Wheelwright Cluster Board Meeting – Annual Meeting 2019 – December 2
Board members present: Jessica Joyner, Sarah Keally, Mike Pendelton, Kristina Myers, and Jill Jenkins
Roll Call (to determine quorum): We have met the quorum requirements.
By Laws Review and Voting:
- We do have a quorum with those in the room and electronic voters ahead of time – all in person votes done anonymously on paper
- Annual Meeting Requirements Change –
- Amend “his address” to “the address”
- Start time no earlier than 6 PM and no later than 8 PM
- This was voted through – unanimously “yes” with 20 votes
- Treasurer Stipend –
- It has been done previously in the past
- Strike “the qualifications of the then Director serving as the association Treasurer” and keep “the qualifications of the Treasurer”
- Change Director language to “Treasurer”
- New paragraph, “ The Treasurer may be compensated…”
- Add semicolon after list of duties in the new language
- This was voted through – unanimously “yes” with 21 votes
Trash Contract:
- The board has looked into other options, other private trash companies and Fairfax County Trash Collection
- Jessica showed a slide comparing Fairfax County Trash Collection and our current contract with Bates
- Jessica led the discussion on several items of discussion
- Sarah will get trash can measurements from Fairfax County
- Residents would like us to send Bates a notice that we are considering leaving them if service doesn’t improve.
- Save the vote for this for several months to get more information and discuss it again at another meeting
- Right now Bates Trucking is on a month-to-month service and we can cancel at any time
- Need to find out if we would be charged for the switch to Fairfax County bins?
- Suggestion to contact Reston Association to ask them if they have information/suggestions
Tree Committee Update: given by Steve
- The committee tried to figure out how to address the tree problems and consulted two different tree companies
- Decided on JL Tree Service for the work and they had competitive prices
- See the data from the Tree Update for 2019 on
Erosion Update:
- Kristina gave an update on the erosion work done during 2019 with the slides
- Used a grant to help pay for some of the erosion work this year
- No questions from group on 2019 work completed
- Discussed proposed projects for 2020
- There was a question if rain barrels were considered
- Contact Nicki Base (spelling?) at Reston Association about rain barrels
- If anyone wants to have one installed during cluster cleanup, let the board know
Community Open Forum:
- Is there a way to pay dues online? We used to have it as an option to do that but Quickbooks took that option away because we aren’t big enough as an organization. Also, other options looked into cost 4% or more.
- Does RA still come around to inspect houses? Not right now, but only when houses are bought/sold. Do we want to consider doing this as a cluster on our own? Maybe, but should be discussed at a meeting soon. Also consider updating the RA and bylaw requirements for doors/windows, trims, etc. to those that are currently there now.
- Any changes have to be submitted to the Reston DRB for approval
- Discussion of landscaping company – some residents feel like the service has gone down but others feel like the service has improved
- Let the board know if you have any issues/problems with the board
- Should make a comment to landscaping company about attention to the front of the cluster
2019 Budget Review:
- Jessica gave a quick summary review
- Focused more on erosion work than concrete, signed a three-year contract for website, and more office supplies were bought (some line items moved around but evens out in the end)
- Over budget on legal fees this year due to some legal issues
2020 Proposed Budget:
- Discussed major changes: landscaping (staying the same), tree maintenance increased, moved some tree maintenance to erosion control, decreasing concrete budget, adding in Treasurer stipend, and possible removal of trash service (if voted to change to Fairfax County)
- Question about raising dues for the upcoming parking lot work and the allocation for 2020 is not high enough to cover the costs of the work at this time
- This is due to higher costs incurred for tree work and erosion control mainly
- The Treasurer said that we are making money on our current CD investments and hopes to make more in the future, plus invest more to make more of a profit
- Vote for Treasurer stipend of $1200 was approved and the 2020 budget has been approved
Voting for New Board Members:
- Kristina, Cindy, and Sandy have been nominated and all three were approved for the position of Director
- We nominated and appointed Kelly as the new Treasurer
- Sarah will stay Secretary
- Kristina will remain Vice President and Jessica will be President.
Sarah will update the website with the names of the new board members.