ATTENDEES: Kristina Meyers, Kelly Fairbank, Katie Jay, Aaron Rider, Kevin Wiley, Sandy Mohler
AGENDA
LANDSCAPING
Erosion issue between 2230 and 2242 – need to address – this can be put in the budget for next year – cascading walkway or stairs – Chris’ thoughts/ideas: Kevin will reach out to Chris again to see if this is something his company would be interested in.
Grass rejuvenation: Looking at options to take care of bare spots.
Looking into mulching the fall leaves: Kevin will reach out to Chris about this as well.
TREE WORK
Replacement trees – Spring
Cherry for 2252
Black gum for 2207
Tree replacement for Elm? Eastern Redbud? Everyone is good with the Eastern Redbud.
Kevin’s thoughts on Eastern Redbud at 2261? Sandy will talk to Kevin on their walk though in June.
EROSION/VCAP PROJECT –
Adele – updates: Sandy will reach out to Adele tomorrow for an update.
-VCAP budget has had shortfalls, projects have tighter parameters for approval. She thinks we are still in a good place, but it’s going to be tight.
-VCAP is still giving their “up to $7k”. So she has $8770 coming from us and $7k from VCAP
-Reston is a lot more flexible about erosion projects and usually acquiesce to VCAP; we will get the application to submit to Reston when it’s finalized for VCAP submission.
-Once we have VCAP approval we can play further; if there is more money in the budget for additional items we can add them then. VCAPs main focus for approval is erosion. If we want to add more items for landscaping aesthetics because our budget allows, we don’t need to resubmit.
-She is going to provide us with final drawings and a planting plan for us to give to homeowners for their approval. Once we get the ok from the affected homeowners, it will be approximately 2 weeks for them to finalize the application for VCAP submission.
-They will get the drawings and planting plans to us in 2-3 weeks for us to submit to homeowners.
-VCAP grants approval (or not) within 30-90 days
-We are in the timeline for a fall planting for this year. However, sometimes that limits what plants are available. Based on items chosen she thinks we should be good, but the native plant industry has had soaring demand over the last couple of years and so she can’t guarantee that they will be available; it might slip installation until spring 2027.
DESIGN UPDATES
HVAC units –
Front enclosures – architectural redesign: No update.
CONCRETE/PARKING LOT RESEALING
Returned signed proposals to Sam at Finley – will follow up with everyone once we are on their schedule
EV CHARGING
Sandy: Contact an electrician specializing in EV charging to research feasibility and average cost for individual EV charging installations; consult on guidelines for homeowners.
ADDITIONAL ITEMS
Website
Kelly/Aaron website working group – possible plug-in $49/year
Katie: Research resources (e.g., Boy Scout troops, Fairfax County programs) for neighbor assistance with home maintenance/repairs and report back to the board.
ATTENDEES: Kristina Meyers, Kelly Fairbank, Sandy Mohler, Kevin Wiley, Katie Jay, Aaron Rider
AGENDA
LANDSCAPING
Mulch orders – Home Depot? Check to make sure they can deliver 90 bags for us next weekend – Kevin will order to have delivered next Friday.
Other items? Erosion issue between 2230 and 2242 – need to address – this can be put in the budget for next year – cascading walkway or stairs – Chris’ thoughts/ideas – Kevin is working with Kevin on ideas.
TREE WORK
Replacement trees – Spring
Cherry for 2252
Black gum for 2207
Tree replacement for Elm?
If possible, native – Japanese Maple
Eastern redbud at 2261 doesn’t look like it is going to make it. Need replacement tree
EROSION/VCAP PROJECT –
Adele – updates – do we have a draft of what she will submit to VCAP? Sandy resent all the information and a phone call is set up for next week.
DESIGN UPDATES
HVAC units –
Front enclosures – architectural redesign
CONCRETE/PARKING LOT RESEALING
2201 Ramp
2228 Ramp
2243 Ramp
2237 Sidewalk
2266 Sidewalk (entire patio)
2254 Sidewalk
2246 (Across) Sidewalk
2266 Curb/Gutter (curb in front and to left of patio)
2225 Curb/Gutter
Added in sidewalk at 2215
Finley costs:
Concrete – $27,300 DRB finished – waiting on Sam to fix one mistake on his proposal, then will send out to Aaron + one more board member for signatures
One household at 2259 interested in our neighbors helping neighbors program – working with Jen Ren on yard design and once they have the plants figured out, will submit form.
