Category Archives: HOA Board Meeting Minutes

Wheelwright Cluster Board Meeting – July 9 

Board members present: Sarah, Kristina, Cyndi, Jessica, Sandy, and Kelly

• Financials:
  • Discussed financials
• DRB Changes 
  • No updates on Hardie Board
  • Shingles application only needs pictures of the shingles before we finalize the submission

• Community projects
  • Donations truck – Kristina submitted our interest and is awaiting a response
    • Will need us to advertise when they’re coming to residents
  • Food truck – received six responses – barbeque, mexican, no single consensus
    • Might just use Pizza Truck, Killer Pizza? On Sunday mainly.
  • Not as much community participation lately, so we want to emphasize the participation helps with keeping costs down in addition to getting involved in the community
    • Put emphasis in the next Wheelwrighter
    • Try knocking on doors again?
    • Why has it been successful in the past? 
    • Poll the community on what would make them participate in the cleanups?
      • Send out with next E-Newsletter
  • Trash pickup
    • July 24-26 weekend by 7 PM on the 26th
    • Logistics for prize – submit a picture of most creative/funny item or pose, 
      • Gift cards for local shop like Mom’s Organic Market for $50 for family/adults – Kristina
      • Buy chalk/splash pad/water guns/reusable water sponge balls/acrylic paint for rock painting for kids category – $25 limit – Jessica
      • Rock painting for the trash pickup
    • Sign and email – Kristina
• Tree Work
  • 2231/2233 tree: probably not application to RA guidelines, can be taken down
    • Who will pay for removal? 
    • Trim the dangerous branches now and hold it off for removal for a while
  • Sandy will walk around with a map from the Tree Committee to conduct their assessment – Saturday, July 11.
  • Discussed adding the trees from Easton’s email
• Erosion Work – Kristina
  • DRB application status – no update, Kristina will inquire again
  • Fairfax grant
• Landscaping update – Kristina
  • Stump plant – issue with the hole to drain enough for plants, but will try to plant anyway with bee balm
    • Sandy can help drill out some holes for a channel
    • Kristina will follow up with landscaper
  • Any new issue? 
    • Bushes overhanging sidewalks – it’s homeowner’s responsibility to cut them back.
      • Will put a reminder in E-newsletter for residents
• Street light status – Cyndi
  • The light itself is fixed, but there still isn’t any glass panes
  • Light is out in front of 2214 – Cyndi will contact company about it
• Concrete Contract – Cyndi
  • Recommended companies – Cyndi sent two proposals
  • One works with some nearby clusters – waiting on revised proposal
    • This company seems to be better
  • Many companies are not responding at all
• Asphalt rejuvenation: estimate complete – waiting on bid
• Annual Meeting room 
  • Application submitted, still a backlog
• Dues Payment
  • dropbox of check that is independent of house – next month and beyond
    • Debated several options and eliminated the more ornate options
    • We would prefer to put it on the mailboxes in the medium part of the cluster
      • Jessica will reach out to USPS to discuss options for mounting on the mailboxes
  • electronic paying online
• August Board Meeting – Virtual again

August Board Meeting – Virtual again – will keep action items list going for board members

Next meeting scheduled August 13, 7 PM, Virtual

Wheelwright Cluster Board Meeting – June 11

Board members present: Sarah, Kristina, Cyndi, Jessica, Sandy, and Kelly

Financials:

• Discussed financials

Treasurer Items: 

• Kelly still reviewing options for online/electronic payment option
  • Zelle is one option
• Discussed dropbox locations (see below)

DRB Changes 

• No update on Hardieboard samples and colors to choose from this month; 
  • Sarah, Jessica, and Sandy will work on in the next month
• DRB application in progress for new shingles; will need signatures from Kristina and Sarah once it’s ready for submission
  • May need to submit pictures, so Jessica will request pictures from Sandy
• As an FYI for the board, the house at 2222 is being flipped and will likely be back on the market soon

Tree Work

• Tree committee doing a walkthrough with arborist in July on hazardous tree work
• The tree between 2233 and 2231 Reston DRB application needs to be done; 
  • Sarah will work on that application as its a healthy tree to remove it by next meeting
  • In meantime, if DRB application approval takes a while, we might consider taking the large dead branch down until the tree can be removed
• Tree Committee responded to inquiry from Easton Warner
  • Easton responded that he was talking about different trees. Will need to coordinate further with the Tree Committee 
  • Kristina/Sandy will ask Tree Committee to work with Easton to review

