Category Archives: Board Meeting

October Board Meeting

Friday, October 24th, 2025 at 7:00 pm 

ATTENDEES: Kristina Myer, Kelly Fairbank, Cyndi Hartman, Sandy Mohler, Katie Jay, Aaron Rider, Tazkiya Smith

AGENDA

TREE WORK

1. 2252 Ailing oak tree –
2. DRB panel meeting scheduled for 11/25
3. Replacement trees
4. Cherry for 2252
5. Black gum for 2207
6. Tree inspection – Wednesday, 10/22

EROSION/VCAP PROJECT –

1. Adele – No updates
2. Next steps – is this enough to vote on or do we still need more information?

LANDSCAPING –

1. 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

1. HVAC units –
2. Front enclosures – architectural redesign – need to reach out to DRB architect
3. Katie and Sandy to work together to update guidelines

CONCRETE

1. Spring bids for neighborhood concrete
2. Dominion – $11.20/sqft concrete sidewalk
3. Brothers – $9.89/sqft concrete sidewalk
4. 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

1. Saturday October 25th at 9:30 am
2. Projects:
3. Picking up garbage around the cluster, along Olde Crafts up to South Lakes
4. Repaint speed bumps (need another gallon or 2 of paint)
5. Scrub brush or herbicide moss on walkway
6. Order more wood chips for path alongside 2231 – should arrive today or tomorrow
7. Snip strangling root around large tree in lower cluster
8. Remove irrigation system from front entrance

2025 YEAR WIND DOWN

1. 2026 Proposals needed
2. Landscaping Wheelwright 2026.pdf
3. 2026
4. 2025
5. 3.9% increase
6. Snow removal – Snow Removal Wheelwright 2026 
7. 
8. Budget 16.5K for parking lot sealing and restriping per Burt
9. Annual Meeting (Monday Dec. 1st) topics
10. EV Charging stations – individual and community chargers
11. Landscaping projects from this year
12. How does the community feel about the board conducting yearly audits of homes in the neighborhood (enforcement)
13. HVAC units outside front enclosures?

ADDITIONAL ITEMS

1. Waste and Recycling – no current issues.
2. Pet waste stations – no feedback at this time
3. Online payments – may be moot point if we go without online version of quickbooks
4. Car with no plates lower cluster – belongs to 2255 – check in with homeowner end of Jan/beginning of Feb
5. Board member plans for 2026 – Cyndi retiring, Sandy and Kristina up for re-election.

FINANCIALS

NEXT MEETING – Sunday, November 23^rd.

September Board Meeting

Sunday, September 28th, 2025 at 7:00 pm 

ATTENDEES: Kristina Myer, Kelly Fairbank, Cyndi Hartman, Sandy Mohler, Katie Jay, Aaron Rider.

AGENDA

TREE WORK

1. 2252 Ailing oak tree –
2. Submitted additional documents for the application to RA on 9/12 – have not heard back about getting on their DRB calendar yet
3. Decided on cherry tree for the replacement
4. Can we do the replacement trees before the end of this year – cherry at 2252 and blackgum behind 2207?
5. Next tree inspection?

EROSION/VCAP PROJECT –

1. Adele replied to Sandy’s email on 9/1.  Here is her email: https://mail.google.com/mail/u/1/#sent/FMfcgzQbgcXPgWwgSHDHJxztMDjWFLSB
2. Next steps – will see if we can get some more details for Adela, # of plants? Etc.
3. We are looking at next spring for the project to start.

LANDSCAPING –

1. Ernst seeds for the outer mulched area by entrance:
2. https://drive.google.com/file/d/131-2CoNy2PXexJuRsA0CW7FY9bbc5cCN/view?usp=sharing
3. Recommends cover crop: Oats (Spring) or Grain Rye (Fall), both at 30 pounds/acre.
4. 
5. 
6. 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.
7. 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

1. HVAC units –
2. Front enclosures – architectural redesign – need to reach out to DRB architect
3. Katie and Sandy to work together to update guidelines

CONCRETE

1. Spring bids for neighborhood concrete
2. Dominion – $11.20/sqft concrete sidewalk
3. Brothers – $9.89/sqft concrete sidewalk
4. 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
5. Finley Asphalt & Concrete

CLUSTER CLEAN-UP

1. Saturday October 25th at 9:30 am
2. Projects:
3. Picking up garbage around the cluster, along Olde Crafts up to South Lakes
4. Bricks to extend around the garbage can by the tot lot.  Maybe extend around the Little Free Library. Looking for other ideas.
5. Repainting the speedbumps.
6. Secure the edging of the mulch path between the tot lot and Cindy’s house.

