Category Archives: HOA Board Meeting Minutes

Wheelwright Cluster Board Meeting – November 12

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

Financials – Treasurer went over monthly financials and projected costs.

2020 Budget Review

• Net income currently at $32,000 for the year
• Kelly will do a multi-year review to see how much we’ll have coming in on an annual basis for the parking lot resurfacing

2021 Budget Review

• Treasurer developed draft 2021 budget based on 2020 budget
• $4000 for tree maintenance
• $10000 for tree removal
• $100 increase for general liability insurance
• $200 for room rental
• Landscaping at same amount
• Separate line item for extra grass seeding? Yes, it will be under grounds maintenance in next budget
• Snow removal budget remains the same
• Trash increase of $200 for the year
• $7000 for erosion control 

Annual Meeting 

• Room reserved and layout confirmed – large central atrium area
  • Setup virtual way to attend – buy a decent speaker with cluster money? 
    • A couple examples were suggested in the chat
    • Many options suggested include: Skype, Zoom, Teams, etc.
  • We have already paid for the room, but might try to negotiate a refund due to COVID
  • Survey residents to see if they would prefer to attend or could attend virtually – Sandy will put together and send it out once the board reviews
• Need to replace Sarah and Jessica
• Use of Menti – Jessica
  • She gave a short demo of the software
  • Way to collect feedback from residents in real time via a word cloud or map
  • Good way to collect feedback anonymously
• Looking for someone to own the following options to present
  • Asphalt rejuvenation – Jessica
  • glass pickup – Jessica
  • electric car charging – Cyndi
  • community compost option – Sarah
  • Cluster siding palette, Hardie board, and vinyl options – Sandy
  • Audubon at Home visit summary- Kristina
  • Erosion – Kristina
  • Online payments – Kelly will mention with annual budget review

Guidelines Changes and DRB Applications

• Both shingle color updates and erosion/drainage plan approved by DRB
  • Shingle colors will need to be added to the cluster guidelines and updated on the website
• Hardie board and house colors – RA approval – Sandy
  • Discussion about email
  • We are currently approved for the T111 (12” on center)- normal cluster siding – propose removing from current guidelines; current ones will be grandfathered in
    • Not available off the shelf at Home Depot or Lowes
  • Approved for Hardie Board – 8” on center – more widely available 
  • Vinyl comes in 5” on center currently – no longer available – will have to replace the colors – light grey
    • Propose to remove the vinyl siding option due to limited stock and colors
  • Alura (the company that offers pre-finished Hardie board) –  Cypress (green), Ashen or Nantucket Gray (tan), Coastal Blue or Pewter (blue), Flagstone, Sterling Grey, Granite gray, savannah wicker, calvary (dark blue) are some of the suggestions
    • Sandy to order swatches and we’ll compare in person

Concrete Contract – Cyndi

• Date scheduled – Monday 11/16 – Cyndi will put a note on houses in the whole first row about the work
• 2245 concrete work -is it a common area? – have not yet heard back from the county.  Will address in early 2021 

Transition of duties

• Kristina – interim president
  • Seal and PO box key passed on
• Cyndi – interim vice president

Dues Payment

• dropbox of check that is independent of the house – next month and beyond
• Kristina went ahead and ordered this:

• Board voted to move the box and reimbursement for Kristina’s purchase – will put a note on the existing box about the move

Tree Work – Steve/Kristina

• DRB application for 2250 tree submitted and approved
• Scheduled for December 1st -3rd – will post an announcement on Facebook and Website 
• Sign to be strategically placed at least 3-4 days prior to work

Landscaping – Sandy

• Seeding and weeds cost and coordination – completed.  
• Dennis at 2256 says the seeding did wonders for the area between the path to woods and his house.

