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2022 Wheelwright Cluster Annual HOA Meeting

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2022 Wheelwright Annual Meeting PresentationDownload

Monday Dec 5th at 7pm via zoom

Attendees

  • Fairbank – 2213
  • Myers – 2226
  • Hartman-Newland – 2231
  • Chin – 2224
  • Mark and Rhea Mohler – 2250
  • Sandy Mohler – 2209
  • Dominiak – 2235
  • Beasley – 2243
  • Reese – 2207
  • Bhide – 2259
  • Zambrana – 2274
  • Jenkins – 2254
  • Miranda Salva – 2205
  • Antonella – 2261
  • Perez and Lucas – 2228
  • Gustavvson and Meacham – 2251
  • Wingell -2219 
  • Charles – 2220
  • Wiley – 2230
  • Bill and Nina – 2246
  • Conrad – 2262

2022 In Review

  • Inflation – increase in prices for services and supplies
  • Erosion 
    • Cluster clean up – installed erosion netting and native green and gold on slope next to 2231/tot lot.
  • Concrete
    • Upper cluster areas – focus has been to address areas that pose the greatest risk of tripping hazards
    • Curved sidewalk next to Wheelwright entrance/small area of sidewalk in front of 2226/2228.
  • Landscaping/Grounds Maintenance
    • Rebuild of lower cluster stairs by resident volunteers
    • Native plants around the cluster – many in areas around trees,                                     slope by 2241, little free library – by resident volunteers
    • 2 replacement trees in prominent areas.
    • Continuation of grass rejuvenation around common cluster areas
  • Tree Committee (Michael Pendleton, Jeffrey Cai, Kerry Wingell)
  • Removable speed bump installed – community feedback?
  • Ongoing: Community compost bin – community feedback?

Design Updates

  • What has been approved by Reston
    • Siding
      • Cement Siding “Stucco” Panels may now be attached to concrete block structure.
    • A/C Unit Location
      • HVAC units may be located in front within trash enclosures or in rear of property.
    • House Numbers
      • Serif or sans serif individual numbers not to exceed 6 inches in height. Numbers may be plastic or metal; black, dark brown, brass, or silver in color. Number color should contrast with the house siding color. 
    • Decks and Patios
      • Composite decking colors that are wood grained in pattern, in light wood, gray, or dark brown.
      • The only “painted style” composite decking color permitted should coordinate with our Oxford Brown Trim.
      • No manufacturer specified, but approved colors of Trex and TimberTech are listed for comparison of requested material’s color compatibility. 
    • Deck Color
      • Visible wood elements on a deck or patio with composite decking may be stained to match the composite decking.
    • Railings
      • Metal or composite railing with a square baluster in either all black or brown.
      • Homeowners have the option of having a “leaf-sweep space” below the bottom rail. 
      • Clear, untextured, tempered glass panel inserts may replace the balusters in the railing system.
      • Cocktail Rail Cap may be composite to match decking.
    • Deck Stairs
      • Stairs connecting elevated decks and balconies to ground level may be incorporated into deck projects; all stairs must be contained within property lines.
    • Deck Size
      • Elevated decks may extend out from the primary house rear wall as permitted by building codes; not to exceed 15’ or property lines.
    • Under Deck Guttering and Covers
      • TimberTech Dryspace guttering system in White or Bone
      • Trex RainEscape guttering system in Black or Brown
      • Any of the manufacturer colors are acceptable, provided that the associated guttering troughs and downspouts are in brown to match the existing gutters on the house.
      • Any changes to drainage patterns caused by the addition of a below-deck protector must not adversely affect adjoining properties or cluster common ground.
  • What is pending approval by Reston
    • Deck Color – Wood
      • Decks with composite decking may stain wood elements to match decking. Requested adding the option for properties with all wood decks to be permitted to stain them to match the colors that would be allowed with composite decking.
      • Reestablishing the language for wood decks to be clear sealed. Reston confirmed this has been corrected.
    • Doors
      • Adding options for door materials in fiberglass or wood
      • Adding options for simple square panels
      • Adding option for panel to be glass
      • Adding options for glass to be clear, frosted privacy, or specified decorative design
      • Creating a new and broader color palette for door colors that coordinate with the new house color palette – 18 colors and a dark wood tone
  • 2023 Design Updates
    • Storm Doors
      • Wheelwright Cluster’s current design guidelines only permit two options for the design of storm doors; full glass and glass divided by a support bar. Many houses within the cluster do not have either of these styles of storm doors. Adding this widely used style to the design standards would increase the number of houses in design compliance for this element.
        • Recommend adding another design option that permits a solid panel on the lower third of the door.
    • Fences
      • Currently, Wheelwright Cluster is only approved for rear fences and privacy fences to be painted or stained Olympic Oxford Brown.
        • Would we want to add the color options of “clear-sealed” or “allowed to weather naturally”
          • There are worries that the “weather naturally” option will lead to people not doing the proper upkeep.
          • Some people like the brown on the fence and think it makes it look cleaner
      • Post Caps
        • Wheelwright Cluster’s design guidelines specifically forbid metal caps on the tops of fence posts. Post caps reduce rain incursion to the end of fence posts, thus reducing rot and extending the life of the fence post.
          • Add the option of a simple square metal or composite fence post cap to match the color of the fence.
    • Porch and Storage Area Roofs and Garbage Enclosures
      • We will be reaching out to an architect to draw up designs and blueprints to address the desired features discussed last year. One of the newer members of Reston’s Design Review Board is an architect interested in providing pro bono work to clusters that are updating their guidelines. The board will contact him to see if this project is within the scope of his assistance.
      • Design Features that will be addressed
        • Cover integrated above entrance and garbage bin
        • Appropriate drainage and guttering created for cover
        • Adequate air circulation provided for modern HVAC unit sizes
        • Resize enclosures to fit current trash and recycling bins
        • Optional additional lighting within garbage enclosures for safety
        • Blueprints provided to homeowners to assist contractors in building appropriate and compliant garbage enclosures and porch roofs
    • Deck Enclosures
      • The board will move forward on pursuing options with Reston to address mosquito issues, lack of rain protection, and privacy concerns that negatively impact homeowners in 3-level houses when they are using their rear deck area. 
      • Requested options
        • Wheelwright at one time was approved for retractable awning covers; homeowners have requested more permanent structures for rain protection on elevated decks
        • Allowing some sort of side privacy option for decks
        • If more permanent structures are permitted, allowing those structures to be screened to prevent mosquito incursion
    • Exterior Light Fixtures
      • Currently, Wheelwright has three approved exterior lights; the original square lucite lamps, and two globe lights from Seagull Lighting. Only one of these three are still being manufactured. 
      • We have had many requests for new fixture options for both the front and rear house lights
        • Some complaints have been:
          • Existing fixtures look outdated and too plain for a front entrance
          • Style of enclosures makes LED bulbs difficult to find
      • The Board is looking to add a couple of new light fixture options for Wheelwright homeowners
        • We will be working with Reston in 2023 to determine exactly which options would be best for our cluster; but some of the features we will be taking into consideration will be:
          • Fixtures will be reasonably priced and readily available
          • Style will be able to accommodate LED bulbs
          • Lightbulb brightness and color of light will be evaluated for safety and visibility as well as the impact of light-bleed on neighboring properties
          • Timeless designs that both match our architecture and resists being discontinued

