Board Meeting Minutes: July 13th

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2233, 8:00PM

Board Members in Attendance:
– Elliot Wild, President
– Genelle McDonald, Vice President
– Matt Keally, Secretary
– Easton Warner, Treasurer
– Jessica Vasconcellos, Director
– Kerry Wingell, Director

Minutes Approval.
The board voted 4-0 to approve the minutes from the previous meeting (June 13).

New Director.
The board voted 4-0 to approve Kerry Wingell of 2219 to serve out the remainder of Heather’s term.

Bylaws Amendments.
The board will wait until the lawyer presents feedback before deciding on a meeting to vote on the proposed amendments. Debate centered around introducing the amendments at the annual meeting or earlier in the fall where the vote could be held outside at the cluster. Flyers and detailed information will be disseminated to residents beforehand.

Stump Grinding.
Jessica presented three stump grinding options. The board voted 5-0 to approve Strictly Stumps to grind but not remove at a cost of $150. The work will take place within the month. Note: a subsequent email thread approved Mr. Stumpy to perform the work instead at a cost of $60.

Cluster Cleanup.
The Cluster Cleanup will be on Saturday, September 30th at 9:30 AM. The board will meet at 9AM.

Replacement Tree.
The board will let Merrifield decide the species of tree to replace the dead tree by the Oliver’s. While it was decided earlier to plant a redbud, RA’s strict tree planting requirements combined with a comment from Mike Pendleton that redbuds do not do well in the sun prompted the board to allow Merrifield to decide the species.

Conference Calling.
Jessica stated that the join.me conference call performed well for the meeting and that the board will pay on an as needed basis.

Parking Lot Work.
The schedule for the parking lot is as follows:
– Mon, 8/7: Powerwashing curbs, vehicles do not need to be moved
– Tue, 8/8: Vehicles must be removed by 6:30AM.
– Wed, 8/9: Striping, vehicles must remain outside the lot until the afternoon.

The board decided to tow cars at the expense of the owner starting at 6AM on August 8th. Jessica will look up towing rates. Additionally, Fairfax County stated that while they would not remove vehicles from Olde Crafts, the Park Authority will allow parking in the South Lakes Drive Park parking lot during the sealcoating.

The board will post flyers regarding the sealcoating on Sunday, August 6th.

Tree Removal.
In a 5-0 vote, the board approved Elliot to pursue a $4,000 bid from Tree60 to remove the one RA approved tree behind 2219 and to look into pruning and removal options with the other tree behind 2221. Additionally, the bid listed a shrub and another tree behind 2276 that were both proposed to be removed. Elliot will also investigate this.

Cluster Audit and Accountants.
Genelle received three local bids which stated Quickbooks would not be a problem and the work could be completed in one to two days. Also, Easton mentioned that the current tax accountant is having difficulty handling basic interest statements.

Financials.
Easton stated there were no major issues.

Next Meeting.
The next meeting will be Thursday, August 24th at 8PM. It will be held at 2274.

Minutes, 13 June 2017

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Special Meeting: 2217, 7:30PM

Board Members in Attendance:

  • Elliot Wild, President
  • Genelle McDonald, Vice President
  • Matt Keally, Secretary
  • Easton Warner, Treasurer
  • Jessica Vasconcellos, Director

Board Member Resignation

Heather Maddox submitted a letter of resignation. The board voted unanimously to accept her resignation.

Publication of Minutes on Website

The board voted unanimously to give the Secretary discretion in posting edited minutes to the website.

Remote Participation in Board Meetings

The board voted unanimously to allow remote board member participation in meetings, as permitted by Virginia law. Jessica will identify a service to be employed on an as needed basis with voice participation as the sole requirement.

Proposed Bylaws Amendments

The board voted to approve four changes to the bylaws. Bylaws amendments will be submitted to the cluster lawyer for review. The lawyer, Ami Pape, as part of the approval process, will meet with the board to discuss the changes and meet with the cluster members during the homeowner vote.

Absentee Voting

The board voted 4-0 to allow homeowners to vote via mail or hand deliver ballots to the board prior to votes at annual meetings or special meetings. Such votes would include director positions as well as major financial decisions requiring homeowner input. Voting by proxy will be prohibited.

Remote Meeting Participation

The board voted unanimously to approve remote participation in board meetings by homeowners. The remote participation will be facilitated by the voice or video means identified by Jessica.

Removing Directors

The board voted 4-0 to allow removal of directors via a four out of five director vote. The board also discussed shortening the director term length to 1 year.

Code of Conduct

The board voted 3-0 to add a one paragraph Code of Conduct to the bylaws, governing the behavior of board directors and officers.

July Meeting

The board voted unanimously to find space at RCC for the July meeting and, pending review by the lawyer, conduct a resident vote on the proposed bylaws changes.

Wheelwrighter

The board voted unanimously to approve the Wheelwrighter.

Landscaping

American Lawn Brothers notified the cluster that the normal lawn care day will be Thursday.

Parking Lot Sealcoating

Jessica will send a letter to Fairfax County about removing cars on Olde Crafts to allow for cluster parking during the sealcoating in August.

New Director

The board will work to identify a new board member to fill out the remainder of Heather’s term.

