Monthly Archives: March 2022

Wheelwright Cluster Board Meeting Minutes – March 2022

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Thursday, March 10, 2022 at 7 pm via Zoom

Attendees: Kristina, Sandy, Kelly, Cyndi, Kayleen, Karen

Community updates

Design updates

  1. Doors/Decks/AC unit DRB’s
    • Updates on DRB submission? No Updates
  2. Architect for garbage enclosures
    • Satish – walk through?  Updates? Working to send in doors and decks DRB to RA first and then will start this process.
  3. Speed bumps – Kayleen
    • Quote for 1 or 2? To have speed bumps in one location it will be $223 plus shipping. For two locations it will be $447 plus shipping. Will follow up with the company to get instructions on how the speed bumps are removed to make sure it won’t be destroying the parking lot. 
  4. Parking Lot
    • Oil prices:  It appears that asphalt base index for January 2022 was $525/liquid ton.  Currently $745/liquid ton.  Probably cost us an extra ~$15,000 if we were to repave right now.  This will likely go up.
    • Here is oil price outlook according to Car and Driver
      • GasBuddy released a statement about this weekend’s milestone saying that, while international sanctions that are crippling Russia’s crude oil exports are one cause of the price spike, that’s not the only reason GasBuddy expects fuel prices to continue to rise.
      • “Seasonal factors including increased demand for gas, refinery maintenance and the switch to summer blend gas, on top of current geopolitical tensions, could propel prices upward of $4.25 per gallon by Memorial Day,” the group wrote in a statement. On the bright side, the company’s 2022 Fuel Outlook predicts prices will start to slope downward after that, with a national average all the way down to $3.78 by December 2022. That number used to seem high, but it’s all relative.
      • The patch work from Fall cleanup seems to be holding up well. We can use that to fix some spots or the normal cold patch for bigger areas. Hopefully this will hold us over until prices go down.
  5. Pavement Design, LLC:  what is included in parking lot assessment:
    • Condition survey and evaluation of pavement
      • Pavement condition index rated as per US Army Corp of Engineers
    • Obtain inventory information
      • Information relevant to pavement sections gathered based on the construction of the property
      • Involves meeting with maintenance staff as well as observing traffic conditions/patterns
      • Reports including analysis and pictures
        • Inventory report
        • Aerial image report
        • Pavement condition index report
        • Network maintenance report
        • Network summary report
        • Maintenance and repair report
        • Recommendations
        • Inspection schedule report
        • Budget planning report
      • Review of final assessment with client
    • Will take time looking through and deciding. Since we are holding off on the parking lot we have some time.
  6. Reserve Study
    • Update
    • Reserve study to help determine timeline for parking lot (i.e. can we eke another year out of it?)
    • Asphalt is a big part of the studies. The study in 2007 had a significant portion for asphalt. Holding off on proceeding with the parking lot makes sense until the reserve study is done.
    • All of the proposals look about the same. One more has been thrown into the mix but we are seeking a proposal from the company that did our 2007 study. We would lean towards choosing them if their range is in line with other proposals.
    • After all proposals are received they will be sent to the Board to review so a decision can be made. 
  7. RA’s next meet and greet
    • April 11 Meet & Greet to Cover Site Lighting
    • The impact of Fairfax County’s new zoning  ordinance modification on site lighting in Reston
    • Dominion Energy’s initiative to convert to LED light sources
    • Reston’s Design Guideline for site lighting in clusters
    • The design review process for site lighting installation and replacement on cluster common ground, to include review of the ‘photometric plan’ requirement stipulated by the applicable site lighting Design Guideline
    • Cyndi plans to attend. Kristina will try to attend.
  8. Electric Car Charging
    • Any updates? Some inquiries have been sent out. There are a lot of options out there which could be good from a competitive standpoint. Cyndi is also working on gathering information to see which do residential versus just business areas. 
  9. Tree work – Cyndi
    • The trees near the path to the woods have some trees that are almost touching the ground. Is this something landscaping could take care of or would we need JL to handle it?
    • Nothing is impeding the path, so it may not be worth the cost but it will be mentioned during the next walkthrough
    • Kerry mentioned a tree that is overhanging his deck. It may have tipped over from the ice storm. It is significantly hanging over. He talked to JL and they said they need to take a rope and try to stand it back up. He will need to talk with the tree committee to determine what needs to be done and to get a bid. 
  10. Landscaping – Sandy
    • Bus path – done!  (still some wood chips left – ideas?)
    • Updates?
      • We plan to spread them where they are. It is such a muddy area that a deeper and wider path may be better. 
      • Emailed Chris – they ran out of mulch and they are coming back 3/11 to finish. 
  11. Getting the neighborhood into parking compliance
    • Sent an email directly to everyone who has not registered with the cluster.  Only one person has responded so far.
    • Next step is to put flyers on doors. We could also put flyers on cars parked in neighborhood that aren’t in our database.
  12. Cluster Clean – Up – Saturday April 30th
    • Roll away dumpster – need to schedule with Bates – should we park in a couple of lower cluster parking spaces? 
    • Hazardous waste pickup – 2 weeks before?  Saturday April 16th?
    • Donation pickup – ideas?  When? Should we go with Green Drop again or look into other options.
    • We could Rent a Uhaul van and load it up and then drop it off at the Green Drop at Fox Mill. However, we would need to communicate with Green Drop to make sure they can accommodate what we bring.
    • Project ideas?
      • Planting natives on slopes to help with erosion?
      • Reston Association is having a native plant sale and pickup is Saturday April 23rd. Reston Association Native Plant Sale
      • Board will look through to see which ones they think will look nice and would work in the area. We should move fast so that inventory doesn’t run out. 
    • Other ideas?
      • Rebuild the benches throughout the cluster
      • Paint or stain the trash bin that was built (Oxford Brown)
      • Patching asphalt
      • Double checking the stairs to see if there are additional boards that need to be replaced
    • Cluster cookout?
      • Shopping for food/supplies
  13.  Erin Gable (Wheelwright Covenants Advisor) has offered to attend a board meeting
    • Did we nail down a time and topic? 
      • Shed enclosures and size and design. Schedule for May
      • Non-Board Meeting with an open forum to ask questions. Send out a newsletter seeing if there is interest