2025 YEAR WIND DOWN

1. 2026 Proposals needed
2. Landscaping – reached out to Chris on 9/17
3. Snow removal – reached out to Greg (M & M Expert Services, LLC) on 9/17
4. Waiting to hear back from both
5. 2026 Budget needed by end of October or early November.
6. Annual Meeting (Monday Dec. 1st) topics?
7. EV Charging stations – individual and community chargers
8. How does the community feel about the board conducting yearly audits of homes in the neighborhood
9. Highlight the landscaping of the lower cluster island and front entrance.

ADDITIONAL ITEMS

1. Issues with garbage and Recycling pickups – not getting any answer.  Not responding to the last couple of emails.
2. Cluster Cleanup Set for Oct 25th.  Green drop Oct 18th. Hazardous waste Oct 11th
3. Pet waste stations – Aaron installed our first pet station by the tot lot!  🎉🎉🎉💩
4. Monarch Way Station Sign was installed by Rose.
5. Vehicle Registration – done – TM Copy of Updated Homeowner List/Car Registration January 2025
6. Online payments – No update
7. Car with no plates lower cluster – belongs to 2255 – check in with homeowner end of Jan/beginning of Feb
8. Newsletter
9. Board member plans for 2026 – Cyndi retiring, Sandy Mohler and Kristinia Myer are up for re-election.

FINANCIALS

NEXT MEETING – Friday, October 24th

Sunday, August 10, 2025 at 7:00 pm 

ATTENDEES: Kristina Myers, Kelly Fairbank, Cyndi Hartman, Aaron Rider, Sandy Mohler, Katie Jay

AGENDA

EV CHARGING STATIONS

1. Homeowner at 2262 – Scott Conrad is interested in installing an EV charging station in or next to his parking spot.
2. Board agrees that neighborhood consensus is warranted for such a change in landscape on common property and the measure should be presented at the annual meeting.
3. Unfortunately, the approval will not happen this year to get the tax credit.  We need to get a quorum from the cluster before going to Reston HOA for approval.

TREE WORK

1. 2252 Ailing oak tree –
2. Still waiting for official statement on “letterhead” from TreeSmith USA.  All other requirements have been completed and ready for submission.  According to RA, “Deferred decision on the tree removal to the next available DRB Panel meeting, to allow the applicant to obtain an official arborist statement on an official letterhead and send out a community notification regarding the tree removal.”
3. Will get the date of the next DRB panel once we have submitted all the documents Reston HOA requested.
4. Tree trimming
5. 2214 and 2222 trees trimmed back from houses
6. 2218 tree deemed a potential immediate risk to life and/or property has been removed.
7. Another assessment warranted after several heavy storms?
8. Will do another September evaluation.

EROSION/VCAP PROJECT –

1. Sandy met with Adele on 5/21
2. Sandy finally heard back from Adel, she has 4 additional projects in front of ours.  She said she will submit the end of 8/18.  The board needs to approve the proposal before it goes to Reston, then the VCAP.
3. Timing for DRB application and presenting project to homeowners

LANDSCAPING –

1. Lower cluster island landscaping – need to remove irrigation system.  Looking at doing that tomorrow, Monday, 8/11.
2. Aaron will set up a set of solar panel lights on the island to uplight the two trees.
3. Front entrance planting officially put on hold until Fall?  Yes, Chris says this can be done
4. May be able to do Earnst seed mix in newly mulched area on Olde Crafts in fall? Yes
5. Fall lawn treatment, we are going to skip this year.  We need to reach out to lawn focused companies earlier in the year.

DESIGN UPDATES

1. Huge thanks to Sandy for fielding many homeowners’ questions about design updates these last couple of months
2. Skylights – available sizes are wider than our current design, but the current size is available, they just need to order it, it is not available in Home Depot.  The larger sizes come with a internal blind and much more expensive.
3. HVAC units –
4. Front enclosures – architectural redesign, no updates
5. Positioning of units – currently inside front enclosures (can implement cutout for additional air flow) and rear of houses
6. Help with updating Wheelwright guidelines? – perhaps Katie?

CONCRETE

1. Spring bids for neighborhood concrete
2. Dominion
3. Brothers – waiting for estimate.

MONARCH WAY STATION

• Certification received – sign can be put up

ADDITIONAL ITEMS

1. Pet waste stations (survey) – has not been purchased yet.
2. Vehicle Registration – Tim has been updating
3. Online payments – no update
4. Meetings on Sunday evenings going forward for rest of 2025
5. Car with no plates lower cluster – belongs to 2255 – plan to fix over time
6. Newsletter
7. Board member plans for 2026
8. Cluster Cleanup Set for Oct 25^th.  Green drop Oct 18^th. Hazardous waste Oct 11^th.

FINANCIALS

NEXT MEETING – Sunday, September 7, 2025

Wednesday, March 19th, 2025 at 7pm 

ATTENDEES: Kristina Myers, Sandy Mohler, Cyndi Hartman, Kelly Fairbank, Katie Jay, Aaron Rider, Antonella Cordero

AGENDA

TREE WORK

1. Tree work will start on Tuesday, March 25. Treesmith USA will start with the northern parking area, in the NE corner.  Still waiting for guidance on vehicles to be cleared during the tree work.
2. Board decided to wait on oak by 2252 to see if Canvastat treatment has proved beneficial.  Kevin will be able to better assess once it starts to leaf.

