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
- 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.
- 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.
- 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.
- 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.
- 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.
- 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
- 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