Wheelwright Cluster Board Meeting Minutes – August 2021

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Thursday August 12, 2021 at 7 pm via Zoom

Attendees: Kelly, Cyndi, Kristina, Kayleen, Sarah Keally, Sandy

Community updates

Erosion

Swale installation DRB submitted – waiting to hear back

French drain installation along with 2231 path – DRB application in progress Kristina is working on getting pictures and signatures from affected neighbors for the application.

Concrete

Date of service – Tuesday 9/7  Will still need to coordinate with owners doing reno at 2245. Cyndi talked with the company and noted which homeowners will need to move cars. They also suggested other spots that may want to move their cars to avoid possible damage by loose cement flying throughout the process.  Board will reach out to 2245, 2247 and 2249 to notify them of the 9/7 date for the sidewalk repair that is happening from 2245 to 2247 that links to the tot lot path as this will block access to these houses temporarily. Also, need to ask owners at 2249 and 2251 if they can move their car so the generator can be put in their spot. The railing is currently in manufacturing, and will be installed by a separate company.  Cyndi does not believe the install of the railing will be the same week, but will reach out to get a date of when it will be installed. Once a date has been determined the Board will notify owners of 2245, 2247 and 2249. 

 Watch light by 2265

Cyndi called but was not able to talk with anyone. She plans to call again to be able to talk to a real representative. She wants to discuss and look at a light that was previously replaced with a very bright light. She wants to see if there are alternatives to the extra bright light. Sandy mentioned a conversation she had with Mike about the potential option of making the lights solar based. Mike has reached out to the RA to see if it is a possibility. Will follow up in the September HOA meeting. 

Siding updates

DRB submitted Sandy talked with Erin (new covenants advisor) and Meghan and they believe everything  seems good with the DRB application. However, the RA has started a two tier system in which smaller items can be taken care of by the covenant advisor and bigger items go to the RA DRB. However, the RA DRB has the ability to take over any item from the covenant level. To ensure that this does not cause a hold up in the DRB application, Erin has put us on the schedule for the September RA DRB meeting, so that a ruling can be made quickly. Erin asked for some additional items such as community photos and copies of meeting notes. Sandy sent those off and is going to check in to make sure they’ve got everything.

Door updates

Community input? Plan for going forward? 

Sandy discussed with Erin the door color options as well as the decorative glass options. She discussed how we are submitting a large number of colors to help future proof the design as it is easier to take colors away from the design guidelines than it is to add more. After presenting her slides they seemed on board with the idea. The current plan is to present at the October RA DRB meeting. 

Before the meeting we want to get more community input on doors via a survey. This will help the application move along faster if we have community buy in. Board plans to send out slides and a survey through multiple sources (i.e. email, Facebook, wheelwright website). The board wants to get as much feedback as possible and ensure that everyone has been properly notified. 

Sandy also mentioned wanting to clean up our guidelines to reflect things we are actually approved for. She also wants to start looking through all sections of the guidelines to clean up and adjust and update some of the smaller items, like house numbers.  Sandy will present these during the October meeting. 

One of the larger items she wants to look into is to get bids for garbage bins and front overhang areas. We will probably have to get an architect to draw that up. Kelly will reach out to see if she knows anyone that can help with planning. 

Parking lot – asphalt updates

Kristina to present for board/community discussion in September

Landscaping 

Issues?

Should we seek bids from other companies? Sandy reached out to Chris and sent him an email covering our concerns about the weight of the equipment and things starting to look dingy. He has not responded. Sandy will try reaching out again.

The board will look into getting bids from other companies. This will help to give a point of reference on the possible cost and see if the community is interested enough for the possible increase. It was also discussed whether personal landscaping should be taken out of the budget and each homeowner will be responsible for the upkeep of their own land. In the past, this has led to overgrown unkempt yards.  Cyndi made the point that those who do not have a lawn, subsidize the cost of personal lawn upkeep by paying higher dues for this service.  This will most likely be a point of conversation at the annual meeting. 

Garbage/Recycling

Issues?

Overall there have been no new issues reported and we have not heard of trash and recycling being combined again. There have been black bags left on the curb from gutter cleanings that weren’t picked up when first put out, but were eventually grabbed. 