LANDSCAPING

• Quote for lower cluster island plantings for next Spring $5065.00 if we go through GreenSpace – his plan would ensure that the area would look fully planted with larger plants right from the get go.  Alternatively, we could try to lower the cost with the following:
• Reached out to Chris about when to plant
• Fairfax Releaf – https://www.fairfaxreleaf.com/free-trees/
• Earth Sanga – we can obtain trees for 50% off – Chris has offered to pick up for us
• https://docs.google.com/document/d/1xvy1QdLou6IWv2la2Ay71Haox1jr164xRveFzeDkPMQ/edit?usp=sharing
• Watering after fully planted
• Volunteers through a sign up genius?
• https://www.vevor.com/battery-powered-sprayer-c_12016/vevor-battery-powered-backpack-sprayer-with-cart-0-94-psi-adjustable-pressure-4-gallon-tank-on-wheels-with-8-nozzles-and-2-wands-12v-7-2ah-battery-wide-mouth-lid-for-weeding-spraying-cleaning-p_010911656970
• https://www.amazon.com/Pack-Dark-Green-Ring-Round/dp/B0DB8FXMZC/ref=asc_df_B0DB8FXMZC?mcid=8aa8edbd64cd3c438d3baf3a302493ea&hvocijid=3887454483511816466-B0DB8FXMZC-&hvexpln=73&tag=hyprod-20&linkCode=df0&hvadid=721245378154&hvpos=&hvnetw=g&hvrand=3887454483511816466&hvpone=&hvptwo=&hvqmt=&hvdev=c&hvdvcmdl=&hvlocint=&hvlocphy=9007595&hvtargid=pla-2281435177618&th=1
• https://www.amazon.com/Watering-Devices-Terracotta-Automatic-Vacation/dp/B0DSC449XW/ref=sxin_17_sbv_search_btf?content-id=amzn1.sym.7032aefd-3c59-4a1e-aaf4-8d3a944207a4%3Aamzn1.sym.7032aefd-3c59-4a1e-aaf4-8d3a944207a4&cv_ct_cx=self+watering+plants&keywords=self+watering+plants&pd_rd_i=B0DSC449XW&pd_rd_r=65737f80-5f94-4b57-aa1a-29941ee77caf&pd_rd_w=Z1aEw&pd_rd_wg=u7b3I&pf_rd_p=7032aefd-3c59-4a1e-aaf4-8d3a944207a4&pf_rd_r=1KV398YYVA640KST7B2S&qid=1742236308&sbo=RZvfv%2F%2FHxDF%2BO5021pAnSA%3D%3D&sr=1-1-5190daf0-67e3-427c-bea6-c72c1df98776
• https://www.amazon.com/Watering-Devices-Terracotta-Vacation-Waterer/dp/B07F3YM1WD/ref=sr_1_7?dib=eyJ2IjoiMSJ9.qyoEisMX9dE2Bp12izccgtUJCzZ3MW-kfO4W3mzL4CSGuSbsFaSq4i196pgZzIA9oc_rV8Dc1XdxgVCxIq9g6_LS2mCreu5uA8ZNhbk5mRA-0Bstsxkxuw6UZ6ny6_QXr5lUMl1LydhbX2_T2fZutj280HWstvDeDgu0qhF6HanaZ1bfdipXEabDwqGJeVeP6bqJxEoFlBGRDM15RHeuHa4ikj82nohQpoYPUtBTlTB-jPgnzh-ekUsWV2N8uGh0WRmARShYcJk9mNatNAKVUVJPf3DxzOqObsm_0c5QhvmB-TA0Qxlrpq9r4YtI2iissoYzaakMm2I8JL4kAgACAtCUNMmAtshmRwEuwKSwKX9_g7p9XcQ5EXj3hBwiB9-LOu5FWVVp5wsPGyaxJcT07NKrXdPEaLgqzClqRABCOB0VpkFNzuqz_5-uPNeOkpV7.3E45wmPxlLzfiGNyWyzWOLEKys6MMaVFxRXAfJiQjPw&dib_tag=se&keywords=self%2Bwatering%2Bplants&qid=1742236716&sr=8-7&th=1