Landscaping:

• Plants have been planted by the front sign and landscapers have been weeding the last couple of time
• Stump plant is still TBD on when it would be planted
• Stop signs are working for no mowing zones and sign availability has been advertised in the HOA news email
• Kristina will talk to Landscaper about weed-whacking practices to cover more overgrowth between rocks

Street light status

• Cyndi followed up with power company on the glass panes being replaced in light in lower cluster – in progress by company
• Cyndi also reported a light out by top of tot lot and that has been fixed – working again

Concrete

• Jessica reached out to the company for asphalt rejuvenation and they will be out on June 15 for an estimate of the work for the parking lot
  • Sealing the parking lot cracks is part of the work and we’re told it should extend the life of the asphalt by 4 years
  • Waitting on the quote to see how much it will be and if it’s worth it versus doing a grind and mill
• Cyndi is working on getting quotes for concrete work in the cluster and waiting on responses
  • When we receive quotes, we want to document specific houses/work in the scope of the project
  • Cyndi has created a sheet to track the work needed

Annual Meeting 

• Jessica working on the room reservation 
• We’ll start putting together a list of topics for discussion at annual meeting now
  • Sarah to review past meeting minutes and chats for topics
    • Asphalt grind and mill
    • E-newsletter
    • Online HOA payments
    • Glass pick-up service
    • E-vehicle charging station

E-Newsletter

• Electronic newsletter going well and received some good feedback from residents
• Only one person asked to be removed from it since they no longer live in the community
• Might be able to add in some polling for topics of consideration in future editions

Dropbox

• It’s in a weird spot right now and something to consider for future so we don’t have to move for each Treasurer
• Jessica will review some options for a standalone box by the next meeting

July Board Meeting – Virtual again – will keep action items list going for board members

Next meeting scheduled July 9, 7 PM, Virtual

March 12

Board members present: Jessica Joyner, Sarah Keally, Kristina Meyer, Sandy Mohler, Cyndi Hartman, and Kelly Fairbank

Question from a resident regarding approval of Hardiewood:

• Reston Association will deny the application unless our board has updated our guidelines
• Sandy is working on the updates for the colors and materials on the guidelines and will take it into account
• Resident sent an email to the board the details of what he found and the board will review

Financials:

• Discussed financials

Cluster Cleanup Plan

• Tot lot trash can – Sandy working on a new enclosure for the new trashcan.   A resident is providing a large rolling trash can to replace existing trashcan.  
  • The board approves $300 worth of materials
• Issues with erosion rocks being moved by neighborhood children by the tot lot and the board will talk to the parents and put something in the Wheelwrighter
• Pavers – ones by the tot lot need to be redone during the cleanup with some new sand/dirt to support or use the leftover peat gravel that we already have
• Entrance sign cleaning
• Annuals – buy some for the front entrance sign?  Looking at local native plants instead that might do better.
• Maybe removing invasive plants?  Northern Virginia Native can help us with identifying the invasive plants.
• Hedging and clipping the overhang from the little free library and stairs will be done by the landscaper since we have a credit.
• Will provide coffee, sweetener, creamers, and napkins for the coffee
• Kristina will be in charge of the food for the cluster cleanup and schedule hazardous waste collection for same weekend as cluster cleanup

EDIT – Spring Cluster Cleanup has decided to be postponed to a later date to be announced due to Coronavirus 19 concerns.

Dumpster- we haven’t been getting the voucher; Sarah will reach out to Bates to request the dumpster for the weekend.

Sustainable Symposium

• Kristina attended on behalf of the board
• Provided a handout as a summary of the symposium
• Recommendations include: 
  • Using ground cover to cover shaded areas and bald spots
  • Pollinator gardens to help with butterflies and wildlife
  • Erosion – Kristina will work with the erosion person to walk the neighborhood and identify areas to address and landscaping to address
    • Will include a representative from the County’s soil and water conservation program
    • Looking at working on this in the fall
      
      
• Note:  the in-person walkthrough has been postponed due to COVID-19 concerns.  Some comments have been provided over email with some pictures. Walkthrough will be rescheduled. 