Goals/Ideas for 2023

  • EV Car Charging
    • Charge Up Fairfax Pilot Program
      • Designed to help HOA communities install public use EV charging stations
      • Pilot program where 2 or 3 clusters in Reston will be the “guinea pigs” for this program from January through March of 2023.  
      • Full roll-out of program after July 2023 in which all HOA’s in Fairfax county will be eligible.
      • HOA Exploration phase – it will be incumbent upon the HOA to review governing documents – Identify Possible Charging Locations – Survey residents – review funding options – submit predevelopment worksheet.
      • If selected, Charge Up Fairfax will begin the Engagement phase including engineering site evaluation (paid for by county).
      • If feasible, then HOA would go into implementation phase – select general contractor and build.  Charge Up Fairfax would rebate up to ⅓ of cost or up to $5,000.
      • Since public funds would be used for installation of chargers, the stations would need to be open to the public, not just residents.  Restrictions and heavy fees for outsiders could be set up.
      • Engineering considerations – where are transformers in neighborhood.  Proximity to charging space is ideal.
      • Estimates are ~$10-30,000 for EV charging station.
      • Do we have enough parking spaces?
      • RA also looking into installing stations on some RA spaces throughout Reston – probably Walker Nature Center.
      • County is also putting a lot of charging stations in public lots all around county.
      • Right to Charge Act passed by the Virginia Assembly in 2020
        • Because our parking spaces are all on common property (our cluster owns every inch of the parking lot), individual residents could install their own chargers on their reserved parking spot but:
        • Would need to submit the application as co-applicants with the resident and board
        • May need to get clarification from lawyer on who has ownership
        • Cluster and resident must come up with maintenance agreement
        • Legal guidance needed on a path forward
      • Community Input
        • How would you differentiate between who lives in the neighborhood and who doesn’t
          • The charger knows how to recognize whose car it is
          • They can also be programmed to have a password
        • Concerns about having random people coming into the neighborhood to charge their car. Fine to have a cluster specific charger but don’t want it to be open to the public
        • How much destruction will be required to install the stations?
          • One thing to consider is that the parking lot will be redone soon. So ideally we could time the parking lot replacement when we are able to at least put in some infrastructure 
        • Would like to put together an EV Committee
        • Is it something that we could possibly make money on at some point to lower dues
        • With the way technology is progressing and how laws are being written we are going to have to deal with this sooner rather than later. Especially with a new parking lot that will last us 20-30 years
        • Would not be a huge concern as a public charging area because when people look for chargers you look to see what the charge is. If we have a dual tier fee structure the likelihood of getting outsiders is small. Especially as charging options expand
        • In Maryland and in DC, the Solar Power installation with solar panels is free if you give the utility company the roof space to install the solar power. This program may be implemented in Virginia as well . Some time ago there was an idea to cover the existing parking area with a roof and solar panels installed over it to generate free electricity. Let’s wait for a few months to do anything regarding the installation of charging stations in our parking areas.
  • Repaving of Parking Lot
    • Why didn’t this get done in 2022?
      • Price of oil affected the Asphalt Price Adjustment Indices – since last January.
        • Finally starting to come back down again
      • Reserve study dedicated a large portion to parking lot assessment
    • Will it get completed in 2023?
      • That depends.  Reserve study needs to be discussed with Mason and Mason.
    • If it does not get completed, it will definitely need to be crack sealed.
    • EV charging stations will play into the decision as well.
  • Parking in the Cluster
    • Only registered cars will be allowed to park in the cluster (unregistered guests of residents will always be allowed to temporarily park in the lot as well; however, long term guests or frequent guests should register their cars with the cluster)
    • All vehicles must have current tags
    • Ideally, 2 vehicles/household in parking lot.  Extra vehicles – Olde Crafts
    • Do we want to rethink parking lot – reserved parking spaces?  Open up new spaces?
    • Community Input
      • We have enough spaces for each house to have their registered spot and one extra spot. And 2 extra spots left. If we used that for EV parking it would take those. This would also be the time to consider modifying the median spaces to allow for more spaces. 
      • Do we want to codify something in the guidelines that specifies you can only have two vehicles in the neighborhood and any others need to be on Olde Crafts
        • To codify it takes away some of the neighborly arrangements
      • Where it does seem to become a problem is when residents have 5 cars. 
      • Most houses have 3 bedrooms and 3 baths. So those will multiple tenants in a house it is inconvenient for them to have to park on Olde Crafts
      • Suggested that those in the lower cluster could park extra vehicles in the spaces by the little free library and those in upper cluster park extra vehicles on Olde Crafts.
  • Erosion
    • Continue to tackle erosion
    • Areas of concern 2250-2256 – rear of houses
    • Erosion control benefits the community in several ways:
    • improves drainage/ decreases sitting water and runoff into area streams and lakes
    • Repairs and prevents further wearing away of slopes
    • Stabilization of slopes can be achieved through planting of shade tolerant vegetation – specifically native plants as they have much longer roots that hold the soil in place
    • This area was a 2022 goal, but 2231 was addressed instead
    • Community project that could help us determine if stabilization of slopes can be addressed with ground cover plantings.
    • Results: we will have a better idea by spring/summer, but 2250-2256 may require more engineering to mitigate erosion of slopes from drainage pipes.
    • Whatever solution we come up with for the erosion behind 2250 – If possible we would like to look at the option of hiring someone to do the engineering and structures and then have the community doing some of the planting
  • Concrete
    • Patchwork maintenance of sidewalks on cluster property around the community
    • Continue to address tripping hazards
    • Alternate years addressing problem areas in lower vs. upper cluster
    • Community input welcome regarding areas needing to be monitored for possible replacement 
  • Landscaping
    • Continue with common areas for grass rejuvenation
    • Rebuild wooden benches throughout the cluster – (this was a goal for 2022 but we replaced the lower cluster stairs instead)
    • Designing a well thought out landscaped area for the lower cluster island and installing replacement tree
    • Hiring smaller tree company to prune small trees
  • Tree Work
    • Tree Committee
    • Separate from the board/makes recommendations to the board who ultimately decide
    • Coordinates annual review of trees with arborist
    • Largely focuses on trees that are potential risks to life and property
    • Community members can reach out to board if they are interested in joining the tree committee
  • Pet Waste Stations
    • Pet waste stations
    • 1 or 2 stations – one in lower, one in upper cluster?
    • Companies that will install and maintain the waste stations
    • Cost?
    • Community Input
      • Worried that those that don’t pick it up still won’t even if there are bags
      • It may help with kids who are walking the dogs and don’t think about it as much
      • Lots near our house in upper cluster
      • Near the little free library see a lot of kids that won’t pick up or when they do they will dump it in personal trash cans
      • Are these kids in our neighborhood? Maybe a note should go out to remind Cluster parents to talk to kids about this?
  • Reserve Study
    • Completed at the end of November by Mason and Mason
    • Due to the delay in receiving the report, we are holding off on a formal discussion at this meeting.
    • Board will review and post the results.  Community members will have an opportunity to discuss and ask questions.

2022 Budget Review/2023 Budget Proposal

  • 2022 Budget
    • There have been issues with the cluster laptop that have made it so that we are not able to view the current 2022 budget.
    • We had to make some adjustments to some budget items due to inflation.
    • There were some invoices that came out for the yard work. Multiple copies may have been sent
  • 2023 Budget
    • We tend to budget a little over to give some wiggle room. There may be a larger increase than normal since prices have increased so much. 

Topics for Discussion

  • Trash 
    • People putting their trash out outside of the guidelines times
    • Putting yard waste in plastic, which won’t get picked up by the county
    • Recycling sounds like it has a lot of glass in it
    • Plastic bags can’t be put in the recycling

Board Member Positions

  • Jade Perez and Joy Charles were elected to the board. 

