Category Archives: HOA Board Meeting Minutes

Thank you for reviewing the minutes of the board meeting. Minutes will be posted after their approval at the following months board meeting, therefore there is an approximately one month delay between meetings and approved minutes being posted.

June 2023 Wheelwright Cluster HOA Board Meeting Minutes

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Tuesday, June 13th, 2023

7 pm

Virtual via Zoom

Attendees: 

Board: 

Cluster Residents: 

Agenda

Community updates

  1. Cluster Clean up – projects remaining
  • Wood chips – Kristina contacted homeowners 2243-2249
  • All replied yes (did not hear back from 2243)
  • Jen Ren mentioned soil (clay that isn’t very porous) and slope

Board Discussion:  On 2245 we can put the mulch between the pavers; Kristina will reach back out to Karen Beasley at 2243 to make sure she’s okay before she puts down the mulch.  The goal here is to reduce the moisture and we need to use the mulch we have. 

We’ll start on 2243 and 2245 as there is the most moisture there. 

Sandy recommended the board may want to look at including Earthworms to create an organic solution to help with the soil that is mostly clay. After Action: Sandy will research. 

  • Wood borders around lfl

Decision from the board: After Action: Jade will lay the wood out in front of the LFL near the hill and we will table this project for the Fall cluster clean up. 

  • Do we still have perishables from the cookout?  Schedule another?

 Hot dogs and hamburger buns are frozen and there are some chips that need to be eaten; Cyndi has an older case of beer that needs to be used. 

  1. Erosion/Drainage
    1. VCAP – answers to questions from Adele at DecoFootprint:

1)  I remember when we first met, you said that the timeline for breaking ground would be probably early next year.  When and what would we owe you in 2023 based on our discussion of a final budget of $14,500 so that we can obtain the maximum $7,000 VCAP funding?  What would we owe you in 2024?  For this year, we would like a good faith deposit of $2,500 to get us started on the VCAP planning and design for a Conservation Landscaping project on a steep hillside.  Since our services are considered “technical assistance” this portion will be covered by the VCAP rebate when the project is completed.  The remaining $12,000, depending on when the potential VCAP project is approved, we typically collect a 50% project deposit of $6,000 to reserve a space on the install schedule for spring or fall, the two most busy times to install plants, and collect the remaining 50% deposit of $6,000 upon project completion.  If this is acceptable, I can write up our Proposal that explains this in detail.

2)  Before you begin with your design, will you give us an idea of what option you are going with?  I.e. terracing using biologs, coir matting, coir matting and biologs, rerouting downspouts or not, etc?  We’ll also want to make sure that the design includes plenty of walking space for our homeowners to access the backs of their homes as well.  Yes, we can present the preliminary design to you or to the Board for Q&A and at this design presentation discuss our observations, assessments, professional recommendations, pros and cons, etc.

Discussion: The board is fine to go forward with this as a good faith risk, but the board has asked for a reasonable “contract” that can show how this can work, including acts of God that are unexpected. 

After Action:  Kristina will reach back out to her and will follow up with the board on where we are on this “Good faith contract” 

  1. Drainage work by 2231/33
    1. Another project proposal from Riverbend landscapes

  1. Juan? –

Cyndi and Juan are scheduled to meet on Thursday to review this; Kristina asked to get very specific measurements to ensure we can use those for the design review board; the goal is to be able to make the decision at next month’s board meeting. 

  1. Design updates
    1. Doors/sidelight
    2. Garbage bin enclosures
    3. Clear stain for decks

NO updates: Sandy working on writing up items. 

  1. EV/Charging Stations
    1. Draft of EVWG charter sent to Chesapeake Law Group, PLC
    2. Second meeting tentatively scheduled for Sunday, June 18th
      1. Dominion update
        1. Dominion’s Design and Construction team will come out and do a review of our site and let us know the best places, costs, etc. From the sounds of it, they will draw up plans for us as well
  1. Concrete/Watchlights
    1. Walkthrough schedule update? Cyndi will be walking through this week. 
    2. Watchlights?- No new reported issues. 
  2. Parking/Towing
    1. 2217, 2215, 2213, 2211, 2209, 2223 parking space shuffle – keep Kristina posted a week in advance to inform homeowners
    2. Speed bump moved
      1. Feedback?

Several members of the board have noticed speeding from the lower cluster now; concern expressed for the safety of neighborhood kids and older residents 

Discussion: How can we help ensure we can support the safety of the community without taking overly punitive actions?  

Decision: We’ll start with a notice in the newsletter and we will review how to add a second removable speed bump. Kelly will share the cost of the previous speed bump at the July meeting and we will review how to pay for this next month at the board meeting. 

  1. Registering cars with cluster – update?

After Action: Jade will do a walk through and comparison against registration next weekend.  Any concerns? Areas to focus on? 

  1. Self registration form – updates?

Looks like we may be able to do this with a combination of WordPress and Google forms. However, this will take a bit more time to ensure we can create an authentication and role-based process; research in progress. (FYI: As part of the process, we may need to scrub our current subscribers list in WordPress (currently 681 subscribers) and do an update of associated emails. )

Discussion: As long as it’s not a smart phone required for two-factor authentication, fine to move forward. 

Decision: Jade will go forward with pro-typing this for the board to review and will include a training/enablement plan to ensure that all residents can be included (Ex. Zoom transition for the board) 

  1. Start meeting with paving companies again
    1. Burt – Pavement Design, LLC? – pay to hold our hands through the process?

Board Decision: This is a valuable service for such a large expenditure and will provide us the expertise we need to ensure we’re getting the most bang for our buck. Kristina will reach out to him to ask for the services they offer again and the costs associated. 

  1. Landscaping
    1. Update on:
      1. Bags of mulch?

Joy has the final two bags of mulch and will ask Kelly at 2248 if she wants the remaining two bags mulch. We need to bill for the Mulch so  Joy and Kristina will put those numbers together and will send that to Kelly.  

  1. Stump removal (Chris)
  2. Individual yard landscaping through Chris?  Still pursuing? 

Decision: We will hold on this until next spring and will reach out next year in advance of the Spring clean up to see if they can offer this then. 

  1. Chemical application to lawns – Elite is still giving us notice after treatment

After Action: Joy will follow up with them on this. 

Ater Action: Joy will follow up with Elite to ask if they can start cutting the grass just a bit higher as we enter the slower growing season.

