HOA Meeting – April 2021

Thursday, April 8th at 7:00 pm

Here is the link to join: https://us02web.zoom.us/j/83166905242?pwd=anhQY2tHc244R29zYjh4Z01YdjdYUT09

Please be sure to arrive early so that the moderator can let you in the virtual meeting. Once the meeting has started, it is difficult to see if someone is trying to join.

If you are having trouble joining, email the board at wheelwright.cluster.assoc@gmail.com

HOA Meeting – March 2021

Thursday, March 11th at 7:00 pm

Here is the link to join: https://us02web.zoom.us/j/87675201389?pwd=azdJbGRaWWhqTVhWbnZhZnlXMk5LUT09

Please be sure to arrive early so that the moderator can let you in the virtual meeting. Once the meeting has started, it is difficult to see if someone is trying to join.

If you are having trouble joining, email the board at
wheelwright.cluster.assoc@gmail.com

Annual Meeting Minutes

Wheelwright Cluster Board Meeting – December 7

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

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

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

2020 In Review:

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

2020 Budget Review:

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

2021 Budget Proposal:

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

Updating Wheelwright Cluster Guidelines – Sandy

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

New Topics:

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

Voting for new board members:

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

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