Spring landscaping requests

• Pruning and cutting back
• Mulching already completed
• Stump that fills with water – plant another plant in the middle to help with the water collection
  
  

Tree work:

• Sandy met with tree committee and they are concerned about a tree behind 2261 and 2263 – looking for quotes for tree removal, but requires crane removal 
• Looking at other potential tree removal companies for our tree work
  • Cyndi requested that they look at the tree between 2231 and 2233 that is dropping branches on the sidewalk

Shingles work

• Sandy researching roof shingle colors and pulling samples that would work with our colors and potential new colors for the roofs/siding
• List all the colors and brands that would look good together and keep samples as part of the cluster box for residents as much as is reasonably possible
• All of this would need to go through DRB approval
  • Board members reviewed several samples of roof shingles that are available and will discuss further at the next meeting with siding samples
  • Board will submit application for additional shingles approval to DRB

Sandy will work on Wheelwrighter and update the look and feel of the newsletter

Next meeting scheduled April 16, 7 PM, Virtual

February 13

Board members present: Jessica Joyner, Sarah Keally,, Kristina Myers, Sandy Mohler, Cyndi Hartman, and Kelly Fairbank

Financials:

• Discussed potential ways to enforce payment of delinquent dues
  
  
• Board confirmed the approach of sending certified notes to those delinquent after 30 days overdue
  
  

Trash Update

• Trash can in tot lot
  • Regular removal 
  • Install new enclosure will help with removing the can and putting it on the curb 
    • Will install at next cluster cleanup – Sandy will take lead on materials and plans
    • Remove old can once it’s emptied out

American proposal: reasonable proposal but a $1500 increase a year for trash service

– will wait and reassess in July and again at the annual meeting

Landscaping

-will ask the landscaper for a quote for some annuals to plant by the front sign

Erosion Contract

• Requested a quote from Sunrise Landscaping  for some plants to put on downhill next to 2231 
• May try to plan some by other erosion areas to help with erosion as well
• Kristina met with erosion contractor and got a proposal for areas behind 2258-2264 & 2256-2270
  • Adding flatstones and cobble to help slow down the flow
  • Cut back the sucker growth
  • Piping out downspouts

Tree Work

• Reached out to Steve and the Tree Committee is going to wait a few weeks to meet with Sandy
  
  

Concrete Contract

• Not pursuing other concrete contracts at this time
• Cyndi to contact the old concrete contractor
  
  

Updating By-Laws

• New by-laws are updated on website.
  
  
• Watch Light out in lower cluster – Cyndi will call Dominion Power to have them work on it.

Next meeting scheduled March 12, 7 PM, 2205

January 16

Board members present: Jessica Joyner, Sarah Keally, Kristina Myers, Sandy Mohler, Cyndi Hartman, and Kelly Fairbank

Contract Review:

Snow Contract

• Still the same contractor, same rates as last year
• Usually text him when we need it
• Jessica is still contractor contact

Landscaping

• Contractor has been relatively good with invoicing
• Only a couple of complaints with bushes/shrubs up front by sign and with leaf blowing but those have been taken care of already
• Kristina will remain being the contact 

Trash Contract

• Sarah will remain the trash contact

Erosion Contract

• Joe (Sunrise Landscaping) thinks we can improve the path down to the woods by planting plants behind the houses to help with erosion
• Also suggested re-routing the downspouts and adding rocks to disperse the water
• Potential cluster cleanup work by Cyndi’s house side for erosion; if it doesn’t get done then, ask Sunrise  to do
• Kristina and Cyndi will be the contacts for this contract

Street Lights

• Not assigned to anyone right now and only contact as needed

Lawyer

• No assigned contact, only contact as needed when issues come up

Insurance

• Treasurer usually takes care of this issue
• Same with accountant

Erosion Grant

• Plan to reapply for 2020 in May with Fairfax Water
• We received the check from last year’s award
• Kristina will look for potential opportunities
• Put potential mitigation ideas for homeowners in the Wheelwrighter newsletter

Parking Management

• No current contact and no major issues right now

Wheelwrighter

• Sandy will be the new editor and others can contribute articles

Tree Work

• Sandy and Jessica will tag team as the contact
• Sandy will follow up and coordinate with them
• Jessica will email Steve to let him know the new contacts

Concrete

• Only need to address the trip hazards
• Might look at grinding down some of the trip spots instead of replacing

Bates Trash Contract

• Trash can issue – taking months to give us new bins as requested.  Emailed and called the customer service representatives several times but still no bins. Sarah emailed the Trash company manager to get a resolution tonight.
• Debris in the cluster – the truck workers kept trying to stuff trash in a full truck and several bags of trash were spilled out over the cluster because the truck was too full. Trash including broken glass spilled out in front of homes and on roads.  
  • Sandy’s mom will email Wheelwright board with details and pictures and Sarah will forward it onto Bates Trucking
• Discussed proposal from Republic and it was an extra $300/year

Fairfax County Trash Contract – next steps

• Still reviewing the possibility of Fairfax County trash contract
• Sarah requested info from Fairfax County about the size of their trash bins – will email the board once we get info back.