Other

Traffic Cones

  • approval to order 6 traffic sticks for $120

Concrete 

  • Trying to schedule a walkthrough in the next month 
  • Near Jill’s house, the sidewalk in front is starting to lift up and form a lip. It’s about an inch taller than the pad next to it.

Financials

Wheelwright Cluster Board Meeting Minutes – February 2022

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Thursday, February 10, 2022 at 7PM via Zoom

Attendees: Sandy, Cyndi, Kristina, Kayleen, Kelly, Antonella

Community updates

Design updates

  1. Doors/Decks/AC unit DRB’s –
    • Where are we?  What is the goal?
    • No changes since last meeting. Work is still being done on the DRB. 
  2. Deck enclosures, exterior light fixtures, house numbers
    • Where are we?  What is the goal?
    • Working to finish the Doors/decks/AC units and then will shift focus to these items.
  3. Architect for garbage enclosures
    • Timeline? Satish sent a proposal and picture of what he was envisioning for the enclosures.. It has a translucent panel over the walkway and opens up the shed. There are possible concerns with snowfall weight and drainage. Also if the size needs to be increased to help with airflow.
    • Satish wants to get together with Sandy to walk around and look for free. Then he would charge $85/hr with an estimated hours of 40, the total would come to $3,400. 
  4. Speed bumps – Kayleen
    • Received initial information package. Will get a quote for one and two speed bumps. If we just do one it would most likely be near the little free library. If we do 2, then one would also be added near the front of the neighborhood. 

Parking Lot

  1. Resurface, Inc. – received bid

JW22-0023 Wheelwright Cluster HOA PROPOSAL 0222.pdf

2. From Burt at Pavement Design, LLC:

The cost for the pavement evaluation is $3,000, the cost for management is $2,500.  The management includes the bid package sent to contractors with specifications for the work as we found during the evaluation process.