• Front Entrance Landscaping
• Jen Ren’s landscape design plan for entrance:
• Email sent to CH asking for estimate – he’s waiting for nurseries to carry the plants for pricing
• Solar lighting for front sign:
• https://www.amazon.com/Outdoor-Billboard-Lighting-Bussiness-Commercial/dp/B0D1JKGBNH/ref=sr_1_5_sspa?dib=eyJ2IjoiMSJ9.JiVygSpbeBMbmRPIgHNUQHwquZysnXllrg-BzxRmS8552AOYpLcBuZtQugtqEAMo2QB_zjC_2-zFN9LjPY4FGpTitperMWfItltQN_CTwLqcdBvJKXjQKCsczZkUofYxkkGFttZRnkqJHgaQKh_ABdVrT2tKX8a2PobeU-u9GAlp2oPbn3lhE90GQDy2wmBlTZ4LlzBX7IHkOsm2Pc2mOmgk-cWibfg1-S-IiDNZ5E9YURkMV7su9O4AQGRq2gak2SLphhmKXyorHQH7-6bKILgq4UEdYNro5N5OBZNmW1Y.-YD8jpC0yYEheIQqVlrTSetT_vMEm2bt-P2NOXHpTEk&dib_tag=se&hvadid=695158400546&hvdev=c&hvexpln=67&hvlocphy=9007595&hvnetw=g&hvocijid=11350049659509042312–&hvqmt=e&hvrand=11350049659509042312&hvtargid=kwd-4242926788&hydadcr=16498_13416249&keywords=solar%2Blighting%2Bfor%2Bsigns&mcid=a58f5580d1ef3d0ca148da77746fc79c&qid=1742237116&sr=8-5-spons&sp_csd=d2lkZ2V0TmFtZT1zcF9hdGY&th=1
• https://www.amazon.com/PULITAITONG-Brightness-Automatic-Charging-Fencescapes/dp/B0DB2TDQWN/ref=sr_1_29?dib=eyJ2IjoiMSJ9.JiVygSpbeBMbmRPIgHNUQHwquZysnXllrg-BzxRmS8552AOYpLcBuZtQugtqEAMo2QB_zjC_2-zFN9LjPY4FGpTitperMWfItltQN_CTwLqcdBvJKXjQKCsczZkUofYxkkGFttZRnkqJHgaQKh_ABdVrT2tKX8a2PobeU-u9GAlp2oPbn3lhE90GQDy2wmBlTZ4LlzBX7IHkOsm2Pc2mOmgk-cWibfg1-S-IiDNZ5E9YURkMV7su9O4AQGRq2gak2SLphhmKXyorHQH7-6bKII4S3n-eZIGDLU6rwp9YQJmqhhJEDCXFRK_1ICgbcpaKeuwgSNn09-QNPw53XX8iOycji69weHGoI41VAbV3q-AdWvwMAZxyQiPEle7S-S75uHwjm_ND5C_nttwVJ5Fdood2Grsha_746pFeV3sQH1SITgv6ssKX48i93OFqTiTU.ykpn7XtpPKDQEEaQbsKt-lGXXEN_l9PNTQIAG8rh8Yk&dib_tag=se&hvadid=695158400546&hvdev=c&hvexpln=67&hvlocphy=9007595&hvnetw=g&hvocijid=11350049659509042312–&hvqmt=e&hvrand=11350049659509042312&hvtargid=kwd-4242926788&hydadcr=16498_13416249&keywords=solar%2Blighting%2Bfor%2Bsigns&mcid=a58f5580d1ef3d0ca148da77746fc79c&qid=1742237116&sr=8-29&th=1
• https://www.touchofeco.com/product-page/liteagent?gQT=1
• https://www.ebay.com/itm/286210822917?chn=ps&mkevt=1&mkcid=28&var=588438649319&google_free_listing_action=view_item&srsltid=AfmBOorXc4iLM4ol9NcA68-SNfFNfh9MlkCQgeyr62kzK4d3vM0CZmQUzKU&gQT=1
• Mulch orders –
• Homeowner mulch orders – By April 2, delivered by April 19th
• Cluster mulch order – Delivery for cluster cleanup, April 26th

