Wheelwright Cluster December 2023 Annual Meeting

Wheelwright Cluster 

Annual December Board Meeting 2023

Virtual via Zoom

Google Slides Presented at December Annual Board Meeting

Attendees: 

Board: Kristina Myers, Cyndi Hartman, Kelly Fairbank, Joy Charles, Jade Perez and Sandy 

Cluster Residents in Attendance (Collected via Zoom Chat): 

  1. 2209 Mohler
  2. 2211 Rider-Huang 
  3. 2215 Chou
  4. 2231 Hartman-Newland
  5. 2226 Myers
  6. 2228 Perez-Lucas
  7. 2213 Fairbank
  8. 2220 Charles
  9. 2271 Moran
  10. 2221 Pendleton
  11. 2249 Colescott
  12. 2262 Conrad
  13. 2216 Soderberg
  14. 2224 Cook
  15. 2274 Zambrana
  16. 2248 Matheny
  17. 2205 Salva
  18. 2250 Mohler
  19. 2243 Beasley
  20. 2251 Meacham
  21. 2230 Wiley
  22. 2207 Reese
  23. 2256 Weber
  24. 2244 Cai
  25. 2219 Wingell
  26. 2261 Ortiz
  27. 2246 Redlin 
  28. 2242Weissman
  29. 2259 Bhide
  30. 2233 Keally

Agenda

  • 2023 in review
    • No questions
  • Goals for 2024
    • 2 additional parking spaces in the lower cluster
    • Charge Up Fairfax program for EV Charging installation
    • Dominion’s Level II Charging Program 
    • Greenspot
    • Greenspot and Charge Up Fairfax Downsides
    • Repaving of the parking Lot
    • Website Improvements
      • Functionality and Appearance
    • Lower Cluster Island added to the cluster maintenance
    • Clean up the tot lot equipment and add new mulch 

Questions on Tot Lot

  • Based on reserve study expenditures that are listed, do we know the current usage? Do we know the usage in the neighborhood? 
  • We are in a period of heavy usage. 
  • Could the board look at mosquito repellents nearby? 

Questions related to EV Charging: 

  • Have we considered guidelines for individual owners who want to put in their own charger?
    • The board and the individual homeowner would be required to work together on an agreement on the installation and maintenance, including what would happen if you moved. This may be feasible, but there may be restrictions on the ability of a homeowner to do so based on where their spot is located in conjunction with their home. This has not yet been done and therefore there are unknown variables here to predict. 
  • How is EV charging being considered in conjunction with the parking lot and parking lot maintenance?
    • The Board is trying to do this, but without finalized decisions on EV we need to ensure we’re focusing on the problems at hand rather than future problems. We’re also hearing from contractors etc. how difficult it would be to have this many decisions made at once that could all line up in terms of timing. 
  • In addition to EV charging stations how about covering the lower cluster parking lot with a simple shed  covered with solar panels?
    • The Board can look into this as an option. 
  • 2023 budget in review

Questions on 2023 budget 

  • Please explain the difference in reserves from this year versus last year’s reserves. 
  • What is the usefulness of the reserve study if we have money in a checking account that is not included in the overall expenditures schedules? 
  • Have we separated tree removal from the capital expenditures or the operating budget? 
  • Have we done a deeper dive into possible, cheaper options for our landscaping in terms of competitive bidding?
    • Not at this time, the work done by Chris and team has been both acceptable, but, additionally, our landscaping is at a competitive price for the neighborhood. 
    • Jon, our neighborhood resident who works in the industry, weighed in to say it seems that our company is offering us competitive prices and they seem to be, in his opinion, doing a fair job for a fair price.  
    • While the board can review for competitive pricing, we want to ensure we’re not just reviewing for the overall lowest price, but also for the quality of the work and flexibility to work with the cluster as needed. 

2023 Expenses Budget Line Items Pending

  • We’ve not yet been charged for the Fall dumpster for clean up.
  • We’re still pending on trash and streetlights for the year. 
  • We’re rolling over $4500 from the concrete budget and this has to count on our budget for this year so we know it’s a roll over. 
  • 2024 proposed budget options
  • We over budget on some areas, like trash and recycling, to account for regular increases in prices. 
  • Landscaping is currently scheduled to go up in price for 2024, per industry standards. 

Questions from members

  • Dan Moran- Out of curiosity, do we have a spreadsheet that breaks down what the dues have been in past years?
    •  Kelly will put together what she can and will send this to Dan.
  • Have we removed everything from the budget that we can? Can we reduce costs any further?
    •  It doesn’t seem we can to Kelly based on a the current budget and our current costs which are already as low as they can be. 
  • What is the justification for the increase? Is this to build up the capital expense reserves or to pad operating expenses?
    •  This is about building up the reserves for the cluster, according to Kelly we need to do this because we’ve not had this reserve contribution historically. 
  • Can we delay the vote? Do we have enough information? Are we sure we understand how the capital reserves are being applied against the 130K that we have in our checking account?
    • The vote is majority. We can take the vote today, as there is a no vote option for cluster members and we will review where we stand. 
  • Cory-Do we have a procedure or guidelines on what we should have in our checking account? 
  • Sandy-Clarification on the length of time the board has been working with the Reserve Study board and VA special assessment guidelines. 
  • Paul- Do we have a breakdown of all of the Cluster accounts that can be reviewed and visualized? Would this help us all to understand this better? 
  • Mark-It’s fair to take a few extra minutes to figure out the specifics on the checking account dollar amount in relation to our capital expenses and encourage cluster residents to read the reserve study. 
  • Mary Ellen- It might be worth looking at other investment options, like a money market account, to see where we could create additional cash flow for the cluster. 
  • Decision: 
    • With 9 No and 15 Yes the board will move forward to allow for voting on the overall budget increases; members will be emailed a link to vote post-meeting. 

Pet Waste updated guidelines

  • Would it be possible to reduce mulch on islands to help pets feel more comfortable using the bathroom there?
    •  That’s a possibility the board can review. 
  • Karen Beasley asked for a pet-waste sign to be put at the light pole near her house. 
  • Proposed purchase of new speed bump
  • 2nd speed bump is proposed for the entry so that we can keep the existing speed bump in one location instead of moving the existing speed bump. 
  • Should we consider putting one in the lower-cluster loop as well? Conversion was good and Kristina asked our lower cluster residents to help weigh in on the location if we decided to do this in the long-term 
  • Kerry recommended taking a look at GunSmith to see their permanent speed bump. 
  • Is snow the only reason for removable speed bumps?This was a limitation of our previous snow plowing company, but the temporary speed bumps were also a short-term proof of concept that a permanent speed bump would be a good measure of impact. 
  • Open positions on the board
    • Aaron Rider has nominated himself for a position on the board
    • Sandy, Kristinaristina and Kelly renewed. 
    • Aaron Rider voted in as Secretary to replace Jade Perez who is stepping down. 

