Annual Meeting Minutes – 2019

By | | , , ,
Leave a comment

Wheelwright Cluster Board Meeting – Annual Meeting 2019 – December 2

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

Roll Call (to determine quorum): We have met the quorum requirements.

By Laws Review and Voting:

  •  We do have a quorum with those in the room and electronic voters ahead of time – all in person votes done anonymously on paper
  • Annual Meeting Requirements Change – 
    • Amend “his address” to “the address”
    • Start time no earlier than 6 PM and no later than 8 PM
    • This was voted through – unanimously “yes” with 20 votes
  • Treasurer Stipend –
    • It has been done previously in the past
    • Strike “the qualifications of the then Director serving as the association Treasurer” and keep “the qualifications of the Treasurer”
    • Change Director language to “Treasurer”
    • New paragraph, “ The Treasurer may be compensated…”
    • Add semicolon after list of duties in the new language
    • This was voted through – unanimously “yes” with 21 votes

Trash Contract:

  • The board has looked into other options, other private trash companies and Fairfax County Trash Collection
  • Jessica showed a slide comparing Fairfax County Trash Collection and our current contract with Bates
  • Jessica led the discussion on several items of discussion
  • Sarah will get trash can measurements from Fairfax County
  • Residents would like us to send Bates a notice that we are considering leaving them if service doesn’t improve.
  • Save the vote for this for several months to get more information and discuss it again at another meeting
  • Right now Bates Trucking is on a month-to-month service and we can cancel at any time
  • Need to find out if we would be charged for the switch to Fairfax County bins?
  • Suggestion to contact Reston Association to ask them if they have information/suggestions

Tree Committee Update: given by Steve

  • The committee tried to figure out how to address the tree problems and consulted two different tree companies
  • Decided on JL Tree Service for the work and they had competitive prices
  • See the data from the Tree Update for 2019 on 

Erosion Update:

  • Kristina gave an update on the erosion work done during 2019 with the slides
  • Used a grant to help pay for some of the erosion work this year
  • No questions from group on 2019 work completed
  • Discussed proposed projects for 2020
  • There was a question if rain barrels were considered
    • Contact Nicki Base (spelling?) at Reston Association about rain barrels
    • If anyone wants to have one installed during cluster cleanup, let the board know

Community Open Forum:

  • Is there a way to pay dues online?  We used to have it as an option to do that but Quickbooks took that option away because we aren’t big enough as an organization. Also, other options looked into cost 4% or more.
  • Does RA still come around to inspect houses? Not right now, but only when houses are bought/sold. Do we want to consider doing this as a cluster on our own? Maybe, but should be discussed at a meeting soon. Also consider updating the RA and bylaw requirements for doors/windows, trims, etc. to those that are currently there now.
    • Any changes have to be submitted to the Reston DRB for approval
  • Discussion of landscaping company – some residents feel like the service has gone down but others feel like the service has improved
    • Let the board know if you have any issues/problems with the board
    • Should make a comment to landscaping company about attention to the front of the cluster

2019 Budget Review:

  • Jessica gave a quick summary review
    • Focused more on erosion work than concrete, signed a three-year contract for website, and more office supplies were bought (some line items moved around but evens out in the end)
    • Over budget on legal fees this year due to some legal issues

2020 Proposed Budget:

  • Discussed major changes: landscaping (staying the same), tree maintenance increased, moved some tree maintenance to erosion control, decreasing concrete budget, adding in Treasurer stipend, and possible removal of trash service (if voted to change to Fairfax County)
  • Question about raising dues for the upcoming parking lot work and the allocation for 2020 is not high enough to cover the costs of the work at this time
    • This is due to higher costs incurred for tree work and erosion control mainly
    • The Treasurer said that we are making money on our current CD investments and hopes to make more in the future, plus invest more to make more of a profit 
  • Vote for Treasurer stipend of $1200 was approved and the 2020 budget has been approved

Voting for New Board Members:

  • Kristina, Cindy, and Sandy have been nominated and all three were approved for the position of Director
  • We nominated and appointed Kelly as the new Treasurer
  • Sarah will stay Secretary
  • Kristina will remain Vice President and Jessica will be President.

Sarah will update the website with the names of the new board members.

2019 Tree Committee Report

By | | , ,
Leave a comment

Tree Work Completed in 2019 Calendar Year

Tree Work Completed 2019 as per JL Tree Service Invoices

Note: The primary criterion for tree work was hazard to people or property, verified by a licensed arborist. In addition, in two cases, pruning was performed on large branches touching houses. 