Kristina will pick up plants for both projects on Friday 5/1 – the ones for cluster property will be eligible for public lands discount $4/pot; 2259 plants will be eligible for my membership discount at $6/pot.
Need someone to pick up food/cookout supplies for 5/2 – Sandy will pick up supplies.
Roll Off Dumpster – 5/1 – Katie has scheduled with Bates
EV CHARGING
Sandy: Contact an electrician specializing in EV charging to research feasibility and average cost for individual EV charging installations; consult on guidelines for homeowners.
ADDITIONAL ITEMS
Website
Kelly/Aaron website working group – possible plug-in $49/year
From last meeting – Aaron to investigate email smart filtering? Email the BOD email if emergency – perhaps it can get auto-forwarded to members of the board
Katie: Research resources (e.g., Boy Scout troops, Fairfax County programs) for neighbor assistance with home maintenance/repairs and report back to the board.
Online payments
Any fee you charge must be tied to the act of accepting credit cards, and NOT applied to prepaid or debit cards under federal law. You can’t charge any fee for debit cards.
Under VA law (effective July 1 2025), credit card surcharges are permitted as long as they are tied to the actual cost of processing and disclosed in advance, and can never be more than 4%. As of this month, March 2026, any surcharges must be disclosed prior to the client swiping their card. So yes, you can upcharge, but each credit card your owners use may carry a different fee, making is hard to upcharge in advance (such as setting up a set convenience fee)
(Ami Pape) would highly recommend you find a service provider that will deal with the credit card issues for you, like speaking to your bank where your accounts are located. They may offer Bill Pay options for your owners, etc. Also, look at POS terminals, such as Costco.
Sandy: Contact an electrician specializing in EV charging to research feasibility and average cost for individual EV charging installations; consult on guidelines for homeowners.
ADDITIONAL ITEMS
Website
Updated guidelines uploaded
Meeting minutes?
Watchlight going in and out in front of 2228
From last meeting – Aaron to investigate email smart filtering?
Community Safety? Did we land on an idea? Community cameras? AI notes were a bit vague
Sandy: Contact an electrician specializing in EV charging to research feasibility and average cost for individual EV charging installations; consult on guidelines for homeowners.
Katie: Research resources (e.g., Boy Scout troops, Fairfax County programs) for neighbor assistance with home maintenance/repairs and report back to the board.
Website – issues resolved? Attaching annual meeting PDF and design updates
Watchlight going in and out in front of 2228
Sandy: Update the guidelines with new door colors and update the board of directors list in the guidelines, then provide the updated guidelines and the DocX form to Kelly.
Sandy: Contact an electrician specializing in EV charging to research feasibility and average cost for individual EV charging installations; consult on guidelines for homeowners.
Katie: Research resources (e.g., Boy Scout troops, Fairfax County programs) for neighbor assistance with home maintenance/repairs and report back to the board.
Inspections within reason – truly egregious outside issues, starting with a conversation as opposed to a one-sided warning These inspections would really be informational only – I’m hopeful that we could work together as a neighborhood to help folks who need some resources/assistance with the outdoor appeal of their homes.
I’m so thankful for the board!
Happy to help out with the pet waste station
One of us is looking at buying an electric vehicle in the near future but we aren’t fully sure which of the options – if any – would be best for us/the neighborhood. We definitely don’t want outside people taking up parking spots, and we aren’t sure if we want to commit to getting our own installed. We will have to think about this more! Fair enough! I’m hopeful that we will have some options for you to charge your vehicle once you make that choice.
Thanks for all you do Board members. As to rear house lights, my closeness to the trees behind my house leads me to prefer less brightness at the deck level. Normal brightness at the rear sliders opening into the basement level makes more sense to me. The amount of light in any fixture can be changed by switching the wattage or lumens of the bulbs used. The new guidelines wouldn’t specify minimum amounts of lights, only the maximums for the front porch light. You could use a 60w bulb (or more) at the rear basement level and a 40w at the deck level.
