August Board Meeting

Wheelwright Cluster HOA

August Board Meeting

Tuesday, August 18th, at 7:00 pm 

ATTENDEES: Kelly Fairbank, Katie Jay, Kristina Meyer, Aaron Rider, Kevin Wiley, Sandy Mohler

AGENDA

LANDSCAPING

1. Fall landscaping projects:
2. Plant sod in certain areas – we discussed at July meeting – looks like we wanted to attempt to install sod around newly planted trees at 2252 and 2242 during fall cluster clean up?
3. Erosion issue between 2230 and 2242
4. (this was initially option B) – Better: 4 or 5 x 3’ foot diameter collection areas zigzagging down the hill. These round collection areas are rocks that cover 12-inch drain boxes.  Piping out of the drain box is connected and runs to the bottom of the hill to daylight. You will see a green grass hill with 5 rock circles. $5000-$6000.  Chris will check on a sketch of erosion control option.
5. Grass rejuvenation – decided against offering to homeowners – we will send email and recommend that neighbors contact Chris or other companies if they want to do fall aeration and overseeding. 
6. Obtaining new bids for year 2027
7. Environmental Enhancements – reached out – not heard back
8. BladeRunners – meeting with rep next Tuesday
9. Red Maple Landscaping – received proposal for 2027
10. Brightview Landscaping – meeting with rep tomorrow morning
11. Community Landscape Services – meeting with rep Friday morning
12. Landscaping Bids 2027        
13. Overgrown island and front entrance – last meeting, it was suggested to talk to Jen Ren about how to keep it tidy but found this in our current contract with Chris:
14. 

TREE WORK

1. Replacement trees – Fall planting
2. Cherry for 2252
3. Black gum for 2207
4. 2246 – Sweet Bay Magnolia
5. Tree inspection 2026 –
6. interior trees need pruning in fall.
7. Removal of pine at 2251
8. Suggested removing four small cherry trees at 2271 that were overhanging the property, and suggested considering root system aeration next year if budget allows.
9. Sandy will get a quote from Kevin for the tree work.

EROSION/VCAP PROJECT –

1. Adele – Continue to follow up with Adele regarding the VCAP landscape project timeline.

TRASH/RECYCLING –

1. We’ve started receiving feedback from residents in Wheelwright cluster regarding poor service from Bates.  Documentation of incidents: Bates Trucking Complaints
2. Received a proposal from another company called Total Waste Removal: Trash and Recycling Proposal – Wheelwright Cluster 7.30.2026.pdf
3. We start with an email outlining our concerns and that we are looking to break the contract if things do not improve.  Will put together a newsletter with an article about what documentation the board needs.

DESIGN UPDATES

1. HVAC units –
2. Front enclosures – architectural redesign

CONCRETE/PARKING LOT RESEALING

1. Sealcoating and restriping – happened today 8/18/2026 – parking lot will reopen at 7 Wed am.

EV CHARGING

1. Sandy: Find and contact an electrician (not an EV charging company) to explore smaller-footprint EV charging solutions. 

ADDITIONAL ITEMS

1. Website
2. Kelly/Aaron website working group – possible plug-in $49/year
3. Online payments – Investigate online payment options further, specifically the costs and feasibility of ACH or absorbing credit card fees.
4. Bald faced hornets nest at 2265 – reached out and did not hear back
5. Situation at 2225 and 2227
6. Cluster cleanup date – Saturday, October 17th

FINANCIALS

NEXT MEETING – Tues. 9/22