Category Archives: HOA Board Meeting Minutes

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

August Board Meeting

Tuesday, August 13th, 2024 at 7pm 

ATTENDEES – Kristinia Myers, Kelly Fairbank, Sandy Mohler, Cyndi Hartman, Aaron Rider

AGENDA

EROSION

1. VCAP project updates
2. Adele has been in talks with Judy from Soil and Water Conservation District to maximize our rebate – she is trying to break our project into 2 with final submission on September 1st. – She has been contacted and hope to hear back soon.

TREE WORK

1. Tree behind 2276 slated for removal – morning of August 23rd
2. The row of 5 cars at the bottom of the cluster will need to be moved.
3. Tree inspection will take place the same day in the afternoon.
4. Board agreed last meeting to replace the poplar that was removed on the upper cluster island with another tree and replace the hemlock in the lower cluster with a pollinator garden facilitated by Rose Robinson at 2272.
5. Rose and Kristina met up to talk about her ideas in late July.  Rose has been in talks with:
6. Earth Sanga, Monarch Teacher network and Virginia Plant Nations Society
7. 12 ft diameter space; 2 types of milkweed; need to level with either a retaining wall or surrounding trench for drainage
8. Earth Sanga for seedling donations
9. Recommendations for tree replacement in upper cluster island
10. First year tree credit through Chris
11. Looking at placing the new tree on the west side of the island.  Sandy will work with Chris on a recommendation on type of tree and placement.

DESIGN UPDATES

1. Front sheds – pro bono architect at RA – No updates
2. Amber white –
3. Distinguishing if there is a difference in shades from one manufacturer to another

REPAVING

1. DRB decision about lower cluster island removal with conditions
2. Fire marshall update – no need to obtain a permit since the length of the fire lane will not change significantly.  The Fire Marshall (Michael Paruti  ::  assistant fire marshal/Engineer III  ::  ENGINEERING PLANS REVIEW BRANCH) requested that we send over the landscaping plan prior to construction and pictures of the island after the construction is finished.
3. Landscaping plan for lower cluster
4. Jen Ren, neighbor at 2245, has been commissioned by the board to design a feature for this space
5. First plan was submitted – replied back with a few suggested changes
6. More variety & some non-natives in the mix to increase flexibility for changes and add some tidier, showier blooms
7. Changes implemented – waiting for board to approve Wheelwright Plants_v2.pdf
8. Board approves the design and Kristina will submit to Reston Association.
9. Scheduling for repaving:
10. Taken off schedule for beginning of September.  Will put us back on when we get final approval from RA

LANDSCAPING

1. Concerns brought up with Chris
2. Address how close mulch is to trees – still seeing mulch mountains burying the base of the trees – Chris said he would talk to his crews about this – they shouldn’t be making mulch mountains around our trees.
3. Mowing – is it any better?  Still seem to be coming biweekly – Greenspace was supposed to be coming weekly and weren’t.  We need to figure out how we can get a credit for this.
4. Herbicide treatment letter is still arriving AFTER treatment.  It says specifically in the letter to keep children and pets off the turf areas for 3 hours.   Chris said he would work on this.
5. Soil testing updates?  Are other areas being tested?  Cost of treatment? – Christina will talk with Chris on these questions.
6. Front entrance – Starting to look shabby, talked to Chris about having his crew clean this area.
7. Will look at getting some bids on landscaping to see what is on offer and cost.

PET ISSUES

1. Signs
2. Signs have been placed.  Place a sign by Karen Bessle’s side yard.

ADDITIONAL ITEMS

1. Important Dates
2. Newsletter before the end of August
3. Repaving sometime in September
4. Covenants Outreach Event on Association Finance – August 26th at 6 pm – Christina and Kelly will be attending
5. Cluster clean up – Saturday, October 26
6. Hazardous waste – Saturday, October 12
7. Greendrop – Saturday, October 19
8. Roll off dumpster – October 26 & 27
9. 2025 budget proposal and review November
10. Annual Review of reserve study – review November
11. Intentions for 2025 – Aaron and Kelly are planning on another term.
12. Online payments? – No updates

FINANCIALS

NEXT MEETING WEDNESDAY, September 11th, @ 7 PM