Our HVAC company told us not to put any cover over the trash area as this would impede air flow needed for the HVAC to work properly Yes, and this is one of several reasons that we’d like to redesign these outdoor enclosures. Their use was intended primarily for HVAC housing and garbage bin storage. There are few instances where people in our neighborhood can store both anymore – they really aren’t big enough or have the kind of circulation necessary for HVAC housing.
Can we explore being allowed to use cable covers so we can use our personal chargers to charge our vehicles? Reston Association does not allow this:
I wonder if the way we talk about yard/exterior neglect could be more of a neighbor-helping-neighbor vibe. Maybe point out the concern, offer support (discuss what’s needed and how to accomplish it, in case the barrier is not knowing what to do and how to do it), ask what resources they need to get it done (is the problem financial, physical, lack of knowledge/experience, needing moral support, time?), recommend options like, pay someone to do it (what are the most affordable options?); get a volunteer to assist (from our community or somewhere close by — maybe boy scouts or a group of neighbor volunteers). If the problem continues and no support/help is accepted, then escalate.
Exterior light fixture guidelines should be removed, at least for the rear house. It’s a minor issue which doesn’t affect the overall look of the cluster.
In general. Can the HOA figure out payment via Zelle, Venmo or PayPal? Or offer a way to transfer electronically the quarterly dues? Thanks.
I’m interested in seeing if the two grills in the lower cluster can be housed in another location (looks junky sitting where they are and only used once a year). Interested in pursuing a common shed for grill, ladder, shovel, rake, etc so neighbors can borrow tools for occasional projects without having to buy one-time use tools. Might help some front yards look nicer if neighbors had access to tools. I would also be willing to help if they need help clearing out weeds, vines, and saplings if they asked the board for volunteers for their front yards.
“Simply put:
1) Are we implementing/enforcing existing rules and regulations (i.e. weeds and trees growing up house columns and onto the roof; “”moss”” growing on roofs; garbage cans/paint cans, etc. on front porches)? What are the sheds for?
2) Why do we put trash cans on the sidewalk – thereby inhibiting people’s passage – when they can be placed in the street curbside leaving plenty of room for people to pass – particularly if they’re walking pets and their children (not to mention if they have a carriage). Just food for thought. Oh yeah, it would help if we take in our cans after the trash has been picked up. 🙁
3) I’ve mentioned the unevenness of the sidewalk and the curb in front of my house. It looks as if part of the curb may have been damaged during snow removal. Is there any way this may be taken care of during your next inspection?
Overall, all of you are doing are doing a nice job. Keep up the great communication particularly with the emails and the signs at the cluster entrance. Very Nice and much appreciated.
P.S. Truthfully, I’m scared to look at the budget. :)”
ATTENDEES: Kristina Myer, Kelly Fairbank, Cyndi Hartman, Sandy Mohler, Katie Jay, Aaron Rider, Tazkiya Smith
AGENDA
TREE WORK
2252 Ailing oak tree –
DRB panel meeting scheduled for 11/25
Replacement trees
Cherry for 2252
Black gum for 2207
Tree inspection – Wednesday, 10/22
EROSION/VCAP PROJECT –
Adele – No updates
Next steps – is this enough to vote on or do we still need more information?
LANDSCAPING –
From Kelly: Mike P mentioned something to me last night that I wanted to mention to you. Since he has retired he is potentially interested in handling our landscaping this coming year. He wasn’t sure he could deal with the leaves, but he enjoys working outside and has time on his hands so thought he might be able to help and make that a benefit for him and the cluster. I told him I would chat with you about it. If this might be something we are interested in investigating, perhaps we can provide him a copy of the proposed contract so he can know what is expected and go from there.