Ad Hoc Requests from Cluster Residents

  • Can we remind people to put away their trash bins on time? 
  • Roberto-Can we ask Chris about the bushes near his house that are dying?

2022 Wheelwright Cluster Annual HOA Meeting

Monday Dec 5th at 7pm via zoom

Attendees

  • Fairbank – 2213
  • Myers – 2226
  • Hartman-Newland – 2231
  • Chin – 2224
  • Mark and Rhea Mohler – 2250
  • Sandy Mohler – 2209
  • Dominiak – 2235
  • Beasley – 2243
  • Reese – 2207
  • Bhide – 2259
  • Zambrana – 2274
  • Jenkins – 2254
  • Miranda Salva – 2205
  • Antonella – 2261
  • Perez and Lucas – 2228
  • Gustavvson and Meacham – 2251
  • Wingell -2219 
  • Charles – 2220
  • Wiley – 2230
  • Bill and Nina – 2246
  • Conrad – 2262

2022 In Review

  • Inflation – increase in prices for services and supplies
  • Erosion 
    • Cluster clean up – installed erosion netting and native green and gold on slope next to 2231/tot lot.
  • Concrete
    • Upper cluster areas – focus has been to address areas that pose the greatest risk of tripping hazards
    • Curved sidewalk next to Wheelwright entrance/small area of sidewalk in front of 2226/2228.
  • Landscaping/Grounds Maintenance
    • Rebuild of lower cluster stairs by resident volunteers
    • Native plants around the cluster – many in areas around trees,                                     slope by 2241, little free library – by resident volunteers
    • 2 replacement trees in prominent areas.
    • Continuation of grass rejuvenation around common cluster areas
  • Tree Committee (Michael Pendleton, Jeffrey Cai, Kerry Wingell)
  • Removable speed bump installed – community feedback?
  • Ongoing: Community compost bin – community feedback?

Design Updates

  • What has been approved by Reston
    • Siding
      • Cement Siding “Stucco” Panels may now be attached to concrete block structure.
    • A/C Unit Location
      • HVAC units may be located in front within trash enclosures or in rear of property.
    • House Numbers
      • Serif or sans serif individual numbers not to exceed 6 inches in height. Numbers may be plastic or metal; black, dark brown, brass, or silver in color. Number color should contrast with the house siding color. 
    • Decks and Patios
      • Composite decking colors that are wood grained in pattern, in light wood, gray, or dark brown.
      • The only “painted style” composite decking color permitted should coordinate with our Oxford Brown Trim.
      • No manufacturer specified, but approved colors of Trex and TimberTech are listed for comparison of requested material’s color compatibility. 
    • Deck Color
      • Visible wood elements on a deck or patio with composite decking may be stained to match the composite decking.
    • Railings
      • Metal or composite railing with a square baluster in either all black or brown.
      • Homeowners have the option of having a “leaf-sweep space” below the bottom rail. 
      • Clear, untextured, tempered glass panel inserts may replace the balusters in the railing system.
      • Cocktail Rail Cap may be composite to match decking.
    • Deck Stairs
      • Stairs connecting elevated decks and balconies to ground level may be incorporated into deck projects; all stairs must be contained within property lines.
    • Deck Size
      • Elevated decks may extend out from the primary house rear wall as permitted by building codes; not to exceed 15’ or property lines.
    • Under Deck Guttering and Covers
      • TimberTech Dryspace guttering system in White or Bone
      • Trex RainEscape guttering system in Black or Brown
      • Any of the manufacturer colors are acceptable, provided that the associated guttering troughs and downspouts are in brown to match the existing gutters on the house.
      • Any changes to drainage patterns caused by the addition of a below-deck protector must not adversely affect adjoining properties or cluster common ground.
  • What is pending approval by Reston
    • Deck Color – Wood
      • Decks with composite decking may stain wood elements to match decking. Requested adding the option for properties with all wood decks to be permitted to stain them to match the colors that would be allowed with composite decking.
      • Reestablishing the language for wood decks to be clear sealed. Reston confirmed this has been corrected.
    • Doors
      • Adding options for door materials in fiberglass or wood
      • Adding options for simple square panels
      • Adding option for panel to be glass
      • Adding options for glass to be clear, frosted privacy, or specified decorative design
      • Creating a new and broader color palette for door colors that coordinate with the new house color palette – 18 colors and a dark wood tone
  • 2023 Design Updates
    • Storm Doors
      • Wheelwright Cluster’s current design guidelines only permit two options for the design of storm doors; full glass and glass divided by a support bar. Many houses within the cluster do not have either of these styles of storm doors. Adding this widely used style to the design standards would increase the number of houses in design compliance for this element.
        • Recommend adding another design option that permits a solid panel on the lower third of the door.
    • Fences
      • Currently, Wheelwright Cluster is only approved for rear fences and privacy fences to be painted or stained Olympic Oxford Brown.
        • Would we want to add the color options of “clear-sealed” or “allowed to weather naturally”
          • There are worries that the “weather naturally” option will lead to people not doing the proper upkeep.
          • Some people like the brown on the fence and think it makes it look cleaner
      • Post Caps
        • Wheelwright Cluster’s design guidelines specifically forbid metal caps on the tops of fence posts. Post caps reduce rain incursion to the end of fence posts, thus reducing rot and extending the life of the fence post.
          • Add the option of a simple square metal or composite fence post cap to match the color of the fence.
    • Porch and Storage Area Roofs and Garbage Enclosures
      • We will be reaching out to an architect to draw up designs and blueprints to address the desired features discussed last year. One of the newer members of Reston’s Design Review Board is an architect interested in providing pro bono work to clusters that are updating their guidelines. The board will contact him to see if this project is within the scope of his assistance.
      • Design Features that will be addressed
        • Cover integrated above entrance and garbage bin
        • Appropriate drainage and guttering created for cover
        • Adequate air circulation provided for modern HVAC unit sizes
        • Resize enclosures to fit current trash and recycling bins
        • Optional additional lighting within garbage enclosures for safety
        • Blueprints provided to homeowners to assist contractors in building appropriate and compliant garbage enclosures and porch roofs
    • Deck Enclosures
      • The board will move forward on pursuing options with Reston to address mosquito issues, lack of rain protection, and privacy concerns that negatively impact homeowners in 3-level houses when they are using their rear deck area. 
      • Requested options
        • Wheelwright at one time was approved for retractable awning covers; homeowners have requested more permanent structures for rain protection on elevated decks
        • Allowing some sort of side privacy option for decks
        • If more permanent structures are permitted, allowing those structures to be screened to prevent mosquito incursion
    • Exterior Light Fixtures
      • Currently, Wheelwright has three approved exterior lights; the original square lucite lamps, and two globe lights from Seagull Lighting. Only one of these three are still being manufactured. 
      • We have had many requests for new fixture options for both the front and rear house lights
        • Some complaints have been:
          • Existing fixtures look outdated and too plain for a front entrance
          • Style of enclosures makes LED bulbs difficult to find
      • The Board is looking to add a couple of new light fixture options for Wheelwright homeowners
        • We will be working with Reston in 2023 to determine exactly which options would be best for our cluster; but some of the features we will be taking into consideration will be:
          • Fixtures will be reasonably priced and readily available
          • Style will be able to accommodate LED bulbs
          • Lightbulb brightness and color of light will be evaluated for safety and visibility as well as the impact of light-bleed on neighboring properties
          • Timeless designs that both match our architecture and resists being discontinued

