Board Meeting Minutes – November 2020

Wheelwright Cluster Board Meeting – November 12

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

Financials – Treasurer went over monthly financials and projected costs.

2020 Budget Review

• Net income currently at $32,000 for the year
• Kelly will do a multi-year review to see how much we’ll have coming in on an annual basis for the parking lot resurfacing

2021 Budget Review

• Treasurer developed draft 2021 budget based on 2020 budget
• $4000 for tree maintenance
• $10000 for tree removal
• $100 increase for general liability insurance
• $200 for room rental
• Landscaping at same amount
• Separate line item for extra grass seeding? Yes, it will be under grounds maintenance in next budget
• Snow removal budget remains the same
• Trash increase of $200 for the year
• $7000 for erosion control 

Annual Meeting 

• Room reserved and layout confirmed – large central atrium area
  • Setup virtual way to attend – buy a decent speaker with cluster money? 
    • A couple examples were suggested in the chat
    • Many options suggested include: Skype, Zoom, Teams, etc.
  • We have already paid for the room, but might try to negotiate a refund due to COVID
  • Survey residents to see if they would prefer to attend or could attend virtually – Sandy will put together and send it out once the board reviews
• Need to replace Sarah and Jessica
• Use of Menti – Jessica
  • She gave a short demo of the software
  • Way to collect feedback from residents in real time via a word cloud or map
  • Good way to collect feedback anonymously
• Looking for someone to own the following options to present
  • Asphalt rejuvenation – Jessica
  • glass pickup – Jessica
  • electric car charging – Cyndi
  • community compost option – Sarah
  • Cluster siding palette, Hardie board, and vinyl options – Sandy
  • Audubon at Home visit summary- Kristina
  • Erosion – Kristina
  • Online payments – Kelly will mention with annual budget review

Guidelines Changes and DRB Applications

• Both shingle color updates and erosion/drainage plan approved by DRB
  • Shingle colors will need to be added to the cluster guidelines and updated on the website
• Hardie board and house colors – RA approval – Sandy
  • Discussion about email
  • We are currently approved for the T111 (12” on center)- normal cluster siding – propose removing from current guidelines; current ones will be grandfathered in
    • Not available off the shelf at Home Depot or Lowes
  • Approved for Hardie Board – 8” on center – more widely available 
  • Vinyl comes in 5” on center currently – no longer available – will have to replace the colors – light grey
    • Propose to remove the vinyl siding option due to limited stock and colors
  • Alura (the company that offers pre-finished Hardie board) –  Cypress (green), Ashen or Nantucket Gray (tan), Coastal Blue or Pewter (blue), Flagstone, Sterling Grey, Granite gray, savannah wicker, calvary (dark blue) are some of the suggestions
    • Sandy to order swatches and we’ll compare in person

Concrete Contract – Cyndi

• Date scheduled – Monday 11/16 – Cyndi will put a note on houses in the whole first row about the work
• 2245 concrete work -is it a common area? – have not yet heard back from the county.  Will address in early 2021 

Transition of duties

• Kristina – interim president
  • Seal and PO box key passed on
• Cyndi – interim vice president

Dues Payment

• dropbox of check that is independent of the house – next month and beyond
• Kristina went ahead and ordered this:

• Board voted to move the box and reimbursement for Kristina’s purchase – will put a note on the existing box about the move

Tree Work – Steve/Kristina

• DRB application for 2250 tree submitted and approved
• Scheduled for December 1st -3rd – will post an announcement on Facebook and Website 
• Sign to be strategically placed at least 3-4 days prior to work

Landscaping – Sandy

• Seeding and weeds cost and coordination – completed.  
• Dennis at 2256 says the seeding did wonders for the area between the path to woods and his house.

Reston Association Covenants Administration

• Next upcoming virtual meeting will be ‘Resources and Tools for Cluster Leadership’ and will include a robust discussion of who to contact for common issues and concerns
• Monday, November 16^th at 6:30pm – Kristina and Cyndi will try to attend

Community projects – for annual meeting discussion

• Future
  • Ideas?
• Past
  • Fall cluster cleanup
    • List of projects started/completed
      • Removal of invasive plants near the tot lot
      • Removal of invasive plants to left of little free library
      • Digging trench and repositioning and securing pavers by 2249
      • Spreading wood chips along bus path
      • Spreading wood chips behind 2219
    • Dumpster – send out notice exactly what can and cannot be disposed of for future cleanups.
  • Halloween – great feedback from the community.
  • Tot lot trash bin – Sandy – will work on in Spring 2021 cluster cleanup

Newsletter issued 11/11

• Concrete dates
• Erosion
• Annual meeting
• Maybe link to Hunter Mill District News
• Tree work reminder
• Board meeting positions

Next meeting 

• Annual meeting Monday December 7th
• Virtual/in-person

These considerations apply for annual meeting:

• STAY HOME if you have COVID-19 symptoms, have tested positive for COVID-19, are waiting for test results, or have been in contact with someone with COVID in the past 14 days.

The December meeting is the Annual Meeting. Next meeting – December 7, 2020.