budget, there needs to be awareness of other items such as – repairs to the pond, retaining wall, sidewalks needs, a plan for trees in the community that need to be removed, and a plan for replacement of old landscaping.

Will Ruby, Joyce Haag and Howard Cone along with Christine Sears and Connie Simmons met with Accent Painting.  The board requested that we move from a 5 year to a 6 year painting schedule and consider going to a 7 year schedule if we use Benjamin Moore Stain instead of Sherman Williams stain.  We also requested that the same number of units be painted each year, or as close to that as possible in order to have the same expense for painting each year.  Accent Painting is preparing a revised schedule for the reminder of its contract and will prepare a schedule comparing the 6 year and 7 year cycles.

It was also suggested that we pay the painter when his services are rendered and not in arrears.

We stressed with the Manager our strong desire that any work orders requested by Homeowners be batched to reduce the cost to the HOA. 

Property Manager’s Report:  Christine Sears

Jonathan Kreider was awarded a contract for chimney repairs at 16 CR and 62 CR.

The Manager presented a contract from Town and Country Pest Solutions for bee spraying for 2019 for $3102.  The board discussed whether this was necessary and concluded not to contract for bee spraying in 2019.  If individual Homeowners have an issue, it will be dealt with on a case by case basis.

The Manager has obtained one bid for landscaping from Pin Oak. Moreland’s Landscaping has declined to bid.  The manager will continue to seek bids from Westside Landscaping, Trimline Landscaping and Zephyr Landscaping.

It was suggested that we try to get one contractor to do both Landscaping and snow plowing.

Crofton asked whether we wanted Crofton to do an overview of the property to see if any siding need to be repaired or replaced.  Crofton will charge for this activity.  No action was taken.

Variance Committee: Tom Shay for Will Ruby

The board acknowledged that a variance request had been submitted by Ken Frederick for 44 CR to replace 4 windows which was approved by written consent, a copy of the consents are attached to these minutes.

A variance request was submitted by Marilyn MacDonald for 129 WC to add a storm door at the front door.  All the paper work was in order and the variance was approved.

A variance request was submitted by Mark Morgans for 10 RB to replace 2 rear windows.  All the paperwork was in order and the variance was approved subject to compliance with Policy # 103.          

Old Business:  Tom Shay

There has been a lot of discussion concerning the variance request from 94 CR for the installation of a generator.  Section 7.06 of the Declaration states that if the Board fails to act within 60 days of submission of a variance, then the variance is deemed approved.  IN light of this provision, whether the board took action of the variance as some board members recall or did not take any action, the variance was approved in accordance with Wood Creek HOA procedures.

New Business:  Tom Shay

  • The board is assembling a monthly calendar so that contract renewal and other items are handled at the appropriate time.
  • The HOA insurance policy covering casualty and liability was renewed on March 11, 2019 with Travelers through USI, our insurance broker.
  • Joyce Haag and Howard Cone reviewed a proposal for imposition of fines and penalties so that there will be more uniform application and an increase in the late payment fine. There was a discussion and Joyce and Howard will bring a final proposal to the April meeting for action.
  • Crofton was asked to send out a communication to the community covering 2 topics

– The annual meeting will be Thursday August 15 at 7 pm, location to be determined.

– There will be a Listening Session on Thursday April 25 at 7 PM in the Pittsford Public Library,      Fisher Room.

Given the use of the HOA website, it was determined that we should keep the website in existence.

Crofton was asked to communicate with Romig that the community does not want mulch to be added this year.  Instead we would like Romig to turn over the existing mulch and advise us of the resulting savings in the contract.

Emmett Miller presented to the Board a summary of suggested actions to be taken to improve the life of the pond.  The board approved an expenditure of $624 to remove the stumps along the edge of the pond.  A copy of the Pond Report is attached to these minutes.

Meeting adjourned at 6:00 pm.

Respectfully submitted,
Joyce Haag, acting 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.