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.

Board Minutes – March 2020

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March 12

Board members present: Jessica Joyner, Sarah Keally, Kristina Meyer, Sandy Mohler, Cyndi Hartman, and Kelly Fairbank

Question from a resident regarding approval of Hardiewood:

  • Reston Association will deny the application unless our board has updated our guidelines
  • Sandy is working on the updates for the colors and materials on the guidelines and will take it into account
  • Resident sent an email to the board the details of what he found and the board will review

Financials:

  • Discussed financials

Cluster Cleanup Plan

  • Tot lot trash can – Sandy working on a new enclosure for the new trashcan.   A resident is providing a large rolling trash can to replace existing trashcan.  
    • The board approves $300 worth of materials
  • Issues with erosion rocks being moved by neighborhood children by the tot lot and the board will talk to the parents and put something in the Wheelwrighter
  • Pavers – ones by the tot lot need to be redone during the cleanup with some new sand/dirt to support or use the leftover peat gravel that we already have
  • Entrance sign cleaning
  • Annuals – buy some for the front entrance sign?  Looking at local native plants instead that might do better.
  • Maybe removing invasive plants?  Northern Virginia Native can help us with identifying the invasive plants.
  • Hedging and clipping the overhang from the little free library and stairs will be done by the landscaper since we have a credit.
  • Will provide coffee, sweetener, creamers, and napkins for the coffee
  • Kristina will be in charge of the food for the cluster cleanup and schedule hazardous waste collection for same weekend as cluster cleanup

EDIT – Spring Cluster Cleanup has decided to be postponed to a later date to be announced due to Coronavirus 19 concerns.

Dumpster- we haven’t been getting the voucher; Sarah will reach out to Bates to request the dumpster for the weekend.

Sustainable Symposium

  • Kristina attended on behalf of the board
  • Provided a handout as a summary of the symposium
  • Recommendations include: 
    • Using ground cover to cover shaded areas and bald spots
    • Pollinator gardens to help with butterflies and wildlife
    • Erosion – Kristina will work with the erosion person to walk the neighborhood and identify areas to address and landscaping to address
      • Will include a representative from the County’s soil and water conservation program
      • Looking at working on this in the fall

  • Note:  the in-person walkthrough has been postponed due to COVID-19 concerns.  Some comments have been provided over email with some pictures. Walkthrough will be rescheduled. 

Spring landscaping requests

  • Pruning and cutting back
  • Mulching already completed
  • Stump that fills with water – plant another plant in the middle to help with the water collection

Tree work:

  • Sandy met with tree committee and they are concerned about a tree behind 2261 and 2263 – looking for quotes for tree removal, but requires crane removal 
  • Looking at other potential tree removal companies for our tree work
    • Cyndi requested that they look at the tree between 2231 and 2233 that is dropping branches on the sidewalk

Shingles work

  • Sandy researching roof shingle colors and pulling samples that would work with our colors and potential new colors for the roofs/siding
  • List all the colors and brands that would look good together and keep samples as part of the cluster box for residents as much as is reasonably possible
  • All of this would need to go through DRB approval
    • Board members reviewed several samples of roof shingles that are available and will discuss further at the next meeting with siding samples
    • Board will submit application for additional shingles approval to DRB

Sandy will work on Wheelwrighter and update the look and feel of the newsletter

Next meeting scheduled April 16, 7 PM, Virtual

Board Minutes – February 2020

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February 13

Board members present: Jessica Joyner, Sarah Keally,, Kristina Myers, Sandy Mohler, Cyndi Hartman, and Kelly Fairbank

Financials:

  • Discussed potential ways to enforce payment of delinquent dues

  • Board confirmed the approach of sending certified notes to those delinquent after 30 days overdue

Trash Update

  • Trash can in tot lot
    • Regular removal 
    • Install new enclosure will help with removing the can and putting it on the curb 
      • Will install at next cluster cleanup – Sandy will take lead on materials and plans
      • Remove old can once it’s emptied out

American proposal: reasonable proposal but a $1500 increase a year for trash service

– will wait and reassess in July and again at the annual meeting

Landscaping

-will ask the landscaper for a quote for some annuals to plant by the front sign

Erosion Contract

  • Requested a quote from Sunrise Landscaping  for some plants to put on downhill next to 2231 
  • May try to plan some by other erosion areas to help with erosion as well
  • Kristina met with erosion contractor and got a proposal for areas behind 2258-2264 & 2256-2270
    • Adding flatstones and cobble to help slow down the flow
    • Cut back the sucker growth
    • Piping out downspouts

Tree Work

  • Reached out to Steve and the Tree Committee is going to wait a few weeks to meet with Sandy

Concrete Contract

  • Not pursuing other concrete contracts at this time
  • Cyndi to contact the old concrete contractor

Updating By-Laws

  • New by-laws are updated on website.