EROSION/VCAP PROJECT

1. Touched base with Adele 3/19.

GARBAGE PICKUP

1. Issues with garbage and glass being left on street after pickup.
2. Reminder to residents about what can and cannot be recycled

PET WASTE STATIONS

1. https://www.vevor.com/pet-waste-disposal-c_13520/dog-waste-station-11-5-gallons-outdoor-dog-poop-station-with-600-bags-p_010855370158?adp=gmc&srsltid=AfmBOorQnakYmLNNhEgBy8YO7tKGbv77_PiSobuHF3vF_b5V6Keg6sgRVC8&gPromoCode=google202412&gQT=1
2. https://www.lowes.com/pd/Namco-Doggy-Do-Pet-Waste-Station-Complete/5013097127?user=shopping&feed=yes&srsltid=AfmBOoqZ_PIaFa4EOSjLXx2ouwTZdI_s6rJmE73NBMoCfBK26OLrZqFuQHo&gQT=1
3. https://www.petwasteeliminator.com/pet-waste-stations.html?product_list_limit=all&srsltid=AfmBOopvJTTC24ts3eG2bNup-CnQT2MDA84tvnC7VmbeM7ocdZ-8b-Gz
4.  

DESIGN UPDATES

1. HVAC units –
2. Front enclosures – architectural redesign
3. Positioning of units – currently inside front enclosures (can implement cutout for additional air flow) and rear of houses

ADDITIONAL ITEMS

1. Concrete
2. Spring mulch orders
3. April – important dates
4. Cluster clean up – April 26th
5. Household haz waste pickup – April 12th
6. Mulch delivery – April 19th
7. Greendrop – April 19th
8. Vehicle Registration
9. Online payments
10. Newsletter – March
11. Update website – meeting minutes

FINANCIALS

NEXT MEETING TUESDAY, APRIL 8TH AT 7PM

Wednesday, February 19th, 2025 at 7pm 

ATTENDEES: Kristina Myers, Sandy Mohler, Cyndi Hartman, Kelly Fairbank, Katie Jay, Aaron Rider

AGENDA

TREE WORK

1. Decided on the Black Gum for planting on the bluff behind 2211/2213
2. Estimate for current tree work proposal from TreeSmith USA is $16,250.  We voted to move forward with this work; however, Kevin’s recommendation is to wait until the large oak by 2252 leaves out so we can better assess the health of the tree.  Tree work minus 2252 tree:  $10,150 (SM sent signed proposal)
3. No DRB’s needed for the other 2 trees slated for removal (behind 2230 and 2226).  DRB for 2252 tree in progress and will be completed once we receive the go ahead for removal from Kevin.

LANDSCAPING

1. Quote for lower cluster island plantings for next Spring $5065.00 if we go through GreenSpace – his plan would ensure that the area would look fully planted with larger plants right from the get go.  Alternatively, we could try to lower the cost with the following:
2. Fairfax Releaf
3. FFX Tree Stewards
4. Earth Sanga
5. We will be looking into finding out which dog is using the island as a bathroom.  This needs to be solved before investing in planting.
6. Watering after fully planted
7. Volunteers through a sign up genius?
8. Water bags?
9. Ideas from Chris
10. Front Entrance Landscaping
11. Jen Ren’s landscape design plan for entrance:
12. Attached is a draft of the front entrance planting plan. It includes plants to be removed, new planting, and pictures of the plant choices. I made sure the plants were deer resistant and provided year-round seasonal interest.

New plant cost estimate: $790 (based on local nursery prices)

I also looked into steep slope/erosion control seed mixes for the mulched slope area on the other side of the front entrance.

area: 600sqft

seed mix required: 0.25 lbs

Since it’s a small area, I haven’t had much luck finding nurseries that sell small amounts of seed mixes. I’ve specified seed mixes from Ernst Seeds, Prairie Nursery before. I can keep looking.

When you have time, please let me know if you or the board have any feedback.

• planting front.pdf
• Email sent to CH asking for estimate
• Solar lighting for sign – Kaxiida Solar Lights Outdoor Waterproof IP68, 3 Lighting Models Solar Powered Spot Lights Outdoor, 56LED Solar Lights Dusk to Dawn for Yard Patio Garden Pathway Landscape Lighting – Amazon.com, has a 6 pack for $39.99

EROSION/VCAP PROJECT

1. Met with Pete Corbino from District Native Plants about area behind 2248-2256
2. Talked about a project that would stay within our budget
3. Targeting each downspout with swale, plantings; daylighting further up slope
4. Design would cost $1250
5. Cluster could add slope plantings over time to further stabilize the slope during cluster cleanups
6. Pete was enthusiastic about the moss already covering the slope.  He said that is a good sign
7. Kristina will look into our current contract to see what options we have for either moving forward or getting out.

DESIGN UPDATES

1. HVAC units –
2. Front enclosures – architectural redesign
3. Positioning of units – currently inside front enclosures (can implement cutout for additional air flow) and rear of houses
4. Sandy has someone to reach out to on possible designs
5. Outside lighting – Sandy is looking at options to present to homeowners
6. Front door color matching the house color – very popular response from homeowners.
7. Deck stairs – Spiral stairs for rear decks are approved by Reston HOA

ADDITIONAL ITEMS

1. Concrete – Cyndi will look at possible companies for quotes.
2. Vehicle Registration – Kristina has emailed to homeowners, now need to put the information together.  Katie will help with this.
3. Pet Waste Stations – No update.  Aaron will look at options.
4. Online payments – No update
5. Addressing houses in the neighborhood that have fallen into disrepair – will need to bring up at the annual meeting to see what homeowners would like to see happen.
6. Newsletter – Feb/March

FINANCIALS

NEXT MEETING TUESDAY, MARCH 11TH AT 7PM

Tuesday, January 14th, 2025 at 7pm 

ATTENDEES: Kelly Fairbank, Sandy Mohler, Kristina Myers, Cyndi Hartman, Katie Jay, Aaron Rider