Goals/Ideas for 2023

  • EV Car Charging
    • Charge Up Fairfax Pilot Program
      • Designed to help HOA communities install public use EV charging stations
      • Pilot program where 2 or 3 clusters in Reston will be the “guinea pigs” for this program from January through March of 2023.  
      • Full roll-out of program after July 2023 in which all HOA’s in Fairfax county will be eligible.
      • HOA Exploration phase – it will be incumbent upon the HOA to review governing documents – Identify Possible Charging Locations – Survey residents – review funding options – submit predevelopment worksheet.
      • If selected, Charge Up Fairfax will begin the Engagement phase including engineering site evaluation (paid for by county).
      • If feasible, then HOA would go into implementation phase – select general contractor and build.  Charge Up Fairfax would rebate up to ⅓ of cost or up to $5,000.
      • Since public funds would be used for installation of chargers, the stations would need to be open to the public, not just residents.  Restrictions and heavy fees for outsiders could be set up.
      • Engineering considerations – where are transformers in neighborhood.  Proximity to charging space is ideal.
      • Estimates are ~$10-30,000 for EV charging station.
      • Do we have enough parking spaces?
      • RA also looking into installing stations on some RA spaces throughout Reston – probably Walker Nature Center.
      • County is also putting a lot of charging stations in public lots all around county.
      • Right to Charge Act passed by the Virginia Assembly in 2020
        • Because our parking spaces are all on common property (our cluster owns every inch of the parking lot), individual residents could install their own chargers on their reserved parking spot but:
        • Would need to submit the application as co-applicants with the resident and board
        • May need to get clarification from lawyer on who has ownership
        • Cluster and resident must come up with maintenance agreement
        • Legal guidance needed on a path forward
      • Community Input
        • How would you differentiate between who lives in the neighborhood and who doesn’t
          • The charger knows how to recognize whose car it is
          • They can also be programmed to have a password
        • Concerns about having random people coming into the neighborhood to charge their car. Fine to have a cluster specific charger but don’t want it to be open to the public
        • How much destruction will be required to install the stations?
          • One thing to consider is that the parking lot will be redone soon. So ideally we could time the parking lot replacement when we are able to at least put in some infrastructure 
        • Would like to put together an EV Committee
        • Is it something that we could possibly make money on at some point to lower dues
        • With the way technology is progressing and how laws are being written we are going to have to deal with this sooner rather than later. Especially with a new parking lot that will last us 20-30 years
        • Would not be a huge concern as a public charging area because when people look for chargers you look to see what the charge is. If we have a dual tier fee structure the likelihood of getting outsiders is small. Especially as charging options expand
        • In Maryland and in DC, the Solar Power installation with solar panels is free if you give the utility company the roof space to install the solar power. This program may be implemented in Virginia as well . Some time ago there was an idea to cover the existing parking area with a roof and solar panels installed over it to generate free electricity. Let’s wait for a few months to do anything regarding the installation of charging stations in our parking areas.
  • Repaving of Parking Lot
    • Why didn’t this get done in 2022?
      • Price of oil affected the Asphalt Price Adjustment Indices – since last January.
        • Finally starting to come back down again
      • Reserve study dedicated a large portion to parking lot assessment
    • Will it get completed in 2023?
      • That depends.  Reserve study needs to be discussed with Mason and Mason.
    • If it does not get completed, it will definitely need to be crack sealed.
    • EV charging stations will play into the decision as well.
  • Parking in the Cluster
    • Only registered cars will be allowed to park in the cluster (unregistered guests of residents will always be allowed to temporarily park in the lot as well; however, long term guests or frequent guests should register their cars with the cluster)
    • All vehicles must have current tags
    • Ideally, 2 vehicles/household in parking lot.  Extra vehicles – Olde Crafts
    • Do we want to rethink parking lot – reserved parking spaces?  Open up new spaces?
    • Community Input
      • We have enough spaces for each house to have their registered spot and one extra spot. And 2 extra spots left. If we used that for EV parking it would take those. This would also be the time to consider modifying the median spaces to allow for more spaces. 
      • Do we want to codify something in the guidelines that specifies you can only have two vehicles in the neighborhood and any others need to be on Olde Crafts
        • To codify it takes away some of the neighborly arrangements
      • Where it does seem to become a problem is when residents have 5 cars. 
      • Most houses have 3 bedrooms and 3 baths. So those will multiple tenants in a house it is inconvenient for them to have to park on Olde Crafts
      • Suggested that those in the lower cluster could park extra vehicles in the spaces by the little free library and those in upper cluster park extra vehicles on Olde Crafts.
  • Erosion
    • Continue to tackle erosion
    • Areas of concern 2250-2256 – rear of houses
    • Erosion control benefits the community in several ways:
    • improves drainage/ decreases sitting water and runoff into area streams and lakes
    • Repairs and prevents further wearing away of slopes
    • Stabilization of slopes can be achieved through planting of shade tolerant vegetation – specifically native plants as they have much longer roots that hold the soil in place
    • This area was a 2022 goal, but 2231 was addressed instead
    • Community project that could help us determine if stabilization of slopes can be addressed with ground cover plantings.
    • Results: we will have a better idea by spring/summer, but 2250-2256 may require more engineering to mitigate erosion of slopes from drainage pipes.
    • Whatever solution we come up with for the erosion behind 2250 – If possible we would like to look at the option of hiring someone to do the engineering and structures and then have the community doing some of the planting
  • Concrete
    • Patchwork maintenance of sidewalks on cluster property around the community
    • Continue to address tripping hazards
    • Alternate years addressing problem areas in lower vs. upper cluster
    • Community input welcome regarding areas needing to be monitored for possible replacement 
  • Landscaping
    • Continue with common areas for grass rejuvenation
    • Rebuild wooden benches throughout the cluster – (this was a goal for 2022 but we replaced the lower cluster stairs instead)
    • Designing a well thought out landscaped area for the lower cluster island and installing replacement tree
    • Hiring smaller tree company to prune small trees
  • Tree Work
    • Tree Committee
    • Separate from the board/makes recommendations to the board who ultimately decide
    • Coordinates annual review of trees with arborist
    • Largely focuses on trees that are potential risks to life and property
    • Community members can reach out to board if they are interested in joining the tree committee
  • Pet Waste Stations
    • Pet waste stations
    • 1 or 2 stations – one in lower, one in upper cluster?
    • Companies that will install and maintain the waste stations
    • Cost?
    • Community Input
      • Worried that those that don’t pick it up still won’t even if there are bags
      • It may help with kids who are walking the dogs and don’t think about it as much
      • Lots near our house in upper cluster
      • Near the little free library see a lot of kids that won’t pick up or when they do they will dump it in personal trash cans
      • Are these kids in our neighborhood? Maybe a note should go out to remind Cluster parents to talk to kids about this?
  • Reserve Study
    • Completed at the end of November by Mason and Mason
    • Due to the delay in receiving the report, we are holding off on a formal discussion at this meeting.
    • Board will review and post the results.  Community members will have an opportunity to discuss and ask questions.