  • Watch Light out in lower cluster – Cyndi will call Dominion Power to have them work on it.

Next meeting scheduled March 12, 7 PM, 2205

Board Minutes – January 2020

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January 16

Board members present: Jessica Joyner, Sarah Keally, Kristina Myers, Sandy Mohler, Cyndi Hartman, and Kelly Fairbank

Contract Review:

Snow Contract

  • Still the same contractor, same rates as last year
  • Usually text him when we need it
  • Jessica is still contractor contact

Landscaping

  • Contractor has been relatively good with invoicing
  • Only a couple of complaints with bushes/shrubs up front by sign and with leaf blowing but those have been taken care of already
  • Kristina will remain being the contact 

Trash Contract

  • Sarah will remain the trash contact

Erosion Contract

  • Joe (Sunrise Landscaping) thinks we can improve the path down to the woods by planting plants behind the houses to help with erosion
  • Also suggested re-routing the downspouts and adding rocks to disperse the water
  • Potential cluster cleanup work by Cyndi’s house side for erosion; if it doesn’t get done then, ask Sunrise  to do
  • Kristina and Cyndi will be the contacts for this contract

Street Lights

  • Not assigned to anyone right now and only contact as needed

Lawyer

  • No assigned contact, only contact as needed when issues come up

Insurance

  • Treasurer usually takes care of this issue
  • Same with accountant

Erosion Grant

  • Plan to reapply for 2020 in May with Fairfax Water
  • We received the check from last year’s award
  • Kristina will look for potential opportunities
  • Put potential mitigation ideas for homeowners in the Wheelwrighter newsletter

Parking Management

  • No current contact and no major issues right now

Wheelwrighter

  • Sandy will be the new editor and others can contribute articles

Tree Work

  • Sandy and Jessica will tag team as the contact
  • Sandy will follow up and coordinate with them
  • Jessica will email Steve to let him know the new contacts

Concrete

  • Only need to address the trip hazards
  • Might look at grinding down some of the trip spots instead of replacing

Bates Trash Contract

  • Trash can issue – taking months to give us new bins as requested.  Emailed and called the customer service representatives several times but still no bins. Sarah emailed the Trash company manager to get a resolution tonight.
  • Debris in the cluster – the truck workers kept trying to stuff trash in a full truck and several bags of trash were spilled out over the cluster because the truck was too full. Trash including broken glass spilled out in front of homes and on roads.  
    • Sandy’s mom will email Wheelwright board with details and pictures and Sarah will forward it onto Bates Trucking
  • Discussed proposal from Republic and it was an extra $300/year

Fairfax County Trash Contract – next steps

  • Still reviewing the possibility of Fairfax County trash contract
  • Sarah requested info from Fairfax County about the size of their trash bins – will email the board once we get info back.

New goals for 2020

  • Sandy wants to address some of the architectural issues with the HOA and work with Reston Association
    • Address issues with garbage sheds
    • Work with architects to redesign them and come up with a proposal
    • Post on website as a reference for residents – potential to move A/C units to the back of the houses
    • Ensure it’s in line with RA and building codes today
    • It was suggested that Sandy work with Satish to come up with an architecture plan
  • Put forward an updating of HOA colors, to modernize the palette, but also include other complimentary colors to include those that are used for the vinyl
    • Update the color paint deck and post the names/formulas on the website for reference
    • Painting could be worked into cluster cleanups with applications for projects to address those who have issues with redoing their paint jobs
  • Sandy will start working on this in the Spring and will request help from the board as needed, beginning with April board meeting

Updating Bylaws

  • Newly updated Bylaws are posted on the website

Board meeting dates

  • Will schedule dates for the year
  • Scheduled for the 2nd Thursday of the month, except for February
  • February 13th for now due to conflicts
  • List dates: (also post on website) All Times at 7 PM
    • February 13
    • March 12
    • April 16
    • May 14
    • June 11
    • July 9
    • August 13
    • September 10
    • October 8
    • November 12
    • December 7
  • Will try to host a Cluster Yard Sale in October 17, 2020

Annual Meeting Minutes – 2019

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Wheelwright Cluster Board Meeting – Annual Meeting 2019 – December 2

Board members present: Jessica Joyner, Sarah Keally, Mike Pendelton, Kristina Myers, and Jill Jenkins

Roll Call (to determine quorum): We have met the quorum requirements.