AGENDA

HOA RESPONSIBILITIES

1. Snow Removal (Greg McGreevy – M&M experts) – Aaron Rider
2. Communicate with Greg about snow issues in the neighborhood
3. November thru February or March
4. Ensuring receipt of annual contract (around October/November)
5. Landscaping (Chris Hughes – GreenSpace Lawn and Landscape) – Kristina Myers / Sandy Mohler
6. Communicate with Chris regarding landscaping issues
7. Point person for special projects
8. Landscaping for lower cluster island
9. Landscaping for front entrance
10. Mulch orders in the Spring
11. Grass rejuvenation
12. Garbage Pickup (Theresa Cunningham – Bates) – Katie Jay
13. Communicate with Theresa about pickup issues
14. Relay information regarding holidays impacting pickup schedule
15. Schedule roll off dumpster for Spring and Fall Cleanup
16. Concrete (Juan – Bright Construction Group) – Cyndi Hartman
17. Neighborhood walkthrough to determine which sidewalk and curb areas need repair
18. Reach out to additional companies for multiple bids
19. Watchlights (Dominion) – Cyndi Hartman
20. Calling Dominion (sometimes repeatedly) to report light outages or blinking lights
21. Legal (Chesapeake) – Kristina Myers
22. Communicating legal issues/legal inquiries
23. Parking – keeping an eye on suspicious vehicles, trying to update cluster vehicle list, communicating with neighbors about their expired tags (Easton has retired this position) – Kristina Myers / Cyndi Hartman / Katie Jay
24. Currently updating our car registration list
25. Trees – (Kevin – TreeSmith USA) – Sandy Mohler / Kristina Myers
26. Tree walkthrough to determine which trees pose risk to life and/or property, trees for pruning and/or rejuvenation and aesthetic trimming.
27. Communicating with Erin to determine which trees slated for removal require a DRB application and executing application.
28. Community outreach – Kristina Myers / Aaron Rider
29. Emails – keeping residents/homeowners updated about what’s happening in Wheelwright
30. Wheelwrighter – newsletter (ideally at least 4-6/year)
31. Facebook updates
32. Sign
33. Website
34. Erosion/Drainage (Adele – DecoFootprint) – Kristina Myers / Sandy Mohler         
35. Ongoing VCAP project behind houses 2246-2256
36. Alternative landscaping companies
37. House Exterior Redesign (Erin – Reston Association) – Sandy Mohler / Aaron Rider
38. Researching  ideas for design updates
39. Making proposals for new design features or updates
40. Writing DRB proposal and submitting

TREE WORK

1. Kevin’s recommendation for trees for that empty space on the bluff behind 2211/2213: “Possible plantings for the bluff, possibly a Black Gum tree.
2. Estimate for tree work for 2025 is $15,600.  We voted to move forward with this work.
3. Tree DRB’s – 2254/56

LANDSCAPING

1. Quote for lower cluster island plantings for next Spring $5065.00 if we go through GreenSpace – his plan would ensure that the area would look fully planted with larger plants right from the get go.  Alternatively, we could try to lower the cost with the following:
2. Fairfax Releaf
3. FFX Tree Stewards – Just assists with planting
4. Earth Sanga
5. Watering after fully planted
6. Volunteers through a sign up genius?
7. Water bags?
8. Ideas from Chris
9. Front Entrance Landscaping
10. Jen Ren has offered to put together a landscape design plan
11. Site plan – with plants to be removed

remove daylilies and invasive Nandina

• Site plan – with proposed plants

I’ll keep the proposed planting minimal, mostly in front of the shrub row

I’ll pick plants that are deer-resistent and have seasonal interest (maybe choose similar plants as the lower cluster island planting to keep the same character)

• Plant quantity and Cost estimate

I’ll include the erosion-control seed mix quantity/cost estimate as an option (low-maintenance, erosion control seed mix for the newly mulched area)

• I think those deliverables would take me about 5-6 hours. Is $125 ok for my design cost?
• Aaron will look into solar landscape spotlight for the front sign.

ADDITIONAL ITEMS

1. Design updates
2. Online payments
3. Addressing houses in the neighborhood that have fallen into disrepair

FINANCIALS

NEXT MEETING TUESDAY, FEBRUARY 11TH AT 7PM

Tuesday, December 10th, 2024 at 7:30pm 

ATTENDEES; Kristina Myer, Cyndi Hartman, Aaron Rider, Kelly Fairbank, Sandy Mohler, Katie Jay

AGENDA:

SURVEY RESULTS

1. https://docs.google.com/spreadsheets/d/1g-lW_qgejBpTMYNI7Geal60As7ym0-cdaYEasKExakM/edit?usp=sharing

HOA POSITIONS

1. Kelly – Treasurer
2. Sandy – Vice President
3. Cyndi
4. Kristina – President
5. Aaron – Secretary
6. Katie

Tuesday, November 12th, 2024 at 7pm 

ATTENDEES: Kristina Myer, Kelly Fairbank, Sandy Mohler, Cyndi Hartman, Katie Jay, Aaron Rider

AGENDA

EROSION

1. VCAP project updates
2. Will pass along updates later

TREE WORK

1. Large tree branch that fell behind 2226-2230
2. Most of the damage to 2228
3. Large amount of tree debris that needs to be discarded/disbursed
4. $1000 estimate from Kevin
5. $1000 remaining in tree budget for 2024
6. Estimate for tree work for 2025 is $15,600.  We can move $3,600 from erosion control to get the tree budget up to this level.  Voted and passed.