After Action: Joy will reach out to Chris for cost estimates now so that we can hopefully include notes on lawn aeration and seeding in the July newsletter.  

  1. Reserve Study/Online payments 
    1. Reserve Study – final is in our hands

All- Kristina asked for all board members to review for 

  1. Zelle for online payments – update?

 Still on Kelly’s to do list for 3rd quarter invoices

  1. Possibility of linking to website- Kelly is still confirming the details on this. This is something that can be noted on the site, but she isn’t sure just yet. 
  1. Trees
    1. Tree maintenance with Tree USA scheduled for Tuesday, June 27th.
      1. Do we need to ask Chris to avoid that day for landscaping? Agreed yes and Joy will manage that. 
      2. Kevin with Tree USA is offering a 15% discount to homeowners who want to have work done on personal property around the same time.

Board  Decision:  Put in a newsletter and have homeowners contact individually.

  1. Tree list for summer inspection
    1. 2272 Hemlock tree- This trimming will be taken care of by Kevin at Tree USA 
    2. 2246 Elm Tree-Holding until the Fall for a final decision on moving/keeping and JUL trees will do standard trimming. 
    3. After Action: Joy will reach out to Mike Pendleton for the August tree inspection with J&L trees
  1. Newsletter topics
    1. Ad-Hoc Cookout in late June? 

Vote is for this to happen on Sunday, July 16th; we’ll block off the spaces near the LFL and we’ll do it there. 

  1. Cluster Clean Up results
  2. Benefits of planting native plants in cluster and yards 

Kristina will include this in the newsletter

  1. Garbage
    1. Issues?

Financials

Next meeting:  Tuesday, July 11th

May 2023 Wheelwright Cluster HOA Board Meeting Minutes

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May Board Meeting

Tuesday, May 9, 2023

7 pm

Virtual via Zoom

Attendees: 

Board: 

Cluster Residents: 

Agenda

Community updates

  1. Cluster Clean up review
    1. How did it go?
  • It turned out okay, better in the afternoon. It seemed like people weren’t sure due to the rain.
  • Discussion: Next year we may want to include shifts and a skill notation (ex. Carpentry) if the work requires it. 
  1. What still needs to be completed? 
  • We need to deal with the mulch in the parking lot. 
  • Building additional benches; ideally Sandy would like to have one more person to help her at a time, but it would be helpful to have others with carpentry skills. 
  1. What food is left over and what to do with it? 

Discussion: 

  • Hot dog and hamburger buns probably need to be reduced in the coming year. 
  • Sandy mentioned maybe getting the Kona Ice truck for the coming year
  •  Kristina will freeze the hot dogs and hamburgers for a possible late-June impromptu meeting. 
  1. Projects left for completion? 
  • Wood chips
  • Mulching slope by 2231: Kristina will email neighbors around this area to see if they are okay with adding the mulch
  • Wood borders the Little Free Library. After Action: Jade will move these to match trench line until Fall clean up happens
  • Invasive removal: We could still remove more. 
  • Spraying weeds
  • Benches
  • Clear seal stairs: After Action: Sandy would like to hold on this until the Fall so that we can research more about dealing with clear stain 
  • Painting trash bin enclosure – oxford brown
  1. Erosion/Drainage
    1. VCAP
      1. Adele Kuo – landscape designer with Deco Footprint.  She has a lot of experience with VCAP and most of her designs are approved for VCAP funding.  She will submit the application, take care of any easements, fully design and implement the project.  She will work within our means.
        1. Budget of up to $14,500.  With VCAP rebate the project would cost us a total of $7,500.
      2. $7,500 is our entire budget for the year 2023.
      3. Timing would likely put us in 2024 (according to Adele)

Board vote and decision:

 Update the erosion budget for the year 2024 to be $14,500 (with the firm belief that we will be eligible for the VCAAP rebate) 

Discussion: Concern for the design meeting RA guidelines and works for residents nearby. After Action: Kristina will find out what the contingencies are for the contract to ensure, should the grant fall through, we can pull out if needed. 

Drainage work by 2231/33

  1. Jose – never heard back after multiple efforts to contact; the board (Cyndi) will likely ask for a 2nd proposal from Juan. The goal is to finalize the bids and make a decision before the end of the year. 
  1. Design updates- No updates beyond D. 
    1. Doors/sidelight
    2. Garbage bin enclosures
    3. Clear stain for decks
    4. Attaching stucco to concrete blocks- Resolved. No more language is included. 
  1. EV/Charging Stations
    1. We have not yet had a second meeting.
    2. Fairfax county update on Charge Up Fairfax program
      1. Concluded their review of applications and engineering site visits will begin in the next month.  Those communities will then hire contractors to complete the installation.
      2. Contingent on budget approval, Charge Up Fairfax will open up to the county in the Fall with the launch of an official program webpage.
      3. Electrical contractors-No recommendations from the county
      4. Jill will work on getting information about Dominion
  1. Concrete/Watchlights
    1. Walkthrough schedule update? 

Cyndi is working to coordinate  with Juan when this can happen. 

  1. 2205 and 2219 watchlight update?

 No issues observed right now. 

  1. Parking/Towing
    • 2217, 2215, 2213, 2211, 2209, 2223 parking space shuffle; a week ahead Kristina would like to have a week of notice on their moves. 
    • Speed bump still needs to be moved to temporary home at top of cluster

After Action: Jade, Joy and Kristina will coordinate to move; Cyndi can help coordinate with her cart 

  1. Registered cars – time for another walkthrough?

After Action: Jade will do walk through the weekend of May 20th 

  1. Self registration form

After Action: Jade will work on a prototype form to share for next month with notes of consideration in the build for the following? 

  • Renter access; can we create roles for the renters to be able to register their own cars?
  • How can we include notification to the board?
  • Highlight that Old Crafts is the approved spot for parking multiple vehicles
  1. Landscaping
    1. Update on:
      1. Mulch delivery for cluster residents

After Action: Joy will send out a note to ask residents to confirm if they’ve picked up mulch and who hasn’t gotten their mulch yet; Kelly asked for the spreadsheet of who got mulch so that she can bill residents 

  1. Stump removal (Chris)

Pending equipment for this 

  1. Individual yard landscaping through Chris?  Still pursuing?

Joy will follow up with Chris 

  1. Issues? No reported issues and homeowners seem to be happy with the mowing; 

Ad-Hoc- Kristina asked if elite could give us at least a days notice on the chemical application so that we can better notify residents 

  1. Reserve Study/Online payments 
    1. Kelly submitted final edits a month ago this week and we’re expecting to hear back this week. 
    2. Updates?