After receiving the bid results back from the contractors we will send you the bid summary and discuss the results with you..  Once a contractor is selected we will meet with the contractor and yourself and representatives from your association for a pre-construction meeting at Wheelwright Cluster.  The work will be discussed, areas and boundaries identified and marked, dates and times for the work and answer any questions anyone may have.   A final inspection of the completed work with the contractor and yourself.

Also, regarding preparation for electric charging installations:

Yes we have installed many conduits under the asphalt pavement or concrete sidewalk or concrete curb and gutter for future use for both electric and irrigation systems.  We install them and cap them off, then mark the locations.

We work with Marriott International across the country and all the hotels are beginning to have electric stations, however the car manufacturers are the ones that are installing the parking stations, we assist in planning the location and if work is taking place and conduit is needed we have the paving contractor do the installation.

  • They were recommended by another cluster. While it may seem like hand holding it helps to ensure that a capital expense this large is taken care of properly and will last. Kristina will get more information on what is included in the $3,000 evaluation cost. 
  • When looking at quotes and evaluations for milling and paving the whole 4 inches,it seems as though doing the 2 inch mill is standard. The bottom 2 layers typically last longer than the top.

3.Reserve Study – parking lot inquiry? Will circle back next month

Reserve Study

Mason and Mason, Capital Reserve Analysts, Inc – company recommended by our law firm Kelly wants to take one more month to research before making a final decision

Electric Car Charging

  1. Falcon group (advisors) – ~$5000

2. Cluster standards

3. Planning for the infrastructure when we redo parking lot

4. Tax incentives

5. RA – guidance packet for clusters

6. Who wants to field this? Cyndi

7. Reserve study

8. Is there an option to add spaces in the medians and cut out some of the space that is just mulch?

Tree work – Cyndi

Large oak in lower cluster removed and stump has been grinded

Trees whose branches have suffered from the weight of snow – Chris?

Trees near the path to the woods have some trees that are almost touching the ground. Is this something landscaping could take care of or would we need JLL to handle it?

Landscaping – Sandy

Bus path Chips have gotten blown away and need to be put down and plumped up. 

Getting the neighborhood into parking compliance

Last newsletter urged residents to become compliant

Next step – will send email directly to people who have not registered their cars with the cluster.

Dominion – watchlights – Cyndi

2233 light – has it been repaired? Been addressed

From Meghan:  

Unfortunately the upshot is that the conversation surrounding Dominion owned/operated site lighting installed on cluster common ground is still evolving. Specifically, the Zoning Ordinance modification that was adopted by the County’s Board of Supervisors last year directly impacts the type of fixtures and light sources that clusters can use and Dominion is in the process of converting many of Reston’s older watch light fixtures to more modern LED light sources, as you mentioned Kristina. Basically there are several major changes afoot and it is still unclear how Dominion needs to work with cluster associations to ensure that lights are repaired, installed and maintained in conformance with both Reston’s Design Guidelines and applicable County requirements.

That’s a very long winded way of saying that Staff doesn’t have a solution to the blinding replacement light problem right now. I can tell you that we are digging in and working on engaging all of the necessary players in order to get some answers as quickly as possible; please stay tuned for updates via outreach events (Zoom calls) and newsletter updates on this topic over the next few months. In the meantime, following are a few informational links that may be of assistance. Thanks for reaching out and we will be in touch!  Meagan

Dominion Outdoor Lighting Webpage

https://www.dominionenergy.com/virginia/products/lighting-fixtures,

Fairfax County Zoning Ordinance

Outdoor Lighting Standards | Planning Development (fairfaxcounty.gov)

Snow plowing -Kelly

Erin Gable (Wheelwright Covenants Advisor) has offered to attend a board meeting

When and What topic(s)

  • Parking and electric parking could be a good topic. We could also do a board meeting that is light but is about tying up the ends that we need help with. 
  • Another option is to have a one on one type conversation with Erin and the cluster on questions they have
  • Another option is to have Erin give input on design guideline changes and ways to apply them
  • Board or whole community

Cluster Clean Up will be on April 30th. 

Financials