Date: March 29, 2026
Location: In-person with Zoom option
Meeting Recorded: Yes
Quorum: Achieved (12 households present; quorum requirement confirmed as one‑fifth of households)

1. Call to Order

The meeting was called to order by Mark Moody (President) after confirming quorum. Attendees were welcomed both in person and via Zoom, and participants were reminded the meeting was being recorded.

2. Agenda Overview

The agenda included:

  1. President’s Report
  2. Secretary’s Report
  3. Treasurer’s Report
  4. Special Projects (Erosion Control & Parking Lot)
  5. Dues Increase Discussion and Vote
  6. Social Committee Update
  7. Landscaping Update
  8. Board Elections
  9. Open Discussion

3. President’s Report (Mark Moody)

Next Meeting

  • The next homeowners meeting was scheduled for September 20, 2026.

Dominion Power Project Update

  • Ongoing Dominion Power underground work has caused damage to landscaping and driveway areas.
  • The board is reviewing the Dominion contract to determine whether any remediation costs may be covered.
  • At this time, the cluster expects to be responsible for repairing bushes and trees.
  • Work near the transformer and fencing in the common area remains incomplete.

Legal & Bylaws Update

  • The cluster has a law firm on retainer (Virginia Beach–based) to:
    • Review and update the bylaws
    • Provide counsel on Dominion-related issues if needed
  • Legal work is billed hourly.
  • Updating bylaws is identified as a Special Project for 2026.

4. Community Programs

Green Bag Program

  • The Cool Green Bag Program was introduced as a community food donation effort supporting the Cornerstone Pantry.
  • Participation is voluntary and occurs every other month.
  • Jen will coordinate the program, manage sign-ups, and distribute bags.
  • Residents can contact Jen directly to participate.
  • The board encouraged broad participation.

Birthdays

  • Amanda M volunteered to coordinate a community birthday calendar.
  • Residents will be asked (via follow-up email) to share birthdays (month/day only, year optional).

5. Secretary’s Report (Jessica Lawless)

  • Residents were reminded that 20+ years of Brookshire Cluster meeting minutes are archived on the neighborhood website.
  • These records have been valuable for referencing past drainage and paving projects.
  • No additional questions were raised.

6. Treasurer’s Report (Chris McCoy)

2025 Financial Summary

  • All homeowners paid dues in full and on time.
  • The cluster finished the year over budget by $583.77, primarily due to snow removal costs.
  • Interest income from Intuit is used to offset online payment processing fees.

Key Expense Notes

  • Landscaping: Came in slightly under budget due to improved contract planning.
  • Tree Service: Within budget; priority given to trees posing structural risk.
  • Snow Removal: Significantly over budget due to multiple winter events.
  • Trash Removal: Minor overage; issues resolved with a new vendor contact.
  • Website & Zoom: Annual website hosting and Zoom subscription now included.

Reserves

  • Current reserve balance: ~$45,000
  • $1,000 added in Q1 2026; another $1,000 planned with April dues.
  • Reserves were heavily used in 2018 for paving; rebuilding reserves remains a priority.

7. Special Projects: Erosion Control and Parking Lot Maintenance

A. Erosion Control Project

The Board provided a detailed overview of ongoing and worsening erosion issues affecting the common area near the retaining walls, walkways, and downslope areas adjacent to several homes. It was noted that:

  • The erosion has resulted in visible ground movement, shifting sidewalks, and forward movement of an existing retaining wall.
  • The condition presents structural risk and liability to the cluster if left unaddressed.
  • Multiple contractors were engaged to assess the issue, and several bids and design approaches were reviewed by the Board and volunteers.

Key contributing factors identified include:

  • Concentrated stormwater runoff from multiple downspouts
  • Insufficient drainage routing
  • Loss of vegetation and soil stability on steep slopes

Contractor Options Reviewed

  • Proposals ranged from basic drainage-only solutions (~$7,000–$9,000) to full remediation including new retaining walls (~$43,000).
  • Contractors differed on whether a retaining wall was immediately required, with some recommending a phased approach.

Recommended Approach

The Board recommended proceeding with a phased solution using Premium Drainage – Option B, excluding construction of a new retaining wall at this time. Phase 1 includes:

  • Redirecting and connecting multiple downspouts to appropriate drainage routes
  • Installing underground drainage piping with minimal impact to tree roots
  • Regrading affected slopes
  • Backfilling and mulching eroded areas
  • Addressing displaced sidewalks and walking paths

This approach was recommended because it:

  • Directly addresses the primary cause of erosion (water concentration)
  • Stabilizes the area to reduce immediate risk
  • Preserves mature trees and avoids root damage
  • Allows the cluster to monitor conditions over one or two rainy seasons before committing to a larger retaining wall project

Estimated cost for Phase 1: approximately $8,000–$9,000
A future Phase 2 retaining wall (estimated at $15,000–$20,000) may be pursued if monitoring indicates it is necessary.