By Laws Review and Voting:

  •  We do have a quorum with those in the room and electronic voters ahead of time – all in person votes done anonymously on paper
  • Annual Meeting Requirements Change – 
    • Amend “his address” to “the address”
    • Start time no earlier than 6 PM and no later than 8 PM
    • This was voted through – unanimously “yes” with 20 votes
  • Treasurer Stipend –
    • It has been done previously in the past
    • Strike “the qualifications of the then Director serving as the association Treasurer” and keep “the qualifications of the Treasurer”
    • Change Director language to “Treasurer”
    • New paragraph, “ The Treasurer may be compensated…”
    • Add semicolon after list of duties in the new language
    • This was voted through – unanimously “yes” with 21 votes

Trash Contract:

  • The board has looked into other options, other private trash companies and Fairfax County Trash Collection
  • Jessica showed a slide comparing Fairfax County Trash Collection and our current contract with Bates
  • Jessica led the discussion on several items of discussion
  • Sarah will get trash can measurements from Fairfax County
  • Residents would like us to send Bates a notice that we are considering leaving them if service doesn’t improve.
  • Save the vote for this for several months to get more information and discuss it again at another meeting
  • Right now Bates Trucking is on a month-to-month service and we can cancel at any time
  • Need to find out if we would be charged for the switch to Fairfax County bins?
  • Suggestion to contact Reston Association to ask them if they have information/suggestions

Tree Committee Update: given by Steve

  • The committee tried to figure out how to address the tree problems and consulted two different tree companies
  • Decided on JL Tree Service for the work and they had competitive prices
  • See the data from the Tree Update for 2019 on 

Erosion Update:

  • Kristina gave an update on the erosion work done during 2019 with the slides
  • Used a grant to help pay for some of the erosion work this year
  • No questions from group on 2019 work completed
  • Discussed proposed projects for 2020
  • There was a question if rain barrels were considered
    • Contact Nicki Base (spelling?) at Reston Association about rain barrels
    • If anyone wants to have one installed during cluster cleanup, let the board know

Community Open Forum:

  • Is there a way to pay dues online?  We used to have it as an option to do that but Quickbooks took that option away because we aren’t big enough as an organization. Also, other options looked into cost 4% or more.
  • Does RA still come around to inspect houses? Not right now, but only when houses are bought/sold. Do we want to consider doing this as a cluster on our own? Maybe, but should be discussed at a meeting soon. Also consider updating the RA and bylaw requirements for doors/windows, trims, etc. to those that are currently there now.
    • Any changes have to be submitted to the Reston DRB for approval
  • Discussion of landscaping company – some residents feel like the service has gone down but others feel like the service has improved
    • Let the board know if you have any issues/problems with the board
    • Should make a comment to landscaping company about attention to the front of the cluster

2019 Budget Review:

  • Jessica gave a quick summary review
    • Focused more on erosion work than concrete, signed a three-year contract for website, and more office supplies were bought (some line items moved around but evens out in the end)
    • Over budget on legal fees this year due to some legal issues

2020 Proposed Budget:

  • Discussed major changes: landscaping (staying the same), tree maintenance increased, moved some tree maintenance to erosion control, decreasing concrete budget, adding in Treasurer stipend, and possible removal of trash service (if voted to change to Fairfax County)
  • Question about raising dues for the upcoming parking lot work and the allocation for 2020 is not high enough to cover the costs of the work at this time
    • This is due to higher costs incurred for tree work and erosion control mainly
    • The Treasurer said that we are making money on our current CD investments and hopes to make more in the future, plus invest more to make more of a profit 
  • Vote for Treasurer stipend of $1200 was approved and the 2020 budget has been approved

Voting for New Board Members:

  • Kristina, Cindy, and Sandy have been nominated and all three were approved for the position of Director
  • We nominated and appointed Kelly as the new Treasurer
  • Sarah will stay Secretary
  • Kristina will remain Vice President and Jessica will be President.

Sarah will update the website with the names of the new board members.

