June 2023 Wheelwright Cluster HOA Board Meeting Minutes

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Tuesday, June 13th, 2023

7 pm

Virtual via Zoom

Attendees: 

Board: 

Cluster Residents: 

Agenda

Community updates

  1. Cluster Clean up – projects remaining
  • Wood chips – Kristina contacted homeowners 2243-2249
  • All replied yes (did not hear back from 2243)
  • Jen Ren mentioned soil (clay that isn’t very porous) and slope

Board Discussion:  On 2245 we can put the mulch between the pavers; Kristina will reach back out to Karen Beasley at 2243 to make sure she’s okay before she puts down the mulch.  The goal here is to reduce the moisture and we need to use the mulch we have. 

We’ll start on 2243 and 2245 as there is the most moisture there. 

Sandy recommended the board may want to look at including Earthworms to create an organic solution to help with the soil that is mostly clay. After Action: Sandy will research. 

  • Wood borders around lfl

Decision from the board: After Action: Jade will lay the wood out in front of the LFL near the hill and we will table this project for the Fall cluster clean up. 

  • Do we still have perishables from the cookout?  Schedule another?

 Hot dogs and hamburger buns are frozen and there are some chips that need to be eaten; Cyndi has an older case of beer that needs to be used. 

  1. Erosion/Drainage
    1. VCAP – answers to questions from Adele at DecoFootprint:

1)  I remember when we first met, you said that the timeline for breaking ground would be probably early next year.  When and what would we owe you in 2023 based on our discussion of a final budget of $14,500 so that we can obtain the maximum $7,000 VCAP funding?  What would we owe you in 2024?  For this year, we would like a good faith deposit of $2,500 to get us started on the VCAP planning and design for a Conservation Landscaping project on a steep hillside.  Since our services are considered “technical assistance” this portion will be covered by the VCAP rebate when the project is completed.  The remaining $12,000, depending on when the potential VCAP project is approved, we typically collect a 50% project deposit of $6,000 to reserve a space on the install schedule for spring or fall, the two most busy times to install plants, and collect the remaining 50% deposit of $6,000 upon project completion.  If this is acceptable, I can write up our Proposal that explains this in detail.

2)  Before you begin with your design, will you give us an idea of what option you are going with?  I.e. terracing using biologs, coir matting, coir matting and biologs, rerouting downspouts or not, etc?  We’ll also want to make sure that the design includes plenty of walking space for our homeowners to access the backs of their homes as well.  Yes, we can present the preliminary design to you or to the Board for Q&A and at this design presentation discuss our observations, assessments, professional recommendations, pros and cons, etc.

Discussion: The board is fine to go forward with this as a good faith risk, but the board has asked for a reasonable “contract” that can show how this can work, including acts of God that are unexpected. 

After Action:  Kristina will reach back out to her and will follow up with the board on where we are on this “Good faith contract” 

  1. Drainage work by 2231/33
    1. Another project proposal from Riverbend landscapes

  1. Juan? –

Cyndi and Juan are scheduled to meet on Thursday to review this; Kristina asked to get very specific measurements to ensure we can use those for the design review board; the goal is to be able to make the decision at next month’s board meeting. 

  1. Design updates
    1. Doors/sidelight
    2. Garbage bin enclosures
    3. Clear stain for decks

NO updates: Sandy working on writing up items. 

  1. EV/Charging Stations
    1. Draft of EVWG charter sent to Chesapeake Law Group, PLC
    2. Second meeting tentatively scheduled for Sunday, June 18th
      1. Dominion update
        1. Dominion’s Design and Construction team will come out and do a review of our site and let us know the best places, costs, etc. From the sounds of it, they will draw up plans for us as well
  1. Concrete/Watchlights
    1. Walkthrough schedule update? Cyndi will be walking through this week. 
    2. Watchlights?- No new reported issues. 
  2. Parking/Towing
    1. 2217, 2215, 2213, 2211, 2209, 2223 parking space shuffle – keep Kristina posted a week in advance to inform homeowners
    2. Speed bump moved
      1. Feedback?

