September Board Meeting
Tuesday, September 19, 2023
7 pm
Virtual via Zoom
Attendees:
Board:
Cluster Residents:
Agenda
Community updates
- Erosion/Drainage
- VCAP – signed proposal and check sent
- 2229/2231 sidewalk drainage project
- DRB finished and ready to be submitted
- Reserve Study
- Copy of the study needs to be published on our website
After Action:
- Kelly will send the updated reserve study via email.
- Jade will post the updated reserve study.
- Update on concrete
- Proposal for areas needing repair from Bright Construction Group still under review.
- Repaving parking lot
- Board decided to forge ahead with Pavement Design, LLC – management of the project only.
- Burt says most companies in VA won’t break ground to repave until mid March to early April.
- Based on that timeline, he suggests sending out the bid package to prospective paving companies at the beginning of March with bids expected to be returned in 2 weeks. The board would then decide on who and when.
- Repaving should take 4 days
- Pavement Design LLC will bill for the work after the job is completed
- PD, LLC will make 2 visits to the site during the work and then a final visit once the work is completed.
- PD, LLC requires tonnage tickets for the asphalt installed to ensure that the required amount was received.
- Board decided to forge ahead with Pavement Design, LLC – management of the project only.
- Tree inspection
- The board voted to dismantle the tree committee after Mike Pendleton stepped down as chair.
- Sandy will reach out to TreesmithUSA to see if we can get an inspection done.
- 2272 Hemlock tree – this tree trimming was done by TreeSmith USA – still needs to be inspected?
- 2246 Elm Tree – trimmed by TreeSmith USA, but will circle back in fall
- Tree branch hanging over Olde Crafts behind 2201/03
- 2252/54 Oak tree – not healthy – needs treatment at the very least but will need to be taken down eventually (Confirmed: We did decide on the $700 treatment for this tree if needed to maintain tree for as long as possible)
- 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.
After Action:
- Sandy will follow up with Kevin from TreeSmith USA on all of the items above.
- Individual Homeowner who is upset about the trees has contacted RA regarding recent tree removal; Kristina followed up to provide clarity on the safety reasons for board decisions when removing trees and the board recognizes the importance of sharing information regarding decisions on safety measures in the neighborhood.
- Design Updates
- Decks, fences, doors – DRB application ready for submission?
- Bin enclosures and front entrances (including overhang) will be the next DRB application to work on
After Action:
- Christina has reviewed the DRB and Sandy will be working on consolidating those edits and submitting the updated DRB for Deck Stain, Fences, and Doors along with Erin from RA.
- Landscaping
- Fall lawn treatment this Friday, 9/22
- Deadline for homeowners to order fall lawn treatment this Wednesday, 9/20
- Weed killer in concrete cracks- Joy did ask for this to happen in the yearly work from here on out.
- Updates?
After Action:
Joy will see how much it would cost the cluster to treat Cluster Areas for grass/lawn treatment in the following areas:
- Behind 2257-2263
- Near the new Stairs between 2263 and 2265, including front yard area of 2263
- Between 2249 and 2251
- Behind 2218-22030
- Area between 2230 and 2242
- Behind 2217 and 2219
- Pet waste in neighborhood
- These proposals were agreed upon at the last meeting:
- Board agrees that communicating specific areas in the community that are on and off limits for pet bathroom use is important. Current guidelines seem to be draconian. Jade to take a look at the cluster map for a first draft on where can pets have waste? Then, she’ll send a draft proposal to the board for the September meeting for the board to review and discuss.
- Rework guidelines to be clear about which areas are acceptable and unacceptable, email community about upcoming changes and vote at annual meeting.
- Infractions from within our neighborhood that occur will get targeted emails from the board.
- Additional signage to be purchased and strategically placed in common areas.
- These proposals were agreed upon at the last meeting:
After Action:
The board has decided we will skip trying to create designated pet areas after reviewing the map again.. The board will write updated, proposed guidelines before December’s meeting for the community to vote on at the annual meeting.
- Resale disclosure Act
- Any changes that the board needs to make? Include previous years annual meeting minutes in the package from here on out
- Important Upcoming Dates
- Fall hazardous waste pickup
After Action:
- Joy will work with Chris to schedule this for Saturday, October 14th
- GreenDrop donation
After Action:
- Cyndi schedule this for Saturday, October 21st
- Roll off dumpster
After Action:
- Kristina will request this for the Cluster Clean Up weekend on Saturday, October 28th .
- Fall cluster cleanup and cookout
Board Decision
- Confirmed Clean up Date for Fall Cluster Clean Up: Saturday, October 28th
- Annual Meeting – Monday, December 4th at 7pm – zoom
- Additional items
- EV charging
- Parking/towing speeding in the neighborhood – Easton Warner at 2276 has volunteered to help with monitoring vehicles and registrations and will report issues to the board for action.
- Watchlights
- Zelle
- Ad Hoc
After Action:
- Cyndi will move the speed bump to the mid-Cluster again to slow speeding drivers.
Cluster Clean Up Draft List:
- Invasive Species removal in Lower Cluster
- Trash Pick UP
- Worms and Woodchips Behind 2243-2247
- Pot Holes near LFL
- Paint Trash Enclosure in Tot Lot
- Repair Hinge on Trash Enclosure in Tot Lot
- Clear Seal the Benches
Next meeting: Tuesday, October 10th