Reston Association Covenants Administration

• Next upcoming virtual meeting will be ‘Resources and Tools for Cluster Leadership’ and will include a robust discussion of who to contact for common issues and concerns
• Monday, November 16^th at 6:30pm – Kristina and Cyndi will try to attend

Community projects – for annual meeting discussion

• Future
  • Ideas?
• Past
  • Fall cluster cleanup
    • List of projects started/completed
      • Removal of invasive plants near the tot lot
      • Removal of invasive plants to left of little free library
      • Digging trench and repositioning and securing pavers by 2249
      • Spreading wood chips along bus path
      • Spreading wood chips behind 2219
    • Dumpster – send out notice exactly what can and cannot be disposed of for future cleanups.
  • Halloween – great feedback from the community.
  • Tot lot trash bin – Sandy – will work on in Spring 2021 cluster cleanup

Newsletter issued 11/11

• Concrete dates
• Erosion
• Annual meeting
• Maybe link to Hunter Mill District News
• Tree work reminder
• Board meeting positions

Next meeting 

• Annual meeting Monday December 7th
• Virtual/in-person

These considerations apply for annual meeting:

• STAY HOME if you have COVID-19 symptoms, have tested positive for COVID-19, are waiting for test results, or have been in contact with someone with COVID in the past 14 days.

The December meeting is the Annual Meeting. Next meeting – December 7, 2020.

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

Financials – Treasurer went over monthly financials and projected costs.

• Discussed missed dues payments – after 2nd quarter of missed payments, then the certified tow letter goes out to the owner in order to prevent longer times of unpaid dues

Transition of Duties

• Kristina and Jessica met last week to discuss the transition of her duties – Jessica will stay on as a director but step down as president
• Kristina will be the de-facto president and transition effective November 1 until the Annual Meeting when the next election is held
  • Kristina will run the next two meetings
  • Jessica will attend the next two meetings as a regular director board member
• Sarah is planning to step down from the board in December
• Cyndi is stepping up as Vice President after this meeting (temporarily)

Guidelines Changes and DRB Applications

• Shingles guideline changes – Jessica

Scheduled for October DRB, details TBD

Jessica emailed the DRB representative to find out the scheduled date

• Erosion Work – Kristina
  • Scheduled for October DRB, details TBD
  • Jessica also emailed about this, too, and is still waiting on a response
• Hardie board and house colors – RA approval – Sandy
  • Pending color selection – no updates this month. Will reach out to vendors in the next week to get samples and have a discussion by the next meeting
  • Sherwin Williams partnership 

Tree Work – Steve/Kristina

• Posted on FB page, will post on the website this week
• DRB application for the tree – approved
• DRB application for 2250 tree in progress

Landscaping – Sandy

• Stump plans – no real movement and probably will postpone until the Spring of 2021
• LFL bushes – recommended removal at cluster cleanup
• Seeding and weeds cost and coordination – any takers? 
  • Not many – only 7 houses. The company will bill the cluster and then the cluster will bill the homeowners.
  • Kristina will give a deadline for requests by Monday, October 12 in the next newsletter
• The landscaper will have a hazardous waste pick-up on October 17.
• The landscaper will spray again soon; 
• Sandy identified four different cluster spots (in front of the sign, to the left of 2233, right next to Karen Beasley’s house, and by the mailboxes)
• A quote for a soil-enriching project to those areas is $425, plus $600 to add the topsoil by mailboxes and Karen Beasley’s house 
• Would have to build this into the budget – $1000
  • There is currently room in the overall project to move funds over to pay for this additional project – we had four votes to proceed with this project
  • Sandy will schedule the work with the landscaper for this fall
• Removing the poison ivy on cluster property?  Is a project that is part of the cluster clean-up

Audubon Walkthrough Update and review – Kristina

• Discussed trees that would work better in the peninsulas and fit better in those areas – focusing on native trees and plants
• Creating mulch donuts instead of much volcanoes to help with roots – easy project for the cluster cleanup
• Discussed the vegetation at the entrance – she recommended that we start replacing the vegetation from scratch – none of the current vegetation is native to this area
  • Recommendation of native and resilient perennials that would look nicely groomed instead of annuals
  • An example of what it could look like can be found by the Walker Nature Center
  • Mentioned the invasive species near the little free library and putting in a hummingbird plant area
  • Discussed erosion control in some areas where there is severe sloping – erosion blankets
  • The rest is found in the report that Kristina shared with the board.