Several members of the board have noticed speeding from the lower cluster now; concern expressed for the safety of neighborhood kids and older residents 

Discussion: How can we help ensure we can support the safety of the community without taking overly punitive actions?  

Decision: We’ll start with a notice in the newsletter and we will review how to add a second removable speed bump. Kelly will share the cost of the previous speed bump at the July meeting and we will review how to pay for this next month at the board meeting. 

  1. Registering cars with cluster – update?

After Action: Jade will do a walk through and comparison against registration next weekend.  Any concerns? Areas to focus on? 

  1. Self registration form – updates?

Looks like we may be able to do this with a combination of WordPress and Google forms. However, this will take a bit more time to ensure we can create an authentication and role-based process; research in progress. (FYI: As part of the process, we may need to scrub our current subscribers list in WordPress (currently 681 subscribers) and do an update of associated emails. )

Discussion: As long as it’s not a smart phone required for two-factor authentication, fine to move forward. 

Decision: Jade will go forward with pro-typing this for the board to review and will include a training/enablement plan to ensure that all residents can be included (Ex. Zoom transition for the board) 

  1. Start meeting with paving companies again
    1. Burt – Pavement Design, LLC? – pay to hold our hands through the process?

Board Decision: This is a valuable service for such a large expenditure and will provide us the expertise we need to ensure we’re getting the most bang for our buck. Kristina will reach out to him to ask for the services they offer again and the costs associated. 

  1. Landscaping
    1. Update on:
      1. Bags of mulch?

Joy has the final two bags of mulch and will ask Kelly at 2248 if she wants the remaining two bags mulch. We need to bill for the Mulch so  Joy and Kristina will put those numbers together and will send that to Kelly.  

  1. Stump removal (Chris)
  2. Individual yard landscaping through Chris?  Still pursuing? 

Decision: We will hold on this until next spring and will reach out next year in advance of the Spring clean up to see if they can offer this then. 

  1. Chemical application to lawns – Elite is still giving us notice after treatment

After Action: Joy will follow up with them on this. 

Ater Action: Joy will follow up with Elite to ask if they can start cutting the grass just a bit higher as we enter the slower growing season.

After Action: Joy will reach out to Chris for cost estimates now so that we can hopefully include notes on lawn aeration and seeding in the July newsletter.  

  1. Reserve Study/Online payments 
    1. Reserve Study – final is in our hands

All- Kristina asked for all board members to review for 

  1. Zelle for online payments – update?

 Still on Kelly’s to do list for 3rd quarter invoices

  1. Possibility of linking to website- Kelly is still confirming the details on this. This is something that can be noted on the site, but she isn’t sure just yet. 
  1. Trees
    1. Tree maintenance with Tree USA scheduled for Tuesday, June 27th.
      1. Do we need to ask Chris to avoid that day for landscaping? Agreed yes and Joy will manage that. 
      2. Kevin with Tree USA is offering a 15% discount to homeowners who want to have work done on personal property around the same time.

Board  Decision:  Put in a newsletter and have homeowners contact individually.

  1. Tree list for summer inspection
    1. 2272 Hemlock tree- This trimming will be taken care of by Kevin at Tree USA 
    2. 2246 Elm Tree-Holding until the Fall for a final decision on moving/keeping and JUL trees will do standard trimming. 
    3. After Action: Joy will reach out to Mike Pendleton for the August tree inspection with J&L trees
  1. Newsletter topics
    1. Ad-Hoc Cookout in late June? 

Vote is for this to happen on Sunday, July 16th; we’ll block off the spaces near the LFL and we’ll do it there. 

  1. Cluster Clean Up results
  2. Benefits of planting native plants in cluster and yards 

Kristina will include this in the newsletter

  1. Garbage
    1. Issues?

Financials

Next meeting:  Tuesday, July 11th

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