Category Archives: Board Meeting

This includes announcements of upcoming board meetings and any planned agenda items.

Board Meeting Minutes – July 2020

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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

Board Meeting Minutes – June 2020

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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

Board Meeting Minutes – May 2020

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Wheelwright Cluster Board Meeting – May 14

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

Financials:

  • Discussed financials

Treasurer Items: 

  • Updated website with current box location and removed wrong link for Treasurer information
  • Kelly has put together the cluster docs for seller and Sarah provided latest meeting minutes from February 2020-April 2020

DRB Changes 

  • Jess has tried to get in touch with Reston Association for their current version of our guidelines, which will help with the update of our guidelines prior to a DRB application
  • Sandy did research on hardie board and some cement board options (Allura)
    • Not many hardie board pre-made options in the vertical siding – ask Matt if he has any additional research to help
    • Allura has a few options we might be able to explore in the vertical: https://allurausa.com/products/panels
  • Sandy has shingles samples, we need to set a time to get together this weekend – Sunday to review

Tree Work

  • What tree is the current quote for?  
  • Tree Committee identified one tree of concern by tot lot
  • Need a quote for take down tree between 2231 and 33 – will wait until July review
    • Will ask Tree Committee to get the quote
    • Tree Committee will work on and submit the DRB application
  • Additional trees of concern behind 2262 and 2224/26 will be reviewed again in July by Tree Committee; add tree behind 2252 to review in July
  • Tree behind Gunsmith: tree is now stable and top of tree is missing so it’s not an immediate danger or problem
  • Put sign around tree by tot lot to warn cluster residents of the danger – Kristina will take care of the sign

Landscaping:

  • Kristina asked for annuals to be planted by front sign and in hollowed out tree stump (Bee Balm) – contractor will do both for $150 or less
  • Kristina has four stop signs for the crew to put out for residents that don’t want their lawns mowed
    • Will get updated email list from Kelly and then send out email about the signs
    • Sandy’s property will be a test case for the next week before sending out the 
  • Blowing after mowing – they are blowing natural debris into the yards, which several residents have a concern about it
    • Came to agreement that they will be better about the blowing
  • Issues with staffing are causing days of landscaping to change – Chris will try to notify when changes to schedule have to be made
  • Considering planting some plants around the lower cluster island where we mulched – several members want to see a proposal before making a decision

Erosion

  • Fairfax Water grant application is complete and has been submitted to them
  • Working on the DRB application now but still waiting to hear back from a couple of residents to finish the application
  • Proposed to shelve the project by the path slopes until the DRB application is done and underway – at least until next meeting

Concrete

  • Cyndi has reached out to several companies and heard back from 3 viable ones 
    • Needs to follow up with some other ones and will share with the group 

Curbside glass recycling

  • Purple bins from the County have returned so there isn’t much of a need for a paid pickup service now
  • Will hold off for maybe a discussion at the annual meeting since it would affect the residents
  • Definitely a need to educate residents of the proper disposal of glass at the annual meeting

Electric Vehicle Charging stations

  • Cyndi was working on research and found a few options but more research needs to be done
  • Most you have to have enough people using it to make it profitable for leasing and usage
  • Leasing looks like the most cost effective option at this point
  • Cyndi will collect research and present at annual meeting

Dominion Power 

  • Light bulb has been fixed/replaced, but still needs to be finished

Communications for homeowners

  • Kristina will ask list if they want to opt out of email notifications 
  • No update on the website email notifications right now

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

Next meeting scheduled June 11, 7 PM, Virtual

Wheelwright Cluster Board Meeting – April 16

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

Financials:

  • Discussed financials

DRB Changes 

  • Hardie board – RA approval
    • Board to submit an application to change guidelines. 
    • Include changing colors as well? 
      • Redo colors for paint, vinyl, and hardie board and include most colors 
      • Send out survey residents on the colors to get feedback using SurveyMonkey
      • Sandy will pull the color samples of paint, vinyl, and hardie board and coordinate with Matt
      • Integrate three colors from vinyl selections and three from hardie board into the RA DRB application and Wheelwright Cluster documents
  • Shingles guideline changes
    • Sandy to provide plan
      • Bring out boards to look at the samples this weekend, Sunday, to pick colors 
    • Who will do the application? Jessica will work on the application over the next few weeks
    • Jessica to reach out to Kelly (RA) to determine the DRB schedule (can we get on it now?) 

