Wheelwright Cluster HOA

September Board Meeting

Sunday, September 28th, 2025 at 7:00 pm 

ATTENDEES: Kristina Myer, Kelly Fairbank, Cyndi Hartman, Sandy Mohler, Katie Jay, Aaron Rider.

AGENDA

TREE WORK

1. 2252 Ailing oak tree –
2. Submitted additional documents for the application to RA on 9/12 – have not heard back about getting on their DRB calendar yet
3. Decided on cherry tree for the replacement
4. Can we do the replacement trees before the end of this year – cherry at 2252 and blackgum behind 2207?
5. Next tree inspection?

EROSION/VCAP PROJECT –

1. Adele replied to Sandy’s email on 9/1.  Here is her email: https://mail.google.com/mail/u/1/#sent/FMfcgzQbgcXPgWwgSHDHJxztMDjWFLSB
2. Next steps – will see if we can get some more details for Adela, # of plants? Etc.
3. We are looking at next spring for the project to start.

LANDSCAPING –

1. Ernst seeds for the outer mulched area by entrance:
2. https://drive.google.com/file/d/131-2CoNy2PXexJuRsA0CW7FY9bbc5cCN/view?usp=sharing
3. Recommends cover crop: Oats (Spring) or Grain Rye (Fall), both at 30 pounds/acre.
4. 
5. 
6. Or do we want a different look here?  Think the amount of shade could cause issues.  Maybe ferns.  Will look at different options besides just mulch.
7. Grass rejuvenation – spoke with Steve at 2242 – he is using a new company this year for his fall grass treatment – Bluesky Landscaping – will update us on how it goes for a potential company to contact for lawn common areas in cluster.

DESIGN UPDATES

1. HVAC units –
2. Front enclosures – architectural redesign – need to reach out to DRB architect
3. Katie and Sandy to work together to update guidelines

CONCRETE

1. Spring bids for neighborhood concrete
2. Dominion – $11.20/sqft concrete sidewalk
3. Brothers – $9.89/sqft concrete sidewalk
4. Another quote?  We received bids for repaving the cluster from Dulles Asphalt and Concrete (as well as Dominion).  Also Manassas Asphalt but they don’t seem to do concrete
5. Finley Asphalt & Concrete

CLUSTER CLEAN-UP

1. Saturday October 25th at 9:30 am
2. Projects:
3. Picking up garbage around the cluster, along Olde Crafts up to South Lakes
4. Bricks to extend around the garbage can by the tot lot.  Maybe extend around the Little Free Library. Looking for other ideas.
5. Repainting the speedbumps.
6. Secure the edging of the mulch path between the tot lot and Cindy’s house.

2025 YEAR WIND DOWN

1. 2026 Proposals needed
2. Landscaping – reached out to Chris on 9/17
3. Snow removal – reached out to Greg (M & M Expert Services, LLC) on 9/17
4. Waiting to hear back from both
5. 2026 Budget needed by end of October or early November.
6. Annual Meeting (Monday Dec. 1st) topics?
7. EV Charging stations – individual and community chargers
8. How does the community feel about the board conducting yearly audits of homes in the neighborhood
9. Highlight the landscaping of the lower cluster island and front entrance.

ADDITIONAL ITEMS

1. Issues with garbage and Recycling pickups – not getting any answer.  Not responding to the last couple of emails.
2. Cluster Cleanup Set for Oct 25th.  Green drop Oct 18th. Hazardous waste Oct 11th
3. Pet waste stations – Aaron installed our first pet station by the tot lot!  🎉🎉🎉💩
4. Monarch Way Station Sign was installed by Rose.
5. Vehicle Registration – done – TM Copy of Updated Homeowner List/Car Registration January 2025
6. Online payments – No update
7. Car with no plates lower cluster – belongs to 2255 – check in with homeowner end of Jan/beginning of Feb
8. Newsletter
9. Board member plans for 2026 – Cyndi retiring, Sandy Mohler and Kristinia Myer are up for re-election.

FINANCIALS

NEXT MEETING – Friday, October 24th