2022 Budget Review/2023 Budget Proposal

  • 2022 Budget
    • There have been issues with the cluster laptop that have made it so that we are not able to view the current 2022 budget.
    • We had to make some adjustments to some budget items due to inflation.
    • There were some invoices that came out for the yard work. Multiple copies may have been sent
  • 2023 Budget
    • We tend to budget a little over to give some wiggle room. There may be a larger increase than normal since prices have increased so much. 

Topics for Discussion

  • Trash 
    • People putting their trash out outside of the guidelines times
    • Putting yard waste in plastic, which won’t get picked up by the county
    • Recycling sounds like it has a lot of glass in it
    • Plastic bags can’t be put in the recycling

Board Member Positions

  • Jade Perez and Joy Charles were elected to the board. 

2021 Annual Meeting Minutes

Monday December 6th, 2021 at 7PM via Zoom

Attendees: Mary Dominiak (2235),Sarah Keally (2233), Jill Jenkins (2254), Kristina Myers (2226), Kayleen Chin (2224), Roberto & MaryEllen Zambrana (2274), Miranda Salva (2205). Natalie Gustavsson (2251), Katie Jay (2237), Sandy Mohler (2209), Cyndi Hartman-Newland (2231), Scott Conrad (2262), Nathan Dreon (2273), Perez-Lucas (2228), Kelly Fairbank (2213), Oliver Goodridge and Jen Ren (2245), Mark and Rhea Mohler (2250), Kevin Wiley (2230), Karen (2207), Kerry Wingell (2219), Antonella 2261), Joy Charles (2258)

2021 in review

  • Effects of ongoing pandemic  
    • Board Meetings still being presented over Zoom
    • Landscaping company – labor shortages
  • Erosion 
    • French drain installed behind houses 2243-49 to mitigate flooding/pooling of water
  • Concrete
    • Lower cluster areas – focus has been to address areas that pose the greatest risk of tripping hazards
    • Railing added to concrete stairs by 2245-2249
  • Landscaping & Grounds Maintenance
    • Swale plantings by 2251 as required by Reston Association
    • Wood chip path by 2231 to create easier access to rear of houses 2217-2231
    • Continuation of grass rejuvenation around common cluster areas
    • Invasive weeds and underbrush removed from wooded areas by cluster residents during Cluster Cleanup
    • Wooden stairs repaired between 2263 & 2265
    • Removed hornets nest behind mailboxes in lower cluster
    • Trash can enclosure built in Tot Lot – easier to empty roll-can installed
    • Benches in Tot Lot cleaned, sanded and sealed
    • Asphalt potholes patched in main roadway
  • Discussion on individual lawn care
    • Kristina: Elite Landscaping is doing a fairly good job with common area but there have been some issues with personal lawns
    • Roberto: Thinks the mowing of the lawn is great. Adding in personal responsibility for lawn care would be a lot of work
    • Sarah:  Now that they are renting they would require the renters to do it and she doesn’t see them doing that. If lawn care was removed they would just get rid of their grass and put in plants. May not be the best but it is better than nothing
    • Mary: When we first started having the contractors do the lawns the primary reason was because of people not maintaining yards and concern about how that detracted from all the properties in the cluster. For many houses the lawn is small and having a lawn mower doesn’t make sense. But doing it with a weed wacker doesn’t provide the most level lawn trimming. She favors having the contractors do the lawn because of the convenience
    • Jill – It would give the incentive to find a company that can help plan the yard, but also feel like if we go to private it would come down to some of us coming together to try to find a better rate to make it worth while for a company to come out and take care of a small area. She would be ok without but appreciates that we don’t have to deal with it. 
    • Kevin – As someone who doesn’t have a lawn he is in favor of keeping the personal lawn care. It makes it as easy as possible for people who are here. His bigger concern is about the need to even consider it because of people not taking care of their lawn. Some people are also not taking care of property as a whole. He believes there is a larger problem about taking care of peoples properties and wonder how we will address that.
    • Kristina – Kevin’s comment is something Kristina has seen on FB forums. There doesn’t seem to be a great way to enforce it. We rely a lot on RA and they have stopped doing their inspections and only do them when people buy and sell properties. It seems like the onus will be on the clusters themselves. We can possibly consider incentivizing  people to make their homes aesthetically pleasant
    • Jill – Is this something the lawyer can tell us about or answer? There was a conversation about this when she was on board but doesn’t know if the lawyer was ever asked. This topic seems to keep coming up a lot so it might be worth trying to get it answered.
    • Sandy – Her understanding of the guidelines and charters is that the cluster board doesn’t have a lot of authority to enforce what the guidelines are. Individual people can make complaints to RA. The most RA can do is put a lien on the property. That doesn’t go into effect until someone sells the property. She hopes that by updating the design guidelines and putting things in people’s heads and giving them options that it will encourage them to address things that haven’t been addressed or need to be addressed. People have been struggling with wanting to address issues but the guidelines need to be updated. For some issues maybe we can take a proactive approach during cluster cleanup and reach out and offer services during cluster cleanup. 
    • Kristina – A couple homeowners were waiting for updated siding colors to actually go ahead and repair their siding. We expect some improvements in siding in the next year and will continue to look into it and reach out to RA to ask for  some ideas for how we can achieve compliance in keeping properties looking nice in our cluster.
    • Kerry – He has been here 43 years and for half of them we had lawn service and the other half we didn’t. The years we didn’t could be very contentious because of some members who really let their lawn go. It makes things easier and why take 30 minutes to mow the lawn when they can do it in a minute and half. He is not always happy with how they do it, but the uniformity makes a difference.
    • Kristina- This is something  we want to throw out there and see how people feel about it. Is a topic that kept coming up
  • Tree Committee – Tree Work
    • Most notable includes September removal of large dead oak trees by
      • Bus path and Olde Crafts
      • Rear of 2207
      • Rear of 2267
    • To be completed December 6-7, 2021
      • Removal of large oak in front of 2230 – on peninsula
      • Additional pruning and small tree removals include
  • Perilous tree discovered to the rear of 2224 and 2226.   Roots on the creek side of this tree have become exposed and uprooted and left the tree leaning becoming a potential fall hazard.
  • Received 2 bids to remove the tree and the one that could do it more quickly with less obtrusive equipment and at less cost was the route the board decided to pursue.
  • Still put us over budget for trees for 2021.
  • Landscaping
    • Continuing to contract with Elite Lawn and Landscaping
    • Homeowner complaints largely involved individual yard carelessness.
      • Broken potters, broken or damaged lawn decor
      • Uneven or poorly cut grass
      • Poor edging
      • Using too heavy equipment on individual lawns
      • Blowing debris in lawns
    • Pros with this company
      • Owner is responsive and personally addresses homeowner concerns and complaints
      • Entrance landscaping was very well tended this year
      • Hazardous waste pickup and tree credit 
    • Going forward
      • Individual lawn care – onus on the cluster or homeowner?
      • Ending this service would save the cluster $4,180 in 2022