Wheelwright Cluster Board Meeting Minutes – November 2022

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Thursday, November 10, 2022 at 7 pm via Zoom

Community updates

  1. Reserve Study
    • Mason and Mason – updates?
    • Came out last week and did the inspection. We should get the report shortly
  2. Watchlight by 2228 – K. Reese reported it was blinking
    • Cyndi needs to get the number for the pole and will call soon
  3. Trees
    • Trees planted in front of 2230 and 2261
    • After some back and forth with JL, they agreed on a 10% discount.  Vote to move forward with tree work.
      • Approved
    • Update on tree trimming companies?
      • No update
  4. Design updates
    • Update on clarification whether those without Trex Staining can stain deck a natural color and about clear staining?
      • Erin needs to check with Megan
    • Garbage Bin enclosures – time to set date with Satish?
      • Erin sent an email saying a new RA DRB member is an architect and is willing to donate time
      • Sandy will follow up
    • Door colors and style
      • Trying to submit before annual meeting but also trying to get other DRB items finalized first
  5. Landscaping
    • Issues?
      • No recent complaints
    • Concern that some areas that were treated with grass aren’t growing well
      • May need to start even earlier next year
      • Not sure grass being put down is doing what needs to for the amount we are spending. We may need to look into a company that comes out to water after seeding.
      • Would spring be better? Possibly but grass that germinates in the spring isn’t as hardy as grass that is germinated in the fall
  6. Parking 
    • Formal request to move Cyndi’s space
      • Email sent to resident at 2227 regarding moving car in the spot Cyndi wants for her reserved spot.  Haven’t gotten a response.
    • Do parking spots in the upper cluster need to be relooked at? We will discuss this during the annual meeting
  7. EV charging stations
    • EV charger meeting at RA Wednesday, November 9th.
      • Charge Up Fairfax – program that is being rolled out by Fairfax County to aid common interest communities in installing chargers
      • Pilot program where 2 or 3 clusters in Reston will be the “guinea pigs” for this program from January through March of 2023.  Full roll-out of program after July 2023 in which all HOA’s in Fairfax county will be eligible.
      • HOA Exploration phase – it will be incumbent upon the HOA to review governing documents – Identify Possible Charging Locations – Survey residents – review funding options – submit predevelopment worksheet.
      • If selected, Charge Up Fairfax will begin Engagement phase including engineering site evaluation (paid for by county).
      • If feasible, then HOA would go into implementation phase – select general contractor and build.  Charge Up Fairfax would rebate up to ⅓ of cost or up to $5,000.
      • Since public funds would be used for installation of chargers, the stations would need to be open to the public, not just residents.  Restrictions and heavy fees for outsiders could be set up.
      • Engineering considerations – where are transformers in neighborhood.  Proximity to charging space is ideal.
      • RA also looking into installing stations on some RA spaces throughout Reston – probably Walker Nature Center.
      • County is also putting a lot of charging stations in public lots all around county.
      • Estimates are ~$10-30,000 for EV charging station.
      • My understanding from Erin and also Cam at the meeting is that because our parking spaces are all on common property (our cluster owns every inch of the parking lot), individual residents could install their own chargers on their reserved parking spot but:
        • Would need to submit the application as co-applicants with the resident and board
        • May need to get clarification from lawyer on who has ownership
        • Do we have extra spaces to accommodate?
  8. Cluster Clean-Up (Saturday, Oct 22nd)
    • Turn out?
      • Not as many as the spring but still a good turnout
    • Stair project update?
      • Going well. Support members need to be cut but half have been installed. Sandy will be out Saturday and Sunday, weather permitting.
  9.  Annual meeting – December 5th
    • Get thoughts on parking/reassigning spots
    • Hoping to have walkthrough done with Satish/talk with RA DRB
    • Board openings
    • EV Charging Stations
    • Design Guidelines
      • Redesign of sheds
      • Decks and ability to put roof/privacy sides/mosquito netting enclosure
      • Fences – post caps
      • Light fixtures
      • Storm Doors? Need to update language
  10. Other items:
    • Speed bump – negative/positive feedback
      • none
    • Pet garbage stations?  Would we be interested?
    • There are also ones without the garbage can attached if we just wanted to provide pet waste bags
      • Good idea, need some metrics and cost
      • Are there services that remove the trash and restock bags?

Financials

Next meeting Monday, December 5, 2022

Wheelwright Cluster Board Meeting Minutes – October 2022

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Thursday, October 13, 2022 at 7 pm via Zoom

Community updates

  1. Repaving parking lots – asphalt alternatives
    • Benjamin Phillips – update – recommends against TrueGrid
    • Will wait until reserve study is done to make any decisions
  1. Reserve Study
    • Mason and Mason – updates?
      • No updates. 
    • Still planning onsite visit this month?
      • Have not heard if this is still happening. 
  1. Speed bumps
    • Feedback so far?
      • There is positive feedback and it seems to be slowing people down
      • Drivers seem to be more conscientious. 
      • Haven’t noticed any increase in road noise
      • 2248 homeowner mentioned that she thought the speed bump was too severe. Explained that the reason for the one we chose is so that it can be removed. 
      • When the speed bump is at an angle from shifting it can be a little more jarring
  1. Concrete
    • Completed this week.
      • Traffic cones will be picked up
  1. Watchlight by 2260 – still strobing?
    • Cyndi called it in
  1. Trees
    • Walkthrough was Monday 10/10
    • Update from Mike?
      • 2215 – thinks that taking the limb off would not be good for the tree and thinks that the branches would not cause property damage
      • Steve’s tree – will put in quote
      • Dead tree  in woods – bottom of cluster – very large oak that is dead – by Nathan’s house that recommends topping off
      • Big tree behind Mike’s that is on our side of stream
      • Behind 2217 – it was cut down, 25 ft spar, push it over
      • Tree that is dripping sap near 2254 may need to be pruned. The tree seems to fit the spot well but may need to be maintained more.
    • Trees to plant: 
      • Eastern Redbud in front of 2261- the Red bud is the one that would go in the small peninsula by 2261 – 25 gallon (which I believe would be somewhere around 6-8 feet tall) – $339
        • Approved for $339
      • The Red Maple would go by 2228/2230 and there are a few choices:
        • Frank’s Red: Taller at maturity (50′ high and 40′ wide) Grows faster and is pyramidal. 2″ caliper bnb (balled and burlapped) $300 (I believe this would be 10-12 feet tall at the start)
        • October Glory is smaller (30′ high and 20–25 round) and rounded.  2″ bnb is $380 (also, probably 10-12 feet tall)
  • Possibly a 2.5″ caliper tree of either maple but he’s not sure he can move it and will only know once they see it.  It’s probably around 12-15 ft tall.  It would be an additional $150. 
  • Sandy suggested the larger 2.5” caliper version of the October Glory
    • Approved for $530
  1. Do we still want to reach out to other tree companies for smaller tree trimming?
    • Sandy will look at other companies and get a few bids
  1. Design updates
    • Comprehensive deck, door number, ac unit updates were approved by Reston – awesome job, Sandy!
      • Waiting on clarification on if those without Trex staining can stain their deck a natural color and if clear stain is approved
    • Garbage Bin enclosures
    • Door colors and style
  1. Landscaping
    • Issues?
      • 2246 owners – were their issues resolved
        • Chris reached out and resolved their issues to their satisfaction
  1. Parking 
    • Sandy repainted parking space for 2270 and 2274 residents
    • Formal request to move Cyndi’s space
      • Concern that the snow will be pushed there during plowing because it is near the drain. It could potentially block the space. 
      • Will need to reach out to the owner of the car currently in the spot.  
      • Will follow back up on approval during next meeting
    • Put signs on 4 cars that are not registered with the cluster.
      • One person registered their car
      • One car has not moved and the note placed on their car has not been moved. Will need to decide what action to take. 
  1.  EV charging stations
    • Started working on putting together some guidelines
      • Working to get clarification on whether the spot is owned by the Cluster or by the homeowner. 
  1.   Cluster Clean-Up (Saturday, Oct 22nd)
    • Set up coffee in front of LFL (Kristina will stay until ~10 am)
    • Redo stairs in lower cluster
    • Plant more bulbs?  Lycoris squamigera or Magic Lily?
      • Need to order
    • Tree removal?  Tree trimming (tree behind 2258)
    • Cluster cookout
      • Set up in the lower cluster
      • Food for cleanup
    • Schedule county voucher and roll off dumpster
  1. Other
    • Manhole was broken and shifted in lower cluster. The county said that they have fixed it. 
  1.  Other Important Dates
    • Hazardous waste pickup – last weekend
    • Green Drop (schedule u-haul) – this Saturday, October 15
    • Annual meeting – December 5th
      • Get thoughts on parking
      • Hoping to have walkthrough done with Satish
      • Board openings