Possibility of online payments for cluster dues

Zelle is free, but Kelly is working to visit in person to help get this set up.Kelly’s goal will be to get this set up for the board to test by 3rd quarter dues. 

After Action: Jade, Sandy and Kristina will help to test Zelle for the cluster when it’s ready. 

  1. Trees
    1. Reston tree experts quote for tree trimming/pruning
      1. https://drive.google.com/file/d/1MrMHgNJDmfLWKqFIzJ60IpPqnFpCIffe/view?usp=sharing

Concerns from Reston Tree Experts included: 

  • Trees that are too large for peninsulas
  • Mulch has been over built up around our trees, which can cause the roots to grow up and beyond where they should for health. 

Discussion:

 Should we go with J&L for standard maintenance, rather than having one of these specialized groups do this larger work? Would it be valuable to get a quote from J&L to see where there is overlap? 

Can we get a quote from Kevin at TreeSmith that removes the trees that would normally be covered by J&L for preventative maintenance? 

Board decision: We will have J&L do their normal work and we will contract with Treesmith USA for the corrective pruning, minus the Elm tree removal, for 3200. After Action: Sandy will do the outreach to get this moving.  

  1. Elm tree – problem of the giant tree on the tiny peninsula by 2246
  2. Tree list for summer walkthrough
    1. 2272 Hemlock tree
  1. Newsletter topics
    1. Ad-Hoc Cookout in late June 
    2. Cluster Clean Up results 
  2. Garbage
    1. As long as homeowners are allowed to deposit items in the roll off dumpster, we are no longer eligible for a voucher from the county to deposit garbage at no cost.  This will have to be taken into consideration for future budgeting. 
    2. Issues?-Nothing reported 

Financials

Next meeting:  Tuesday, June 13th

April 2023 Wheelwright Cluster HOA Board Meeting Minutes

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Tuesday, April 11, 2023

7 pm

Virtual via Zoom

Attendees: 

HOA Board: Joy Charles, Sandy Mohler, Kristina Myers, Cyndi Hartman, Kelly Fairbank

Cluster Residents: Karen Reese (2207), Dan Moran (2271)

Agenda

Community updates

  1. Erosion/Drainage
  • Met with Dan Schwartz from Fairfax County Soil and Water Conservation District about the sloped area behind 2250-2254.
  • He gave us an official site assessment report with his recommendations.
  • Submitted this site report to two companies who had come by already to look at the area and who have experience with the VCAP program. It will be less of a headache to work with companies that already have experience with VCAP. 
  • Coordinate with Erin on DRB application. We can most likely submit to VCAP first and then submit the DRB application to RA. 
  • VCAP should cover 80% of cost up to $7,000. Dan said we have a good shot obtaining the funding for this project. 
  • Cluster Resident Kerry Wingell emailed about the wet flooded area by 2231/33. He’s worried about the water pipe line. Board Decision: We will reach out to Jose about this area to mitigate the drainage issue. 
  1. Design Updates

Doors/sidelight modifications

  • We are still working with RA to get updates approved as it requires submitting a proposal with RA. Sandy thinks it should go through this year.

Garbage bin enclosures 

  • Sandy will reach out to architects on RA to see what we can do to modify current designs. Based on Sandy’s experience, this process of getting modifications determined and approved will still take about 8 months. 
  • There is an issue with not attaching stucco to concrete blocks. 
  • We need to adjust HOA guidelines to include language regarding clear stain for decks. 
  1. EV/Charging Stations
  • First meeting with Jill and Kristina happened on Sun 4/2; Cory was unable to join. 
  • They are working on charter now and looking for feedback from HOA board members on language now. The next step is to submit this to legal review. 
  • Jill agreed to reach out to Dominion to get more information about grants for installing charging stations in our neighborhood and if the utilities in our neighborhood are capable of supporting community EV chargers. 
  • Kristina reached out to Erin, at RA, to get information on where they are with the pilot Charge Up Fairfax program in Reston and also to find out if there is anyone on staff who can give advice on the feasibility of charging stations in communities like ours. She heard back that the process is very slow going, they have not picked their clusters yet and the grants are very small, but we still need additional clarification on what that means. 
  1. Concrete and Neighborhood Lights 

Update

  • Waiting for Juan to respond and we are asking for suggestions from the community on which areas of sidewalk that need repair. 

              Are lights blinking by 2205 and 2219? 

  • Karen R reported this, but said it was a very windy night. Cyndi will keep an eye out to confirm.  Kelly has seen the light by 2219 blinking at times. 
  1. Parking/Towing

Update from Sandy on upper-cluster reshuffle

  • She  has talked with all neighbors involved and has gotten verbal agreements about the reshuffling. 

Parking Spaces to be modified: 

  • 2213, 2217, 2215, 2211, 2209, 2223

Board Vote Required and Results Were: Board voted to reassign spaces 2213,  2217, 2215, 2211, 2209 and 2203 

2272’s personal parking space #25

  • Requested that it be repainted due to the fading paint. People are parking in their parking spot claiming that they didn’t know it was reserved due to this faded paint. 

Cluster Resident Request Review: 

  • Karen R. asked for another speed bump closer to the entry of the cluster as residents and visitors are still speeding into the neighborhood. 

 Board Discussion:                         

 Joy is highly in favor of more speed bumps, while Sandy suggested that we need to get more community buy-in before we purchase another and we’d need to get that at the annual meeting. Until then, Kelly suggested moving the speed bump to the top of the cluster – that was one of the reasons we got the moveable bump.  

Board Decision: 

Board agreed to move the speed bump at the cluster clean up. We’ll assess its position at the new spot with community feedback and will reconsider purchasing another down the line.

  1. Landscaping
  • Wood chips for bus path will be delivered 2 or so days before cleanup. Chris will drop at the entrance to the bus path. Joy will put cones up so there is space to deliver the mulch. 

Mulch for homeowners

  • Home Depot has the highest delivery price but good flexibility on the minimum number of bags. We should also look at Lumber Jake and Virginia Groundcovers. The timing for delivery should be the  week after cluster cleanup around 5/6.   
  • Joy will send price to Kelly and she’ll weigh in on the recommended price/bag for homeowners.  
  • Hopefully we can get a mulch order form on the email so homeowners can have several days.  Deadline will be 4/23.
  • After Action: Email for Cluster Residents regarding hazardous waste pickup.