Design for our future

  • The guidelines haven’t been updated in a while and some materials became unavailable or hard to find
  • What has been approved by Reston
    • Siding
      • Exterior Paint Option added for siding and trim
      • 8” OC t1-11 Wood Siding Plywood Option
        • The change to the 8 inch board doesn’t have to be onthe whole house at once. You can do the entire front or back as needed.
    • Trim
      • Resilient trim board options
      • Vinyl aluminum trim wrap color now matches existing Oxford Brown paint color
        • Musket Brown is grandfathered in but future changes should be Oxford Brown
    • New Colors
      • New upper Siding House Color Palette
      • RA approved a 10 year upgrade from October 2021 to upgrade to new house colors. Put in clause that if you substantively repair, replace, or repaint you are required to update tp a new house color
      • No two adjacent houses may be the same color and the Wheelwright Cluster Board must sign off on any color changes. Color Choices are on a first come first serve basis. 
      • For houses that have vinyl, the colors are technically discontinued but several paint colors match existing products. For example if your house is  Arbor Blend, that matches the approved connected gray. 
      • Discussion
        • Mary: Since the vinyl is no longer approved, are there any vinyl options for homes in the cluster, or is only for wood?
        • Sandy: No vinyl options were added and for all of the vinyl options that exist, none of them match any color that was previously approved. It would be adding a new color to the color palette to get a vinyl color in there. Part of it is limited because the vertically aligned vinyl is limited in their color spectrum. There are a lot of whites and cream. No one seemed passionate to add a color in. 
        • Kristina: The current color is good for the life of the vinyl
        • Sandy: If anyone has any problems filling out the DRB reach out to the board for assistance. The new covenants advisor, Erin, is really on the ball and awesome and has been cognizant that things are done correctly and quickly. With first come first serve, RA requires that the project is started within 6 months of submission and completion in 18 months.
  • What is pending approval
    • Doors
      • Adding options for door materials in fiberglass or wood
      • Adding options for simple square panels
      • Adding option for panel to be glass
      • Adding options for glass to be clear, frosted privacy, or specified decorative design
      • Creating a new and broader color palette for door colors that coordinate with the new house color palette – 18 colors and a dark wood tone
      • These are options. You do not have to change your door from what it is currently. 
        • Jill – Does this include the side light?
        • Sandy: The side light is not going away, but we have allowed for the sidelight to be clear or a privacy frosted glass
      • We are hoping for a February meeting with the RA DRB. We are ready for submission but we need to get on the schedule. If you want to look at the full presentation it is on the website on the new Design Updates tab
    • Decks
      • Adding options for composite deck material as decking and drink railing
      • Composite material colors to be allowed in wood-look tones that coordinate with existing wood color guidelines
      • Adding options for railings, balusters, and posts to be composite or metal in dark brown or black
      • Adding an option for infill glass panel to replace balusters
      • Increasing maximum allowed deck size
      • Adding optional stairs to access lower level patio
      • Adding an option for water channeling underneath deck to keep lower patios dry
      • We are looking at around the same timeline for completion as the doors, but the doors are farther along. 
  • A/C location
    • Add option for homeowners to move exterior A/C units from garbage bin enclosures to rear of house
      • Several homeowners have already done this individually, with Reston approval; the option is being added to the cluster standards
  • 2022 design updates
    • Guideline updates will address
      • Trim color
        • Currently, Wheelwright Cluster is only approved for Olympic Oxford Brown color trim. Some homeowners have requested white as an optional trim color for houses. According to our RA covenants advisor, there is nothing in RA’s guidance that prevents a community from adding this as an option. Other communities in Reston have made a cluster-wide switch or added other trim color options.
        • Adding White as an option can help save in renovation costs
          • White is frequently the base color offered on many items at the lowest price point
          • When replacing doors and windows, it costs homeowners extra to have the exterior side dipped brown to match the existing Oxford Brown trim
          • Light colors can help wood and trim resist wrapping, extending its life
        • Discussion
          • Roberto: The white looks great, but certain houses having white next to the brown looks like an eye sore.  If you go white would you have to change everything, including the windows and screen door?
          • Sandy: Unsure if RA would require windows to be changed. Since most are black or dark brown they may allow us to keep brown windows and at the time of replacement you would upgrade to white. We are in the  initial stages of determining how RA and the cluster feels about it. One requirement doesn’t mean the other will happen.
          • Roberto: It  just may look weird with the brown and white next to each other
          • Sandy – Some clusters have a couple different trim options and have a similar look to ours. 
          • Jade: It seems like we are putting everything on the table and there can be too many options. She votes for just one color throughout the neighborhood and to stick with Oxford Brown so it looks cohesive
          • Jill – Considering how much it costs for the size of the window, anything that makes the cost less she is in favor of. If we pick only one she would prefer white, especially since it is cheaper.
          • Sandy – We would either need agreement from the cluster or we just not do anything and leave it as Oxford Brown.
      • Porch and Storage Area Roofs and Garbage Enclosures
        • Homeowners have expressed concern about the front of Wheelwright houses due to the lack of coverage provided by the current design of the arbor boards that sit over the porches and garbage bin enclosures
        • Complaints raised about the existing design
          • No protection from inclement weather when entering or exiting houses