Financials

Next meeting Thursday, November 10th

Wheelwright Cluster Board Meeting Minutes – September 2022

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Thursday, September 8, 2022 at 7 pm via Zoom

Community updates

  1. Repaving parking lots – asphalt alternatives
    • Kristina reached out to get a quote and answers about TrueGrid Paving System
    • Benjamin Phillips of Phillips C&C – waiting for a date for a zoom meeting
  1. Reserve Study
    • Mason and Mason – updates?
      • The site visit will be in October
  1. Speed bumps
    • Speed bumps have arrived and been installed by Kayleen and Kyle.
    • Feedback so far?
      • They do move some when big vehicles go over them
      • The noise seems to be fairly low
      • Will keep in current position for now
      • What does drilling them in do?
        • It is possible to still remove, but it will damage the asphalt
  1. Concrete
    • Update on scheduled work?
      • Revised proposal was sent for under $4k with the promise of the extra piece of concrete near 2226 and 2228
  1. Watchlight by 2260 – is this light having issues?
    • It is intermittent and will go on and off
  1. Trees
    • Tree committee – Mike told me that Peter at J&L wanted to wait until fall for the walkthrough because he is super busy right now and recommended waiting on the work until discounted winter prices start anyway.
    • Current tabulation of trees for inspection
      • Most urgent:  tree that was struck by lightning behind Karen’s house – this tree is scheduled for removal with J and L  date?
      • Large oak in front of 2254
      • Elm tree in front of 2248
      • Tree with heavy low branches behind 2258
      • (new) Dead tree behind 2242 (Steve emailed about it on 9/3) – Mike mentioned wanting to do diy removal during cluster clean up
        • During the walkthrough we will ask for an expert opinion on if we can take care of it ourselves. We can also try get an on the spot quote and execution of when taking down tree behind Karen’s house.
    • Trees to plant: 
      • Order in September or October
      • Red maple in front of 2230?
      • Eastern Redbud in front of 2261
    • Reaching out to other companies for pruning/trimming of smaller trees – after walkthrough
  1. Design updates
    • Decks DRB – 
      • Scheduled for Tuesday 9/13/2022
    • Garbage Bin enclosures – Still need to schedule with Satish?
    • Door colors and styles
      • Sandy is working on the proposal
    • 2261 inquiry about staining
      • They should be good to apply a clear coat. If they are interested in other color options, more may be available after the meeting on the 13th. 
  1. Landscaping
    • Issues?
      • 2246 owners are unhappy because their flowers have been damaged the last 2 times that the landscapers came through
      • Sandy will follow up with Chris
    • Fall grass treatment
      • Deadline was Monday 9/5
        • Need to figure out what cluster areas need to be treated
  1. Erosion
    • Area behind 2243-2251 (to be aerated and seeded with other common areas around the cluster but to come out of erosion budget.
  1. Parking 
    • Repainting parking spaces (2270 and 2274) – update?
      • Possibly next weekend (9/17) if the weather is good
      • Will need to buy yellow paint
    • Put signs on 4 cars that are not registered with the cluster.
      • Gave option to put sheet in LFL or email the board
      • Have not heard back from anyone
  1.  EV charging stations
    • Email received from homeowner thinking about purchasing EV
    • Perhaps we should think about putting together some of our own guidelines based on what Reston already has for homeowners interested in their own charging stations
      • Kristina will work on drafting up basic guidelines
  1.   Cluster Clean-Up (Saturday, Oct 22nd)
    • Either redo benches OR redo stairs in lower cluster
      • Stairs should take precedence. They are more of a safety issue
    • Plant more bulbs?  Lycoris squamigera or Magic Lily?
      • Can plant around the cluster
    • Tree removal?
    • Cluster cookout
      • Set up in the lower cluster
    • Schedule county voucher and roll off dumpster
      • Email sent to Bates and to the County
  1.  Other Important Dates
    • Hazardous waste pickup – October 8th
    • Green Drop (schedule u-haul) – October 15
    • Annual meeting – December 5th
      • Get thoughts on parking
      • Hoping to have walkthrough done with Satish
      • Board openings

Financials

Next meeting Thursday, October 13th

Wheelwright Cluster Board Meeting Minutes – August 2022

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Thursday, August 11, 2022 at 7 pm via Zoom

Community updates

  1. Design updates
    • Decks DRB – waiting for review date 
      • Sandy will follow up to see when we will put on the schedule
    • Garbage Bin enclosures – Still need to schedule with Satish?
    • Stucco update has been approved by RA
      • There was some back and forth over some of the language, but it is approved
    • Door colors and styles
      • This has been started but the focus is on finishing current projects first. 
  1. Repaving parking lots – asphalt alternatives
    • Kristina reached out to get a quote and answers about TrueGrid Paving System
    • Heard back regarding companies in our area that have installed TrueGrid. 
    • Talked with Benjamin Phillips of Phillips C&C
      • He has installed truegrid a few times
      • He would like to setup a video call where we can discuss things and ask questions
  1. Reserve Study
    • Mason and Mason – updates?
      • Have not heard anything since sending back the questionnaire. Kelly will follow up
  1. Speed bumps
    • Update on purchase of removable speed bumps?
      • Will purchase on the week of 15th
  1. Concrete
    • Update on scheduled work?
      • Have not heard back with multiple follow up emails
  1. Trees
    • Tree committee – date for walkthrough? Still needs to be scheduled
    • Current tabulation of trees for inspection
      • Most urgent:  tree that was struck by lightning behind Karen’s house
      • Large oak in front of 2254
      • Elm tree in front of 2248
      • Tree with heavy low branches behind 2258
    • Trees to plant: 
      • Order in September or October
      • Red maple in front of 2230?
      • Eastern Redbud in front of 2261
    • Reaching out to other companies for pruning/trimming of smaller trees – after walkthrough
      • Tree by 2259 is growing over the sidewalk. Will reach out to homeowner to look into pruning the tree
  1. Landscaping
    • Issues?
    • Fall grass treatment
      • Sandy reached out about prices. Chris says he has prices for next year
      • Sandy is ready to send out the prices to the cluster. 
      • Last day to fill out the form is September 1st
  1. Erosion
    • Area behind 2243-2251
    • Some grass is growing – will add to common area seeding and aeration and pay with erosion budget
    • We still have some left in the bank for erosion – do we want to do another hill for the fall cluster cleanup?  2250?  2258?
      • Save for the spring cleanup so that we can buy from RA and get native plants
      • Will do more research about how to handle the erosion since it is a steep hill
  1. Parking 
    • Homeowners at 2270 would like their parking space moved to the very end – how to make this happen
    • Homeowners who did not have cars registered – 2 left – trying to get in touch with these homeowners
    • Sign on car that has no known owner
  1. RA Board, Cluster, & Committee event –
    • invited chairs from each RA Board Committee, Advisory Committee, the Design Review Board, as well as one (1) representative from each RA Cluster or Condominium Association on Monday, July 18.
    • Enforcement of cluster standards
      • Can have a walkthrough by RA once a year
      • They are heavily reliant on the complaint system
        • Complaint can come from the board or an owner not on the board
        • If the homeowner does submit a claim, copy the board so that the board is aware of the situation
        • If a complaint is filed, the homeowner can request a copy of the complaint and the person who filed the complaint will be listed on it
          1. The board could also do walkthrough and cite
          2. If that is a route the board would like to take we should wait until all of the guidelines are updated. Some people may be holding off on updates because they knew a new standard is coming
    • Community forum
    • Reason for increase in dues every year is largely the pools.
  1.   Newsletter
    • Fall Lawn care
    • Cluster Clean up – date October 22
      • Fill more spots in the asphalt to get us through the winter. Still have some materials leftover from spring
      • Work on the benches
      • Plant more of the purple flowers in the neighborhood. They bloom at a nice time and seem like they may be more deer resistant than some of the other flowers
    • Hazardous waste pickup – date October 8th
    • Donation? October 15
    • Other topics?
      • The street light near 2260 has been out for 2 months
    • Maybe mention the annual meeting? December 5th

