Wheelwright Cluster Board Meeting Minutes – January 2024

Wheelwright Cluster HOA

January Board Meeting

Tuesday, January 16, 2024 at 7pm 

ATTENDEES: Kelly Fairbank, Cyndi Hartman, Aaron Rider, Kristina Myers, Joy Charles, Sandy Mohler.

AGENDA

DIVISION OF LABOR 2024

1. Garbage Pickup (Bates – Theresa Cunningham)

Kristina

• Legal (Chesapeake – Ami Pape)

Kristina

• Community outreach
• Wheelwrighter – Kristina/Aaron
• Facebook updates – Kristina
• Sign – Joy
• Erosion (DecoFootprint – Adele)

Kristina

• Parking Lot Repair/repaving (Pavement design, LLC – Burt Hall)

Kristina

• Trees (Treesmith USA – Kevin)

Sandy transitioning to Joy

• Design updates

Sandy

• Concrete (Bright Construction Group – Juan) –

Cyndi

• Watchlights (Dominion)

Cyndi – backup, Kristina

1. Landscaping (Elite Landscaping – Chris Hughes)

Joy

1. Parking – keeping an eye on suspicious vehicles, trying to update cluster vehicle list

Easton Warner – Working with Cyndi

1. Snow Removal (M&M Expert Services – Greg McGreevy)

Joy/ Kristina

SPEED BUMPS

1. Update on purchasing new removable speed bumps
2. Joy was looking into
3. Cost for removable $1,165 with shipping ($100 less than the first one) payment approved by board.

TREES

1. Tree work proposal
2. Approvals from Sandy, Aaron, Kristina, and Cyndi
3. 2254 tree – causing property damage via dead falling branches
4. Sandy to send tree pictures to Kristina – some may need DRB’s
5. Sandy will work with Kevin to get an opinion on keeping/removing tree.

CONCRETE

1. Lower cluster parking pad
2. Did we decide to forge ahead with this repair?  $4860 – the board did agree to go ahead with this project but will wait until Spring
3. New ideas for concrete by 2254? Waiting to see outcome of the tree.

EROSION

1. VCAP project updates
2. Waiting to hear back from DecoFootprint regarding the site analysis/inventory analysis portion of the project
3. Catch basin project 2229/31/33
4. No updates – reached out to Riverbend landscaping and did not hear back.  Sent one more email 1/15.
5. Will circle back with Juan to explore alternatives.  If a new plan to fix drainage cannot be found that saves the tree, we can fall back on original plan (digging under sidewalk to install drainage pipe to swale that may damage tree roots)

DESIGN UPDATES

1. Doors/Deck stain/Fence Post Caps/Clear Sealing
2. Submitted to RA early Dec
3. Waiting to get on schedule with RA.
4. Plans for 2024

2. Garbage bin storage options?
3. Mosquito netting?
4. Paint color options for Amber White? Sandy to do some work to figure out how we can make sure our specified “amber white” stays consistent throughout community

REPAVING

1. Start the process – building a parking lot bid design package with Burt
2. Package to include:
3. Full depth mill and pave (at least in the drive lanes)
4. At least 2 speed bumps
5. Proposal with and without removal of part of lower cluster island to add 2 additional parking spaces

NEWSLETTER

1. Highlights of Annual meeting
2. Quorum vote to increase dues to $400/quarter
3. Survey summary
4. Sidewalk shoving

LANDSCAPING (can bench until Feb)

1. Plans for 2024
2. Lower cluster island – No update.
3. Soil testing
4. Issues?

PET WASTE SIGNS (can bench until Feb)

1. Custom signs?
2. Sign for entrance? – Kristina will look at options.
3. Sign for grass rejuvenation areas?

FINANCIALS – Kelly will email out the financials

1. Board voted to increase the charge for bounced checks to $50.

NEXT MEETING TUESDAY, FEBRUARY 13TH AT 7 PM