Board Meeting Minutes – August 2020

Wheelwright Cluster Board Meeting – August 13

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

Tree Committee: Steve Weissman, Kerry Wingell, and Jeffrey Cai

Tree Committee

• Two proposals, both from JL Trees; one includes just cluster trees and the other includes some private trees
  • First proposal has 18 items, including topping off tree by tot lot, as it’s been deemed a danger and removal of 2241 (needs RA approval)
    • Tree committee has started an RA application for the 2241 tree and will share it with the board once it’s ready
    • Second proposal included trees for two private trees – 2224 and 2265 house trees
    • The tot lot tree would cost $1750 to remove, plus ~$6800 for the remaining work on the proposal
    • There was no distinction as to which trees are the most emergency needs
    • Discussion on the tree proposals and timing occurred
      • Current budget can incorporate all the work, but the board would prefer to wait until the work falls within the timeframe of saving 15% off the work
      • Tree committee will ask the arborist to prioritize the work on the proposal and will get back to the board on that decision. Voted yes on this delay.
        • Only thing that will be scheduled early is the tot lot tree – Note: we later decided to include this tree with the rest of the work in December because it’s not as much of a risk as we thought it would be.
        • Kristina will reach out to the homeowners in the proposal to schedule the work on their own; Will ask for additional tree work needs from homeowners in the next Wheelwrighter.
          • Tree work proposal and other tree work will be published on the website once we decide on when the work will be done.
          • Tree committee will review the additional tree work proposed by homeowners 

• A cherry tree behind one residents’ house (2250) is a cluster tree but is causing damage to their patio, which has been cited by Reston Association for action
• Discussion on tree roots and how to deal with them when they start to damage homeowners

Cluster Guidelines Changes

• Shingles
  • Jessica sent over application to Reston Association – update TBD

• Erosion Work – Kristina
  
  
  • Grant Status? Still waiting for an update
  • DRB application status? Vern is reviewing the application
    
    
• Hardie board and house colors – RA approval – Sandy
  
  
  • Pending color selection
  • Sherwin Williams partnership – once we decide on colors, Sherwin Williams will help with selecting the correct colors for Reston and keeping the formulas on file.
    
    

Landscaping

• The lillies that were cut down are now coming back and doing well
  • Apply the replacement money for annuals can be applied for next year’s budget
  • Landscaper can review the small trees tomorrow with Sandy that want to be done by the landscaper company
  • There are still issues with bushes leaning over the sidewalks – Jessica will consult with the RA consultant to see if we can trim bushes that lean over cluster space
    • Pruning would be done, not chopping
    • Cyndi will review and offer to have the board do it next time she sees the owners
    • Trimming bushes next to the little free library – Sandy will review it with them so they can trim those bushes back.
    • Audubon Society – contact wants to come out to meet with us August 24-27
      • Kristina and Jessica will meet with the contact to review the suggestions on Tuesday, August 25.

Street Light

• one with the panes still hasn’t been addressed with replacement panes – Cyndi will keep on the company about it.

Concrete work

• Need a proposal from two companies we have heard back from
• Send out message to community members to see what additional work is needed
• Jessica will wait for the second proposal and if we don’t receive it in a reasonable time, we’ll move forward on the work.

• Asphalt Rejuvenation – Jessica
  
  
  • Proposal received for ~8,000, which can’t be covered in the 2020 budget.  
  • Will be discussed at the annual meeting 

Annual meeting

• No option to have one that houses 50, but there is the community floor that will house 75 people
  • We propose to get that room and do it socially distanced, plus have a virtual option at the same time
  • Board agreed to go ahead to reserve the room for social distancing purposes

Community projects

• Past
  
  
  • Donations truck – very successful
    
    
  • Food truck – it was ok in terms of turnout
    
    
  • Trash pickup – a couple of people submitted photos for the prize and it was dropped off
    
    
• Future
  
  
  • Yard Sale – October – we will cancel due to COVID. Set up a marketplace on the cluster Facebook page, just for cluster residents. Will be included in the next e-Newsletter.
    
    
  • Fall cluster cleanup? Likely will occur in October. Instead of a cleanup, arrange for donation date with Habitat for Humanity to come pick up.
    • Use sign-up genius to have open items done by community
    • Jessica will coordinate the donations truck
    • Cyndi and Jessica will work on a list and will discuss in the September meeting
      
      
  • Tot lot trash redo – Sandy to work on in the fall.  She would prefer for it to be socially distanced work
    • If any tasks can be separated out, Sandy will let us know to add for sign up by residents

Dues Payment Dropbox

• All are in favor of putting it on the back of the Little Free Library, using the one we already have
  • Paint the one we have to help it, “hide in plain site”.
  • Have it be a kids project where they paint the current box
  • Think about it and talk about it at the September meeting.

The September meeting will still be virtual. Next meeting – September 10, 2020