Tree inspection 

JLL Tree Proposal

Steve and Kerry took Kristina around and showed her the big issues.  There are a few high priced items. First is the Oak tree by bus path on the edge of Old Crafts. It is on our property and it is dead and needs to be removed. We are not sure where or how they would get parking spots on old crafts. Steve is looking into it. 

A tree in the rear of 2267 is very dead and leaning toward the houses. It is a high ticket item

An oak tree behind 2207 is not large but is completely dead. It is mostly leaning away from houses but isn’t holding up well.

There is a tree near 2231  that needs pruning. 

The oak tree in front of 2230 continues to be a concern. They have been keeping their eye on it for the past  few years and the arborist feels like it’s not going to get better and it is a large tree on a small peninsula.  

There is a large tree on the island in the lower cluster that has branches at the top that need to be pruned. The arborist is not worried about the tree as whole but the tree would be healthier if the dead limbs were removed.

The estimated price is $13,600 but there is an option to take $750 off if they do not remove stump grindings. The neighborhood could use the stump grindings but we need to figure out how they would be transported to the areas that need them. We can also get $1,100 off if we postpone the non urgent work until the winter. We are ok pursuing the recommended work but we need a priority list of what needs to be done immediately and what can be postponed until we can get the winter discount.

Summer community cookout? Postponed due to weather

New date? Board decided to cancel the “summer cookout” due to high transmission rates but may decide to continue with the cluster clean up cookout in October depending on covid numbers in our community.  

Dennis has a grill he would like to donate to cluster Cyndi can keep the grill on her back deck for now. 

Will collect items for cornerstones during cluster cleanup cookout

Neighborhood donation pickup – Weekend of October 16th 

Kristina will look into Lupus foundation or Amvets – on to do list

Annual meeting

Room at RCC has been reserved pending payment

Financials

Continuation of discussion about fiscal health and early planning for 2022 budget. 

Next Meeting

  • Thursday, September 9th at 7pm

HOA Meeting – August 2021

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Thursday, August 12th at 7:00 pm

Here is the link to join: https://us02web.zoom.us/j/85954358376?pwd=SVVOMG9zNU5sTHFUaWhvV0VYbXhRUT09

Meeting ID: 859 5435 8376

Passcode: 856423

Please be sure to arrive early so that the moderator can let you in the virtual meeting. Once the meeting has started, it is difficult to see if someone is trying to join.

If you are having trouble joining, email the board at
wheelwright.cluster.assoc@gmail.com

Wheelwright Cluster Board Meeting Minutes – July 2021

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Thursday July 8, 2021 at 7 pm via Zoom

Attendees:  Kelly, Cyndi, Sandy, Kristina, Kayleen (2224) 

Community updates

Erosion – There was a proposal for the swale from Chris. Details for proposal outlined in spreadsheet. Jose proposed a French drain behind 2243-2249

For the breakdown, look at the spreadsheet Erosion Projects 2021.

Kristina proposes completing the swale project as proposed, the French drain project and the path leading to the rear of houses by 2231.  Cost of all projects $6505, coming under budget by $495.  Board voted to pursue all erosion projects.

Concrete – We do not have a date of service, yet, but Bright Construction says it will be 6-8 weeks from June 30th, putting the concrete work probably at the end of August or beginning of September.  Kristina will reach out to folks who are redoing their house from car damage to make sure that concrete work won’t interfere with their reconstruction.

Will Juan be offering a discount for homeowners who want work done? Cyndi spoke to a rep at Bright Construction group and they said that they could probably offer the 10% discount but it would have to be confirmed by Juan who hasn’t yet gotten back to Cyndi.

DRB applications updates

Siding – We are bundling the changes for trim, siding style, and colors together . Sandy has completed the DRB application for the trim, siding materials and colors with the intent to submit by the end of this week.  She will also include an update for the poly-coated wrap trim (fascia board) that we already have approved.  The current approved color is Musket Brown, which does not match our trim color, Oxford Brown.  Going forward, we’d like to amend the color to Oxford Brown but grandfather those who have already put trim capping in the Musket Brown color.  The board voted and agreed.