Street Lights – Cyndi

• It doesn’t need glass, sent to RA for confirmation
• Discussed whether or not to replace all other street lights with the same LED bulbs – decided to leave it as-is for now

Concrete Contract – Cyndi

• Need to send the deposit to the scheduled date
• 2245 concrete work -is it a common area? Not sure, but Kelly will ask her contacts to see if we can get documentation on what falls on cluster property

Snow contract owner

• Cyndi will take over as contact for the snow removal coordination
• Mike Peyton will remain our contractor this year with a $25 increase in prices – voted unanimously

Community projects

• Future
  • Habitat for Humanity – not going to do this for the fall cleanup
  • Hazardous Waste Pickup – Sandy – scheduled for October 17
  • Fall cluster cleanup – Sarah will be the main coordinator that weekend (October 26-27)
    • Review sign up survey – any edits? None – good to send out
    • Dumpster – Sarah
    • Who can pick up materials? Sarah
    • Add project of fixing the steps near 2261 – Sandy will take lead on this project

Halloween project – Sandy and Kelly to lead

• Will put in the next newsletter and add a note for where to donate candy
• Will budget $100 for candy – voted and approved – to go towards Halloween

Annual Meeting – all set to go

• Two board members up for election – Jessica and Sarah
• Electric stations – Cyndi
• Community Composting – Sarah
• Electronic dues payments – Paypal/Square – Kelly – discuss at the annual meeting

The November meeting will still be virtual. Next meeting – November 12, 2020.

• Review 2021 budget – Kelly to pull together documentation
• Sandy will reach out to Landscaper to see if there will be an increase in prices
• Jessica will write up a notification about the annual meeting – will send out via e-newsletter, post on the website, and maybe with a flyer

Wheelwright Cluster Board Meeting – September 10

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

Financials – Treasurer went over monthly financials and projected costs.

Tree Committee

• Tree work application signed and submitted to RA
  • Scheduled December 1, 2020
  • Will post an update on our Facebook page and send out via email updates now and closer to the date of work
  • Steve is handling the scheduling of the work with the contractor, JL Trees
• Another tree inspection with an arborist is scheduled for this month and some residents are interested – Kristina to find out the date
• Need to do the application for removal of the cherry tree behind 2250 – 2252; determine replacement tree (most likely another cherry tree)

Cluster Guidelines Changes

• Meeting with RA on Monday, September 14, but no additional responses from RA to move forward with the applications
  • inaugural Cluster Association Board Member Zoom Call, a Meet and Greet Listening Session with Cam Adams, Director and Meagan Micozzi, Community Outreach Manager
• No updates on house colors
  
  

Landscaping

• Sandy is talking with the owner of the landscaping company to ensure certain work is getting done
  • Some things like weed spraying are not being completed and trimming bushes, even though they say that it will be taken care of soon
  • Might be an issue with the communication with the crews
• Weeding and seeding – working to schedule this with the landscaper for individual homeowners to pay for the service
  • Create a survey in an e-newsletter to gather information and responses on who wants it done.
• Discussion included adding mulching to areas that are not growing grass well at the moment or look at adding additional ground cover plantings to spruce up those areas along with mulch
  • The area near the Little Free Library is in need of some tending to along with a few others.
  • We’ll get some suggestions from the landscaper on costs and what is feasible and determine the next steps from there.
  • Start getting estimates for cluster cleanup projects to show residents how much we are saving (as a cluster) due to sweat equity from the cleanup projects
• One more hazardous waste collection is coming up this year and would be scheduled about a week before the fall cluster cleanup

• Audubon Walkthrough 
  • Scheduled for September 14 at 10 AM 

• Street Lights – Cyndi
  • No progress from Dominion Energy, but has nagged them again and will continue to bug them until we get a resolution to put the panes back.
  • Jessica will email RA about our efforts to fix the light and no resolution yet to cover us.

• Concrete Contract – Cyndi
  • Proposal Review – only real proposal from ML- contract is within the budget
  • Motion to approve – will move forward with signing the contract to get the work done
  • Will ask about additional personal work throughout the cluster

• Trash schedule revised
  • Will bring up to residents to discuss at annual meeting
  • Sarah will contact Bates and get a proposal on what the costs would be for reduced trash service to one-day collection/week
  • Sarah proposed the idea of creating a community composting garden in the cluster to help with reducing trash collection needs plus with additional yard waste and leaves 
    • Other members are into the idea but more research is needed
    • Need to consider sunlight to the area, bins, and the number of different compounds to go into it – Sarah will conduct further research
    • Sarah, Kristina, and Sandy will review potential areas to put the composting piles

• Nathan’s request on communicating shingles status
  • Leave it for now and make the announcement about it once the shingles DRB application is approved – in the notification to residents

• HOA meeting
  • A few board members will attend the first  Reston Association HOA meeting, virtually, on September 14 (via Zoom).