B. Parking Lot Preventive Maintenance

The Board presented findings from an assessment of the parking lot’s condition and long-term maintenance needs. It was noted that:

  • Preventive maintenance now will significantly extend the life of the pavement.
  • Past reserve expenditures (notably in 2018) underscore the importance of proactive planning.

The recommended work includes:

  • Crack sealing and patching
  • Full resurfacing of the parking lot

Estimated cost: approximately $5,990

Long-term projections discussed:

  • Preventive resurfacing approximately every 4 years (~$6,000)
  • Full repaving anticipated in the 2038–2040 timeframe (~$40,000)

Vote

A motion was made and seconded to:

  • Proceed with Erosion Control Phase 1 (Premium Drainage Option B, excluding retaining wall)
  • Proceed with Parking Lot Preventive Maintenance

Result: Motion passed unanimously.

8. Dues Increase Proposal

Current Dues

  • $385 per quarter

Approved Increase

  • New dues: $485 per quarter (effective immediately)
  • Increase: $100 per quarter

Breakdown

  • ~$50 per quarter: Cluster-wide gutter cleaning (twice per year)
  • ~$50 per quarter:
    • Increased operating costs (snow removal, landscaping, trash)
    • Increased reserve contributions

Additional Note

  • A one-time $100 supplemental invoice will be issued to cover Q1 2026 retroactively.
  • Invoices will be spaced to reduce financial burden.

Vote

Motion made and seconded to approve the dues increase.

Result: Motion passed unanimously.

9. Social Committee Updates

Upcoming Events

  • Spring Egg Hunt:
    • April 11, 2026 (rain date: April 12)
    • Location: Playground swings area
  • Cluster Cleanup & Lunch:
    • April 25, 2026
    • Lunch provided after cleanup
    • Alternate tasks or financial contributions available for those unable to attend
  • Memorial Day Party:
    • Late May (poll to be sent for final date)

10. Landscaping Update and Contractor Review

The Board reported on a comprehensive review of the current landscaping contract and service performance. It was discovered that:

  • Several services explicitly included in the existing contract (bed maintenance, seeding, nutrient application, and annual evaluations) had not been consistently performed.
  • The lawn has not been aerated in multiple years.
  • Flower beds and common areas near certain homes were neglected.
  • Ruts, grass debris on sidewalks, and inadequate seasonal maintenance were recurring issues.

Contractor Review

Three new landscaping proposals were obtained, ranging from approximately $15,500 to $22,000 annually. Differences between proposals included:

  • Length of service term (some extending into 2027)
  • Scope of pruning and debris removal
  • Frequency of maintenance visits
  • Inclusion of services previously assumed but not delivered (e.g., bed care, pruning, seasonal cleanup)

The Board recommended transitioning to a higher-quality provider with a more comprehensive scope of work, noting that:

  • The cost increase (~$2,500 annually for the recommended option) is already accounted for in the approved dues increase.
  • Improved landscaping will help mitigate erosion, reduce cleanup workload during volunteer events, and improve overall appearance and property health.

Trees and Plantings

  • A pear tree will be removed due to covenant restrictions on fruiting trees and associated pest concerns.
  • A cherry tree in the front common area will be removed after confirmation it is fully dead.
  • Wildlife habitat concerns were discussed, and the Board confirmed removals are limited and not intended to reduce overall habitat value.

Mosquito Remediation

  • The cluster will again deploy mosquito control measures including:
    • Perimeter larva-control buckets (“dunks”)
    • Interior adult mosquito traps
  • Volunteers are needed for monthly maintenance (refilling water, replacing dunks).
  • Additional long-term ideas discussed included bat boxes and drainage improvements.

11. Board Elections

  • All current officers agreed to continue for another term.
    • Mark Moody, President
    • Jessica Lawless, Secretary
    • Chris McCoy, Treasurer and primary administrator for the Brookshire Cluster Associations QuickBooks account
  • No additional nominations were made.

12. Open Discussion and Resident Comments

Yard Waste and Trash Pickup

  • Clarification was provided that yard waste pickup occurs March through December, not year-round.
  • Residents were encouraged to report missed pickups directly to the Board via email for follow-up.
  • Alternatives discussed included:
    • Transporting yard waste to Fairfax County disposal facilities
    • Coordinating ad-hoc volunteer hauling for large debris

Large Item Disposal

  • Guidance was shared on disposing of large items and electronics:
    • Some items require scheduling special pickups with the trash vendor (fees may apply).
    • Fairfax County facilities accept a wide range of materials for a modest fee.

Recycling Reminder

  • Residents were reminded that glass recycling must be taken to purple glass-only drop-off bins. The nearest location is Baron Cameron Park

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