Wheelwright Cluster Board Meeting – October 8, 2019

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Board members present: Jessica Joyner, Mike Pendleton, Sarah Keally, Kristina Myers, and Jill Jenkins

Residents present: none

Tree Work: 

  • Cut tree down in upper cluster island 
  • Decided on tree work for 2019 and 2020
  • Determined tree is on Karen Beasley’s property based on cluster guidelines

Cluster Cleanup:

  • Purchased Trail Ends Sign and will put up as a project
    • Mike has a 4×4 post for the sign
  • Drainage – Jessica will mention drainage work 
  • Mulch – Kristina will request some mulch (12 cubic yards) for putting around the cluster:
    • Bus path
    • Tot lot
    • Cluster will rent wheelbarrows and rakes for mulching – Edit: Kristina sent note out for volunteers and we had enough wheelbarrows it wasn’t necessary to rent any.
  • Rock painting with kids
  • Kristina will do food shopping – Jessica will send her a list of food needed; no non-perishables needed

Trash Service: 

  • Sarah will request dumpster drop off for the cluster cleanup, October 18-20
  • Jessica will request community dumpster waiver. Update: we did not qualify this year as the yard waste was not separated from other things.

Landscaping updates:

  • Butterfly garden installed and is being watered by several residents
  • Kristina will request a new contract bid from Newcastle
    • If the updated prices are 10% or less than the previous year, we voted and approved it for renewing the contract

Snow: 

  • Jessica will reach out to Mike about renewing the snow contract
    • Update: snow contract continued, no changes to rates from last year.

Treasurer:

  • Several volunteers stepped up to potentially be the treasurer
  • The community needs to vote on paying the Treasurer in our budget at the annual meeting
    • Amount paid has to be an appropriate amount
      • A. Reduce part or all HOA Dues annually – not a possibility based on guidelines.
      • B. Pay with cluster disclosure packet fees
      • C. Payment from operating account with stipend 
      • All applications for Treasurer must come to the board and be approved 
      • Must prove qualifications and meet board requirements
      • Board can vote to not increase stipend
      • Jessica will type up language and send to Board members and lawyers for review
      • Wheelwrighter to explain the rules around it

Annual Meeting:

  • Fairfax Trash Pickup: decided not to pursue Fairfax County trash service application for now but will discuss trash contract
  • Tree Committee will provide an update
  • Treasurer position changes and discussion
  • By laws updates for Treasurer position and updated annual meeting guideline
  • Budget for 2020
    • Increase tree budget
    • Trash services reduction if we go with Fairfax County
    • Increase erosion budget
  • Meeting date will be December 2, 7 PM, at the Reston Community Center

Next Meeting: November 7 @ 7 PM, 2205

Wheelwright Cluster Board Meeting Minutes – August 22, 2019

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Board members present: Jessica Joyner, Mike Pendleton, Sarah Keally, Kristina Myers, and Jill Jenkins

Residents present:  Steve, Kerry, and Jeffrey

Tree Work: 

  • All tree work was completed except for one tree that will be taken down tomorrow. 
  • Original estimate was to top it but due to the condition of the tree the crew did not feel comfortable doing that and it was decided to take the whole tree down.  
    • Want to prevent tree from falling on a house or in the creek, so they might increase the cost by $500-700 more than original estimate.
    • We saved about the same amount due to two trees that fell on their own
    • Two stumps were removed. Tree company suggested we have excess removed by landscaper or we can do it during cluster cleanup in the fall.
    • Logs still not removed by the one tree at the bottom of the cluster, near 2276.  Steve has been pestering the company to remove the logs and take care of the grass.
    • Replanting of trees likely to be done by the landscaping company. Suggested trees:
      • Magnolia
      • Redburn
      • Serviceberry
      • Flowering Cherry
  • We voted to do an Eastern Redbud in front of 2217 and Magnolia in front of 2276.  For other trees we’ll consider planting a few others during the fall cleanup.
  • Another tree that had been pruned was suggested for removal in the upper island part of the cluster.  The board viewed pictures of the tree and will consider removal of the tree.  
    • Tree committee will submit the RA application for removal while we evaluate whether to remove the tree.  
    • Board to consider the excess mulch from the stump grounding to be advertised as free mulch to residents.

Fairfax Water Bond Program Update:

  • Award letter is in the mail to the Cluster mailbox.  
  • Dennis will write the final report once the money is received, $2500.  
  • We’ll consider reapplying in the spring for more work to be done.

Drainage Issue:

  • The board talked about several different options to fix the issues of water pooling between 2231 and 2233.  
  • The board voted to redirect the pipe from 2233 towards the tot lot direction.  We’ll put it on the list for the fall cluster cleanup.