Door art glass styles – Sandy presented a number of decorative glass options for door inserts from several different companies.  She would like to present the community with options from different companies.  Styles were presented from Therma Tru, Masonite, MMI, and Jeld Wen.  Generally, the board tended towards modern but simple styles with straight lines and geometric shapes.  From Therma Tru, Pembridge and Axis styles were the favorites.  From Masonite, the Crosslines and Brooklyn styles were favored.  From MMI, the Atherton style was favored; and from Jeld Wen, the Wendover style was selected.  Sandy will put together a list of our favorites and we will share with the community for input.  Also, we would like to consider whether the art glass options should be available for doors only or also for the sidelight.

Landscaping proposal – Noncompliance issues with rock swales that were installed as part of recent erosion control work. The surrounding swale installation application is almost complete now that Chris’ proposal came through.  Kristina should be able to complete it by early next week.

Parking lot and asphalt – On hold until maybe September? Board agreed to delve into this topic in September.  Since we’re consumed with concrete, erosion projects, DRB applications, we’ll hold off until we can have a more comprehensive discussion.  Kristina will put something together for the September meeting. We can then present the issue at the annual meeting. This will be at the top of the list for annual meeting topics, as the work may be scheduled in 2022.

General Landscaping – Nudge Chris to give a gentle reminder to his crews to be more mindful when using the large lawn equipment in the yards. There has been damage to residents garden gates and bushes.

Sandy will bring up with Chris again.  Cyndi mentioned that the equipment they are using is too large for our front yards.  Sandy said she has had discussions with Chris about this topic and the next step down is similar to push mowers, which Chris stated is not very cost effective or beneficial for a landscaping company.

Garbage/Recycling – There was another combined recycling/trash dump incident. Bates also missed the upper cluster during yard waste pickup. Kristina has been in touch with Theresa trying to get these issues fixed.

Tree inspection – We are waiting to hear when this will be scheduled from the tree committee

Summer community cookout? August 1st

Preparations -We will plan to host a cookout similar to that of cluster cleanups.  Kristina will do the shopping at Costco a few days before.  Cyndi has room in her fridge.  Ideally, we will set up in the lower cluster at 1pm.  Our goal is for Sandy to a bring charcoal grill from 2223, or Kayleen has offered to lend the cluster the use of their gas grill.

Neighborhood donation drive – We will hold a donation drive the weekend of October 16th for Cornerstones. Items that are needed include new and used blankets and towels, and new sweatpants and sweatshirts

The board decided to do the Cornerstones donation during the cookout.  That way we can also look for a charity that picks up a wide array of used items not needed by Cornerstones. Residents can donate used items to prevent our dumpster from overfilling with items in good condition during the Fall Cluster Clean Up.  Kristina will look into Lupus foundation or Amvets.

Board Member positions – We need a new board member and person to fill the officer position of secretary.  Ruth Schulte will be leaving her position as secretary, as she and her family are leaving the neighborhood at the end of August.  Kayleen from 2224 has graciously offered to step in as board member and secretary. 

Who else is planning on leaving after this term is up?  Terms are up for Cyndi, Sandy and Kristina.  All have expressed interest in continuing to serve on the board.

Annual meeting – The board feels that more people attend when the annual meeting has been in person.  Kristina will reach out to RCC to see what their availability is for rooms in December.  We will also try to have a Zoom option available.

Other topics? Renewal for website domain name needs to be renewed.  Kristina will check with Ruth to see if she can take care of the renewal.  If not, Kristina will do.

It was suggested that a hard copy of the Wheelwriter be distributed to the neighborhood especially around cluster clean ups. Members also agreed that now might be a good time for a hard copy to go out, including information about hazardous waste pickup, the cookout, the Cornerstones donation drive, the fall cluster clean up, and doors style options.

Financials

Reviewed the current status of the budget and the anticipated net income for the end of the year since we have had a few line items go over budget and/or have some unexpected expenses.

Discussed proper allocation of income based on current and future cluster needs, such as the grind and mill for the parking lot, and general increases to operating expenses.

Began discussions on how to ensure we are in a better financial position moving forward.

Next Meeting

Thursday, August 12 at 7 pm

HOA Meeting – July 2021

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Thursday, July 8th at 7 pm

Here’s the link to join: https://us02web.zoom.us/j/86250694494?pwd=amtJcGJkM0JraUZkTHV4UzdydkIwUT09

Meeting ID: 862 5069 4494

Passcode: 442967

Please be sure to arrive a little early so that the moderator can let you in the virtual meeting. Once the meeting has started, it is difficult to see if someone is trying to join.

