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

CURRENT HOA BOARD MINUTES

January 17, 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, March 21, 2019, 4 pm at the Spiegel Center, Room 204

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AGENDA

Woodcreek Homeowners Association
Monthly Meeting Agenda @ Spiegel Community Center, Pittsford, NY
MARCH 21st, 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

Reminders/Welcome:

Board will entertain an “open forum” and then no further Q/A from audience.

Guests/Open Forum:

Reading & Approval of minutes from previous monthly meeting:

Secretary’s Report & CommunicationGinny Quinn

  • DATE NEEDS TO BE SET FOR AUUST 2019 FOR ELECTIONS (Article V; Sect 5.02)…nominating committee formed and appointed 6 months prior to elections.(done at last months meeting) hence 6 months is August.

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

  • Mtg that was scheduled for 3/5 had to be postponed and will occur in April

 Treasurer’s ReportChuck Minster and Howard Cone

  • A CD was purchased in the amount of $80,000 and titled for “general funds” (see managers’ report for further details re: maturity/rate)
  • 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

Variance Committee Report/Requests:  Will Ruby, Chair

  • VR from Ken Frederick 44 CR to replace 4 windows approved w/written consent from all board members 02/28/19 and to be adopted into the minutes at this meeting.
  • VR from Marilyn MacDonald 129 WC for storm door on front door.

Old Business:

  • Variance for 94CR has engendered much discussion and much has been said and implied about whether procedure was followed. 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. Therefore, whether the board took timely action, as some would have it or the board failed to act in a timely manner, as some others would say, after 60 days has elapsed from the submission date the variance is considered approved.Therefore, there is no need to add further clarification to the prior minutes where the variance may have been addressed.

New Business:

  • The HOA insurance policy covering casualty and liability on the property was renewed on 3/11/19 with USI (broker/dealer) and Travelers.
  • The board met with Crofton (Barb Perdue and Connie) on March 7th to discuss our expectations
  • Listening session is scheduled for April 25th at the Pittsford Public Library, Fisher Room 7pm
  • Annual Meeting will be held in August of this year.
  • Do we need mulch this season? (Chuck)
  • The need for two websites? (Chuck)

Action Items

MINUTES

Wood Creek Homeowners Association
Meeting Notes: Board meeting, Thursday January 17, 2019
Spiegel Community Center, Room 204

Attendance: Directors: Tom Shay, Howard Cone, Bob Gerace, Joyce Haag, Ginny Quinn, Will Ruby
(via phone), Chuck Minster (via phone)
Property Manager: Christine Sears, Crofton
Guests: Tom Glisson, Kate Spencer, Maureen Maloney Robb, Dick Dennison, Phil Lewis, Ursula
Miller, Maureen Shay, Jody Waite, Trish Gerace

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

Guests/Open Forum:
• Tom Glisson requested clarification of two items in the October 2018 Minutes (5b and 5e) and
requested that the minutes be amended to reflect the clarification if the Board approves.
          o 5b of the October 2018 minutes stated, “largest expense was landscaping,
             unexplained”. Mr. Cone explained that he just recently received clarification from
            Crofton regarding the three landscaping accounts and the reconciliation with the
            audited statements and the amounts in question in October have now been explained.
          o 5e. Used data for long range plan and shortfall due to not doing assessments. Mr.
             Glisson indicated that there were three assessments collected for the roof project and
             an additional three assessments were not collected because it was determined the roof
             project would not be initiated as early as anticipated and there was no need to collect
             the money earlier than necessary.

• Jody Waite discussed By Laws, “Books, Records and Legal Documents”. Requests receipt of all
minutes of Board of Directors meetings between May 17 and June 21, 2018, copy of 94 Creek
Ridge variance request and all papers linked to it.

• Dick Dennison discussed issue of parking shortage in Wood Creek, cars that park outside
overnight. Would like landscape committee to go around the neighborhood to check out
bushes that are growing into sidewalks. Tom Shay reported on meeting with Gary Romig, who
gave explanation of why shrubs are pruned according to the calendar. Hoping to start a Long￾Range Plan for landscaping. Landscaping is over 30 years old, we have major expenses coming
up and we need to be prudent about how we spend money. Romig will provide list of shrubs for
us to consider which are hearty and can survive winter. Discussion of gutter cleaning – will be
done twice per year by Penfield Window Cleaning. If all gutters are cleaned at once, we can
save hundreds of dollars by not responding to each individual call.