Financials

Next meeting Thursday, September 8th

Wheelwright Cluster Board Meeting Minutes – July 2022

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Thursday, July 14th, 2022 at 7 pm via Zoom

Community updates

  1. Design updates
    • Decks – Waiting on Kristina’s signature and then the application can be sent
    • Garbage Bin enclosures – Schedule a walkthrough for Sunday with Satish
    • Door colors/styles – Will be part of next DRB update
    • A/C Units – Waiting on Kristina’s signature and then the application can be sent
    • House numbers – Waiting on Kristina’s signature and then the application can be sent
    • Stucco update:
      • (Addendum to last meeting’s notes) The Board has applied to Reston to remove the cement siding stipulation in the cluster guidelines that states “that stucco panels not be attached to concrete blocks”. This will allow end units to use cement siding stucco panels on their third side.
      • Will be decided on the July 19th Reston DRB meeting
  1. Repaving parking lots – asphalt alternatives – Kristina reached out to get a quote and answers about TrueGrid Paving System
    • Would still need to contract with a paving company – the company would mill the old lot (all layers to my understanding) and truegrid would go down on top of the milled surface.  Angular clean wash gravel would fill the holes in the grid.  
    • The grid can be snow plowed using a rubber tip blade or keeping the plow slightly above the surface
    • Electrical infrastructure could be put into place with TrueGrid
      • Run utilities with concrete footers and cut grid to fit or put right against.
    • Cost is less clear.  Truegrid gives you an estimate of what the grid costs – for us, it would be roughly $15,630.62.  Milling?  Gravel?  Installation?  The website says the cost is comparable to laying asphalt.
      • Currently inquiring about companies in our area that are familiar with installing TrueGrid.
      • Do they have companies that they work with or that they recommend?
    • Damage to any square of the grid could be replaced (because they come in interlocking squares)
    • 20-30 year longevity listed on website
  1. Reserve Study
    • Mason and Mason – updates?
      • Kelly filled out a questionnaire they provided
  1. Speed bumps
    • Ami Pape, lawyer, emailed back replying that there are no regulations that require us to put up any special signage for speed bumps.
    • Kayleen obtained cost:  The street measures about 23 feet across. Depending on how much we want to cover, with a cost of $134 for a 36 inch segment the cost are as followed:
      • 21 feet (7 segments) = $938
      • 18 feet (6 segments) = $804
      • 15 feet (5 segments) = $670
    • Go with 21 feet so that it covers enough of the road
    • Speed bumps will be placed near the front of the neighborhood by the island near 2218 to start. Will move as needed to find the best spot.
  1. Concrete
    • Cyndi obtained updated quote including upper cluster sidewalk by 2228 – cost?  
      • Top of the cluster near the bus stop needs to be done
      • Spot near 2226 and 2228
      • Cost is $3895
        • For one square by 2226. Want to verify it would stay that way if two needed to be  replaced
    • Vote
      • Approved
  1. Trees
    • Tree committee – date for walkthrough?
      • Cyndi will send email to the Tree Committee to set up date
      • Need to look at tree behind Karen and Sandy’s house since it was struck by lightning
    • Current tabulation of trees for inspection
      • Large oak in front of 2254
      • Elm tree in front of 2248
      • Tree with heavy low branches behind 2258
    • Trees to plant:
      • Red maple in front of 2230?
      • Eastern Redbud in front of 2261
    • Reaching out to other companies for pruning/trimming of smaller trees – after walkthrough
  1. Landscaping
    • Issues?
      • Emailed Chris to find out when weeds between cracks will be sprayed
      • Sandy will be reaching out for grass treatment
      • After the landscaping company puts down pesticide treatment they then send an email hours afterwards. Would prefer earlier notice so we know to stay off while it dries
    • Lower cluster mulch island
      • Sent picture to Chris
      • All kinds of plants and weeds are taking over
  2. Erosion
    • Area behind 2243-2251
    • Some grass is growing but it is still muddy
  1. Parking compliance
    • Updates on walkthrough
      • Most cars have been accounted for at this point including some question marks that were on our list from the last walkthrough
    • Still need to address the ones that we haven’t been able to figure out.
    • At the annual meeting we will ask if people are having regular parking issues
    • If it is an issue then we can add it the guidelines and have more leverage over making sure people don’t take up too many spaces
  1. Summer events?
    • COVID is making an unfortunate comeback in our area and may want to wait for cluster sanctioned activities until fall (or when transmission falls again)
  1. RA Board, Cluster, & Committee event –
    • invited chairs from each RA Board Committee, Advisory Committee, the Design Review Board, as well as one (1) representative from each RA Cluster or Condominium Association on Monday, July 18 from 6:30-8:30pm.  If the President of your Condo/Cluster Board cannot attend, they are welcome to designate an alternative representative to attend in place.
    • Kristina will attend
    • RA is asking for budget requests and suggestions:

Financials

Next meeting Thursday, August 11th

Wheelwright Cluster Board Meeting Minutes – June 2022

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Thursday, June 9th, 2022 at 7 pm via Zoom