REPAVING

1. Completed 11/7 with no major issues
2. Resident who pointed out the parking lot seam is not as smooth as could be and has some discoloration.  Kristina is meeting with Robert tomorrow to look at the seam and see if any corrections are needed.

LANDSCAPING

1. Chris Hughes – waiting for the following:
2. 2025 contract received – sent back with a few revisions.  Price will increase by 6.2% – $26,210 (assuming mulch for lower island is covered in the lower cluster planting below)
3. Price increase is mostly due to extra mulch (for entrance) and extra mowings
4. Quote for lower cluster island plantings for next Spring $5065.00
5. Plant types as described. (Great selections. Color. 4 season interest!)
6. Magnolias are 7′ Balled and burlapped.
7. Shrubs are #3 gallon
8. Perennials are 1 gallon sized
9. For Spring Cluster Cleanup, we would clean the bed, add top soil and a plant starter amendment for each plant and mulch when completed.
10. Looking at options for local clubs to either provide plants or help with planting.

CORPORATE TRANSPARENCY ACT

1. The Corporate Transparency Act (CTA) 

CTA: Corporate Transparency Act

HOA must submit

FinCEN Corporate Transparency Act Homeowner Associations | HOAs

Any domestic reporting company created before January 1, 2024, must file a report no later than January 1, 2025.

Reporting Company Required Information:

1) Its full legal name

2) Complete current address – reporting company’s registered agent

3) The state where the company first registered

4) IRS Taxpayer Identification Number (TIN)

Company applicant is considered the individual who directly files the documents with the

Secretary of State that creates the entity. We don’t need to provide a company applicant

because we did not file the application on Jan 1, 2024 or later.

Beneficial Owner, exercises substantial control over the entity. Directs, determines or has

substantial control over important decisions.

Beneficial Owner required information:

1) Full legal name

2) Date of birth

3) Current residential address

4) Unique identifying number. U.S. passport, driver’s license. Need to include picture of

front side of document.

3 methods of submitting:

1) BOSS Web file system

2) BOSS PDF submission

3) Approved API 3 rd parties

Once filed, BOSS system does not keep a record to go back and search. Does not allow you to create a user profile. Filings are not visible to general public.

• RASi: Registered Agent Solutions Inc:

2. Voted to use this company to submit filing.  Kristina will be the “Beneficial Owner” and work with Aaron to get documents submitted.

ANNUAL MEETING

1. Monday, December 2nd at 7pm
2. Notice to residents no later than 11/25 – combination of email, snail mail, and door to door handouts
3. Topics
4. 2024 Budget Review/2025 budget proposal
5. Exterior light options.
6. Door paint colors.
7. Pet waste stations.

ADDITIONAL ITEMS

• Tree Inspection
• Upper cluster poplar replacement – tree for behind 2207, recommend a white oak.
• Online payments
• Design Updates – front sheds – architect from RA; distinguishing shades of amber white

FINANCIALS

NEXT MEETING Monday, December 2nd, at 7 pm

Tuesday, October 8th, 2024 at 7pm 

ATTENDEES

AGENDA – Kristina Myers, Kelly Fairbank, Sandy Mohler, Cyndi Hartman, Katie Jay, Aaron Rider

EROSION

1. VCAP project updates
2. Adele is working on sending us an itemized budget for our project.  She says our budget is tight for the area we want to work with.  We may have to do the plantings ourselves.

TREE WORK

1. Tree Inspection
2. 9/27 Sandy’s meeting with Kevin:
3. Replacement tree in upper cluster for poplar, don’t recommend additional trees in the island, looking at possible adding a tree behind 2207 where the two trees were hit with lighting.
4. 2252 tree removal, no longer can help, end of life.  Hemlock behind 2252 is also at end of life, recommending removal.  This will help the cherry tree next door. 
5. Recommend moving the cedar tree in lower island and place it where the Elm tree is being removed.
6. Magnolias would work well in the lower island.
7. Recommend removing the strap on the tree behind 2219, might have to remove if tree can’t support itself.
8. $2500 remaining in tree budget for 2024.  We should be receiving an estimate in the next week to two weeks.
9. Replacement for hemlock in lower cluster
10. Monarch Way Station with help and direction of Rose Robinson at 2272
11. Additionally, we will need to remove a portion of the mulch when planting – wheelbarrows?
12. Rose was able to recruit one volunteer through the Monarch Teacher Network who said she will come at 10:00 on the 26th to help with the garden. She said she would also bring 12 plants, a mix of potted asters, bee balm, black eyed Susan’s and blue mist flowers. She also has milkweed seeds that are already germinated and ready for planting we could try.
13. 
14. Rose got a recommendation to nix the Chokeberries because they can grow too tall and provide too much shade for the sun loving plants.  171.72 – 30 = $141.72
15. The cost of the 4x4x8 ground contact pressure treated pine timber is $11.48 each. If it is 12’ by 12’ we would need 6. So $68.88 plus tax.
16. Total is $210.60.
17. Top soil