          • Items stored in garbage enclosures are also unprotected
          • Current guideline solution of mounting corrugated plastic underneath arbor boards which is not Reston Approved and, as the plastic ages, the warping and accumulated dirt becomes unsightly
          • Some homeowners have constructed more hidden systems of solid roofing; but these are not always Reston approved, can sometimes create draining issues for neighboring houses, and often impede the air flow required by newer A/C units
          • The way most garbage enclosure doors have been installed makes trash bin removal difficult
          • Discussion
            • Jill: Having gone through it, she is thrilled that we are looking at this. She knows hers isn’t Reston approved and they will make her tear it down, but it needs to be fixed. She went in circles with the contractor trying to get it to work and it didn’t make sense
            • Sarah : When she redid hers recently they had the same issues and tried to make the best of it but think it is time to reevaluate
            • Kerry: His experience is with replacing a heat pump. The one that he wanted to have was too large for the enclosure. It fit but didn’t have the needed air circulation. He had it installed next to the shed and it was allowed by RA as long as it couldn’t be seen from the curb. It is a messy issue and addressing something that was designed in the 70s
            • Sandy: Depending on how diligent the contractor is, it has made it so that the homeowner is okay but it then causes issue for the neighbor
            • Scott: He has seen a few sheds that have a screen like area that was cut into the side of the shed to help with air flow. Is that approved?
            • Sandy: It is approved but is not something that is added into our design regulations. There are several artifacts where something got approved but never added into the guidelines. 
            • Jill: She has a hole cut in her shed, and RA came through and said the hole was fine but the chicken wire screen had to be removed. 
            • Sandy: She wants a professional who will know what is required. This is still in early stages and we do not know what it will cost but think it is important to do it right.
          • Given the complexity of the redesign issues at hand, and the variety of how neighboring houses intersect, the Board is recommending that an architect be hired to ensure a code-compliant, neighbor-friendly, Reston-approved option for homeowners to use when rebuilding garbage enclosures and renovating front porch areas
          • Desired design features to be address
            • Cover integrated above entrance and garbage bin
            • Appropriate drainage and guttering created for cover
            • Adequate air circulation provided for modern HVAC unit sizes
            • Resize enclosures to fit current trash and recycling bins
            • Optional additional lighting within garbage enclosures for safety
            • Blueprints provided to homeowners to assist contractors in building appropriate and complaint garbage enclosures and porch roofs
      • Deck enclosures and privacy
        • The board has fielded several complaints about mosquito issues, lack of rain protection, and privacy concerns that negatively impact homeowners in 3-level houses when they are using their rear deck area. The Board would like to explore community feedback as to if Wheelwright should add standards to our design guidelines that address these issues
        • Options to Consider
          • Wheelwright at one time was approved for retractable awning covers; some homeowners have requested more permanent structures for rain protection
          • Allowing some sort of side privacy option for decks
          • If more permanent structures are permitted, allowing those structures to be screened to prevent mosquito incursion
        • Discussion
        • Joy: Those who face public park land may have an argument for approval because they look at the natural view and RA doesn’t consider screened in porches an option. She has had this issue in other areas
        • Kristina: She saw one on Generation that faces the trail. Was that not approved?
        • Joy – Some were grandfathered in and others lived in violation and problem occured when selling
    • Exterior light fixtures
      • Wheelwright has three approved exterior lights; the original square lucite lamps, and two globe lights from Seagull Lighting. Only one of these three are still being manufactured
      • We have had many requests for new fixture options for both front and rear house lights
      • Some complaints have been
        • Existing fixtures look outdated and too plain for a front entrance
        • Style of enclosure makes LED bulbs difficult to find
      • The Board is looking to add a couple of new light fixture options for Wheelwright homeowners
      • We will be working with Reston in 2022 to determine exactly which options would be best for our cluster; but some of the features we will be taking into consideration will be:
        • Fixtures will be reasonably priced and readily available
        • Style will be able to accommodate LED bulbs
        • Light Bulb brightness and color of light will be evaluated for safety and visibility as well as the impact of light-bleed on neighboring properties
        • Timeless design that both match our architecture and resist being discontinued
    • House Number Design
      • These are our current design guidelines regarding house numbers:
        • A choice of two types
          • Blue and white metal numbers in existence
          • Wooden numbers not to exceed 6 inches in height
          • The color of these numbers matches the existing house trim
          • Numbers may be painted or stained in earth colors to match the existing house colors or sealed in their natural state
      • Many homes have lost the original blue and white number plates and wooden letters are no longer readily available. Most homes have already switched or added the metal individual style numbers that are available in local hardware stores. 
      • The Board is proposing these new guidelines
        • House numbers shall be either:
          • Original-style blue and white square metal placard; located near front exterior light
          • Simply designed, individual numbers, without ornamentation
            • Numbers may not exceed 6 inches in height
            • Numbers may be plastic or metal material; black, dark brown, brass, or silver in color
            • Numbers should be easily visible from sidewalk and shall be located around front door or on garbage bin enclosure
          • Having both the placard and individual house numbers is also permitted

