October 2023 HOA Board Meeting

October Board Meeting

Tuesday, October 10th,, 2023

7 pm

Virtual via Zoom

Attendees: 

Board: Kristina Redford-Meyers, Cyndi Hartman, Kelly Fairbank, Joy Charles, Jade Perez and Sandy 

Cluster Residents: Chun-Lung Huang

Agenda

Community updates

1. Erosion/Drainage
   1. VCAP-Deposit submitted, but not yet deposited 
   2. 2229/2231 – DRB application submitted

2. Website
   1. September meeting minutes- Approved

Action Item: 

Jade will post approved minutes. 

2. Reserve study needs to be published on our website

Action Item: 

Jade will post in Announcements and in the Minutes

3. Last tab – tree committee – can be deleted

Action Item:

Jade will delete

4.  Sandy requested we add Cluster Guidelines, Under Cluster Resources in the Menu Under the Guideline

Action Item: 

Jade will add the Cluster Resources 

3. Update on concrete
   1. Bright construction group walkthrough- Lower pad and curb near sewer is starting to crumble; ramped area is what needs to be replaced.  

Action Item: 

Kristina is waiting on DRB proposal review and will follow up with Cyndi when this is finished. 

4. Tree inspection
   1. 2272 Hemlock tree – this tree trimming was done by TreeSmith USA – may still need to be taken down
   2. 2246 Elm Tree – need to decide upon it’s removal
   3. Tree branch hanging over Olde Crafts behind 2201/03
   4. 2252/54 Oak tree – board decided on $700 treatment for tree and to continue to monitor
   5. Hemlocks in upper cluster island – 3 young trees – infected and need to be treated.  Board voted to allocate $450 to hemlocks in upper cluster for bacteria.
   6. Joy’s maple tree

Action Item: 

Sandy is pending a response from Kevin and Sandy/Joy will do the walk through together. 

5. Design Updates
   1. Decks, fences, doors – DRB application – submitted?- Sandy ran into issues with the PDF submission, but is working on this. 
   2. Bin enclosures- No update but Sandy will check on the Cluster Lookbook with Erin 

6. Landscaping
   1. Updates? No updates 
   2. Two areas behind 2251- These areas were planted, but there is a large bare area. Kristina asked if we could get more native plants. 

Ad Hoc:  Joy will check with Chris to see if it is too late for the Fall treatment. If it is not too late this year, the board would like to move forward this Fall if Chris thinks this would still be effective. 

7. Pet waste in neighborhood
   1. Here is what was posted in the newsletter:

Pet Waste Guidelines changes will be proposed at this year’s Annual Meeting.  Currently the guidelines for Wheelwright Cluster Association do not provide adequate spaces in the neighborhood for dogs to relieve themselves.  The board believes these guidelines are too strict and have the opposite effect – dogs are going everywhere.  Additionally, pet owners from other neighborhoods do not know our guidelines and therefore let their pets use the bathroom indiscriminately along our sidewalks.  Therefore the board is proposing the following changes:

1. Dogs may NOT use the bathroom on anyone’s personal property – front yards, backyards, and side yards – this will be strictly enforced.
2. Dogs may not use the bathroom where there are signs that explicitly ask for dogs to stay off the grass*.
3. Any other common spaces where there are no signs can be used as a bathroom for dogs.
4. Dog owners MUST pick up after their dogs.  There is never a time or place where this rule does not apply.
5. Dogs MUST be kept on a leash at all times unless in a fenced in yard.  You may not allow your pet to roam freely around the neighborhood at any time.

*these signs may move around to different common areas around the cluster to help rejuvenate spots that are suffering from pet waste.

2. Asked Sawyers cluster about their pet waste stations but have not yet heard back.

Board Discussion: 

For #1, we should include a note that this is about other people’s personal property. 

There is already a blurb in our guidelines that we can pull for the notes on when to pick up, etc. 

8.  Important Upcoming Dates
   1. Fall household hazardous waste pickup – this Saturday, Oct. 14th

Action Item: Kristina will send an email to Wheelwright HOA members and Jade will post on website. 

2. GreenDrop donation – Saturday, October 21st (only until noon) 
3. Roll off dumpster – Friday, October 27th-30th
4. Fall cluster cleanup and cookout – Saturday, October 28th
   1. Projects:
      1. Invasive species removal, lower cluster
      2. Trash pick up
      3. Spreading wood chips behind 2245-49
      4. Potholes near LFL* Priority 1 
      5. Paint and repair trash enclosure in Tot Lot
      6. Clear Seal benches * Priority 3
      7. Tot lot equipment clean up 
      8. Trenching the timbers near the little free library * Priority 2

Notes: 

Jade and Joy will coordinate with Sandy to do a walk through before the morning of the clean up to get the directions for the trenching. 

Kristina will look at the area near the LFL to see how bad the poison ivy is so that we can do the trenching in advance. 

Kristina will check on the mulch/wood chips and will coordinate with Joy if we need any. 

Sandy will check on paint supplies (Ex. Paint and Paintbrush) for trash enclosure to see what is left and will follow up before the clean up. 

2. Cookout
   1. Food

Notes: 

Kristina will do the Costco pickup after she sends a list to the board for review. 

5. Annual Meeting – Monday, December 4th at 7pm – zoom
   1. Topics for meeting
      1. Dues increase
      2. Budget review/budget proposal
      3. Ongoing projects
         1. VCAP
         2. Design updates
         3. EV charging
         4. Purchasing 2nd speed bump 

9. Additional items
   1. EV charging – reached out to Dominion again – waiting to hear back
   2. Wood borders by LFL – to be completed at cluster cleanup
   3. Parking/towing speeding in the neighborhood – Easton Warner at 2276
   4. Watchlights
   5. Zelle
   6. Lower Cluster Clean Up

Action Item: 

Joy will reach out to Chris to see if we can get the lower cluster added to the maintenance schedule to keep it today and will verify the cost with the board. 

Financials

Next meeting:  Tuesday, November 7th