DESIGN UPDATES
HVAC units –
Front enclosures – architectural redesign – need to reach out to DRB architect
Katie and Sandy to work together to update guidelines
Finley – similar to the quote from Dominion but can’t quite break down but includes a bit more sidewalk and a bit more curb and gutter replacement than Dominion
CLUSTER CLEAN-UP
Saturday October 25th at 9:30 am
Projects:
Picking up garbage around the cluster, along Olde Crafts up to South Lakes
Repaint speed bumps (need another gallon or 2 of paint)
Scrub brush or herbicide moss on walkway
Order more wood chips for path alongside 2231 – should arrive today or tomorrow
Snip strangling root around large tree in lower cluster
Recommends cover crop: Oats (Spring) or Grain Rye (Fall), both at 30 pounds/acre.
Or do we want a different look here? Think the amount of shade could cause issues. Maybe ferns. Will look at different options besides just mulch.
Grass rejuvenation – spoke with Steve at 2242 – he is using a new company this year for his fall grass treatment – Bluesky Landscaping – will update us on how it goes for a potential company to contact for lawn common areas in cluster.
DESIGN UPDATES
HVAC units –
Front enclosures – architectural redesign – need to reach out to DRB architect
Katie and Sandy to work together to update guidelines
Another quote? We received bids for repaving the cluster from Dulles Asphalt and Concrete (as well as Dominion). Also Manassas Asphalt but they don’t seem to do concrete
Finley Asphalt & Concrete
CLUSTER CLEAN-UP
Saturday October 25th at 9:30 am
Projects:
Picking up garbage around the cluster, along Olde Crafts up to South Lakes
Bricks to extend around the garbage can by the tot lot. Maybe extend around the Little Free Library. Looking for other ideas.
Repainting the speedbumps.
Secure the edging of the mulch path between the tot lot and Cindy’s house.
2025 YEAR WIND DOWN
2026 Proposals needed
Landscaping – reached out to Chris on 9/17
Snow removal – reached out to Greg (M & M Expert Services, LLC) on 9/17
Waiting to hear back from both
2026 Budget needed by end of October or early November.
Annual Meeting (Monday Dec. 1st) topics?
EV Charging stations – individual and community chargers
How does the community feel about the board conducting yearly audits of homes in the neighborhood
Highlight the landscaping of the lower cluster island and front entrance.
ADDITIONAL ITEMS
Issues with garbage and Recycling pickups – not getting any answer. Not responding to the last couple of emails.
Cluster Cleanup Set for Oct 25th. Green drop Oct 18th. Hazardous waste Oct 11th
Pet waste stations – Aaron installed our first pet station by the tot lot! 🎉🎉🎉💩
ATTENDEES: Kristina Myer, Kelly Fairbank, Cyndi Hartman, Sandy Mohler, Katie Jay, Aaron Rider, Tazkiya Smith
AGENDA
TREE WORK
2252 Ailing oak tree –
DRB panel meeting scheduled for 11/25
Replacement trees
Cherry for 2252
Black gum for 2207
Tree inspection – Wednesday, 10/22
EROSION/VCAP PROJECT –
Adele – No updates
Next steps – is this enough to vote on or do we still need more information?
LANDSCAPING –
From Kelly: Mike P mentioned something to me last night that I wanted to mention to you. Since he has retired he is potentially interested in handling our landscaping this coming year. He wasn’t sure he could deal with the leaves, but he enjoys working outside and has time on his hands so thought he might be able to help and make that a benefit for him and the cluster. I told him I would chat with you about it. If this might be something we are interested in investigating, perhaps we can provide him a copy of the proposed contract so he can know what is expected and go from there.
DESIGN UPDATES
HVAC units –
Front enclosures – architectural redesign – need to reach out to DRB architect
Katie and Sandy to work together to update guidelines
Finley – similar to the quote from Dominion but can’t quite break down but includes a bit more sidewalk and a bit more curb and gutter replacement than Dominion
CLUSTER CLEAN-UP
Saturday October 25th at 9:30 am
Projects:
Picking up garbage around the cluster, along Olde Crafts up to South Lakes
Repaint speed bumps (need another gallon or 2 of paint)
Scrub brush or herbicide moss on walkway
Order more wood chips for path alongside 2231 – should arrive today or tomorrow
Snip strangling root around large tree in lower cluster