Stump Removal (Chris) 

  • No date yet as needs equipment, but should be during spring

Individual HomeOwner Yard landscaping through Chris

  • He’ll offer a 2 day window . We need to put out a notice about what services he’ll offer. We will put a note in the newsletter about this. 
  • After Action:  First week in May – Joy will confirm with Chris how this will work. 

Hazardous waste pickup will be on  4/15 between 9am and 10:30. 

7. Reserve Study

  • Kelly submitted an email giving them our final corrections and we’ll wait to hear back about their final study

Reminders:

  • Agreed that parking lot should be done in 2024 the latest due to its deteriorating condition; initial assessment seems to have been done based on standard usage versus our actual usage. 
  • Storm water drainage allowance should be kept in the study – allocating funds to this is more like an insurance policy; backup of storm water can create huge financial burdens such as damage to parking lots and erosion of homeowner land
  1. Trees
  • Homeowner at 2272 was concerned about Hemlock tree to the front of their house. Sandy met with Brian from Reston Trees and Kevin from TreeSmithUSA. Kevin looked at the tree and said it is actually in really good health and could use some nutrients and needs a bit of a topping. 
  • Brian wants to come back and do another walkthrough once the trees have gained full leaf cover in late-Spring/early-Summer. 
  • Kevin and Sandy walked around for a full hour and she had a really good meeting with him and liked his approach to the trees.  Sandy will submit the bids to the board once received.
  • There was concern regarding the elm tree on the peninsula in front of 2248. Both tree companies said it is way too big for the peninsula as it can get up to 100 feet tall. It will likely be more money for the cluster to maintain that tree than to take it down, but no decision has been finalized.

8. Cluster Clean Up Updates and Other Important Dates

  • Saturday, April 15th – hazardous waste pickup.
  • Saturday, April 22nd, Green Drop Donation Van – Cyndi – Cody/Peter to help?
  • Cluster Cleanup and cookout will be Saturday, April 29th
  • Rollaway dumpster – submitted request through Bates delivered Friday 4/28, picked up Monday 5/1, requested voucher through FC

Food for cookout – Kristina

  • Cyndi will update Kristina on what we still have

Materials for projects

  • Sandy will get couple extra bags of mulch for the slope by 2231

Projects for Cluster Clean Up: 

  • Wood chip the bus path and tot lot, as well as small path to compost bin
  • Wood borders around the Little Free Library will require one or two more lengths of boards. We need to get that area trenched. 
  • Kristina will go around the neighborhood with Joy and figure out which plants are aggressive and invasive.  Kristina will put together a pamphlet for cluster clean up. 
  • Spraying weeds island in lower cluster
  • Benches
  • Clear seal stairs
  • Painting trash bin enclosure – oxford brown 

8. Newsletter

  • Hard copy to go out next week but will send an email blast about the hazardous  waste pickup this weekend
  • Important dates

9. Garbage

  • Issues? No discussion and no updates

Ad Hoc Discussion Items: 

  • Joy had suggested sending out a follow-up email about the  recent break-in to reassure residents that those responsible were children, who are now being held accountable for their actions, in coordination with the impacted homeowner and the children’s families. 
  • Dan asked about individual lawn grass maintenance. Is seeding and aeration with weeding treatment a service that is offered in the fall? Yes.

Next meeting:  

Tuesday, May 9th

March 2023 Wheelwright Cluster HOA Board Meeting Minutes

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Virtual via Zoom

Attendees: 

  • HOA Board: Kristina Myers, Jade Perez, Kelly Fairbank, Joy Charles, Sandy Mohler, Cindi Hartman-Newland
  • Cluster Residents: Karen Reese (2207)
  1. Erosion/Drainage
  • Jose de la Cruz – waiting for proposal
  • Sunrise – received proposal
  • Additionally, met with Blue Sky Landscaping and Deco Footprint Design|Build
  • Fairfax County Soil and Conservation – offer a grant to HOA communities like ours called Virginia Conservation Assistance Program. Need to meet with Dan Schwartz, soil scientist to issue site evaluation.
  • The Virginia Conservation Assistance Program (VCAP) is an urban cost-share program that provides financial incentives and technical and educational assistance to property owners installing eligible Best Management Practices (BMPs) in Virginia’s participating Soil and Water Conservation Districts (SWCDs).
  • These practices can be installed in areas of your yard where problems like erosion, poor drainage, or poor vegetation occur. Qualified sites shall be used for residential, commercial, or recreational purposes with a proposed practice that addresses a need. Up to $7500.
  • Had tree to the rear of 2260 looked at by the contractors who came to look at our areas of concern and they all agreed that the tree looks ok.
  • Sidewalk area in front of 2229 and 2231 – all contractors are issuing proposals for this area as well.

2. EV/Charging Stations

  • Jill Jenkins, Cory Meacham and Kristina will make up the EV charging committee.
  • Is a charter necessary? Board Decision: Yes
  • After Action: Kristina will work to write and get approval for EV Charging Station Charter
  • Will be meeting periodically via Zoom to discuss goals of committee

3. Parking/Towing

  • Parking space shuffle: Thanks again to Sandy who graciously volunteered her time to repaint all of these parking spaces:| 2227 | 2231 | 2221 | 2225 | 2229 | [UNRESERVED]
  • Last meeting’s discussion: Should there be an update to the guidelines recommended at the next annual meeting?
  • The goal would be to update the guidelines to clear up the language on notices and individual homeowner rights to request towing for cars in assigned spots, as well as avoiding a cumbersome process for the HOA board members. We would want to include language on how homeowners should address this in a courteous way. In addition, we should include language on parking during inclement weather (Ex. Reserved Numbers blocked by snow)
  • Board Decision: Hold until annual meeting for official revision of language, which has to be reviewed by legal, but in the meantime, include a note to ask for community input on how to re-write guidelines and to ask for feedback.
  • Kristina passing off of parking list to Jade.

4. Landscaping

  • New contract for 2023 – signed and sent
  • Joy’s meeting with Chris
  • Joy and Sandy will add an item to the Spring Cleaning list to include non-toxic weed killing around Cluster.

5. Reserve Study

  • Agreed that parking lot should be done in 2024 the latest due to its deteriorating condition; initial assessment seems to have been done based on standard usage versus our actual usage.
  • Storm water drainage allowance should be kept in the study; allocating funds to this is more like an insurance policy; backup of storm water can create huge financial burdens such as damage to parking lots and erosion of homeowner land.

