September Board Meeting
Wednesday, September 11th, 2024 at 7pm
ATTENDEES – Kristina Myers, Kelly Fairbank, Sandy Mohler, Cyndi Hartman, Aaron Rider
AGENDA
EROSION
- VCAP project updates
- Will not get submitted until 10/1 – multiple delays, expected the application to be submitted to Reston association on 10/1. Looking for phase 1 to be done next year.
TREE WORK
- Tree Inspection
- Date – no date yet. Hoping for next week.
- Replacement for removed poplar:
- Will get Kevin’s opinion on tree replacement in upper cluster island
- May be able to use a portion of our first year tree credit to plant this tree
- Replacement for hemlock in lower cluster
- Monarch Way Station with help and direction of Rose Robinson at 2272
- Rose and Kristina submitted application to Earth Sangha for Plant Grant Donation
- Here is the scope of the project as specified in the application:
- Additionally, we will need to remove a portion of the mulch when planting – tarp?
- Chris verified that a retaining wall is not needed for this project
- Probable cost of project:
REPAVING
- DRB decision about lower cluster island removal with conditions
- Addendum to application was turned in on August 20th
- Next DRB meeting is September 24th – closed. Still need fire marshall’s statement in writing to complete the application. Next meeting is Oct 1st.
- Cannot schedule repaving until we get the final approval from RA.
LANDSCAPING
- Chris Hughes meet-up last Tuesday, 9/3. Here’s what was discussed:
- Monarch way station – no retaining wall needed due to the types of plantings. We’ll send our list of plants once we’ve figured them all out.
- Soil testing – even though we got results for just one area, samples were taken from around the cluster but they are mostly similar in results. Nothing was very out of the ordinary but the areas where we see the most problems are in shaded areas. The biggest reason our aeration, seeding efforts are not seeing many results is the lack of consistent watering after we do the treatment. Due to constraints with watering, this is probably not a very viable plan going forward. If we really want to address some of those problem areas, we might need to explore ground covers instead.
- Entrance to the cluster – on the left side is the steeply pitched mini slope where the grass is very patchy and unsightly. We talked about trying some mulch in that area. Chris will give us a quote for a small section of the slope starting from the corner where there is already well established mulch and plantings to about 15 ft to the left. We may decide to proceed this fall, but there is a possibility it will need to wait until Spring.
- Cost for lower cluster island landscape plan. This will get planted in the Spring. I sent Chris a copy of the plan so that he can give us a quote.
- Missed mowings – we have a certain number of mowings in our contract – if the grass isn’t growing anymore by the beginning of Oct and we still have some mowings left, Chris will credit us.
- Getting invoices to us in a timely manner – getting invoices within 5 to 7 days of the bill date.
- We don’t have time to get additional bids for lawn maintenance companies for next year. Will continue to monitor current companies quality.
ADDITIONAL ITEMS
- Important Dates
- Newsletter before the end of August – delayed.
- Repaving sometime in October
- Covenants Outreach Event on Association Finance – August 26th at 6 pm – this was cancelled
- Cluster clean up – Saturday, October 26th
- Hazardous waste – Saturday, October 12th
- Greendrop – Saturday, October 19th
- Roll off dumpster – Friday, October 25th through Monday, October 28th
- 2025 budget proposal and review November
- Annual Review of reserve study – also November?
- Online payments – Still looking into this option.
- Design Updates – front sheds – architect from RA; distinguishing shades of amber white, still working on this.
- Pet waste – signs in good locations.
- Ideas for board replacement? – will look into possible candidates. Need someone to cover until the annual meeting.
- Cluster Show and Tell Visit – with Reston Association. Will look at possible virtual meeting.
FINANCIALS
NEXT MEETING TUESDAY, October 8th, at 7 pm