Community updates

  1. Q&A with Erin Gable, covenants advisor, RA 
    • Garbage Enclosures
      • Highlights from last meeting with Erin
      • Ultimate goal should be to design a structure that would allow the most people in the neighborhood to be compliant with the design standard.
      • Erin’s concerns with the current design is the decorative screen at the top and front of the enclosure (the uncertainty of  materials being available for replacement long term as well as the style not really matching mid-century modern Reston may prove to be an uphill battle in getting approval – “any grid shaped design may work better than a lattice design”)
      • Door overhang cover
    • Decks
      • Currently, RA guidelines approve trex on floor and cocktail railing regardless of cluster guidelines.  Other options/colors would require a drb review.
      • Sandy is working on applications for decks, moving AC units, door colors, door styles, and house numbers.
      • The Board has applied to Reston to remove the cement siding stipulation in the cluster guidelines that states “that stucco panels not be attached to concrete blocks”. This will allow end units to use cement siding stucco panels on their third side.
  1. Repaving parking lots – asphalt alternatives
    • While Erin had not heard of approval for asphalt alternatives for parking lots, she felt like more environmental, sustainable alternatives might be looked upon well by Reston. https://www.truegridpaver.com/parking-lot-alternatives/
    • The Board believes this is worth looking into more. More research is needed on 
      •  Are small patches needed to fix it? 
      • Would the cost be more? 
      • How does it work with snow plowing? 
      • Is there a recyclable material alternative?
  1. Reserve Study
    • Mason and Mason vs. PM Plus
    • Mason and Mason – 
      • There is a possibility of needing special engineers
      • A visual evaluation of each street is put into a format that identifies names, quantities, cracks, full depth repairs, former quality of work, and other deficiencies.
    • Both seem like good companies. However, Mason and Mason came highly recommended by the lawyers. 
    • Kristina motions to choose Mason and Mason for reserve study with a cost up to $2700. Approved
  1. Speed bumps
    • Additional things to consider:  https://emspm.com/speed-bump-regulations/#Everything_You_Need_to_Know_About_Speed_Bump_Regulations_on_Private_Property
      • Other things to consider
        • Possible slow down of emergency vehicle
        • Increased air pollution. You have to brake at the speed hump and then apply gas to get going again
        • Increased noise level
      • The speeds bumps we are looking at are temporary so if they don’t work out we can always remove them
    • Good to move forward with the option Sandy provided?  Cost?  Vote?
      • Kayleen to put together costs. Also need to hear back from lawyers to see if other signage is needed.
    • Email sent to lawyers
  1. Concrete
    • Updated quote including sidewalk in front of 2228?
      • Have not been able to communicate with the contractor due to missing each other’s calls.
    • Emailed Jill about sidewalk in front of her house
      • Waiting to hear back
  1. Trees
    • Check in with tree committee about scheduling walkthrough
      • There is not a walkthrough planned currently. 
      • We will need to look at the tree in front of Jill’s house. It is messing with the sidewalk and also dropping branches fairly consistently. 
    • Kelly Clark complained about the tree leaving sap on her car
      • Talked with Bill and Nina about the tree. They said it’s not terrible and the worst part is the birds. If the tree was replaced they would still have that issue. 
      • There is the option to possibly move the reserved parking space over. However, they may not solve the problem since they have two spots and tend to park in both spots. But they also don’t want to replace the tree because she likes it. 
      • There is also the option to potentially move Kelly’s reserved space away from the tree since the tree has caused issues with the paint on her car.
      • Also need to consider the future impact of the tree. It is an elm and they can grow to be very large so it may outgrow that space quicker than we would like. Even if we don’t remove it for the sap issue, we will be fighting the size of the tree at some point. 
      • What is the process of getting a healthy tree removed? If it is under 4 inches we don’t have to get approval. But we could also make the case that the tree isn’t fit for the space and will cause issues in the future. We will replace it with a tree better fit for the space. 
      • Is it possible to move the tree to a different location in the neighborhood?
      • Any tree we replace it with, to hold the aesthetic and shade, will need to be a 7-15 foot tree. 
  1. Landscaping
    • Issues?
    • Lower cluster mulch island?
      • At a minimum weeding is needed. 
    • Weeds in cracks and curb debris?
      • Were they sprayed? There seems to be more weeds than usual. 
    • Trimming smaller trees in the neighborhood
      • The Tree committee needs to walk around and make sure everything looks healthy and good. Then we can figure out which one needs to be trimmed.
    • Planting new trees – area by 2230 and 2261
      • 2261 – Interested in getting an eastern red bud. It is the same tree that is in front of 2216 and is a good tree for small spaces
      • Need to look into replacing the tree that was taken out in front of 2228. A red maple is an option. 
      • We should wait until the fall to plant since they seem to survive better that way.
  1. Parking compliance
    • Updates on walkthrough
      • There were some cars that the board was unable to determine which house they belonged to.
    • Next steps – letter on cars
      • We will leave a note for the cars that aren’t registered to let them know that if they aren’t part of this neighborhood they need to move their car or they will be towed.
      • There are still cases of cars parking in the lower cluster and walking to other neighborhoods.
  1. Summer events?
    • Ideas?
      • Mid summer cookout?
      • Watermelon party?
      • Food truck?
      • Yard sale?
      • Pot luck
      • Kona food truck

Financials

Next meeting Thursday, July 14th

Wheelwright Cluster Board Meeting Minutes – May 2022

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Thursday, May 12, 2022 at 7 pm via Zoom

Community updates

  1. Q&A with Erin Gable, covenants advisor, RA
    • Garbage Bin enclosures 
      • Garbage Enclosures
        • Board – The garbage enclosures are too small for more modern units and for the proper circulation needed for them. We need to address changes that need to be made to the guidelines. 
        • Erin – Hiring an architect is a good idea if the board deems it necessary or if there is someone in the neighborhood that is willing to volunteer their time. This is a good idea because it will help to keep up the look of the house for something that is needed. 
        • Board – The goal would be to have the architect look around to see what design will get the most people in compliance as possible. For the HVAC we need to enlarge them for space but we still may also need them to be open for the proper airflow. The draft idea shows about 3 feet open at the top with a decoration.
        • Erin – There isn’t anything like this in Reston. That’s not to say it is not approvable., but there may be concerns about materials and upkeep and maintenance. Making it larger won’t be an issue. The only possible issue is the decorative screen. However, Wheelwright has a mid century contemporary architecture. So doing something outside of that could be detrimental to the character of the neighborhood. There are options to keep in the style and the feel of the architecture of the community. There can be decorative options, but it should match the style of the neighborhood. Any grid shaped design would probably fit better than a lattice design. 
      • Door Overhang Cover
        • Board – We would also ask the architect to come up with a plan to cover the door areas of houses. We want an option to cover the overhang that doesn’t include plastic being hung up under or over but also allows for proper drainage.
        • Erin – Reston has a couple of communities with the open board cover but not a lot of alternatives to that, such as the plastic on top or underneath. A permanent solution will require a full DRB with a panel review. 
      • Decks
        • Board – We have been working on options to update the decks to include Trex or other composite material. As well as options for staining the tails to match the natural weathered wood. What kind of options are there for that?
        • Erin – Based on the RA guidelines you are allowed to have composite boards on the floor and the cocktail rail of the deck regardless of the cluster guidelines. For the stain color there are multiple options that you can look to adopt. The standards could be written to say composite material is allowed for all elements so that no stain would be needed. Or it could be written that the deck can be composed of all wood or a combination of the two. Then add that decks must be constructed and stained to be one color, or give the option for composite decking and leave the wood to weather naturally. 
      • Design Guideline Compliance
        • Board – Have other clusters redesigned their exteriors, and if they have what would you suggest in terms of compliance? Would we say here is what we are approving and we need everyone to be compliant in a certain amount of time or that when you are making substantial updates that is when you need to make this change?
        • Erin – When you change your exterior design elements, the way that you enforce compliance is either by putting a deadline on it, or when you are at a stage where you need to redesign or when you sell you need to comply with the new design or if there is substantial repair and replacement of the structure. More flexibility is typically preferred. 
  1. Repaving parking lots – asphalt alternatives
    • Board – Has the RA ever considered asphalt alternatives?
    • https://www.truegridpaver.com/parking-lot-alternatives/
    • Erin – It is not currently on anyone’s radar but it could be good to get the environmental group on this. RA doesn’t own a lot of asphalt spaces other than small parking lots so this isn’t something that comes up very often. However, alternatives to asphalt and alternative parking materials is “Reston” sounding. Look into it but don’t spend the money on getting a bid. See if it looks practical and if it is meaningful to us as a cluster.
  2. Reserve Study
    • Mason and Mason has a focus on the asphalt which is definitely a concern for our neighborhood. 
    • It is a 20 year prospectus vs a 30 year prospectus that the other 3 companies offer
    • PM Plus reserve even gives the option of a 50 year prospectus and would meet with you 3 times before charging extra.
    • For Mason and Mason, if they need to call an engineering specialist that is billable above what they are giving us as a proposal. Whereas the other 2 have specialists on staff and if they don’t it will be at their expense. 
    • Reserve advisor has other Reston clients and are familiar with the area
    • Mason and Mason didn’t include that but basically said our reserve doesn’t have anything to do with the other neighborhoods. 
    • Between Mason and Mason and PM+
    • What exactly is included in the asphalt report from Mason and Mason?
    • Landscaping and erosion may be an extra specialist which is a big issue in our neighborhood
    • Kelly to reach out to see how likely it is for mason and mason to have to go out and get specialist outside of the scope
  3. Speed bumps
    • Good to move forward with the option Sandy provided. We have considered the possible noise impact on the new speed bumps but think it is important for safety. It is not a permanent speed bump so if it is too loud we can try to find a better place for it or remove it entirely if it is too much.
    • We will determine the cost and then will vote. Also recommend speed bump signs. May need to ask lawyers how much signage is needed and what regulations apply
  4. RA’s last meet and greet
    • Meet & Greet – Site Lighting – this past Monday, May 9th.
      • It is a county change to have sky friendly lights that do not send light into the atmosphere. 
      • It doesn’t impact our cluster as much as it does other clusters that have shoebox lighting. Those are outdated and will need to change their entire fixture. We have the colonial style. The new fixture will not have panes.
      • Cyndi asked a question about how bright the light is for the community. No panes could be ok with  lower lumen light. 
  5. Concrete
    • Walk through date?
      • Sidewalk by the bus stop that is sunken
      • Looked at the area in front of Jill’s house where the sidewalk has been humped by the root system of the tree. Tree root system will need to be worked on. Is it worth it to save that tree especially when we constantly have issues with the tree?
      • Look to add in the area by the light pole near Kristina’s house. There is a dip and it will pool with water
  6. Pets
    1. There has been an increase in pet droppings not being picked up throughout the neighborhood. 
    2. It is within the Fairfax County Laws that all dogs need to be leashed at all times and also must be picked up after. 
    3. Violation of these rules can lead to impoundment of pets and incursion of fines. Neighbors also have the option to call animal control when these rules are not followed. 