New goals for 2020

• Sandy wants to address some of the architectural issues with the HOA and work with Reston Association
  • Address issues with garbage sheds
  • Work with architects to redesign them and come up with a proposal
  • Post on website as a reference for residents – potential to move A/C units to the back of the houses
  • Ensure it’s in line with RA and building codes today
  • It was suggested that Sandy work with Satish to come up with an architecture plan
• Put forward an updating of HOA colors, to modernize the palette, but also include other complimentary colors to include those that are used for the vinyl
  • Update the color paint deck and post the names/formulas on the website for reference
  • Painting could be worked into cluster cleanups with applications for projects to address those who have issues with redoing their paint jobs
• Sandy will start working on this in the Spring and will request help from the board as needed, beginning with April board meeting

Updating Bylaws

• Newly updated Bylaws are posted on the website

Board meeting dates

• Will schedule dates for the year
• Scheduled for the 2nd Thursday of the month, except for February
• February 13th for now due to conflicts
• List dates: (also post on website) All Times at 7 PM
  • February 13
  • March 12
  • April 16
  • May 14
  • June 11
  • July 9
  • August 13
  • September 10
  • October 8
  • November 12
  • December 7

• Will try to host a Cluster Yard Sale in October 17, 2020

Board members present: Jessica Joyner, Mike Pendleton, Sarah Keally, Kristina Myers, and Jill Jenkins

Residents present:  Steve, Kerry, and Jeffrey

Tree Work: 

• All tree work was completed except for one tree that will be taken down tomorrow. 
• Original estimate was to top it but due to the condition of the tree the crew did not feel comfortable doing that and it was decided to take the whole tree down.  
  • Want to prevent tree from falling on a house or in the creek, so they might increase the cost by $500-700 more than original estimate.
  • We saved about the same amount due to two trees that fell on their own
  • Two stumps were removed. Tree company suggested we have excess removed by landscaper or we can do it during cluster cleanup in the fall.
  • Logs still not removed by the one tree at the bottom of the cluster, near 2276.  Steve has been pestering the company to remove the logs and take care of the grass.
  • Replanting of trees likely to be done by the landscaping company. Suggested trees:
    • Magnolia
    • Redburn
    • Serviceberry
    • Flowering Cherry
• We voted to do an Eastern Redbud in front of 2217 and Magnolia in front of 2276.  For other trees we’ll consider planting a few others during the fall cleanup.
• Another tree that had been pruned was suggested for removal in the upper island part of the cluster.  The board viewed pictures of the tree and will consider removal of the tree.  
  • Tree committee will submit the RA application for removal while we evaluate whether to remove the tree.  
  • Board to consider the excess mulch from the stump grounding to be advertised as free mulch to residents.

Fairfax Water Bond Program Update:

• Award letter is in the mail to the Cluster mailbox.  
• Dennis will write the final report once the money is received, $2500.  
• We’ll consider reapplying in the spring for more work to be done.

Drainage Issue:

• The board talked about several different options to fix the issues of water pooling between 2231 and 2233.  
• The board voted to redirect the pipe from 2233 towards the tot lot direction.  We’ll put it on the list for the fall cluster cleanup.

Landscaping updates:

• It has been decided to plant the butterfly garden in the fall, the weekend of October 5th and 6th.
• There is a $450 credit for tree work.
• We will not plant any additional trees as part of the cluster cleanup.
• Benches look good.

Concrete work: 

• The board voted to reallocated the funds to other needed projects.

Trail Signs

• Jessica has the sign and post, which will be put up during cluster cleanup for the end of trail.

Cluster cleanup: Plan to have it October 19, 2019.

There was a request to have a yard sale.  Propose weekend of October 12, 2019. Kristina to contact Lea to plan.  

Next Meeting: October 8 @ 7 PM, 2233