Board members present: Jessica, Sarah, Kristina Sandy, Cyndi, and Kelly
Financials:
DRB Changes
- Hardie board – RA approval
- Board to submit an application to change guidelines.
- Include changing colors as well?
- Redo colors for paint, vinyl, and hardie board and include most colors
- Send out survey residents on the colors to get feedback using SurveyMonkey
- Sandy will pull the color samples of paint, vinyl, and hardie board and coordinate with Matt
- Integrate three colors from vinyl selections and three from hardie board into the RA DRB application and Wheelwright Cluster documents
- Shingles guideline changes
- Sandy to provide plan
- Bring out boards to look at the samples this weekend, Sunday, to pick colors
- Who will do the application? Jessica will work on the application over the next few weeks
- Jessica to reach out to Kelly (RA) to determine the DRB schedule (can we get on it now?)
Tree Work
- Completed 4/9/2020
- Took most of the tree down behind 2261 and it looks good now
- Tree Committee did a walkthrough the cluster with the arborists (JL Trees)
- What is the plan for the rest of the budget?
- Remove the tree between 2233 and 2231 due to issues with erosion control and it being too big for the houses.
- Submit RA application for removal of the tree since it’s healthy right now
- Sandy to coordinate with tree committee on quote for removal and Sarah/Sandy to work on DRB application for RA
- How much do we have left? We have roughly $6700 left in this year’s budget for tree work.
Cluster Cleanup Plan
- Dumpster planned for 4/18
- Hazardous waste? Not this time.
Landscaping update
- Kristina talked to contractor about some complaints of rocks moving around, trash and debri blowing around into the yards
- Residents can specify that they don’t want to have the yard debris blown and no edging
- Kristina will pass along any feedback she receives from residents
- Weekly mowing will be on Wednesdays through the summer of 2020
- Annuals
- Contractor will balance out the current plantings and only put annuals in the middle to give it a little color
- Board approves amount of $150 or under
- Rotting stump, he will see about planting something in the middle. Kristina will ask him what he recommends we plant
- Cindy has periwinkle and other ground cover plants that could be divided out to plant there.
- Tree in the lower cluster island – suggest mulching around the tree where the bald spots are, but all agreed to mulch the entire area to keep it balanced.
- Pavers – received a suggestion from the contractor on securing the pavers including rebar
- Most people agree that we don’t need rebar and can do something less extensive
Erosion Work
- Feedback from experts? Feedback from experts agree that there needs to be work on both sides of the path slopes, a bigger plan that would involve erosion netting to cover the entire slope and add native plants to anchor it down.
- It’s a large project that we might want to do in stages and only do one slope at a time, including getting multiple bids
- Focus on the area behind 2251
- Continue beyond path by tot lot and townhouses
- Submit project to the Fairfax Water grant due May 15, 2020 and DRB application
- Kristina waiting on quote to finish the application
- Erosion application – due May 15 to Fairfax Water for grant application
- DRB application will be done simultaneously
- Utilities will be handled by contractor with Miss Utility
Concrete Contract
- Cindy sent out messages and emails but has not received any responses
- She will keep trying to reach out – might not be getting responses due to COVID 19
- Kristina will reach out to the FB group for HOAs to see if she gets anything
- Cluster will review proposal about pavement treatment solicitation and discuss next time
Curbside glass recycling
- Pursue vendor for glass collection for recycling – Jess will respond and ask for a quote
Electric charging station (Mary)
- Mary reached out about new guidelines for adding an electric charging station to houses
- Something to consider adding in the future for residents – could be a significant upfront cost
- Bring up as a topic at the annual meeting to see if there is additional interest
- Cindy will reach out to people to see what she can find
- Kristina will reach out on FB group for additional research
Mulch
- Jessica will create signage about amount per wheelbarrow and costs
- Mulch amounts & wheelbarrows with costs
- Spread mulch early on Monday after this weekend – Cindy, Kristina, and Sandy
Playground equipment
- Leaving alone at this point
Dominion Power – fixing light in lower cluster
- Apparently was fixed on March 20 but still not working correctly
- Cindy submitted a new work order on 4/15/2020
Scavenger Hunt? Will hold off until the Fall.
- Kristina and Sandy suggested a news opt-in email list for those who want news about the cluster, newsletters, etc
- Sandy to send out email and flier about signing up for news – opt out to by emailing the board
- Trying to transition to electronic notifications/communications due to current climate of COVID
- Sarah to investigate emails list from website; Kelly and Jessica will pull together a full list
-Update website with correct Treasurer information to drop off payment, including location of payment dropbox
-Look into adding a permanent location payment box – maybe by mailboxes? Will think about it and talk about it later as there are security issues to consider.
-Kelly looking into the option of paying dues online and what options are available
May Board Meeting – Virtual again – Kristina will run the meeting next month if Jessica is unavailable
Next meeting scheduled May 14, 7 PM, Virtual
