August 2023 Wheelwright Cluster HOA Board Meeting Minutes

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Tuesday,August 8, 2023

7 pm

Virtual via Zoom

Attendees: 

Board: 

Cluster Residents: 

Agenda

Community updates

  1. Erosion/Drainage
    1. VCAP project approved by board – design proposal signed and sent.
    2. 2229/2231 sidewalk drainage project
      1. Final proposal sent by Juan at Bright Construction group
        1. https://drive.google.com/file/d/1y3StFCa-nFv5tdV1qhaYRU7bRlXL1EgU/view?usp=sharing

Board Decision: 

  • Start with Option 1 from Bright Construction Proposal
  • Then look at completing options 2 and 3 in the next fiscal year from our drainage budget. 
  1. Reserve Study
    1. Copy of the study needs to be published on our website
    2. Any additional comments?

Notes: 

  • After Action: Kristina will send Jade a clean copy of the reserve study.
  • After Action: Jade will update the website with the reserve study. 
  1. Update on concrete
    1. Proposal for areas needing repair?

After action: Cyndi will do another walk through with Juan to review our usual areas of concern. 

  1. Repaving parking lot
    1. Burt with Pavement Design, LLC has decided to help us with the management portion of the repaving only.  The cost of management only is $2500.  Included:
      3. He has based our needs for parking lot reconstruction off of the reserve study as well as Dominion’s proposal.
        1. Dominion recommended the drive lanes being replaced.  When you send out the RFP for bids, you may want to include the option of full asphalt replacement, with the asphalt being installed is 3 inches.  As your reserve study showed.  Most damage is in the drive lanes,  I would recommend a total of 4 inches in the drive lanes because of trash trucks, recycle trucks etc.  Also you may have more than 3 inches now in areas of your parking lot.
        2. Burt now needs our signed contract as well as names of the companies we would like bids from.  I can ask if he has specific recommendations as well based on who he has worked with.

Decisions: 

After Action:  Kristina will resend the proposal to the board; Board will review scope of the proposal and board will vote via email.  

After Action:  Kristina will reach out to Burt to let him know he should scope companies who are willing to work with the Cluster in Coordination with any EV charging station needs either immediately or down the road, as well as a note regarding sewers/underground issues. 

  1. Tree inspection
    1. Do we have an inspection date scheduled?
      1. 2272 Hemlock tree – this tree trimming was done by TreeSmith USA – still needs to be inspected?
      2. 2246 Elm Tree – trimmed by TreeSmith USA, but will circle back in fall and possibly JL to see about possible removal
      3. Tree branch hanging over Olde Crafts behind 2201/03 
      4. Hemlock at the bottom of the cluster has enough fungus/bacteria that we need to remove it.

Decisions: 

  • After Action: Joy-See what J&L has to say about the health of the tree at 2252 to determine if this tree is salvageable
  • Board Decision: Allocate $450 to hemlocks in upper cluster for bacteria.  
  1. Design Updates
    1. Decks, fences
    2. Doors
    3. Bin enclosures

Discussion: 

  • DRB for decks, fences and doors is almost finished; Sandy is working to finalize and send this over to Kristina by 08/09 , with goal to get finalized DRB submitted to Reston ASP 
  • Bin Enclosures will be next on Sandy’s docket for review with Reston Association for DRB guidance on how to modify. 
  1. Landscaping
    1. Updates?

After Action: Kristina will send a note to Joy to ask the landscaping crew to spray the weedkiller in the cracks.

After Action: Kristina will coordinate with Joy and get notes out to Cluster Residents regarding seeding options with the cluster landscaping team. 

  1. Pet waste in neighborhood
    1. Problem with pets using the bathroom on homeowners’ lawns and common grassy areas
    2. Board agrees that communicating specific areas in communities that are on and off limits for pet bathroom use is important.  Current guidelines seem to be draconian.
    3. Rework guidelines to be clear about which areas are acceptable and unacceptable, email community about upcoming changes and vote at annual meeting

Decisions: 

  • After Action: Jade Perez will take a look at the cluster map for a first draft on where can pets have waste? Then, she’ll send a draft proposal to the board for the September meeting for the board to review and discuss. 
  • After Action: Kristiina will send General Cluster Email with annotated Map and Cluster Waste Areas with note regarding annual meeting bi-law updates
  • Decision: Infractions from within our neighborhood that occur will get targeted emails from the board. 
  • Decision: Purchase additional signage regarding Private Property/Trespassing/Pet Waste areas for front and back of the cluster
  1. Resale disclosure Act
    1. Effective July 1, 2023, all documents prepared by community associations in connection with the sale of a lot or unit will be referred to as resale certificates. In addition, several procedural and substantive changes should be noted:
    2. The current operating budget of the association, rather than just a summary, must be provided;
    3. Copies of approved board meeting minutes from the last six months and copies of approved or draft meeting minutes from the most recent membership meeting must be provided;
    4. Specific statements must be made concerning: (i) parking and vehicle restrictions in the recorded covenants or rules and regulations, (ii) restrictions on the operation of home-based businesses, and (iii) restrictions on an owner’s ability to rent their home;
    5. Fees for resale certificates may be required to be paid upon request of the certificate rather than being due at settlement; and
    6. Associations must publish and make available a schedule of all applicable fees assessed as part of the resale certificate preparation and delivery process.

After Action: 

  • Kelly will review what is required from the Cluster within the guidelines to ensure we are in compliance. 
  1. Additional items
    1. EV charging- No updates 
    2. Worms/wood chips behind 2243-47-No updates 
    3. Wood borders by LFL-After action: Jade and Kristina will tidy this until the Fall clean up. After action: Jade will grab the wood pallet for Thursday pick up. 
    4. Parking/towing speeding in the neighborhood- After Action: If the car in the lower cluster has not been removed, Kristina will call the towing company on 08/09/2023
    5. Watchlights- No updates 
    6. Zelle-No updates

Next meeting:  Tuesday, Sept 12th

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