6. Cluster Clean Up Notes and Other Important Dates

  • Saturday, April 15th – hazardous waste pickup.
  • Saturday, April 22nd, Green Drop Donation Van – Cyndi will need a helper
  • Cluster Cleanup and cookout will be Saturday, April 29th
  • Rollaway dumpster will need to be scheduled/voucher obtained
  • Food for cookout needs to be ordered.
  • Project and Materials:
  • Wood chips
  • Wood borders around LFL (Little Free Library)
  • Invasives removal
  • Spraying weeds
  • Benches
  • Clear seal stairs
  • Painting trash bin enclosure – oxford brown

7. Newsletter Notes

  • Add note to remind to residents to email board about any landscaping issues.
  • Important dates (Ex. Cluster clean up)
  • Add note to remind residents regarding: Taking trash cans in after pickup/putting out trash late in evening day before or early morning of pick up.

8. Garbage

  • No new issues or discussion

Ad-Hoc Agenda Items

Ad Hoc: Can we post the meeting dates on the website in advance? 

After Action: Jade will post the remainder of the year’s meeting dates posted on the website. (2nd Tuesday of the month at 7:00 p.m. )

February 2023 Wheelwright Cluster HOA Board Meeting Minutes

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Virtual via Zoom

Attendees: 

  • HOA Members Board: Kristina Myers, Jade Perez, Kelly Fairbank, Joy Charles, Sandy Mohler, Cindi Hartman-Newland
  • Cluster Residents: Karen Reese (2207)  and Antonella Cordero (2261)
  1. Board responsibilities – assigning tasks for 2022 (leftover from Jan meeting)
  • Landscaping (Chris Hughes)-Joy Charles
  • Garbage Pickup (Theresa Cunningham)- Kristina
  • Parking – Jade
  • Tree Committee Liaison (Mike Pendleton-chair)-Joy Charles
  • Cluster Sign – Joy Charles

2. Reserve Study

  • Kelly and Kristina met with Jim from Mason and Mason on Monday, January 23rd
  • Revised starting number for reserve account and talked about adjusting the amount we currently allocate to the reserve fund every year.
  • Agreed to make adjustments to the reserve study in the final report rather than going back and redoing a draft version.
  • Present members agreed the parking lot should likely be done in 2024 at the latest due to its deteriorating condition; the initial assessment seems to have been done based on standard usage versus our actual usage was the consensus among the present members.
  • Present members agreed that storm water drainage allowance should be kept in the study as allocating funds to this is more like an insurance policy; backup of storm water can create huge financial burdens such as damage to parking lots and erosion of homeowner land and this helps keep the cluster financially secure.

3. Erosion/Drainage

  • Kristina reached out to Jose de la Cruz, who previously worked in Cluster, and Sunrise, who also completed work previously, to see if we can get a couple of bids on Erosion/Drainage work. Sunrise may be available next week and we’ve not heard back from Jose yet.
  • After Action: Kristina will reach out to our current landscaping team as well for another bid.
  • Previously, Kristina met with Fairfax County Soil and Conservation to ask for an erosion consultation and there may be some additional ideas we can put in place to help with erosion from that previous consultation.
  • We will need to taper erosion efforts due to cost.
  • Board Note for Joy: Joy brought up a concern raised regarding erosion that may impact trees behind 2258; Sandy recommended the tree committee take a look to see if something could be done. )
  • After Action: Kristina will look again at the areas near 2250-2256 to see which area needs to be addressed first for erosion.
  • Ad Hoc Issue:
  • Cyndi raised a concern about drainage issues in front of her home (2231) on the way to the Tot Lot. Water doesn’t seem to be draining and is potentially creating hazards during bad weather. Previously Jose recommended a French drain for this that would be on the side of Cyndi’s front yard.
  • After Action: Kristina will look into this with Jose and Sunrise to see what can be done to reroute drainage and see if there is something more that could be done there that would help.

4. EV Charging Stations

  • Homeowner at 2251 has offered to participate in the EV charging working group.
  • Recruit at least one more member.
  • After Action: Kristina will reach out to Jill and Mary, as EV owners, and Mike Pendleton was recommended by Sandy.
  • Next step would be to outline the charter and overall goals for the group.
  • Board Note for Kristina: Kristina will let us know about her communications to the other community members and will share next steps from there.

5. Parking/Towing

  • We have not yet reached out to Legal yet regarding towing, but we have confirmed Roadrunner is on the website as our towing company and we confirmed they are still operating.
  • Discussion of Current Parking Sign and Cluster Parking Guidelines Language (See Referenced Materials)-Should there be an update to the guidelines recommended at the next annual meeting?
  • The goal would be to update the guidelines to clear up the language on notices and individual homeowner rights to request towing for cars in assigned spots, as well as avoiding a cumbersome process for the HOA board members. We would want to include language on how homeowners should address this in a courteous way. In addition, we should include language on parking during inclement weather (Ex. Reserved Numbers blocked by snow)
  • Board Decision: We must be on hold with this until the annual meeting. Per Cluster guidelines, for official revision of language it must be reviewed by legal. In the meantime, let’s ask for community input on how to re-write guidelines and to ask for feedback.
  • After Action: Jade will follow up with the board to ask how best we can request feedback in advance.
  • Reassigning parking spaces
  • Cindi Hartman-Newland (2231) requested a review of her current assigned parking space for possible movement closer to her home.
  • After Action: Kristina will have a conversation with nearby homeowners to see how spaces could be shuffled to accommodate all parties.
  • Reference Materials from Board Meeting
  • Recent photo of current Parking Restriction Sign in Upper-Cluster
  • Current Cluster Guidelines regarding Parking 

6. Landscaping

  • New contract is confirmed for 2023 and Kelly is just waiting on an updated contract to sign.
  • Discussion of recent issues regarding pet waste in the cluster:
  • Should cluster guidelines need to be updated to improve language and designate more dog-appropriate areas?
  • Should we just get more signs to ask for respectful dog-walking habits?
  • Board Decision: We will send out a friendly Neighborhood notice similar to the parking notices recently sent asking residents to ensure they are picking up after their pets and we will revisit Cluster Guidelines to reflect reality and get those voted on at the annual meeting.
  • Ad-Hoc Discussion: Joy and Sandy will add a plan for the spring cleaning to tidy the lower cluster design to manage the amount of mulch, as well as adding 4 season friendly plants, and looking at the grading.
  • After Action: Joy Kristina recommended asking Chris for some intermediary ways to help keep the lower-cluster island tidy.
  • Ad-Hoc Discussion: How can we make sure residents know how to raise Landscaping issues to the board? We’ll remind them to do so via email and we will get those issues brought up to Chris and the landscaping team.
  • After Action: Kristina will include this note in the next newsletter.
  • Ad-Hoc Discussion: Joy and Sandy will add an item to the Spring Cleaning list to include non-toxic weed killing around Cluster.
  • After Action: Joy and Sandy to update Spring Cleaning list