If you are having trouble joining, email the board at wheelwright.cluster.assoc@gmail.com.

Wheelwright Cluster Board Meeting Minutes – June 2021

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Thursday, June 10, 2021, at 7 pm via Zoom

Board Members: Kelly, Kristina, Sandy, Cindy, and Ruthie

Residents: Matt and Sarah K

Community updates

Door Styles – Sandy

RA wants residents to pick what they desire so Sandy drove by newer construction to get a sense of the current market; aim to keep it simple. We need guidelines because RA won’t let clusters eliminate them.

Question from residents: Why are we changing the guidelines now? Answer: We are updating the siding colors so the door colors need to coordinate with new siding colors. We are going for a more universal style and expanding brand choices so residents can take advantage of sales.

New door options will include different door material options (i.e., steel, wood, fiberglass, etc.). We plan to include glass panel options. New options will mimic what we currently have – flat panel – and add in divided two-panel option (¾ glass and ½ glass), all glass option, and a craftsman style door with one glass panel at top.

Do we want to include privacy glass options (i.e., frosted glass, simple privacy glass, satin etch) and art glass option as long as it is simple? Sandy will present glass styles at next meeting.

Colors – Sandy

How many colors? Goal is to make the colors subtle or pop if wanted, and allow for individuality. Ask Meghan if 18 door colors is too much before completing the DRB application. If RA thinks 18 is too many, the board will reduce color palette.

Do we want to include a wood grain option? Popular but limit to one manufacturer and one color.

DRB applications update – Sandy

No news from Meghan but application is available online to be downloaded. We can bundle the changes for trim, siding style, and colors together. After DRB application is sent to RA for changes to the siding, we can work on DRB application for doors.

Landscaping – Kristina

We can use proposal from Hemax as base to fix non-compliance problem. Otherwise Hemax proposal is over our budget.

Concrete – Cindy

Do we have a date scheduled for the work? Juan got back to Cindy and said we can get railing on the left side of the stairs by for same amount as proposed for the right side. Once we have decided, we can circle the options we want in the proposal, sign and then submit the contract. A 40% deposit is required if we want to proceed and the work will be scheduled 6-8 weeks after the deposit is received.

Parking lot & asphalt updates – Kristina

Kristina contacted Brothers Paving and Concrete Corporation for another 3rd opinion and they are coming out next week. No new updates otherwise. Kristina can update everyone at the next meeting.

Erosion – Kristina

For drainage and erosion solutions, Hemax quotes were complex engineering solutions and out of our price range. Suggest contracting with Jose’s company for the French drain.

To address RA non-compliance around the rock swales, we can use plants suggested by Hemax to submit to RA and strategize on what we can do as a cluster to save money. Kristina will ask Hemax to line item landscaping installations so we can pick which areas we really need to focus on.

Landscaping – no updates, begonias went in and look good

Garbage/Recycling – no updates

Trees – inspection aim for late July or early August, after cicadas are gone

Other topics?

Neighborhood donation drive – Kristina wrote to Cornerstones about working with them, aim to hold it weekend before the Fall Cluster Clean Up (October 16th).

Communicate events sooner rather than waiting until it gets closer so residents can plan ahead. October 23rd was proposed as the tentative date for Fall Cluster Clean Up.

Summer community cookout scheduled for Sunday, August 1st.

Financials

Treasurer expressed budgetary concerns as to how we will be able to afford the upkeep of the neighborhood. Board suggested communicating with the cluster about participating in cluster cleans ups to stave off costs. Other options include a special assessment or raising dues.

Other financials were discussed.

Next Meeting

July 8th at 7 pm via Zoom.

Wheelwright Cluster Board Meeting Minutes – May 2021

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Thursday, May 13th at 7:00 pm via Zoom

Board Attendees: Kristina, Sandy, Ruthie, Cindy, and Kelly

Residents: 2207

Community updates

House Siding colors – Sandy

Colors chosen and approved by the Board – Naval, Waterloo, Steely Gray, Gauntlet Gray, Curio Gray, Connected Gray, and March Wind (alternative for Cape Cod). RA clusters do get a discount at Sherwin Williams. Need code from Megan, not received yet.