• Bob Gerace noted an increase in dog feces left along sides of WC roads. Asked all present if they
know who is not picking up after their pet(s), to please talk to them or notify a board member.

• Maureen Maloney Robb reported that a dog is being left outside in the cold and is barking.  Basement walls are wet due to too-full gutters.

Secretary’s Report: G. Quinn
Motion made by Bob Gerace, seconded by Chuck Minster to approve the November 2018 Board
Minutes. Motion approved.

Roofing Committee: J. Haag
Upstate Roofing has been here to walk some of the roofs; they commented that WC might have three
years of life left in the current roofs. Upstate has done a partial Eagle View of Wood Creek to get
dimensions and shapes of roofs. Tom asked Christine about several chimney tops that are in disrepair.
She will ask Kreider Masonry for estimate on repairing those chimneys.

Treasurer’s Report: H. Cone
Reported on amount in roofing reserves. Good rates on CD’s – guaranteed and insured – earning more
than leaving in checking account. The Board will continue to move money into designated roofing
reserves as cash flow permits.

Operations Report: W. Ruby (via phone)
Discussion of policies and procedures and late payments on monthly HOA fees. Current late fee is $10
for first offence. Homeowner will be asked if he/she is aware that they missed a payment before
charging the fee. Crofton typically sends a letter, Chuck suggests a phone call might be more efficient.
Board will continue to discuss and offer a proposal. Action Item.

T. Shay indicated that the Board is planning to organize listening sessions with the community. Listening
sessions are a good opportunity for community to dialog and make suggestions. One is being planned
for late April and Gary Romig will be the guest speaker. Suggestion made that that we have more
listening sessions on other topics as well.

Property Manager’s Report: Christine Sears
• Three bids have been received for lawn care by the Board. Christine distributed copies of the
bids from Broccolo, TruGreen and One Step. Discussions of pros and cons. Board will review all
proposals and make a decision.
• Discussion of homeowner’s request that Board waive half of his $25 NSF fee, due to problem
with bank and ACH. Crofton sent the homeowner a letter. Howard Cone stated that it is
important to treat all equally, and there was discussion of amount of fee charged by WC. Bob
Gerace suggested that we levy the fine subject to appeal and the Board agreed.
• Homeowner at 86 Creek Ridge has requested a set of steps and railing built at her unit. There
are no steps or railing there now. The other units which have steps/railings needed repair and
the railings were added to adhere to Code. Board decided to have homeowner submit a
variance request for consideration. There have been no reports of accidents on the property.
Installation of new steps and rails would cost at least $6,000. Motion by C. Minster to call
homeowner to tell them we are tabling the request for now and will do some further research
before we respond to the Homeowner. Motion was approved.

Variance Committee: Will Ruby (via phone)
• Janet Bossert, 6 Winding Wood, asked to replace two existing skylights at own expense.
Pictures are attached to variance request. Motion made, all in favor, none opposed. Approved,
contingent upon contractor submitting insurance info prior to doing any work.
• Discussion of mess behind 10 CR. Crofton will send homeowner letter requesting cleanup.
• John Halligan and Mike McArdle, 75 and 77 Creek Ridge, submitted request to take down
overgrown ornamental tree behind their units. Asking that Patrick Services cut down tree at
homeowner expense. Contingent that they have tree stump ground down and lawn graded and
reseeded as well. Motion made by Tom Shay, seconded and approved with stipulations.

Old Business: Tom Shay
Variance request for a generator at 53 Creek Ridge was approved by written consent of the Board.
Copies of emailed Board votes are attached.

Ginny Quinn’s 3-year term on the Board will expire in June 2019. A new Secretary of the Board will be
needed, as well as a Nominating Committee Chair and committee. It is time to put together a slate for
the next annual meeting.

New Business: Tom Shay
Additional visitors’ parking. Discussion of adding more parking spots in the community.

Dick Dennison – Dislikes cars parked in driveways overnight.

The Board then met in Executive Session.

Meeting was adjourned at 5:40 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.