7. Garbage

  • No new issues reported

Housekeeping Items

  • Next meeting date: March 14th
  • Approved Date for Spring Cluster Clean Up: Saturday, April 29th
  • Dates for Cluster Clean Up Items
  • 15th will be goal to have for Hazardous Waste pickup
  • 22nd will be goal for for Donation/Green Drop

Wheelwright Cluster Board Meeting Minutes January 2023

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Agenda

  1. Board Decisions on Division of Labor for 2023
    Snow Removal (Mike Peyton)
    -Kelly will keep this for the coming year.
    Landscaping (Chris Hughes)
    -Sandy will keep this and will work on the DRB’s first before she dives into lower cluster redesign; she’s hoping to get others in the cluster included, particularly those who live near lower cluster.
    Garbage Pickup (Theresa Cunningham)
    -Jade or Joy-Decide who might like to pick this up at next meeting
    Concrete (Juan) –
    -Cindy will keep this.
    Dominion (watchlights)
    -Cindy will keep this, but is having trouble with hearing back from Dominion and may need a back up. (Note: Kristina followed up with Dominion on the lights that are out in front of 2220 and 2228; orders were put in and lights seem to be working now. Kristina will be backup in case Cindy needs help calling Dominion; Jade can backup)
    Legal (Chesapeake) – Kristina
    -Kristina holding on this one.
    Parking – keeping an eye on suspicious vehicles, trying to update cluster vehicle list
    -Jade will take this on.
    Tree Committee Liaison – contact with the tree committee (reports on tree trimming/removal updates
    -Jade or Joy can take on being the liaison
    Note: We need to be supportive of this group to ensure this group can move along at a steady pace.
    Community outreach
    -E-news
    -Facebook updates
    -Sign
    -Kristina will continue with this. (After Action: Request for Jade or Joy to help with bringing the sign for the neighborhood; Jade can help if shown where and what to do )
    Erosion
    -Kristina will continue with this.
    Parking Lot Repair/repaving
    -Shelve this one until we meet with Mason & Mason again
    House Exterior Redesign – Sandy
    -Sandy will hold onto this one, especially as we work through DRB’s.

2. Reserve Study
-Updates
Corrected numbers?
Waiting on updated numbers and Kelly is coordinating.
-Do we have a meeting date?
Not yet, TBD.

3. Next newsletter – to go out late this week or early next week
-Results of the annual meeting survey
-Electric vehicles charging stations
-Statistics
-Recruit for EVCS working group


4. Parking
-Reminders: Be a good neighbor and remember that we have limited parking; following the parking rules is a simple way to be respectful and considerate of all Cluster residents. We want to keep this simple and would like to avoid parking passes or towing unnecessarily.
-Park in your reserved space first, additional vehicles can go in any unreserved spot.
-Additional vehicles beyond 2:
-Lower cluster can park 1 or 2 additional vehicles by the Little Free Library, any more need to go on Olde Crafts.
-Upper cluster can park additional vehicles on Olde Crafts.


5. Garbage/recycling
-Reminders:
Include the garbage and recycling pickup schedule as well as yard waste pickup.
Glass cannot be recycled by Bates. Glass either needs to go in regular trash or Purple bins at the South Reston Park and Ride
Recycling cannot be put inside plastic bags and plastic bags need to be recycled at the grocery store.
Bulky, large items that cannot fit in your trash can should be reserved for Thursdays pick up. If you are unsure if your Bulky item (Ex. Mattress) can be picked up, please call Bates in advance to confirm their ability.

6. Design updates
-Stairs are COMPLETED! Huge, huge shout out to Sandy for organizing and constructing these stairs with the help of community members.
-Next design updates on the docket?
Upcoming next is finalizing the door DRB with Reston. Sandy is working to layer our DRB improvement requests to ensure we get all of the smaller (Ex. House Numbers) approvals finished before the larger, more complex redesign of the garbage bin enclosure.

7. Landscaping
-Issues?
No known issues at this time, per Sandy.
-Design plan for lower cluster island?
Sandy is hoping to do this in tandem with some lower cluster residents later this year.

8. Erosion
-Contact a few companies about erosion work behind 2250-2254, possibly 2258-2262
After Action: Kristina will be following up with a few companies to look at this. (Note: She would like to be able to potentially apply for the Fairfax Water Grant to help with this cost, if our grant is accepted. Application due date is around May 15th. )
-EV charging stations
Received legal advice from Chesapeake Law Group
-The important points were:
Right to charge act of 2020 does not mean that Wheelwright cluster has to approve individual chargers for reserved parking spaces since these spaces are not owned by the homeowner but rather the cluster
The articles of incorporation in our bylaws would need to be modified before we could install common use chargers on our common property

Discussion– Any objections to amending our by-laws for this?
Sandy- Until we know specifically what we, as a cluster, know what we want to do with EV charging stations, I think we should hold on amending by-laws.
Cindy-Do we understand what an individual homeowner putting in their own charging station would mean for the community? We should make sure we know how to write that up in the by-laws.
Kristina- Agreed, the by-laws need to be updated, but let’s reach back out to the Chesapeake Law group to be sure we understand how to actually modify our articles of incorporation and what this means long term.
Sandy- Maybe it’s not the worst thing to hear what is happening in other clusters and understand how other clusters are making these changes over time. In order to create more ironclad and intentional rules in our by-laws, maybe we learn from other clusters’ mistakes and hold for now? We have a lot we’re working on now in the cluster and this doesn’t seem to be the most pressing item we’re facing.
Kristina-Agreed, let’s see what happens with the other clusters who go forward.
Sandy-Agreed, let’s see what happens and how the Reston Association is handling this. We can benefit and save some money for our cluster this way.
Cindy-Agreed, let’s enjoy the benefit of the cumulative knowledge that Reston Association is getting on EV Charging Stations as other clusters are working on.
Decision– We will hold on amending by-laws for now while we watch for additional progress on this from Reston Association and other clusters.