Door styles/colors – Sandy

Guidance from Megan not specific (brand name only, nothing about style of door). Sandy will discuss with her in upcoming meeting. After style and brand of doors selected, we can consider prefinished colors as an option for our door color palette.

Waiting to talk to Megan before completing DRB application.

Concrete – The proposal is complete. Talked about which areas to pull the trigger on. Proposal includes three concrete areas and an option for a railing, but the total would exceed what we had allotted so we need to pull some money from elsewhere (like snow removal or landscape beautification projects).

Board approved to go over budget to allow for cost of three concrete areas and railing and find money elsewhere in the budget to keep net budget the same as approved at the annual meeting. Agreed to suggest that Juan place the railing on the left-hand side of the steps.

Cluster Clean up – Finished many of the projects, but some lingering projects need attention.

Trash can enclosure at tot lot. Need 1×6’s pressure treated wood for the trash enclosure. Benches need to be sealed because it was wet during the clean up and we were only able to sand them down.

There are some loose steps after fixing the missing step and another loose step. Ruth and Sandy will look at loose step because the stringers are rotting beneath it and see if anything more needs to be done.

Parking lot – Asphalt updates

Joe at Finley provided some quotes. One option would be to replace only top two layers because the bottom layers looked good to Joe. We decided to also ask for a quote that would include redoing the base layers (hard pack) just in case it turns out that is not as good as Joe thought.

Questions to ask Joe: How often does the hard pack need to be replaced? If we are doing the top layer but the base layer needs to be fixed how long would the top layer really last? Would it make more sense to get the hard pack fixed if it is also needing to be replaced soon?

Nathan at Dominion provided two quotes, but they were more expensive than Finley and they wanted to replace 4 inches rather than the top two layers.

Kristina will ask for more clarification and look for another quote since the two quotes are so different.

To consider: If we wait another year to do the asphalt, we should at least look at fixing the potholes that have developed?

Erosion

Areas under consideration: Cyndi’s hill, Karen Beasley’s backyard, swale landscaping

Waiting on proposal from Hemax. They have someone on staff who does the design and incorporates native plants, which would be useful for RA compliance.

Kristina has an appointment with Drainage and Erosion Solutions next week.

Kristina emailed Jose about planting non-invasive plant around the swale areas and rather than vinca, but she hasn’t heard back. Sandy can also call to follow up.

Re: RA non-compliance around rock swales- Kristina spoke at length with Cam at RA, who suggested sending an email to the non-compliance RA person to get feedback on what is required for the submitted design plan.

Landscaping

Chris said he could plant annual flowers at the front entrance for $110. He recommended perennial vinca as an option but not impatiens since deer like to eat them and require a lot of water. Begonias (white and red) and lantanas (pink, mauve, yellow) are also options because they are more heat tolerant.

Other issues/topics: 1) Weeding will occur this coming week; 2) Landscaping staff down 20% so Chris will try to keep it Tu/Wed/Th but can’t promise a specific day; 3) Concerns – Miscommunication with mowers for areas to be mowed or not mowed. Chris will talk to crew to find out better communication method; 4) Grass behind houses where there is balding could be considered for 2022; 5) $1,250 still remaining for tree budget – Sandy requested $100 to trim a tree that has overgrown along main drive path; 6) Mike and Kerry requested shade plants or flowers along the path leaving the tot lot to the lower cluster (Potentially include this as a fall cluster clean up activity)

Garbage/Recycling – Bates missing the upper loop on Wednesdays for yard waste. Kristina will contact them about it.

Other topics? Plastic bags still being thrown into the compost. Post picture of no plastic bags in addition to the written sign.

Financials were discussed.

Next Meeting
June 10th at 7pm via Zoom

HOA Meeting – June 2021

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Thursday, June 10th at 7 pm

Here’s the link to join: https://us02web.zoom.us/j/88511138116?pwd=aEE0bEc1QVErdE1lS256VnJCdTVWUT09

Please be sure to arrive a little early so that the moderator can let you in the virtual meeting. Once the meeting has started, it is difficult to see if someone is trying to join.

If you are having trouble joining, email the board at wheelwright.cluster.assoc@gmail.com.