Wheelwright Cluster Board Meeting – October 8, 2019

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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

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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

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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

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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

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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

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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

Wheelwright Cluster Board Meeting Minutes – June 27, 2019

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

Residents present:  Steve, Kerry, and Jeffrey 

Tree Work: 

  • Tree committee did review with Chip Johnson and also a licensed arborist.
  • Agreed with all of the recommendations from the last arborist and got an estimate from JL Tree Service (strongly recommended by Saddler Oaks)
  • The estimate was significant to remove two trees that are dying and the tree committee is recommending their removal to the board.
  • Application for the removal was provided to the board and will be submitted to the Reston Association (RA); Jessica has signed as the Board President.
  • We believe that RA will approve the work once the application is submitted.
  • Board voted to approve the Tree Committee’s application for tree work to RA.
  • It was recommended we pay for the new trees with the landscaping contract credit.
  • Tree committee will talk to homeowners to see which trees will be selected for replacement and get the trees for the cluster.
    • They will also check with RA to see about the trees in their free tree program.
    • Will provide list of trees to be taken care of and trees to be monitored (disclaimer) for the website (generic) and to contact tree committee if they have questions.
    • Board will send out notice to the cluster residents once tree work has been scheduled.

Erosion work

  • Update contact for this to cluster PO Box so they get the right contact info.

Drainage Issue:

  • Sarah is assigned to this and will work on it this week.

Path Issue:

  • Blaze trail contact from concerned person (non cluster resident) and board has decided not to respond
  • Cluster lawyers have reviewed the issue and said we are in the clear, we don’t have to maintain the path in question, and no need to respond to the requests.
  • Recommended to get a path end sign and the sign will be placed at the end of the trail.
  • Board will continue to remain silent and not respond to their requests.

Trash contract update: 

  • Will pursue application for Fairfax County Trash Collection; application due August 1, 2019.
    • Must submit a petition with support of at least 65% backing.
    • Contiguous to an existing sanitary area
    • Public hearing in October.
  • Communication still an issue with Bates on special occasions.
    • Still an issue getting new bins.

Landscaping updates:

  • Butterfly garden plans for the summer planting – Kristina will contact him about a start date.
  • Will also paint benches soon.
  • Hazardous waste will be picked up this weekend by contractor.  Board will post on website and Facebook page, plus pass a slip around.

Domain expiring and will be renewed by Treasurer with HostGator.

Concrete work: 

  • Work is still needed
  • Jessica requested a proposal from the contractor originally and will get updated quotes.

Next Meeting: July 18 @ 7 PM, 2226 – edit, due to conflicting schedules it was postponed until August.

Wheelwright Cluster Board Meeting Minutes- May 23, 2019

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Board members present: Jessica Joyner, Mike Pendleton, Sarah Keally, Kristina Myers, and Dennis Schulte.

Residents present: Karen, Dave

General discussion: 

  • Trail issue: board received an email issuing “30 days notice” complaining we need to clean up the trail in the back part of the cluster that has not been a trail for many years.
  • Lawyers have reviewed the complaint and said this person has no authority and we can ignore the email, but suggested we put a sign up stating the end of the trail.
    • We have no authority and the point is moot and they have no case.
    • Jessica will order a sign to put at the end of the trail facing up towards the hill.

Tree Work: 

  • Last night Mike spoke with the tree committee to get a status update from the tree committee (TC)
  • TC uncovered an old assessment from 10 years ago (2009) and discussed it with Mike; he has a copy of the report if we decide to do it again in the future.  The company that produced the report was called Thrive.
  • No need to put in applications to Reston Association if any trees are removed as immediate hazards or under 4 inches in diameter.
  • The TC said that 40 trees need work with Chip, determined that 20 probably don’t need work.
    • They conducted another review with an independent company to review the same trees and they recommended the same amount of work as Tree 360.
    • They reviewed the tree in front of Vicky’s house and said it doesn’t need to be addressed now but will need to be done eventually.  

Erosion work

  • Fairfax Water Update:
    • Thanks to Dennis and Kristina for putting so much work in the Fairfax Water Stakeholder Outreach Program bond proposal. It was submitted by the deadline and we haven’t heard anything back yet.
    • If awarded, this will help with already identified erosion work, for $5,000.
  • Fairfax County has identified other grant opportunities to apply for in the future.
  • Sidewalk scrapped and regraded by 2233 and 2231.  Needed to have drainage done by both houses.
  • There is a proposal for work to be done from a contractor.
    • There was discussion of an alternative plan and we will get signatures from the owners
    • RA will have to be involved to approve any work that is done.
    • Proposal will be sent to Sarah to take and work on for this particular project.
  • Add concrete work in front of Bob’s house and Kristina’s house – Jessica will review and we will wait until the fall to review.  No trip hazards identified by the contractor.

Yard Sale?

  • Plan for the week before the fall cleanup.  That way we can have residents throw things away they don’t sell.

Cluster Cleanup Recap

  • Plan earlier for the fall so we have more projects so people have work to do
  • We had more people this time due to board members knocking on doors
  • Little Free Library is up!  It is now live on the Little Free Library website and books are in it. Thank you to Sandy for building the library!
  • The butterfly garden will be done by the landscaper contractor around the Little Free Library.  
    • Landscaper recommends perennials, flanking grasses, ferns, and other shade and deer tolerant plants.

Search Engine Optimization:

  • Look at getting Wheelwright.com website domain
  • Post on RA’s cluster websites if not already on there.

Wheelwrighter:

  • Include in next issue that complaints to the board should include pictures to show complaint in email to the board
  • Include issue about off leash dogs and reinforcing the leash laws by the County
    • Remind them that residents that can call the police department on these issues if it can’t be resolved personally
  • New architectural shingles information – Kristina

Next Meeting: June 27  @ 7 PM, 2226