9. Treasurer Laptop and QuickBooks Need
-We need to appropriate money for a new Wheelwright Cluster Laptop, at minimum, as the previous one has died, and ideally a new cloud-based Quickbooks annual subscription for treasurer’s use. If we update to the new Quickbooks, Kelly has agreed to transition previous Quickbook information and will manage this transition for the Cluster.

Decision: Board members agreed to move forward with the laptop now and get remaining board member approval on QuickBooks subscription via email before the next board meeting.
After Action: Kelly will order new laptop
After Action: Jade and Joy will provide feedback on Quickbooks Annual Subscription via email.
AdHoc Agenda Item
After Action: Kristina will follow up with our Legal Council and Reston Association to confirm what specifically we need to put on our towing enforcement signs should we need to resume towing regularly.

2022 Wheelwright Cluster Annual HOA Meeting

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2022 Wheelwright Annual Meeting PresentationDownload

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. 

Wheelwright Cluster Board Meeting Minutes – November 2022

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Thursday, November 10, 2022 at 7 pm via Zoom

Community updates

  1. Reserve Study
    • Mason and Mason – updates?
    • Came out last week and did the inspection. We should get the report shortly
  2. Watchlight by 2228 – K. Reese reported it was blinking
    • Cyndi needs to get the number for the pole and will call soon
  3. Trees
    • Trees planted in front of 2230 and 2261
    • After some back and forth with JL, they agreed on a 10% discount.  Vote to move forward with tree work.
      • Approved
    • Update on tree trimming companies?
      • No update
  4. Design updates
    • Update on clarification whether those without Trex Staining can stain deck a natural color and about clear staining?
      • Erin needs to check with Megan
    • Garbage Bin enclosures – time to set date with Satish?
      • Erin sent an email saying a new RA DRB member is an architect and is willing to donate time
      • Sandy will follow up
    • Door colors and style
      • Trying to submit before annual meeting but also trying to get other DRB items finalized first
  5. Landscaping
    • Issues?
      • No recent complaints
    • Concern that some areas that were treated with grass aren’t growing well
      • May need to start even earlier next year
      • Not sure grass being put down is doing what needs to for the amount we are spending. We may need to look into a company that comes out to water after seeding.
      • Would spring be better? Possibly but grass that germinates in the spring isn’t as hardy as grass that is germinated in the fall
  6. Parking 
    • Formal request to move Cyndi’s space
      • Email sent to resident at 2227 regarding moving car in the spot Cyndi wants for her reserved spot.  Haven’t gotten a response.
    • Do parking spots in the upper cluster need to be relooked at? We will discuss this during the annual meeting
  7. EV charging stations
    • EV charger meeting at RA Wednesday, November 9th.
      • Charge Up Fairfax – program that is being rolled out by Fairfax County to aid common interest communities in installing chargers
      • 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 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.
      • 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.
      • Estimates are ~$10-30,000 for EV charging station.
      • My understanding from Erin and also Cam at the meeting is that 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
        • Do we have extra spaces to accommodate?
  8. Cluster Clean-Up (Saturday, Oct 22nd)
    • Turn out?
      • Not as many as the spring but still a good turnout
    • Stair project update?
      • Going well. Support members need to be cut but half have been installed. Sandy will be out Saturday and Sunday, weather permitting.
  9.  Annual meeting – December 5th
    • Get thoughts on parking/reassigning spots
    • Hoping to have walkthrough done with Satish/talk with RA DRB
    • Board openings
    • EV Charging Stations
    • Design Guidelines
      • Redesign of sheds
      • Decks and ability to put roof/privacy sides/mosquito netting enclosure
      • Fences – post caps
      • Light fixtures
      • Storm Doors? Need to update language
  10. Other items:
    • Speed bump – negative/positive feedback
      • none
    • Pet garbage stations?  Would we be interested?
    • There are also ones without the garbage can attached if we just wanted to provide pet waste bags
      • Good idea, need some metrics and cost
      • Are there services that remove the trash and restock bags?

Financials

Next meeting Monday, December 5, 2022

Wheelwright Cluster Board Meeting Minutes – October 2022

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Thursday, October 13, 2022 at 7 pm via Zoom