Landscaping updates:

  • It has been decided to plant the butterfly garden in the fall, the weekend of October 5th and 6th.
  • There is a $450 credit for tree work.
  • We will not plant any additional trees as part of the cluster cleanup.
  • Benches look good.

Concrete work: 

  • The board voted to reallocated the funds to other needed projects.

Trail Signs

  • Jessica has the sign and post, which will be put up during cluster cleanup for the end of trail.

Cluster cleanup: Plan to have it October 19, 2019.

There was a request to have a yard sale.  Propose weekend of October 12, 2019. Kristina to contact Lea to plan.  

Next Meeting: October 8 @ 7 PM, 2233

Wheelwright Cluster Board Meeting Minutes – June 27, 2019

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Board members present: Jessica Joyner, Mike Pendleton, Sarah Keally, Kristina Myers, and Jill Jenkins

Residents present:  Steve, Kerry, and Jeffrey 

Tree Work: 

  • Tree committee did review with Chip Johnson and also a licensed arborist.
  • Agreed with all of the recommendations from the last arborist and got an estimate from JL Tree Service (strongly recommended by Saddler Oaks)
  • The estimate was significant to remove two trees that are dying and the tree committee is recommending their removal to the board.
  • Application for the removal was provided to the board and will be submitted to the Reston Association (RA); Jessica has signed as the Board President.
  • We believe that RA will approve the work once the application is submitted.
  • Board voted to approve the Tree Committee’s application for tree work to RA.
  • It was recommended we pay for the new trees with the landscaping contract credit.
  • Tree committee will talk to homeowners to see which trees will be selected for replacement and get the trees for the cluster.
    • They will also check with RA to see about the trees in their free tree program.
    • Will provide list of trees to be taken care of and trees to be monitored (disclaimer) for the website (generic) and to contact tree committee if they have questions.
    • Board will send out notice to the cluster residents once tree work has been scheduled.

Erosion work

  • Update contact for this to cluster PO Box so they get the right contact info.

Drainage Issue:

  • Sarah is assigned to this and will work on it this week.

Path Issue:

  • Blaze trail contact from concerned person (non cluster resident) and board has decided not to respond
  • Cluster lawyers have reviewed the issue and said we are in the clear, we don’t have to maintain the path in question, and no need to respond to the requests.
  • Recommended to get a path end sign and the sign will be placed at the end of the trail.
  • Board will continue to remain silent and not respond to their requests.

Trash contract update: 

  • Will pursue application for Fairfax County Trash Collection; application due August 1, 2019.
    • Must submit a petition with support of at least 65% backing.
    • Contiguous to an existing sanitary area
    • Public hearing in October.
  • Communication still an issue with Bates on special occasions.
    • Still an issue getting new bins.

Landscaping updates:

  • Butterfly garden plans for the summer planting – Kristina will contact him about a start date.
  • Will also paint benches soon.
  • Hazardous waste will be picked up this weekend by contractor.  Board will post on website and Facebook page, plus pass a slip around.

Domain expiring and will be renewed by Treasurer with HostGator.

Concrete work: 

  • Work is still needed
  • Jessica requested a proposal from the contractor originally and will get updated quotes.

Next Meeting: July 18 @ 7 PM, 2226 – edit, due to conflicting schedules it was postponed until August.

Wheelwright Cluster Board Meeting Minutes- May 23, 2019

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Board members present: Jessica Joyner, Mike Pendleton, Sarah Keally, Kristina Myers, and Dennis Schulte.

Residents present: Karen, Dave

General discussion: 

  • Trail issue: board received an email issuing “30 days notice” complaining we need to clean up the trail in the back part of the cluster that has not been a trail for many years.
  • Lawyers have reviewed the complaint and said this person has no authority and we can ignore the email, but suggested we put a sign up stating the end of the trail.
    • We have no authority and the point is moot and they have no case.
    • Jessica will order a sign to put at the end of the trail facing up towards the hill.

Tree Work: 

  • Last night Mike spoke with the tree committee to get a status update from the tree committee (TC)
  • TC uncovered an old assessment from 10 years ago (2009) and discussed it with Mike; he has a copy of the report if we decide to do it again in the future.  The company that produced the report was called Thrive.
  • No need to put in applications to Reston Association if any trees are removed as immediate hazards or under 4 inches in diameter.
  • The TC said that 40 trees need work with Chip, determined that 20 probably don’t need work.
    • They conducted another review with an independent company to review the same trees and they recommended the same amount of work as Tree 360.
    • They reviewed the tree in front of Vicky’s house and said it doesn’t need to be addressed now but will need to be done eventually.  