REPAVING

1. DRB decision about lower cluster island removal
2. Application has been approved in full.
3. Dates as follows:
4. Pressure wash the yellow curb:  Monday, 10/28
5. Concrete work for the new parking spaces:  Tuesday, 10/29 and Wednesday, 10/30
6. Milling the rear of the property:  Monday, 11/4
7. Paving the rear of the property:  Tuesday, 11/5
8. Milling the front of the property:  Wednesday, 11/6
9. Paving the front of the property:  Thursday, 11/7
10. Please see attached map.  It states the following:
11. Tuesday, Oct. 29 and Wednesday, Oct. 30 (GREEN shaded areas):  We will be excavating the island, performing curb/gutter replacement, and installing stone.  We will need all the cars out of that middle island for these two days.
12. Monday, Nov. 4 and Tuesday, Nov. 5 (RED shaded areas):  We will be milling and paving the rear section of the cluster.  There should be no parking in the rear parking lot.
13. Wednesday, Nov. 6 and Thursday, Nov. 7 (BLUE shaded areas):  We will be milling and paving the front section of the cluster.  There should be no parking in the front parking lot.
14. Please keep in mind that start times for each of these days is 7:00 a.m.  
15. Speed bumps – will talk to Gunsmith to see how they like the size of their speed bumps.

LANDSCAPING

1. Chris Hughes – waiting for the following:
2. Date for mulch installation by front entrance
3. 2025 contract
4. Quote for lower cluster island plantings for next Spring

CORPORATE TRANSPARENCY ACT

1. The Corporate Transparency Act (CTA) was signed into law in December 2020 and is now in effect for many community associations. This law requires community associations that are not 501(c)4 organizations and with fewer than 20 employees and less than $5 million in annual revenue to disclose beneficial owners’ information to the Department of Treasury’s Financial Crimes Enforcement Network (FinCEN). This information would include:
2. Business name
3. Legal name of board members, birthdate, home address, an identifying number from a driver’s license, state ID, or passport
4. Identity of the individual with substantial control: The same information (name, birthdate, home address, identifying number) of person(s) who exercise substantial control over financial reporting for the community association.
5. Changes, corrections, and additions to the filing must occur within 30 days of when you become aware of the change (i.e., board member moves, is replaced, etc.)
6. Failure of a volunteer community association board to comply—intentional or not—could result in up to $10,000 in fines and up to two years in prison.
7. Cluster and Condominium Associations are encouraged to consult with your legal counsel and determine how best to navigate these requirements.
8. From Chesapeake Law Group, PLC:
9. Since the CTA is officially in effect and beneficial ownership information reports need to be filed, our office suggests reviewing our engagement letter in addition to this memorandum as soon as possible. From there, once retained for this service, our office can ensure the association is in compliance with the CTA prior to the January 1, 2025 deadline.
10. Our engagement will consist of assisting your Beneficial Owners in the filing process. Once the information of a Beneficial Owner is filed, no further filing is necessary unless the Beneficial Ownership information changes, such as a change in address or change of Beneficial Owner.  The Filing Phase will be charged as follows: A flat annual rate of $275.00 and $75.00 for every update required. We will send the bills for our fees and costs to the Association. To ensure proper compliance, you are responsible for communicating with us and providing us with the accurate information we need concerning your Beneficial Owners so that we can accomplish our analysis.
11. Aaron will look into the requirements and give a summary in the November meeting.

ADDITIONAL ITEMS

1. Important Dates
2. Cluster clean up – Saturday, October 26th
3. Hazardous waste – Saturday, October 12th
4. Greendrop – Saturday, October 19th
5. Roll off dumpster – Friday, October 18th through Monday, October 21st
6. November meeting
7. 2025 budget proposal
8. Annual review of reserve study
9. Online payments – no update
10. Design Updates – front sheds – architect from RA; distinguishing shades of amber white – no update.
11. Snow Removal Contract – services went up $5 per hour for each
12. EV charging stations – Charge Up Fairfax Virtual Roundtable

FINANCIALS

NEXT MEETING TUESDAY, November 12th, at 7 pm