Tree Work

  • Completed 4/9/2020
  • Took most of the tree down behind 2261 and it looks good now
  • Tree Committee did a walkthrough the cluster with the arborists (JL Trees)
  • What is the plan for the rest of the budget? 
    • Remove the tree between 2233 and 2231 due to issues with erosion control and it being too big for the houses.
    • Submit RA application for removal of the tree since it’s healthy right now
    • Sandy to coordinate with tree committee on quote for removal and Sarah/Sandy to work on DRB application for RA
  • How much do we have left? We have roughly $6700 left in this year’s budget for tree work.

Cluster Cleanup Plan

  • Dumpster planned for 4/18
  • Hazardous waste? Not this time.

Landscaping update

  • Kristina talked to contractor about some complaints of rocks moving around, trash and debri blowing around into the yards
    • Residents can specify that they don’t want to have the yard debris blown and no edging
    • Kristina will pass along any feedback she receives from residents
  • Weekly mowing will be on Wednesdays through the summer of 2020
  • Annuals
    • Contractor will balance out the current plantings and only put annuals in the middle to give it a little color
    • Board approves amount of $150 or under
  • Rotting stump, he will see about planting something in the middle. Kristina will ask him what he recommends we plant
    • Cindy has periwinkle and other ground cover plants that could be divided out to plant there.
  • Tree in the lower cluster island – suggest mulching around the tree where the bald spots are, but all agreed to mulch the entire area to keep it balanced.
  • Pavers – received a suggestion from the contractor on securing the pavers including rebar
    • Most people agree that we don’t need rebar and can do something less extensive

Erosion Work

  • Feedback from experts?  Feedback from experts agree that there needs to be work on both sides of the path slopes, a bigger plan that would involve erosion netting to cover the entire slope and add native plants to anchor it down.
  • It’s a large project that we might want to do in stages and only do one slope at a time, including getting multiple bids
    • Focus on the area behind 2251
    • Continue beyond path by tot lot and townhouses
    • Submit project to the Fairfax Water grant due May 15, 2020 and DRB application
      • Kristina waiting on quote to finish the application
  • Erosion application – due May 15 to Fairfax Water for grant application
    • DRB application will be done simultaneously
    • Utilities will be handled by contractor with Miss Utility

Concrete Contract

  • Cindy sent out messages and emails but has not received any responses
  • She will keep trying to reach out – might not be getting responses due to COVID 19
  • Kristina will reach out to the FB group for HOAs to see if she gets anything
  • Cluster will review proposal about pavement treatment solicitation and discuss next time

Curbside glass recycling

  • Pursue vendor for glass collection for recycling – Jess will respond and ask for a quote

Electric charging station (Mary) 

  • Mary reached out about new guidelines for adding an electric charging station to houses
  • Something to consider adding in the future for residents – could be a significant upfront cost
  • Bring up as a topic at the annual meeting to see if there is additional interest
    • Cindy will reach out to people to see what she can find
    • Kristina will reach out on FB group for additional research

Mulch

  • Jessica will create signage about amount per wheelbarrow and costs
  • Mulch amounts & wheelbarrows with costs
  • Spread mulch early on Monday after this weekend – Cindy, Kristina, and Sandy

Playground equipment

  • Leaving alone at this point

Dominion Power – fixing light in lower cluster

  • Apparently was fixed on March 20 but still not working correctly
  • Cindy submitted a new work order on 4/15/2020

Scavenger Hunt? Will hold off until the Fall.

  • Kristina and Sandy suggested a news opt-in email list for those who want news about the cluster, newsletters, etc
  • Sandy to send out email and flier about signing up for news – opt out to by emailing the board
  • Trying to transition to electronic notifications/communications due to current climate of COVID
  • Sarah to investigate emails list from website; Kelly and Jessica will pull together a full list

-Update website with correct Treasurer information to drop off payment, including location of payment dropbox

-Look into adding a permanent location payment box – maybe by mailboxes?  Will think about it and talk about it later as there are security issues to consider.

-Kelly looking into the option of paying dues online and what options are available

May Board Meeting – Virtual again – Kristina will run the meeting next month if Jessica is unavailable

Next meeting scheduled May 14, 7 PM, Virtual

Board Minutes – March 2020

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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