Erosion work

  • Fairfax Water Update:
    • Thanks to Dennis and Kristina for putting so much work in the Fairfax Water Stakeholder Outreach Program bond proposal. It was submitted by the deadline and we haven’t heard anything back yet.
    • If awarded, this will help with already identified erosion work, for $5,000.
  • Fairfax County has identified other grant opportunities to apply for in the future.
  • Sidewalk scrapped and regraded by 2233 and 2231.  Needed to have drainage done by both houses.
  • There is a proposal for work to be done from a contractor.
    • There was discussion of an alternative plan and we will get signatures from the owners
    • RA will have to be involved to approve any work that is done.
    • Proposal will be sent to Sarah to take and work on for this particular project.
  • Add concrete work in front of Bob’s house and Kristina’s house – Jessica will review and we will wait until the fall to review.  No trip hazards identified by the contractor.

Yard Sale?

  • Plan for the week before the fall cleanup.  That way we can have residents throw things away they don’t sell.

Cluster Cleanup Recap

  • Plan earlier for the fall so we have more projects so people have work to do
  • We had more people this time due to board members knocking on doors
  • Little Free Library is up!  It is now live on the Little Free Library website and books are in it. Thank you to Sandy for building the library!
  • The butterfly garden will be done by the landscaper contractor around the Little Free Library.  
    • Landscaper recommends perennials, flanking grasses, ferns, and other shade and deer tolerant plants.

Search Engine Optimization:

  • Look at getting Wheelwright.com website domain
  • Post on RA’s cluster websites if not already on there.

Wheelwrighter:

  • Include in next issue that complaints to the board should include pictures to show complaint in email to the board
  • Include issue about off leash dogs and reinforcing the leash laws by the County
    • Remind them that residents that can call the police department on these issues if it can’t be resolved personally
  • New architectural shingles information – Kristina

Next Meeting: June 27  @ 7 PM, 2226

Wheelwright Cluster Board Meeting Minutes – April 11th, 2019

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Board members present: Jessica Joyner, Mike Pendleton, Sarah Keally, Kristina Myers, and Jill Jenkins.

Residents present: Satish Bahide (2259), Dennis Schulte (2256)

General discussion:

  • Little free library was approved – unpainted and weathered in – no need to waterproof the wood.
    • Sandy already has the materials. It will be built as a project for the Spring Cluster Cleanup
  • We received a request to make the Facebook group for the cluster a private group.
    • We will make it a private group.
    • Question can be added to the request to verify.
    • Edit: I reviewed and because it is a business and not a group, cannot be made private.
  • Website- ask Google how much it would be for a search enhancement for our website to be on top of search results. Sarah will inquire on this and inform the board of the cost.
  • Wheelwrighter for cluster cleanup, recycling & trash guidelines, penalties for not paying dues, highlight a board member (Sarah will send bio to Kristina).
  • Kristina was approached by a neighbor about spraying for mosquitoes and most residents are against it
    • Fairfax County sprays annually for mosquitoes – include in the Wheelwrighter
    • Sarah can get brochures for mosquito prevention and provide for Kristina to pass out with newsletter
  • Proposal for yard sale this year – one suggestion is to combine with Reston Association’s large yard sale, which is the same day as our cluster cleanup this year
    • Kristina requested volunteers to help with organizing the yard sale in later May

Tree Work:

  • Saddler Oaks
    • Felled a tree about 4-5 months ago and took it down, paid to remove it
    • They came over two weeks ago and cut up the tree near the bus path  
    • Reston Association is ok with the tree being taken down

Concrete Contract – assigned to Danny

  • No update

Erosion work

  • Erosion work has been approved, with some contingencies, by the Reston Design Review Board (DRB)
  • Approved the bluestone under the river jack to help anchor the rock
  • Thanks to Kristina for her hard work and submission to the DRB

Fairfax Water Update:

  • Bond program through the County to help protect the Occoquan Rivershed, due May 15th, may be able to cover some of the erosion control work
  • $5,000 up to $10,000 may be awarded; it was agreed that we should ask for $10,000, with some match. Edit: we are asking for $5000
  • There was a couple people who suggested that we include the tree work as part of the erosion work as well; Jessica will reach out to the tree company to get an estimate for the application Edit: this was suggested $11K for all work, was not included in proposal
  • Jessica suggested we include an education program for residents as well to help them understand what we are doing to help the erosion work
  • Any board can submit multiple applications but can only win one per year
  • Kristina had some questions about what to include in the grant application.  Jessica and Dennis offered to help with the application.