Goals for 2022

  • Repaving of Parking Lot
    • Last December – discussion about parking lot rejuvenation
    • Obtained assessment and bids from 3  companies
    • The work will be done in 2022
    • Through the inspections it appears that the work probably wasn’t done properly in 2009. It is very uneven throughout the neighborhood
    • Discussion:
      • Jill : Do any provide a guarantee or a warranty over a certain period for quality of work?
      • Kristina – The guy from RA said at the most we may get a year or two guarantee
      • Jill : Have we looked at how long the companies have been in business or reviews?
      • Kristina: We used these companies as a launching point because they came recommended from RA and have been in business for a while. Interesting that you brought it up, Jay from RA said he has had really great parking lots and really bad parking lots by the same company. There have been issues with turnover and it is a problem with any paving company. He brought up one other company that he has good experience with. They are on our list to get another bid starting in the new year. 
      • Sandy – She knows that Dominion has been around a while and did our parking lot in the 90s. 
      • Mary – What they said then is in line with what they are saying now. They did it back in the 90s. Interim would be not grinding down as far but eventually would need to go in depth.
  • Speed bumps
    • Too many drivers speed down Wheelwright
      • Many kids/people walking dogs in the neighborhood
      • People trying to back out of their spots safely
    • Pros and Cons
      • Pros – slow down drivers
      • Pros – protect kids and pedestrians and other vehicles
      • Cons – irritating for drivers
      • Cons – expense?
      • Cons – wear and tear from snow plow
    • Alternatives to asphalt speed bumps?
      • Removable speed bumps
      • Other ideas?
    • Discussion
      • Jill – She is against it. She has not seen anything that makes them seem necessary
      • Cyndi – She disagrees. Delivery trucks are some of the worst offenders. They drive through the neighborhood way too fast and residents do as well
      • Roberto – We should consider the height of the speed bump or people will continue to speed through it. Additional signs might help that are also more visible
  • Erosion
    • Continue to tackle erosion
    • Areas of concern 2250-2256 – rear of houses
    • Erosion control benefits the community in several ways:
      • improves drainage/ decreases sitting water and runoff into area streams and lakes
      • Repairs and prevents further wearing away of slopes
      • Stabilization of slopes can be achieved through planting of shade tolerant vegetation – specifically native plants as they have much longer roots that hold the soil in place
  • Concrete
    • Patchwork maintenance of sidewalks on cluster property around the community
      • Limited budget
      • Continue to address tripping hazards
      • Alternate years addressing problem areas in lower vs. upper cluster
      • Community input welcome regarding areas needing to be monitored for possible replacement 
  • Landscaping
    • Continue with common areas for grass rejuvenation
    • Rebuild wooden benches throughout the cluster
  • Tree Work
    • Tree Committee
      • Separate from the board/makes recommendations to the board who ultimately decide
      • Coordinates annual review of trees with arborist
      • Largely focuses on trees that are potential risks to life and property
      • Community members can reach out to board if they are interested in joining the tree committee
    • Tree Committee charter
    • Liability

Budget review

  • Review of Profit and Loss Statement
  • Income – The Board has been putting effort into making sure everyone is paying and cleaning up delinquent accounts. Income this year looks really good. We are setting resale documents and started charging a transfer fee for new homeowners
  • Expenses – There are some things where the cost went up like insurance. Office supplies went over a little
  • Legal Fees
    • So far we are under budget, but expect an invoice this month for some services in November
  • Landscaping
    • We are slightly over, but will recover some of that as it is billed to homeowners
  • Trash and Recycling
    • We are over on the trash removal due to an increase in fees for the dumpster rentals
  • Concrete and Grounds Maintenance
    • We are slightly over in these categories for unforeseen repairs
  • Reserve Study
    • A reserve study is a long-range capital planning tool that helps anticipate and prepare for repairs/replacement of the community’s common areas
  • The Proposed Budget
    • For 2022, we have a budget with four options that we are asking the community to sign off on how we proceed
    • 4 options
      • 2 different income options and 2 different landscaping options
    • Parking Lot
      • We are planning the parking lot replacement in 2022 and plan to use reserves for this
    • Reserve Study
      • We have received three different studies with prices ranging from $2,000-$4,000
    • Other Expenses
      • We have reduced as much as we can for expenses and tried to keep them “true to actual”
  • Increasing Dues
    • Rising Costs
      • We are looking at cost increases for most of our services including landscaping, trash and recycling and others
    • Aging Neighborhood
      • As our neighborhood continues to age, the need for maintenance of property such as trees, parking lot and sidewalk increases
  • Discussion
    • Mary: There needs to be a dues increase. However, for all options the entire amount of the increase looks to be going towards operating expenses and none towards rebuilding capital reserve. We need to make sure we are putting a sufficient amount back into the reserves rather than everything be in operating
    • Kelly: When looking at everything there was a set that went towards operating, then a small amount that went towards capital. All increases since 2008 went towards capital, but operating revenue didn’t increase, so income wasn’t being allocated properly. She looked to figure out what was needed for capital and what was needed for operating. $35,000 gave us everything we needed for capital plus some. With the reserve study, everything might change for the allocation and we can reevaluate after the reserve study.
    • Sandy: Reserve studies are now required by law for HOAs in Virginia every 5 years, and boards need to review amongst themselves on an annual basis.
    • Mark: In 1998 we didn’t have a capital fund and to start one it was a significant amount per household. We need a process to make sure operating funds aren’t taken from the capital funds and we need to think of how to rebuild the fund for future residents.
  • Vote
    • Majority picked an increase of $25 per quarter, for a total of a $100 increase annually and to keep the landscaping option that we currently have

Topics for discussion

  • Quick Reminders – community mailbox to rear of LFL
  • New Community composting bin located by the tot lot
  • Parking in the cluster
    • Only registered cars will be allowed to park in the cluster
    • All vehicles must have current tags
    • 2 vehicles per household in the parking lot. Extra vehicles – Olde Crafts
    • Parking Pads for lower cluster are for offloading of items only. No vehicle should be “parked” on parking pad
    • Parking Permits 
      • Discussion
        • Sarah: How would permits with renters work?
        • Kristina: We have renters on the email distribution list. If they aren’t please get them in touch with board and we can communicate that way
        • Cyndi: There have been comments made about people parking in our lot who do not live in our community. If you see that please let the board know. 
        • Karen: If we see this should we capture the license plate number? She has seen people park and leave the community
        • Sandy: If you are seeing cars park and then leave, take a quick snapshot of the license plate and we can check the plates against a database we have. We want to be diligent about everyone having enough space.
        • Scott: Has there been any more discussions about putting in charges for electric vehicles?
        • Kristina: We talked about it in the last annual meeting and not much has been done in 2021. There has been a lot of talk and updates in RA because there are lots of communities looking into it for their communities or individual homeowners. We need to stay on top of it and explore in 2022. 
        • Cyndi: As of last year’s meeting it wasn’t cost effective at the time. It would be something that would have to come out of pocket and would be an investment up front and more of a benefit than a money maker. We would lose money for some time/
        • Scott: He understands it would cost money, but he doesn’t know many communities that have it available and it would increase property values. It also would be convenient for those that want a Tesla but have nowhere to charge it.
        • Mary: She was looking at the cost and the big part on the front end would be having to trench through the parking lot. It is possible but minimal cost would be $25k to do the installation and it would be coming out of the capital reserve fund. In terms of allowing access to it we would probably contract with one of the network companies that offers EV charging services. They would handle the billing and maintenance on the units. The Cluster should look into it in the future because it will be a selling point for people who want to move here but have an electric vehicle that they want to charge overnight at their home. 
        • Sandy: This is definitely something to think about before paving the cluster parking lot. Adding whatever infrastructure is needed subsurface. 
  • Elections
    • Three board members are up for re-election. One member is up for election to fill Ruth’s position. Others in the community may put their in the hat as well
    • Vote
      • Majority voted for Cyndi, Sandy, Kristina for a new term
      • Majority voted for Kayleen to fill the remainder of Ruth’s term