Community updates

  1. Repaving parking lots – asphalt alternatives
    • Benjamin Phillips – update – recommends against TrueGrid
    • Will wait until reserve study is done to make any decisions
  1. Reserve Study
    • Mason and Mason – updates?
      • No updates. 
    • Still planning onsite visit this month?
      • Have not heard if this is still happening. 
  1. Speed bumps
    • Feedback so far?
      • There is positive feedback and it seems to be slowing people down
      • Drivers seem to be more conscientious. 
      • Haven’t noticed any increase in road noise
      • 2248 homeowner mentioned that she thought the speed bump was too severe. Explained that the reason for the one we chose is so that it can be removed. 
      • When the speed bump is at an angle from shifting it can be a little more jarring
  1. Concrete
    • Completed this week.
      • Traffic cones will be picked up
  1. Watchlight by 2260 – still strobing?
    • Cyndi called it in
  1. Trees
    • Walkthrough was Monday 10/10
    • Update from Mike?
      • 2215 – thinks that taking the limb off would not be good for the tree and thinks that the branches would not cause property damage
      • Steve’s tree – will put in quote
      • Dead tree  in woods – bottom of cluster – very large oak that is dead – by Nathan’s house that recommends topping off
      • Big tree behind Mike’s that is on our side of stream
      • Behind 2217 – it was cut down, 25 ft spar, push it over
      • Tree that is dripping sap near 2254 may need to be pruned. The tree seems to fit the spot well but may need to be maintained more.
    • Trees to plant: 
      • Eastern Redbud in front of 2261- the Red bud is the one that would go in the small peninsula by 2261 – 25 gallon (which I believe would be somewhere around 6-8 feet tall) – $339
        • Approved for $339
      • The Red Maple would go by 2228/2230 and there are a few choices:
        • Frank’s Red: Taller at maturity (50′ high and 40′ wide) Grows faster and is pyramidal. 2″ caliper bnb (balled and burlapped) $300 (I believe this would be 10-12 feet tall at the start)
        • October Glory is smaller (30′ high and 20–25 round) and rounded.  2″ bnb is $380 (also, probably 10-12 feet tall)
  • Possibly a 2.5″ caliper tree of either maple but he’s not sure he can move it and will only know once they see it.  It’s probably around 12-15 ft tall.  It would be an additional $150. 
  • Sandy suggested the larger 2.5” caliper version of the October Glory
    • Approved for $530
  1. Do we still want to reach out to other tree companies for smaller tree trimming?
    • Sandy will look at other companies and get a few bids
  1. Design updates
    • Comprehensive deck, door number, ac unit updates were approved by Reston – awesome job, Sandy!
      • Waiting on clarification on if those without Trex staining can stain their deck a natural color and if clear stain is approved
    • Garbage Bin enclosures
    • Door colors and style
  1. Landscaping
    • Issues?
      • 2246 owners – were their issues resolved
        • Chris reached out and resolved their issues to their satisfaction
  1. Parking 
    • Sandy repainted parking space for 2270 and 2274 residents
    • Formal request to move Cyndi’s space
      • Concern that the snow will be pushed there during plowing because it is near the drain. It could potentially block the space. 
      • Will need to reach out to the owner of the car currently in the spot.  
      • Will follow back up on approval during next meeting
    • Put signs on 4 cars that are not registered with the cluster.
      • One person registered their car
      • One car has not moved and the note placed on their car has not been moved. Will need to decide what action to take. 
  1.  EV charging stations
    • Started working on putting together some guidelines
      • Working to get clarification on whether the spot is owned by the Cluster or by the homeowner. 
  1.   Cluster Clean-Up (Saturday, Oct 22nd)
    • Set up coffee in front of LFL (Kristina will stay until ~10 am)
    • Redo stairs in lower cluster
    • Plant more bulbs?  Lycoris squamigera or Magic Lily?
      • Need to order
    • Tree removal?  Tree trimming (tree behind 2258)
    • Cluster cookout
      • Set up in the lower cluster
      • Food for cleanup
    • Schedule county voucher and roll off dumpster
  1. Other
    • Manhole was broken and shifted in lower cluster. The county said that they have fixed it. 
  1.  Other Important Dates
    • Hazardous waste pickup – last weekend
    • Green Drop (schedule u-haul) – this Saturday, October 15
    • Annual meeting – December 5th
      • Get thoughts on parking
      • Hoping to have walkthrough done with Satish
      • Board openings

Financials

Next meeting Thursday, November 10th

Wheelwright Cluster Board Meeting Minutes – September 2022

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Thursday, September 8, 2022 at 7 pm via Zoom

Community updates

  1. Repaving parking lots – asphalt alternatives
    • Kristina reached out to get a quote and answers about TrueGrid Paving System
    • Benjamin Phillips of Phillips C&C – waiting for a date for a zoom meeting
  1. Reserve Study
    • Mason and Mason – updates?
      • The site visit will be in October
  1. Speed bumps
    • Speed bumps have arrived and been installed by Kayleen and Kyle.
    • Feedback so far?
      • They do move some when big vehicles go over them
      • The noise seems to be fairly low
      • Will keep in current position for now
      • What does drilling them in do?
        • It is possible to still remove, but it will damage the asphalt
  1. Concrete
    • Update on scheduled work?
      • Revised proposal was sent for under $4k with the promise of the extra piece of concrete near 2226 and 2228
  1. Watchlight by 2260 – is this light having issues?
    • It is intermittent and will go on and off
  1. Trees
    • Tree committee – Mike told me that Peter at J&L wanted to wait until fall for the walkthrough because he is super busy right now and recommended waiting on the work until discounted winter prices start anyway.
    • Current tabulation of trees for inspection
      • Most urgent:  tree that was struck by lightning behind Karen’s house – this tree is scheduled for removal with J and L  date?
      • Large oak in front of 2254
      • Elm tree in front of 2248
      • Tree with heavy low branches behind 2258
      • (new) Dead tree behind 2242 (Steve emailed about it on 9/3) – Mike mentioned wanting to do diy removal during cluster clean up
        • During the walkthrough we will ask for an expert opinion on if we can take care of it ourselves. We can also try get an on the spot quote and execution of when taking down tree behind Karen’s house.
    • Trees to plant: 
      • Order in September or October
      • Red maple in front of 2230?
      • Eastern Redbud in front of 2261
    • Reaching out to other companies for pruning/trimming of smaller trees – after walkthrough
  1. Design updates
    • Decks DRB – 
      • Scheduled for Tuesday 9/13/2022
    • Garbage Bin enclosures – Still need to schedule with Satish?
    • Door colors and styles
      • Sandy is working on the proposal
    • 2261 inquiry about staining
      • They should be good to apply a clear coat. If they are interested in other color options, more may be available after the meeting on the 13th. 
  1. Landscaping
    • Issues?
      • 2246 owners are unhappy because their flowers have been damaged the last 2 times that the landscapers came through
      • Sandy will follow up with Chris
    • Fall grass treatment
      • Deadline was Monday 9/5
        • Need to figure out what cluster areas need to be treated
  1. Erosion
    • Area behind 2243-2251 (to be aerated and seeded with other common areas around the cluster but to come out of erosion budget.
  1. Parking 
    • Repainting parking spaces (2270 and 2274) – update?
      • Possibly next weekend (9/17) if the weather is good
      • Will need to buy yellow paint
    • Put signs on 4 cars that are not registered with the cluster.
      • Gave option to put sheet in LFL or email the board
      • Have not heard back from anyone
  1.  EV charging stations
    • Email received from homeowner thinking about purchasing EV
    • Perhaps we should think about putting together some of our own guidelines based on what Reston already has for homeowners interested in their own charging stations
      • Kristina will work on drafting up basic guidelines
  1.   Cluster Clean-Up (Saturday, Oct 22nd)
    • Either redo benches OR redo stairs in lower cluster
      • Stairs should take precedence. They are more of a safety issue
    • Plant more bulbs?  Lycoris squamigera or Magic Lily?
      • Can plant around the cluster
    • Tree removal?
    • Cluster cookout
      • Set up in the lower cluster
    • Schedule county voucher and roll off dumpster
      • Email sent to Bates and to the County
  1.  Other Important Dates
    • Hazardous waste pickup – October 8th
    • Green Drop (schedule u-haul) – October 15
    • Annual meeting – December 5th
      • Get thoughts on parking
      • Hoping to have walkthrough done with Satish
      • Board openings

Financials

Next meeting Thursday, October 13th