• Community projects
  • Past
  • Future
    • Habitat for Humanity
    • Fall cluster cleanup – October 24
      • River cleanup
    • Jessica will put together a list of projects/tasks to be completed and send out to the group – add a survey to have residents suggest projects to be done in the next e-newsletter – Kristina to add
    • Mulching by Little Free Library is a project that could be completed
    • Potential to address stones as well
  • Tot lot trash – Sandy will work on it one weekend soon

• Annual Meeting room 
  • Application submitted, still a backlog
  • All agree on the format of the large room to allow for the social distancing of residents

Dues Payments

• Confirmed that we can’t use Zelle for electronic payments due to having a business account
• Send out a survey about online payments? Put out with next Wheelwrighter e-newsletter
• Paypal could work but adds an extra $9 fee for each $300 transactions and could post a link on the website
  • Square is also an option to look into.
• Board members will continue to explore options that have lower fees but higher costs for those who want to pay online pay the extra costs – Jessica, Kelly, and Sandy
• Add as an item for the annual meeting to discuss with residents

The October meeting will still be virtual. Next meeting – October 8, 2020.

Wheelwright Cluster Board Meeting – August 13

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

Tree Committee: Steve Weissman, Kerry Wingell, and Jeffrey Cai

Tree Committee

• Two proposals, both from JL Trees; one includes just cluster trees and the other includes some private trees
  • First proposal has 18 items, including topping off tree by tot lot, as it’s been deemed a danger and removal of 2241 (needs RA approval)
    • Tree committee has started an RA application for the 2241 tree and will share it with the board once it’s ready
    • Second proposal included trees for two private trees – 2224 and 2265 house trees
    • The tot lot tree would cost $1750 to remove, plus ~$6800 for the remaining work on the proposal
    • There was no distinction as to which trees are the most emergency needs
    • Discussion on the tree proposals and timing occurred
      • Current budget can incorporate all the work, but the board would prefer to wait until the work falls within the timeframe of saving 15% off the work
      • Tree committee will ask the arborist to prioritize the work on the proposal and will get back to the board on that decision. Voted yes on this delay.
        • Only thing that will be scheduled early is the tot lot tree – Note: we later decided to include this tree with the rest of the work in December because it’s not as much of a risk as we thought it would be.
        • Kristina will reach out to the homeowners in the proposal to schedule the work on their own; Will ask for additional tree work needs from homeowners in the next Wheelwrighter.
          • Tree work proposal and other tree work will be published on the website once we decide on when the work will be done.
          • Tree committee will review the additional tree work proposed by homeowners 

• A cherry tree behind one residents’ house (2250) is a cluster tree but is causing damage to their patio, which has been cited by Reston Association for action
• Discussion on tree roots and how to deal with them when they start to damage homeowners

Cluster Guidelines Changes

• Shingles
  • Jessica sent over application to Reston Association – update TBD

• Erosion Work – Kristina
  
  
  • Grant Status? Still waiting for an update
  • DRB application status? Vern is reviewing the application
    
    
• Hardie board and house colors – RA approval – Sandy
  
  
  • Pending color selection
  • Sherwin Williams partnership – once we decide on colors, Sherwin Williams will help with selecting the correct colors for Reston and keeping the formulas on file.
    
    

Landscaping

• The lillies that were cut down are now coming back and doing well
  • Apply the replacement money for annuals can be applied for next year’s budget
  • Landscaper can review the small trees tomorrow with Sandy that want to be done by the landscaper company
  • There are still issues with bushes leaning over the sidewalks – Jessica will consult with the RA consultant to see if we can trim bushes that lean over cluster space
    • Pruning would be done, not chopping
    • Cyndi will review and offer to have the board do it next time she sees the owners
    • Trimming bushes next to the little free library – Sandy will review it with them so they can trim those bushes back.
    • Audubon Society – contact wants to come out to meet with us August 24-27
      • Kristina and Jessica will meet with the contact to review the suggestions on Tuesday, August 25.

