Category Archives: Board Meeting

Wheelwright Cluster Board Meeting – August 13

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

Tree Committee: Steve Weissman, Kerry Wingell, and Jeffrey Cai

Tree Committee

• Two proposals, both from JL Trees; one includes just cluster trees and the other includes some private trees
  • First proposal has 18 items, including topping off tree by tot lot, as it’s been deemed a danger and removal of 2241 (needs RA approval)
    • Tree committee has started an RA application for the 2241 tree and will share it with the board once it’s ready
    • Second proposal included trees for two private trees – 2224 and 2265 house trees
    • The tot lot tree would cost $1750 to remove, plus ~$6800 for the remaining work on the proposal
    • There was no distinction as to which trees are the most emergency needs
    • Discussion on the tree proposals and timing occurred
      • Current budget can incorporate all the work, but the board would prefer to wait until the work falls within the timeframe of saving 15% off the work
      • Tree committee will ask the arborist to prioritize the work on the proposal and will get back to the board on that decision. Voted yes on this delay.
        • Only thing that will be scheduled early is the tot lot tree – Note: we later decided to include this tree with the rest of the work in December because it’s not as much of a risk as we thought it would be.
        • Kristina will reach out to the homeowners in the proposal to schedule the work on their own; Will ask for additional tree work needs from homeowners in the next Wheelwrighter.
          • Tree work proposal and other tree work will be published on the website once we decide on when the work will be done.
          • Tree committee will review the additional tree work proposed by homeowners 

• A cherry tree behind one residents’ house (2250) is a cluster tree but is causing damage to their patio, which has been cited by Reston Association for action
• Discussion on tree roots and how to deal with them when they start to damage homeowners

Cluster Guidelines Changes

• Shingles
  • Jessica sent over application to Reston Association – update TBD

• Erosion Work – Kristina
  
  
  • Grant Status? Still waiting for an update
  • DRB application status? Vern is reviewing the application
    
    
• Hardie board and house colors – RA approval – Sandy
  
  
  • Pending color selection
  • Sherwin Williams partnership – once we decide on colors, Sherwin Williams will help with selecting the correct colors for Reston and keeping the formulas on file.
    
    

Landscaping

• The lillies that were cut down are now coming back and doing well
  • Apply the replacement money for annuals can be applied for next year’s budget
  • Landscaper can review the small trees tomorrow with Sandy that want to be done by the landscaper company
  • There are still issues with bushes leaning over the sidewalks – Jessica will consult with the RA consultant to see if we can trim bushes that lean over cluster space
    • Pruning would be done, not chopping
    • Cyndi will review and offer to have the board do it next time she sees the owners
    • Trimming bushes next to the little free library – Sandy will review it with them so they can trim those bushes back.
    • Audubon Society – contact wants to come out to meet with us August 24-27
      • Kristina and Jessica will meet with the contact to review the suggestions on Tuesday, August 25.

Street Light

• one with the panes still hasn’t been addressed with replacement panes – Cyndi will keep on the company about it.

Concrete work

• Need a proposal from two companies we have heard back from
• Send out message to community members to see what additional work is needed
• Jessica will wait for the second proposal and if we don’t receive it in a reasonable time, we’ll move forward on the work.

• Asphalt Rejuvenation – Jessica
  
  
  • Proposal received for ~8,000, which can’t be covered in the 2020 budget.  
  • Will be discussed at the annual meeting 

Annual meeting

• No option to have one that houses 50, but there is the community floor that will house 75 people
  • We propose to get that room and do it socially distanced, plus have a virtual option at the same time
  • Board agreed to go ahead to reserve the room for social distancing purposes

Community projects

• Past
  
  
  • Donations truck – very successful
    
    
  • Food truck – it was ok in terms of turnout
    
    
  • Trash pickup – a couple of people submitted photos for the prize and it was dropped off
    
    
• Future
  
  
  • Yard Sale – October – we will cancel due to COVID. Set up a marketplace on the cluster Facebook page, just for cluster residents. Will be included in the next e-Newsletter.
    
    
  • Fall cluster cleanup? Likely will occur in October. Instead of a cleanup, arrange for donation date with Habitat for Humanity to come pick up.
    • Use sign-up genius to have open items done by community
    • Jessica will coordinate the donations truck
    • Cyndi and Jessica will work on a list and will discuss in the September meeting
      
      
  • Tot lot trash redo – Sandy to work on in the fall.  She would prefer for it to be socially distanced work
    • If any tasks can be separated out, Sandy will let us know to add for sign up by residents

Dues Payment Dropbox

• All are in favor of putting it on the back of the Little Free Library, using the one we already have
  • Paint the one we have to help it, “hide in plain site”.
  • Have it be a kids project where they paint the current box
  • Think about it and talk about it at the September meeting.

The September meeting will still be virtual. Next meeting – September 10, 2020

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