March 2023 Wheelwright Cluster HOA Board Meeting Minutes

Virtual via Zoom

Attendees:

HOA Board: Kristina Myers, Jade Perez, Kelly Fairbank, Joy Charles, Sandy Mohler, Cindi Hartman-Newland
Cluster Residents: Karen Reese (2207)

Jose de la Cruz – waiting for proposal
Sunrise – received proposal
Additionally, met with Blue Sky Landscaping and Deco Footprint Design|Build
Fairfax County Soil and Conservation – offer a grant to HOA communities like ours called Virginia Conservation Assistance Program. Need to meet with Dan Schwartz, soil scientist to issue site evaluation.
The Virginia Conservation Assistance Program (VCAP) is an urban cost-share program that provides financial incentives and technical and educational assistance to property owners installing eligible Best Management Practices (BMPs) in Virginia’s participating Soil and Water Conservation Districts (SWCDs).
These practices can be installed in areas of your yard where problems like erosion, poor drainage, or poor vegetation occur. Qualified sites shall be used for residential, commercial, or recreational purposes with a proposed practice that addresses a need. Up to $7500.
Had tree to the rear of 2260 looked at by the contractors who came to look at our areas of concern and they all agreed that the tree looks ok.
Sidewalk area in front of 2229 and 2231 – all contractors are issuing proposals for this area as well.

2. EV/Charging Stations

Jill Jenkins, Cory Meacham and Kristina will make up the EV charging committee.
Is a charter necessary? Board Decision: Yes
After Action: Kristina will work to write and get approval for EV Charging Station Charter
Will be meeting periodically via Zoom to discuss goals of committee

3. Parking/Towing

Parking space shuffle: Thanks again to Sandy who graciously volunteered her time to repaint all of these parking spaces:| 2227 | 2231 | 2221 | 2225 | 2229 | [UNRESERVED]
Last meeting’s discussion: Should there be an update to the guidelines recommended at the next annual meeting?
The goal would be to update the guidelines to clear up the language on notices and individual homeowner rights to request towing for cars in assigned spots, as well as avoiding a cumbersome process for the HOA board members. We would want to include language on how homeowners should address this in a courteous way. In addition, we should include language on parking during inclement weather (Ex. Reserved Numbers blocked by snow)
Board Decision: Hold until annual meeting for official revision of language, which has to be reviewed by legal, but in the meantime, include a note to ask for community input on how to re-write guidelines and to ask for feedback.
Kristina passing off of parking list to Jade.

4. Landscaping

New contract for 2023 – signed and sent
Joy’s meeting with Chris
Joy and Sandy will add an item to the Spring Cleaning list to include non-toxic weed killing around Cluster.

5. Reserve Study

Agreed that parking lot should be done in 2024 the latest due to its deteriorating condition; initial assessment seems to have been done based on standard usage versus our actual usage.
Storm water drainage allowance should be kept in the study; allocating funds to this is more like an insurance policy; backup of storm water can create huge financial burdens such as damage to parking lots and erosion of homeowner land.

6. Cluster Clean Up Notes and Other Important Dates

7. Newsletter Notes

Add note to remind to residents to email board about any landscaping issues.
Important dates (Ex. Cluster clean up)
Add note to remind residents regarding: Taking trash cans in after pickup/putting out trash late in evening day before or early morning of pick up.

8. Garbage

Ad-Hoc Agenda Items

Ad Hoc: Can we post the meeting dates on the website in advance?

After Action: Jade will post the remainder of the year’s meeting dates posted on the website. (2nd Tuesday of the month at 7:00 p.m. )