Street Light

• one with the panes still hasn’t been addressed with replacement panes – Cyndi will keep on the company about it.

Concrete work

• Need a proposal from two companies we have heard back from
• Send out message to community members to see what additional work is needed
• Jessica will wait for the second proposal and if we don’t receive it in a reasonable time, we’ll move forward on the work.

• Asphalt Rejuvenation – Jessica
  
  
  • Proposal received for ~8,000, which can’t be covered in the 2020 budget.  
  • Will be discussed at the annual meeting 

Annual meeting

• No option to have one that houses 50, but there is the community floor that will house 75 people
  • We propose to get that room and do it socially distanced, plus have a virtual option at the same time
  • Board agreed to go ahead to reserve the room for social distancing purposes

Community projects

• Past
  
  
  • Donations truck – very successful
    
    
  • Food truck – it was ok in terms of turnout
    
    
  • Trash pickup – a couple of people submitted photos for the prize and it was dropped off
    
    
• Future
  
  
  • Yard Sale – October – we will cancel due to COVID. Set up a marketplace on the cluster Facebook page, just for cluster residents. Will be included in the next e-Newsletter.
    
    
  • Fall cluster cleanup? Likely will occur in October. Instead of a cleanup, arrange for donation date with Habitat for Humanity to come pick up.
    • Use sign-up genius to have open items done by community
    • Jessica will coordinate the donations truck
    • Cyndi and Jessica will work on a list and will discuss in the September meeting
      
      
  • Tot lot trash redo – Sandy to work on in the fall.  She would prefer for it to be socially distanced work
    • If any tasks can be separated out, Sandy will let us know to add for sign up by residents

Dues Payment Dropbox

• All are in favor of putting it on the back of the Little Free Library, using the one we already have
  • Paint the one we have to help it, “hide in plain site”.
  • Have it be a kids project where they paint the current box
  • Think about it and talk about it at the September meeting.

The September meeting will still be virtual. Next meeting – September 10, 2020

Wheelwright Cluster Board Meeting – July 9 

Board members present: Sarah, Kristina, Cyndi, Jessica, Sandy, and Kelly

• Financials:
  • Discussed financials
• DRB Changes 
  • No updates on Hardie Board
  • Shingles application only needs pictures of the shingles before we finalize the submission

• Community projects
  • Donations truck – Kristina submitted our interest and is awaiting a response
    • Will need us to advertise when they’re coming to residents
  • Food truck – received six responses – barbeque, mexican, no single consensus
    • Might just use Pizza Truck, Killer Pizza? On Sunday mainly.
  • Not as much community participation lately, so we want to emphasize the participation helps with keeping costs down in addition to getting involved in the community
    • Put emphasis in the next Wheelwrighter
    • Try knocking on doors again?
    • Why has it been successful in the past? 
    • Poll the community on what would make them participate in the cleanups?
      • Send out with next E-Newsletter
  • Trash pickup
    • July 24-26 weekend by 7 PM on the 26th
    • Logistics for prize – submit a picture of most creative/funny item or pose, 
      • Gift cards for local shop like Mom’s Organic Market for $50 for family/adults – Kristina
      • Buy chalk/splash pad/water guns/reusable water sponge balls/acrylic paint for rock painting for kids category – $25 limit – Jessica
      • Rock painting for the trash pickup
    • Sign and email – Kristina
• Tree Work
  • 2231/2233 tree: probably not application to RA guidelines, can be taken down
    • Who will pay for removal? 
    • Trim the dangerous branches now and hold it off for removal for a while
  • Sandy will walk around with a map from the Tree Committee to conduct their assessment – Saturday, July 11.
  • Discussed adding the trees from Easton’s email
• Erosion Work – Kristina
  • DRB application status – no update, Kristina will inquire again
  • Fairfax grant
• Landscaping update – Kristina
  • Stump plant – issue with the hole to drain enough for plants, but will try to plant anyway with bee balm
    • Sandy can help drill out some holes for a channel
    • Kristina will follow up with landscaper
  • Any new issue? 
    • Bushes overhanging sidewalks – it’s homeowner’s responsibility to cut them back.
      • Will put a reminder in E-newsletter for residents
• Street light status – Cyndi
  • The light itself is fixed, but there still isn’t any glass panes
  • Light is out in front of 2214 – Cyndi will contact company about it
• Concrete Contract – Cyndi
  • Recommended companies – Cyndi sent two proposals
  • One works with some nearby clusters – waiting on revised proposal
    • This company seems to be better
  • Many companies are not responding at all
• Asphalt rejuvenation: estimate complete – waiting on bid
• Annual Meeting room 
  • Application submitted, still a backlog
• Dues Payment
  • dropbox of check that is independent of house – next month and beyond
    • Debated several options and eliminated the more ornate options
    • We would prefer to put it on the mailboxes in the medium part of the cluster
      • Jessica will reach out to USPS to discuss options for mounting on the mailboxes
  • electronic paying online
• August Board Meeting – Virtual again