Cluster Cleanup: April 22nd

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The spring cleanup will take place on Saturday, April 22nd at 9:30 AM.  This is a great way to meet your neighbors and help reduce cluster expenses.  Coffee and light breakfast items will be available followed by a barbecue in the afternoon.  Items on the agenda include:

  • Mulching the tot lot
  • Repair island planter boxes in the upper cluster
  • Shrub trimming
  • Trash pickup (a dumpster will be available for residents)

Trash Service Update

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A note from our account manager at CSI:

Last night there was a fire at the Fairfax County Disposal and Recycling Facility. As a result, the facility will be closed until further notice. This may impact your service because our drivers will have to go to an alternate disposal facility, which may be farther away and will most likely have long lines. We appreciate your patience during this time.

Monday, December 5th: Annual Meeting

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As per our bylaws, the Wheelwright Cluster Annual Meeting will occur on Monday, December 5th at 7PM.  The meeting will be held at Reston Community Center.  We will be discussing the 2016 and 2017 budget.  Additionally, two board seats are up for election and, since Manuel is stepping down, we are also looking for a new treasurer.  All residents are encouraged to attend, especially since a quorum is needed to approve the budget.

Board Meeting Minutes, 26 September 2016

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Reston Community Center, 7:30 PM

Board Members in Attendance:

– Elliott Wild
– Karen Reese
– Heather Maddox
– Matt Keally
– Dennis Schulte
– Manuel Torres

Also in Attendance:

– Sarah Keally
– Jessica Vasconcellos

Fall Cleanup

The fall cleanup date is Saturday, November 12th.  The board decided to address the following at the fall cleanup: mulch the bus path, stain the remaining bench, pick up trash, remove the dead tree by Manuel’s house, and remove the limb overhanging the tot lot.  The Social Committee has a budget of $300-400 for food and drinks for after the cleanup.

Landscaping

There are still complaints about the landscapers cutting the grass too closely in some areas with riding mowers.  Dennis will call to remind them to use hand mowers.

Social Committee

Sarah and Jessica reported highlights from the last Social Committee meeting.  There were suggestions from the committee to provide a message board for contractor recommendations, help with projects, as well as snow removal.  The board also asked the Social Committee to determine if a budget would be necessary to plan further social activities.

Communication from the Board

Due to the lack of visits on the cluster Facebook page and website, the board authorized the purchase of a sandwich board to be placed at the cluster entrance.  The sandwich board will be displayed in advance of cluster events, announcing the fall cleanup, board meetings, and the annual meeting.  Additionally, a Wheelwrighter will be distributed within the next 30 days to announce the fall cleanup as well as the annual meeting.

Parking Lot

Genelle has one quote for crack sealing and is obtaining two more.  She is also obtaining bids for concrete work.

Trees

Following the walkaround, the board decided to hold off on further discussions on moving any of the newly planted trees due to the time and effort involved.  Bids are still being solicited for the stump removal behind Carrie’s house.  The board decided to cut down two dead trees behind Mike and Kerry’s house; the contractor’s cost estimate was roughly $400.

Next Meeting

The next meeting will be Monday, October 24th at 7:30PM at RCC.  Heather will present a draft Code of Ethics which will be a proposed amendment to the bylaws in December.

Board Meeting Minutes, 24 August 2016

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Reston Community Center, 7:30 PM

Board Members in Attendance:

– Elliott Wild
– Karen Reese
– Heather Maddox
– Dennis Schulte
– Matt Keally
– Manuel Torres

Opening Remarks

Due to some disagreements between board members Dennis opened the meeting with a statement that he wished the board can move forward to address new business.  To that end, Heather introduced a motion to develop a code of ethics to be added to the bylaws.  A draft version is to be developed by the October meeting.  Elliot, Matt, and Heather voted to support the motion.

Officers

Heather stepped down as president but will remain on the board.  Elliot will become the new president until at least the annual meeting, while Matt will become secretary.

Trees

Merrifield Gardening planted replacement trees in early August.  Carrie brought up that some of the trees were planted in locations unsuitable for large trees.  She also brought up that several stumps from the original trees were not removed and presented a hazard.  Genelle brought up that a tree limb was dangerously overhanging the tot lot.  The board invited all who were interested to walk around the cluster to survey the completed tree work and provide input as to how to address the stumps and remaining tree hazards.  Elliott set the date for the walkaround for Sunday, August 28th at 2PM.

Parking Lot Resealing

Elliott mentioned he had one bid for parking lot resealing, however, he wanted several more bids.  Two companies he contacted would not reseal a parking lot they did not originally pave themselves.  Genelle said she would identify more paving and sealing contractors and provide the names to Elliott.  Carrie and several others discussed re-adding a motorcycle parking space in the lower cluster that had previously been eliminated.  Genelle also said she would help coordinate an effort to fix cracking concrete sidewalks around the cluster, identifying homeowners who would like concrete work done in order to reduce costs to individual homeonwers via one large job.

Parking

Carrie stated her disagreement with a letter she received from Heather regarding parking of her husband’s truck.  Manuel also voiced his displeasure of the board’s monitoring of expired registration and inspection stickers.  The board members stated that they will cease all vehicle policing for the indefinite future.

Rats

Several residents reported rat sightings.  Karen will work to identify a pest control company.

Future Meetings

The next meeting is scheduled for Monday, September 26th at 7:30PM at RCC.  The board also scheduled a budget planning meeting for Monday, November 21st.