  • 2218 front- removed dying tree and ground out stump
  • 2276 front- removed dying tree and ground out stump
  • 2241-opposite house on parking island- removed dying tree
  • 2214 side- removed dead limbs over sidewalk, small dead nearby and small dead tree closer to creek
  • 2215 back- removed top of dead tree in woods
  • 2215 back- removed top of dead tree in woods
  • Tot lot- removed two dead trees and dead limbs over path
  • 2233 back – pruned dead limbs
  • 2231 front- pruned large branches touching house
  • 2241 back- removed dead tree
  • 2251 back- pruned low dead limbs from two oaks
  • 2252-back- pruned branches touching house
  • 2244- back- cut up and disbursed fallen trees
  • 2242- back near creek– removed dead tree
  • 2252 front- pruned dead limbs over parking spaces
  • Creek to 2249 Gunsmith- cut up fallen tree from our side

Wheelwright Cluster Board Meeting – October 8, 2019

By | | ,
Leave a comment


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

Residents present: none

Tree Work: 

  • Cut tree down in upper cluster island 
  • Decided on tree work for 2019 and 2020
  • Determined tree is on Karen Beasley’s property based on cluster guidelines

Cluster Cleanup:

  • Purchased Trail Ends Sign and will put up as a project
    • Mike has a 4×4 post for the sign
  • Drainage – Jessica will mention drainage work 
  • Mulch – Kristina will request some mulch (12 cubic yards) for putting around the cluster:
    • Bus path
    • Tot lot
    • Cluster will rent wheelbarrows and rakes for mulching – Edit: Kristina sent note out for volunteers and we had enough wheelbarrows it wasn’t necessary to rent any.
  • Rock painting with kids
  • Kristina will do food shopping – Jessica will send her a list of food needed; no non-perishables needed

Trash Service: 

  • Sarah will request dumpster drop off for the cluster cleanup, October 18-20
  • Jessica will request community dumpster waiver. Update: we did not qualify this year as the yard waste was not separated from other things.

Landscaping updates:

  • Butterfly garden installed and is being watered by several residents
  • Kristina will request a new contract bid from Newcastle
    • If the updated prices are 10% or less than the previous year, we voted and approved it for renewing the contract

Snow: 

  • Jessica will reach out to Mike about renewing the snow contract
    • Update: snow contract continued, no changes to rates from last year.

Treasurer:

  • Several volunteers stepped up to potentially be the treasurer
  • The community needs to vote on paying the Treasurer in our budget at the annual meeting
    • Amount paid has to be an appropriate amount
      • A. Reduce part or all HOA Dues annually – not a possibility based on guidelines.
      • B. Pay with cluster disclosure packet fees
      • C. Payment from operating account with stipend 
      • All applications for Treasurer must come to the board and be approved 
      • Must prove qualifications and meet board requirements
      • Board can vote to not increase stipend
      • Jessica will type up language and send to Board members and lawyers for review
      • Wheelwrighter to explain the rules around it

Annual Meeting:

  • Fairfax Trash Pickup: decided not to pursue Fairfax County trash service application for now but will discuss trash contract
  • Tree Committee will provide an update
  • Treasurer position changes and discussion
  • By laws updates for Treasurer position and updated annual meeting guideline
  • Budget for 2020
    • Increase tree budget
    • Trash services reduction if we go with Fairfax County
    • Increase erosion budget
  • Meeting date will be December 2, 7 PM, at the Reston Community Center

Next Meeting: November 7 @ 7 PM, 2205

Consider Trick-or-Treating Early – Potential Severe Weather on Halloween

By | | ,
Leave a comment

Severe weather is expected between 7:00 PM – 9:00PM tonight. Heavy rain, damaging winds and an isolated tornado are possible. Consider trick-or-treating early to ensure everyone is safely home before the storm. Stay up-to-date on any changes from National Weather Service http://bit.ly/34mE9sj

Updated Recycling Rules

By | | ,
Leave a comment

Fairfax County is no longer accepting glass in curbside bins for recycling. The public who wishes to continue with recycling glass in the County can take their glass to purple collection bins throughout the County.

Learn more about the updates from Fairfax County’s Recycling website: https://www.fairfaxcounty.gov/publicworks/recycling-trash/glass.

purple can
Recycle glass in the purple collection bins.

Cluster Cleanup – Oct 19

By | | , ,
Leave a comment

Join your neighbors Saturday, October 19 at 9 AM for beautification and cleanup projects around the cluster. Everyone is welcome to pitch in! All ages and skill levels are encouraged to attend.

We will have a community cookout immediately following, which usually begins around noon. This is not only a great way to build sweat equity but also to meet your neighbors. Hope to see you all there!

Community Yard Sale

Gallery

By | |

The Cluster will be having a community wide yard sale on Saturday, October 12, from 8 AM to 1 PM.

You and your family are welcome to participate by selling household items. On the day of the yard sale , display your items on the yard or sidewalk in front of your home. The planning committee will do all the advertising for the event.

Unsure about what to do with unsold items at the end of the sale? Goodwill and Habitat for Humanity will take most household goods. Additionally, leftover pieces can be discarded during the Cluster Cleanup in the large dumpster the following weekend (October 19).

Want to participate as a seller? Contact Kristina at kdninabean@gmail.com or test 703-864-3282.

Wheelwright Cluster Board Meeting Minutes – August 22, 2019

By | | , ,
Leave a comment


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

Residents present:  Steve, Kerry, and Jeffrey

Tree Work: 

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

Fairfax Water Bond Program Update:

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

Drainage Issue:

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

Landscaping updates:

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

Concrete work: 

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

Trail Signs

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

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

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

Next Meeting: October 8 @ 7 PM, 2233