Board members present: Jessica, Sarah, Kristina Sandy, Cyndi, and Kelly

Financials:

• Discussed financials

DRB Changes 

• Hardie board – RA approval
  • Board to submit an application to change guidelines. 
  • Include changing colors as well? 
    • Redo colors for paint, vinyl, and hardie board and include most colors 
    • Send out survey residents on the colors to get feedback using SurveyMonkey
    • Sandy will pull the color samples of paint, vinyl, and hardie board and coordinate with Matt
    • Integrate three colors from vinyl selections and three from hardie board into the RA DRB application and Wheelwright Cluster documents
• Shingles guideline changes
  • Sandy to provide plan
    • Bring out boards to look at the samples this weekend, Sunday, to pick colors 
  • Who will do the application? Jessica will work on the application over the next few weeks
  • Jessica to reach out to Kelly (RA) to determine the DRB schedule (can we get on it now?) 

Tree Work

• Completed 4/9/2020
• Took most of the tree down behind 2261 and it looks good now
• Tree Committee did a walkthrough the cluster with the arborists (JL Trees)
• What is the plan for the rest of the budget? 
  • Remove the tree between 2233 and 2231 due to issues with erosion control and it being too big for the houses.
  • Submit RA application for removal of the tree since it’s healthy right now
  • Sandy to coordinate with tree committee on quote for removal and Sarah/Sandy to work on DRB application for RA
• How much do we have left? We have roughly $6700 left in this year’s budget for tree work.

Cluster Cleanup Plan

• Dumpster planned for 4/18
• Hazardous waste? Not this time.

Landscaping update

• Kristina talked to contractor about some complaints of rocks moving around, trash and debri blowing around into the yards
  • Residents can specify that they don’t want to have the yard debris blown and no edging
  • Kristina will pass along any feedback she receives from residents
• Weekly mowing will be on Wednesdays through the summer of 2020
• Annuals
  • Contractor will balance out the current plantings and only put annuals in the middle to give it a little color
  • Board approves amount of $150 or under
• Rotting stump, he will see about planting something in the middle. Kristina will ask him what he recommends we plant
  • Cindy has periwinkle and other ground cover plants that could be divided out to plant there.
• Tree in the lower cluster island – suggest mulching around the tree where the bald spots are, but all agreed to mulch the entire area to keep it balanced.
• Pavers – received a suggestion from the contractor on securing the pavers including rebar
  • Most people agree that we don’t need rebar and can do something less extensive

Erosion Work

• Feedback from experts?  Feedback from experts agree that there needs to be work on both sides of the path slopes, a bigger plan that would involve erosion netting to cover the entire slope and add native plants to anchor it down.
• It’s a large project that we might want to do in stages and only do one slope at a time, including getting multiple bids
  • Focus on the area behind 2251
  • Continue beyond path by tot lot and townhouses
  • Submit project to the Fairfax Water grant due May 15, 2020 and DRB application
    • Kristina waiting on quote to finish the application
• Erosion application – due May 15 to Fairfax Water for grant application
  • DRB application will be done simultaneously
  • Utilities will be handled by contractor with Miss Utility

Concrete Contract

• Cindy sent out messages and emails but has not received any responses
• She will keep trying to reach out – might not be getting responses due to COVID 19
• Kristina will reach out to the FB group for HOAs to see if she gets anything
• Cluster will review proposal about pavement treatment solicitation and discuss next time

Curbside glass recycling

• Pursue vendor for glass collection for recycling – Jess will respond and ask for a quote

Electric charging station (Mary) 

• Mary reached out about new guidelines for adding an electric charging station to houses
• Something to consider adding in the future for residents – could be a significant upfront cost
• Bring up as a topic at the annual meeting to see if there is additional interest
  • Cindy will reach out to people to see what she can find
  • Kristina will reach out on FB group for additional research

Mulch

• Jessica will create signage about amount per wheelbarrow and costs
• Mulch amounts & wheelbarrows with costs
• Spread mulch early on Monday after this weekend – Cindy, Kristina, and Sandy

Playground equipment

• Leaving alone at this point

Dominion Power – fixing light in lower cluster

• Apparently was fixed on March 20 but still not working correctly
• Cindy submitted a new work order on 4/15/2020

Scavenger Hunt? Will hold off until the Fall.

• Kristina and Sandy suggested a news opt-in email list for those who want news about the cluster, newsletters, etc
• Sandy to send out email and flier about signing up for news – opt out to by emailing the board
• Trying to transition to electronic notifications/communications due to current climate of COVID
• Sarah to investigate emails list from website; Kelly and Jessica will pull together a full list

-Update website with correct Treasurer information to drop off payment, including location of payment dropbox

-Look into adding a permanent location payment box – maybe by mailboxes?  Will think about it and talk about it later as there are security issues to consider.

-Kelly looking into the option of paying dues online and what options are available

May Board Meeting – Virtual again – Kristina will run the meeting next month if Jessica is unavailable

Next meeting scheduled May 14, 7 PM, Virtual