Trash services update

  • Sarah to talk to Bates about not getting trash picked up two Thursdays in a row
  • Recycling information and video posted on the Wheelwright website for residents
    • Include a blurb in the next Wheelwrighter

Tree Committee:

  • First meeting happened, attended by Steve, Jeff, and Kerry in addition to Mike.
  • Walked through the property and identified a few trees, the tree committee should consult with Chip and his company on tree priorities and work
  • They reached out to the company who created the tree inventory
  • Jill says there is a tree folder in the Treasurer files and will look through it to see if anything is useful for the committee
  • They are ok with the Tree Charter from the board
  • Prioritize tree cleanup behind Vicki’s house (house number 2204)
  • Jessica will cc the whole committee when emails are related to the tree work. Edit: done.

Cluster Cleanup:

  • Updated flower boxes on the side of 2217 edit: this was removed from the list.
  • Request for 4-5 azalea plants to plant in the lower cluster for erosion control and Easton and his wife will help to take care of them; board approved spending up to $150 for the plants
  • Seeding in some areas.  Kristina will check with the landscaper to see if it’s included in the contract work and if not, we’ll buy a bag to seed. Edit: removed as crab grass preventer will make this moot.
  • Shade perennials planting which would be a good project for the kids.  Kristina will talk to a vendor, Chris, to get the plants and then we’ll mulch.
  • Trash pickup
  • Paint touchup on the curbs – Easton has extra paint and Jessica will check to see how much he has. Edit: no extra paint, was purchased.
  • Ruth and Celia wants to lead a kids project and it was suggested maybe a butterfly and bee garden with a small fence around it. It was suggested to install down the path by Dennis’s house and line the path on both sides, or maybe next to the woods at the bottom of the path. Edit: this was reduced to painting rocks.
    • Dennis and Kristina would take charge of getting costs and purchasing seeds and other necessary items for the boundary – $150 was approved as the budget by the board.
  • Also might be good to plant some phlox  next to the path
  • Little Free Library installation, materials provided by Sandy and wood by the board.
  • Shopping – Kristina volunteered to do the shopping and she has the list from last time
    • Mike Peyton is donating chicken wings, spices, charcoal and coffee supplies in the morning
    • Add an additional package of veggie burgers
  • Party down in lower cluster or upper cluster?  Lower cluster usually has the biggest turnout, so we will do the lower cluster.
    • Add games like bocce ball, corn hole, and others like badminton

Treasurer Duties:

  • Jill has sent out billing for the first quarter of 2019.  She intends to send out a reminder mid-month and any house that does not pay the first month gets a reminder, second month gets parking privileges revoked and their car can be towed, after three months, the board can put a lien on the house.  After 5 quarters late, the board can charge the dues a year at a time.
  • Jessica reached out the lawyer about paying a treasurer.  We have a strict amount that we can charge for the cluster documents package for the HOA disclosure at $100 max.
    • Option B is to reduce or eliminate the treasurer’s assessment fees
    • Option C we can approve out of our operation budget a salary for the Treasurer position in the next budget for 2020 fiscal year

Financials

  • For Jill to gain access to banking, she needs a letter from the President, a copy of the minutes where she was elected as the treasurer
    • Can include other members as well as we are updating the permissions
    • Kristina volunteered to be one person
  • Jill has information to engage the tax accountants for another year and the board approved her to do so.

Next Meeting: May 23  @ 7 PM, 2254

Cluster Board Meeting Minutes – March 7, 2019

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Board members present: Jessica Joyner, Mike Pendleton, Sarah Keally, Kristina Myers, Daniel Baldwin, and Jill Jenkins.

Residents present: Kerry Wingell (2219), Karen Walker (2207), Lynn Kunkle (2216)

General discussion:

  • Large dog pooping along bus path daily despite the signs asking dog walkers to clean up after their pet.
  • New Landscapers doing a great job cleaning up and beautifying the common areas already, noticed by several board members and even received an email from a resident saying so.
  • Jill would like to restructure the files so all the contracts are together.