Annual Meeting Minutes

Wheelwright Cluster Board Meeting – December 7

Attendees: Kristina, Jessica, Sandy, Cyndi, Sarah, and Kelly

Residents from: 2246, 2235, 2224, 2256, 2242, 2244, 2228, 2205, 2230, 2254

Meeting was called to order at 7:06 PM by Kristina Myers, Interim President

2020 In Review:

  • Covid-19 disruptions to board meetings/contracted work – 
    • Board Meetings from March onward held on virtual platforms
    • DRB application delays 
    • Concrete companies did not respond to inquiries
    • Landscaper having trouble with sick crew members
  • Erosion – 
    • Work to the rear of houses 2251-53 delayed due to DRB delays
    • Drainage work including construction of artificial swale filled with wash gravel to route water to drainage stream and prevent further erosion
    • Will likely ensue week of December 21st
  • Concrete – Cyndi
    • Upper cluster – most work completed in this section to save money
    • Portions of sidewalk in front of 2201 around corner to 2223.
    • Lower cluster areas to be addressed in the Spring
  • Shingles – Jessica
    • Discussed the newly approved shingles by Reston DRB as well as older ones already approved by our cluster guidelines
    • Added a few architectural shingle styles – see slide
      • Newly approved shingles will be added to the cluster guidelines
  • Landscaping – Sandy
    • Grass rejuvenation project – added grass seed to several areas with the help of the landscaping contractor to help build up the grassy areas
    • Showed several before and after pictures of the work and results
    • Next year they want to address more areas in the peninsulas and lower cluster areas
  • Tree Update – Tree Committee
    • Steve gave a quick overview of the work completed in 2020 to a total estimated cost of $11,027.50 (including a 15% winter discount).

2020 Budget Review:

  • All of the expenditures were sent out via email ahead of the meeting
  • Saved money on meeting room
  • Little over budget on website maintenance fees (paid for two years instead of one)
  • Greatly under budget for snow removal
  • Concrete work – still awaiting final invoice for December for a total of ~$4,000
  • Tree removal – awaiting final invoice once work complete, should arrive this month
  • Erosion – awaiting final invoice – just under budget this year

2021 Budget Proposal:

  • General liability insurance – what we actually pay
  • Reduced office supplies
  • Copying – small amount but reduced from previous years
  • Wheelwrighter – reduced down to $0
  • Landscaping – just received quote for $21,080
  • Trash removal went up
  • Tree removal will go up slightly
  • Grounds maintenance – new category to capture things like grass rejuvenation and other similar projects – budgeted $1500
  • No questions or comments

Updating Wheelwright Cluster Guidelines – Sandy

  • Started with shingles and then added on more for a cohesive looking neighborhood
  • Learned that several currently approved siding materials are expensive (special orders), hard to source, or discontinued
  • Providing recommendations for updates and replacements that are easy and affordable options
    • Recommended to replace 12” RBB Cedar to 8” T1-11 plywood (which is currently in stock at Home Depot and Lowes)
    • Hardieboard already approved but must be painted, which doesn’t last as long
    • Recommendations on solid exterior latex paint colors over stain due to the materials and how they absorb the stain versus paint
      • There was some discussion about the pros and cons of stain versus paint
      • Residents are ok with having paint and stain options to help make the colors more uniform
    • Remove vinyl colors from guidelines since all colors have been discontinued and nothing matches to replace it
      • Will grandfather in those who already have vinyl siding
    • New Colors – update Wheelwright Cluster palette to modern colors to blend with existing vinyl siding
      • See slide for more information
      • There was discussion about the color options and some people might want to see more
  • Discussed poll for voting on recommendations provided by board
    • Siding size – 100% voted to move to newer size of siding – 8” 
    • Trim and siding materials – 100% approval for more cost effective options
    • Colors of siding – 81% for Pacific Blue, 75% for Calvary, and 63% each for Pewter and Cool Charcoal
      • Most people agreed that we could keep all seven colors
    • For phasing out the colors, residents agreed to a timeline of 10 years to come into compliance with the newer colors

New Topics:

  • Electric car charging stations – up to $3600 per charger, not including taxes and shipping
    • Also would need to hire contractors for electrical and installation on top of purchasing
    • Would be more for maintenance and not a profit maker
    • More of an investment and incentive for purchasing in the community 
    • Question: is this something we can put in ourselves as individual owners? Yes, you theoretically can if you wanted to do that.
    • Question: Is there data to show what the added value would be to condos and other HOAs? Not currently, but this is relatively new. RA might have more information.
    • Mary offered to write an article on electric car charging for the website in the future.
    • Many residents are willing to consider but don’t think we are ready for it yet.
  • Asphalt Rejuvenation
    • Two layer process
    • 4 year warranty on flaking, peeling, and chipping
    • 3 year fuse bond overlay warranty
    • Proposal received in July 2020 was $8,889.00; we just did a resealing in 2017 at a cost of $11,248
    • More research needs to be done, but residents are willing to consider it
  • Glass collection
    • Pay a company to come and collect the glass to be used as ground cover material
    • Most people feel it is not worth it 
  • Community Composting Proposal
    • Put on list of things to do in 2021 
    • Most people agree with it and would be willing to try it
      • See benefits and ideas of bins with the slides
    • Would need to find a more ideal location for the cluster but that can be overcome
    • Rules would need to be followed to make sure the piles are maintained

Voting for new board members:

  • Ruth Schulte was nominated and seconded as a new board member
  • Kelly Fairbank, current Treasurer, also is willing to be a board director
  • Poll – members voted by majority vote (100%) to elect both Kelly and Ruth in as new members

New positions will be determined by chat over the next few days.

Annual Meeting Virtual Link

Based on responses to our survey, we will conduct the Annual Meeting virtually on Zoom this year. You can access the meeting through your computer, mobile device or tablet using the below link:

https://us02web.zoom.us/j/83958474953?pwd=UmVsWG44Y1BjM0xUYWJ2NXZvTWxkUT09

Meeting ID: 839 5847 4953 
Passcode: 495997

To access the meeting by phone, please call +1 301 715 8592 and enter the meeting ID (839 5847 4953) and passcode (495997).

Annual Meeting Minutes – 2019

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.

Annual Meeting Minutes: December 6, 2018

The annual meeting was held at the Reston Community Center  located at Hunters Woods on Thursday, December 6th at 7 pm. The meeting minutes were later approved by the Board (both current and out-going members) via email. They are available in PDF form here: December 2018 Annual Meeting Minutes. If you would like them in an alternate format, please contact the Secretary.