Financials

Next meeting Thursday, June 9th

Wheelwright Cluster Board Meeting Minutes – April 2022

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Thursday, April 14, 2022 at 7 pm via Zoom

Community updates

Design updates

  1. Doors/Decks/AC unit DRB’s
    • Updates on DRB submission?
  2. Architect for garbage enclosures
    • On hold until doors and decks are completed – garbage enclosures are on the agenda for the May meeting with Erin at RA so we should plan to meet with Satish before then so we can have a full discussion.  She has not yet confirmed that she can make the May meeting.
  3. Speed bumps
    • Quote for 1 ($223) or 2 ($447)
    • From Kayleen:  Below is the link for the speed bump I have been looking at. It is the 7ft option which is a 6ft with two end caps. I wasn’t able to find any videos or instructions for removal. Through the installation manual it looks like the concrete options have screws/bolts that you drill a hole for and put anchors in. Then the bolts secure the speed bump. For removal you would just take out the bolts. This would leave a hole where the anchor is. I’m not sure if we would be ok with having these holes in the ground when it may snow. And how they would hold being filled with snow and water after it melted.  
    • Sandy looked further into this – she couldn’t find much regarding damage to the asphalt – most folks use the bolts rather than the spikes and then plug holes with silicone plugs to prevent water grit and dirt from getting in there.  She found another product – if you get it at 2.5 inch height, the weight of it will hold it down up to 10 miles/hour.  It’s a rubber product – heavy so may be hard to remove every season but it won’t damage asphalt but it can be bolted down if we find that it starts to move around.  Cost?  This product is for 36 inches in length – $134 so 6 ft would be $270 plus shipping.  Right in line with cost for product that Kayleen found.  35 lbs per piece and they lock together.  Kayleen can look at this product and weigh in on how she thinks it compares to the other product.  https://rubberform.com/product/speedbump
    • Kelly brought up that it could use extra markings on it to make it more visible.  Tape might be an option.
    • https://unimattraffic-us.com/products/speed-bump-hump/heavy-duty-economy-speed-bump.html

Parking Lot

  • On hold for the moment.  Keeping an eye on fuel prices and Asphalt base index per VDOT.
  • Patch work to be done during the cluster clean up.

Reserve Study

  • Update Kelly to send out quotes for the reserve studies that she has obtained so far.  She is rethinking which company to go with – the one she was leaning towards was the company who did our reserve study many years ago but they have become very automated.  The lawyers recommended Mason and Mason, they are the ones that the lawyer recommended and that is the company Kelly is leaning towards at this point.  
  • Sandy brought up the point that perhaps the company that did our reserve study initially might be willing to shave a bit off the price of a full reserve study since we completed one with them already.  But Kelly thinks that since it is 13 years old, and a lot has changes in 13 years, it probably isn’t worth it.

RA’s next meet and greet

  • Meet & Greet to Cover Site Lighting – Meeting date has changed from April 11 to Monday, May 9th – 
  • The impact of Fairfax County’s new zoning  ordinance modification on site lighting in Reston
  • Dominion Energy’s initiative to convert to LED light sources
  • Reston’s Design Guideline for site lighting in clusters
  • The design review process for site lighting installation and replacement on cluster common ground, to include review of the ‘photometric plan’ requirement stipulated by the applicable site lighting Design Guideline
  • Cyndi and Kristina plan to attend

Electric Car Charging

  • Updates? No updates yet but Cyndi will delve into this more soon.

Tree work

  • Anything new? Kerry’s tree – temporary fix (Mike’s renter used strapping to hold it in place – he used his own equipment to hold the tree but he needs the equipment back) – Sandy told Kerry to give us a price to replace the equipment.

Landscaping – Sandy

  • Updates?  Did their first mowing – cut the grass very low.  But no one has complained yet.  Hazardous waste pickup on Saturday.  Plants by 2251 – they were looking a little bit unhealthy but could still be in their dormancy stage – will keep posted.  Mulch and coir for cluster cleanup on order.  All set for supplies needed for landscaping for cluster clean up.  Price for annuals for front entrance – red and white vinca between $110 and $150.  Board approved up to $150.

Concrete

  • Updates?  Next week Cyndi will try to schedule a walk through with Juan.

Getting the neighborhood into parking compliance

  • Sunday, May 1st is the deadline for people registering their cars with the cluster.
  • Newsletter – delivered to houses on Wednesday – the vehicles we have on file for everyone were included in each homeowner’s newsletter – if their information is incomplete or incorrect, they have been instructed to fill out the form on the newsletter and return to the LFL box.  
  • After May 1st, go around parking lot looking for cars that are not on our list and putting notices on them.

Cluster Clean – Up – Saturday April 30th

  • Roll off dumpster – should we park in a couple of lower cluster parking spaces?  Confirm with Kayleen that it has been scheduled as well as voucher.  Still waiting for Bates to confirm delivery of roll off dumpster but should be fine since we are still 2 weeks out.  We will do our best to get parking spaces cleared out – the 4 spaces on the lower side of the lower cluster island and then we’ll work with Bates to see if they can fit the dumpster in those parking spots.  Send out email saying not to park in those parking spots and blocking spaces with traffic cones.  Dumpster signs to let people know what can and can’t be dumped in the dumpster – Sandy will make.
  • Hazardous waste pickup – Saturday April 16th?
  • Donation pickup – plan is to rent U-haul van and deliver items to Green drop on Saturday, April 23rd.  Picking up a 9 am from Lake Anne on Saturday – renting for 6 hours.  May need to make a couple trips over to Green Drop.  Park by Little Free Library.  Elli and Cyndi to man the donation van.  Cluster sign advertising at top of cluster.  Make a sign for the van.  Kristina will do another email push next week to advertise it again.
  • Projects – 
    • The following was ordered for the clean-up.  These plants will be ready to be picked up on Saturday, April 23rd.  Tim has offered to do a pickup or 2 but we could use one more person to help pick up with their own car.  Kelly has offered to go with Tim to pick up plants.
    • Patching asphalt Sandy still working on which product to use for patching.  The Aquaphalt will be too expensive for the size of the patching this time – still needs to do more research.  Cody will be volunteering to help with this project as well.
    • Double checking the stairs to see if there are additional boards that need to be replaced?  Double check the stairs – if anything looks like a safety hazard, we’ll replace boards if needed, but no major overhaul right now.
    • Painting garbage enclosure?
    • Painting the garbage enclosure could be easily done since we are going to be working on landscaping in that area anyway.  But getting plants in the ground is the utmost priority – everything else second.
    • Mulching area across from tot lot and next to 2249 will get done down the road – trees arriving from Arbor Day Foundation will get planted there and we can think about mulching then.  This area is on our radar as it needs to get tidied up.
    • Cluster cookout?
      • Shopping for food/supplies Sandy will pick up food.  Cyndi has fridge and freezer space available for food.  We already have water and soda leftover from last time.  Kristina will provide list and Cyndi will fill in what we still have leftover from last time especially paper products.