Accounting/Homeowners Association Software:

  • Jill asked  the Wheelwright tax her accountanting friend, and they recommended Quickbooks as the best accounting software out there. They recommended not updating the current version and it would still be useful.  
  • The tax accountant friend has helped her to navigate the current accounting software to speed up tasks required by the Treasurer to complete.
  • HOA software: talked to our Alliance Community and they are working on a quote for the cluster financials

Tree Work:

  • Kerri did a walkthrough to look at the trees, recommended some trees trimmed, some removed and then add grass
  • Talked to the landscaping vendor about picking up the leaves (per the contract) instead of blowing the leaves into the woods. He also discussed drainage issues with leaves and cleaning up yards.  Landscaping company will provide some solutions on drainage.
  • Tree committee charter
    • Dan & Mike drafted a charter and sent out to the board to review this morning.
    • Board member comments regarding draft charter:
      • Additional clarity about who exactly is selecting the tree assessment professionals is needed.
      • Yes, it should be 1 chair, 1 member for minimum number of Tree Committee members.
      • I agree, we need details on if they can hire/engage a new company or is the selection of the vendor a decision of the board.  My thought is that they can get bids, but the board will need to review and approve a vendor before any work is completed. (allows us to control finances).
      • Can we add in a note about emergency work?  If emergency work is required (e.g. a tree falling in someone’s house) the tree committee shall be engaged but decision making will  revert back to the board.  I am thinking we need this as we coordinate with more than just the tree vendor, last time we talked to RA, the lawyers and our insurance. 
      • We should ensure that any time they meet with tree professionals, the board needs to be notified in a reasonable amount of time so that a board member can participate. Possibly include: These meetings will also be communicated to the community so they can attend as well. 
      • We should also include that if the board finds that the tree committee is not fulfilling their stated purpose, members can be asked to leave or the committee can be disbanded.  This requires a majority vote by the board. 

Concrete Contract – assigned to Danny

  • He has been contact with the contractor and wanted to clarify if it was just for sidewalks and walkways – yes
  • Danny will ask contractor to come out next week to start working on a major project
  • Jessica and Danny to walk community on 3/12 to review areas needed.

Erosion work

  • 2249 has water running by and collecting by that house at the bottom of the hill, also include as part of the community erosion project
  • Kristina sent an email about the erosion work

Trash services update

  • Trash service has been going well with no more hiccups.  

Survey results – updates

  • Sent to the board for review, no additional findings beyond what was previously noted. Feedback will be included in 2019 projects.

Little Free Library

  • Designs reviewed and will be submitted for DRB approval.  Requested location was moved to further in the community between 2241 and 2243.
  • Plan to include for the spring cluster cleanup.

Financials

  • Jill has had problems with our billing with the lawyer and tried to contact the vendor several times.  Still no response after 3 weeks.

Tree Work:

  • Kerri did a walkthrough to look at the trees, recommended some trees trimmed, some removed and then add grass
  • Talked to the vendor about picking the leaves up, discussed drainage with leaves and cleaning up yards
  • Long term, addressing the leaves will help with ongoing issues with erosion work

Cluster Cleanup Date:

  • Confirmed Looking at April 27 for Spring Cluster cleanup as it’s after Easter
  • That date works best with everyone at the meeting
  • Jessica requested us to provide input on projects for cluster cleanup to do:
    • Will NOT need to paint benches – landscaping will do this as part of their 2019 work.
    • Don’t need more flowers – landscaping will do this as part of the 2019 work
    • Build and paint Little Free Library–Board members should send their vote for the best option you like based on options in this month’s agenda. Install the weekend before Cluster Cleanup and then paint it during the cleanup.Cutting and painting needs to occur before the cluster cleanup and then it can be assembled the day of the cleanup.
    • One suggestion was to put the free library by the sidewalk at the entrance to give users more room and less likelihood to get strangers in our neighborhood.

Treasurer Duties:

  • Delay getting notifications from Trash Company and asked Sarah to reach out to Bates Trucking to send her that contact information for billing.

Review of Cluster Survey results were discussed.

  • Jessica gave a brief update of new responses

Financials – no real update

  • Weird things that Jill noticed – inventory management and others; discussion with Easton to clarify.
  • Billed back in April to Michelle Anderson for inventory assets and wanted clarification on what that bill was for.
  • Jill pulled a list of those who are paid ahead and those who still owe – contacting residents who owe by email and requested payment.
  • Jill still needs access to the bank accounts and has been making deposits – will try to get access on Saturday.
  • Any receipts for the Wheelwrighter this past issue?

Next Meeting: April 11 @ 7 PM, 2233