August Board Meeting – Virtual again – will keep action items list going for board members

Next meeting scheduled August 13, 7 PM, Virtual

Wheelwright Cluster Board Meeting – June 11

Board members present: Sarah, Kristina, Cyndi, Jessica, Sandy, and Kelly

Financials:

• Discussed financials

Treasurer Items: 

• Kelly still reviewing options for online/electronic payment option
  • Zelle is one option
• Discussed dropbox locations (see below)

DRB Changes 

• No update on Hardieboard samples and colors to choose from this month; 
  • Sarah, Jessica, and Sandy will work on in the next month
• DRB application in progress for new shingles; will need signatures from Kristina and Sarah once it’s ready for submission
  • May need to submit pictures, so Jessica will request pictures from Sandy
• As an FYI for the board, the house at 2222 is being flipped and will likely be back on the market soon

Tree Work

• Tree committee doing a walkthrough with arborist in July on hazardous tree work
• The tree between 2233 and 2231 Reston DRB application needs to be done; 
  • Sarah will work on that application as its a healthy tree to remove it by next meeting
  • In meantime, if DRB application approval takes a while, we might consider taking the large dead branch down until the tree can be removed
• Tree Committee responded to inquiry from Easton Warner
  • Easton responded that he was talking about different trees. Will need to coordinate further with the Tree Committee 
  • Kristina/Sandy will ask Tree Committee to work with Easton to review

Landscaping:

• Plants have been planted by the front sign and landscapers have been weeding the last couple of time
• Stump plant is still TBD on when it would be planted
• Stop signs are working for no mowing zones and sign availability has been advertised in the HOA news email
• Kristina will talk to Landscaper about weed-whacking practices to cover more overgrowth between rocks

Street light status

• Cyndi followed up with power company on the glass panes being replaced in light in lower cluster – in progress by company
• Cyndi also reported a light out by top of tot lot and that has been fixed – working again

Concrete

• Jessica reached out to the company for asphalt rejuvenation and they will be out on June 15 for an estimate of the work for the parking lot
  • Sealing the parking lot cracks is part of the work and we’re told it should extend the life of the asphalt by 4 years
  • Waitting on the quote to see how much it will be and if it’s worth it versus doing a grind and mill
• Cyndi is working on getting quotes for concrete work in the cluster and waiting on responses
  • When we receive quotes, we want to document specific houses/work in the scope of the project
  • Cyndi has created a sheet to track the work needed

Annual Meeting 

• Jessica working on the room reservation 
• We’ll start putting together a list of topics for discussion at annual meeting now
  • Sarah to review past meeting minutes and chats for topics
    • Asphalt grind and mill
    • E-newsletter
    • Online HOA payments
    • Glass pick-up service
    • E-vehicle charging station

E-Newsletter

• Electronic newsletter going well and received some good feedback from residents
• Only one person asked to be removed from it since they no longer live in the community
• Might be able to add in some polling for topics of consideration in future editions

Dropbox

• It’s in a weird spot right now and something to consider for future so we don’t have to move for each Treasurer
• Jessica will review some options for a standalone box by the next meeting

July Board Meeting – Virtual again – will keep action items list going for board members

Next meeting scheduled July 9, 7 PM, Virtual