 Erin Gable (Wheelwright Covenants Advisor) has offered to attend a board meeting

  • Next meeting on May 12th?
  • Shed enclosures and size and design. Schedule for May
  • Sandy also asked Erin to throw out some dates that she could be available for a homeowners meeting with covenants advisor.

Financials

Next meeting Thursday, May 12th

Wheelwright Cluster Board Meeting Minutes – March 2022

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Thursday, March 10, 2022 at 7 pm via Zoom

Attendees: Kristina, Sandy, Kelly, Cyndi, Kayleen, Karen

Community updates

Design updates

  1. Doors/Decks/AC unit DRB’s
    • Updates on DRB submission? No Updates
  2. Architect for garbage enclosures
    • Satish – walk through?  Updates? Working to send in doors and decks DRB to RA first and then will start this process.
  3. Speed bumps – Kayleen
    • Quote for 1 or 2? To have speed bumps in one location it will be $223 plus shipping. For two locations it will be $447 plus shipping. Will follow up with the company to get instructions on how the speed bumps are removed to make sure it won’t be destroying the parking lot. 
  4. Parking Lot
    • Oil prices:  It appears that asphalt base index for January 2022 was $525/liquid ton.  Currently $745/liquid ton.  Probably cost us an extra ~$15,000 if we were to repave right now.  This will likely go up.
    • Here is oil price outlook according to Car and Driver
      • GasBuddy released a statement about this weekend’s milestone saying that, while international sanctions that are crippling Russia’s crude oil exports are one cause of the price spike, that’s not the only reason GasBuddy expects fuel prices to continue to rise.
      • “Seasonal factors including increased demand for gas, refinery maintenance and the switch to summer blend gas, on top of current geopolitical tensions, could propel prices upward of $4.25 per gallon by Memorial Day,” the group wrote in a statement. On the bright side, the company’s 2022 Fuel Outlook predicts prices will start to slope downward after that, with a national average all the way down to $3.78 by December 2022. That number used to seem high, but it’s all relative.
      • The patch work from Fall cleanup seems to be holding up well. We can use that to fix some spots or the normal cold patch for bigger areas. Hopefully this will hold us over until prices go down.
  5. Pavement Design, LLC:  what is included in parking lot assessment:
    • Condition survey and evaluation of pavement
      • Pavement condition index rated as per US Army Corp of Engineers
    • Obtain inventory information
      • Information relevant to pavement sections gathered based on the construction of the property
      • Involves meeting with maintenance staff as well as observing traffic conditions/patterns
      • Reports including analysis and pictures
        • Inventory report
        • Aerial image report
        • Pavement condition index report
        • Network maintenance report
        • Network summary report
        • Maintenance and repair report
        • Recommendations
        • Inspection schedule report
        • Budget planning report
      • Review of final assessment with client
    • Will take time looking through and deciding. Since we are holding off on the parking lot we have some time.
  6. Reserve Study
    • Update
    • Reserve study to help determine timeline for parking lot (i.e. can we eke another year out of it?)
    • Asphalt is a big part of the studies. The study in 2007 had a significant portion for asphalt. Holding off on proceeding with the parking lot makes sense until the reserve study is done.
    • All of the proposals look about the same. One more has been thrown into the mix but we are seeking a proposal from the company that did our 2007 study. We would lean towards choosing them if their range is in line with other proposals.
    • After all proposals are received they will be sent to the Board to review so a decision can be made. 
  7. RA’s next meet and greet
    • April 11 Meet & Greet to Cover Site Lighting
    • The impact of Fairfax County’s new zoning  ordinance modification on site lighting in Reston
    • Dominion Energy’s initiative to convert to LED light sources
    • Reston’s Design Guideline for site lighting in clusters
    • The design review process for site lighting installation and replacement on cluster common ground, to include review of the ‘photometric plan’ requirement stipulated by the applicable site lighting Design Guideline
    • Cyndi plans to attend. Kristina will try to attend.
  8. Electric Car Charging
    • Any updates? Some inquiries have been sent out. There are a lot of options out there which could be good from a competitive standpoint. Cyndi is also working on gathering information to see which do residential versus just business areas. 
  9. Tree work – Cyndi
    • The trees near the path to the woods have some trees that are almost touching the ground. Is this something landscaping could take care of or would we need JL to handle it?
    • Nothing is impeding the path, so it may not be worth the cost but it will be mentioned during the next walkthrough
    • Kerry mentioned a tree that is overhanging his deck. It may have tipped over from the ice storm. It is significantly hanging over. He talked to JL and they said they need to take a rope and try to stand it back up. He will need to talk with the tree committee to determine what needs to be done and to get a bid. 
  10. Landscaping – Sandy
    • Bus path – done!  (still some wood chips left – ideas?)
    • Updates?
      • We plan to spread them where they are. It is such a muddy area that a deeper and wider path may be better. 
      • Emailed Chris – they ran out of mulch and they are coming back 3/11 to finish. 
  11. Getting the neighborhood into parking compliance
    • Sent an email directly to everyone who has not registered with the cluster.  Only one person has responded so far.
    • Next step is to put flyers on doors. We could also put flyers on cars parked in neighborhood that aren’t in our database.
  12. Cluster Clean – Up – Saturday April 30th
    • Roll away dumpster – need to schedule with Bates – should we park in a couple of lower cluster parking spaces? 
    • Hazardous waste pickup – 2 weeks before?  Saturday April 16th?
    • Donation pickup – ideas?  When? Should we go with Green Drop again or look into other options.
    • We could Rent a Uhaul van and load it up and then drop it off at the Green Drop at Fox Mill. However, we would need to communicate with Green Drop to make sure they can accommodate what we bring.
    • Project ideas?
      • Planting natives on slopes to help with erosion?
      • Reston Association is having a native plant sale and pickup is Saturday April 23rd. Reston Association Native Plant Sale
      • Board will look through to see which ones they think will look nice and would work in the area. We should move fast so that inventory doesn’t run out. 
    • Other ideas?
      • Rebuild the benches throughout the cluster
      • Paint or stain the trash bin that was built (Oxford Brown)
      • Patching asphalt
      • Double checking the stairs to see if there are additional boards that need to be replaced
    • Cluster cookout?
      • Shopping for food/supplies
  13.  Erin Gable (Wheelwright Covenants Advisor) has offered to attend a board meeting
    • Did we nail down a time and topic? 
      • Shed enclosures and size and design. Schedule for May
      • Non-Board Meeting with an open forum to ask questions. Send out a newsletter seeing if there is interest

Other

Traffic Cones

  • approval to order 6 traffic sticks for $120

Concrete 

  • Trying to schedule a walkthrough in the next month 
  • Near Jill’s house, the sidewalk in front is starting to lift up and form a lip. It’s about an inch taller than the pad next to it.

Financials