The next board meeting will be held on Thursday, January 11th at 7PM at 2205 Wheelwright Ct. Items on the agenda include:
This year, Christmas and New Year’s Day both fall on a Monday, which is a trash and recycling day. However, our supplier ESI is officially closed on both of those holidays. Therefore, there will be no trash or recycling service provided on Monday, December 25th or Monday, January 1st. Trash service will resume on Thursday as usual. To make up for the lost recycling day, there will be recycling service only on Saturday, December 30th and Saturday, January 6th. Please see the link for more information, including inclement weather policies: 2017-2018 Holiday Flyer Rescheduled Recycling (1) (3).
Also, ESI will be removing holiday trees (except for the artificial type) for free on Wednesday, January 3rd and Wednesday, January 10th. They ask that they be put out the night before, that they not be placed in plastic bags, and that all ornaments and lighting be removed prior to pick-up. Fees will be charged for other dates. Please see the link for a flyer with additional information: 2018 Holiday Tree Collection 3rd and 10th (1) (1).
Annual Meeting, Reston Community Center
8PM 12/4/2017
Board Members in Attendance
-Elliot Wild, President
-Genelle McDonald, Vice President
-Matt Keally, Secretary
-Easton Warner, Treasurer
-Jessica Joyner, Director
-Kerry Wingell, Director
Bylaws Changes
Elliot and Ami Pape, the cluster attorney, provided an overview of eight proposed bylaws changes: absentee ballots, electronic voting, electronic meeting notices, director removal, board member code of conduct, board action without meeting, board member liability, and collection of late dues.
Several questions arose over the issue to limit board member liability. Ms. Pape explained that the changes will not reduce the cluster insurance requirement and would not protect board members from any criminal act. Residents also commented on absentee voting and board action without a meeting, stating that these changes could potentially reduce resident input into board decisions. Ms. Pape reminded residents that the changes do not override the requirement for an annual meeting and that absentee voting will still require a quorum. There was also a comment that it may be too easy to remove a director, either through a director supermajority or member vote, however, Ms. Pape assured the room that the thresholds for removal were still significant.
Bylaws Vote
All eight proposed amendments passed with a supermajority voting in favor of each.
2017 Overview
The board described work accomplished in 2017, to include parking lot sealing, a new landscaping and snow removal contract, sidewalk concrete repair, and tree removal. Erosion control was the only unaccomplished item for 2017. Several residents voiced their concern with the new landscaping company and its leaf removal practices: some leaves were still blown into the woods and that some of the landscapers were running their equipment too close to children.
A member asked about the validity of the parking regulation previously championed by the board: residents are strongly encouraged to have no more than two cars. Ms. Pape stated that whatever is printed in the guidelines is what the rule is, however, this can be changed by a board vote.
Finances
Elliot stated that the cluster finances were in good health and that he believed that a dues increase would not be needed for nearly ten years. An increase would be needed eventually to maintain cluster reserve funding. Elliot stated that within the next ten years, a parking lot grind and mill would be required. Residents stated that the parking lot was deteriorating in several locations. Elliot responded that the crack sealing did not cover everything and that one contractor suggested performing a grind and mill this past summer, however, the board believed it was too early.
Easton stated that a CD was coming due and would be renewed. He also brought up the intention of the board to perform an audit, a necessary but expensive undertaking.
2018 Budget
The board described the 2018 budget as being similar to 2017 with several exceptions. Insurance would be increased to meet Virginia state requirements. Additionally, landscaping costs will increase due to the new contract. There was a comment that the tree maintenance budget was too high. The board responded that $4,000 was spent on tree pruning and removal this year and that while there are no trees planned for removal, the amount is included to handle any unforeseen circumstances. The members voted unanimously to pass the 2018 budget proposal.
Board Member Elections
Kerry, Elliot, and Matt were at the end of their terms. Kerry and Elliot stated that they were stepping down while Matt stated that he would run for re-election but strongly encouraged someone to fill his spot. Mike Pendleton, Jill Jenkins, and Kristina Myers volunteered to run for the three open seats and were subsequently elected to the board by the members.
Post-Annual Meeting of New Board Members
There was a brief meeting immediately after the end of the regular Annual Meeting attended by Genelle McDonald, Jessica Joyner (formerly Jessica Vasconcellos), Easton C. Warner, Jill Jenkins, Kristina Redford Myers and Michael Pendleton. The purpose of the meeting was to assign positions for Board Officers and Directors. After brief discussions the group agreed that: Mrs. Jessica Joyner would become Board President; Ms. Genelle McDonald would remain Vice President; Mr. Easton C. Warner would remain Treasurer; Ms. Jill Jenkins would become Secretary/Computer Specialist; Mrs. Kristina Redford Myers would become Director; Mr. Michael Pendleton would become Director. The group also set the next board meeting for Thursday, January 11th at 7pm at Jessica Joyner’s residence (2205) and made a general plan to try to hold regular meetings on the second Thursday of each month at 7pm, rotating locations.
2233, 8PM
Board Members in Attendance
-Elliot Wild, President
-Genelle McDonald, Vice President
-Matt Keally, Secretary
-Kerry Wingell, Director
-Jessica Vasconcellos, Director
Members in Attendance
-None
September Minutes
The board approved the minutes from September with a 5-0 vote.
Bylaws Amendments
The board voted 5-0 to approve the bylaws changes presented by Ami Pape at the previous meeting. The board made several typo and grammatical corrections and will mail out two documents to all homeowners: the proposed amendments as well as an explanation of the proposed changes. Elliot will create a revised version of Ms. Pape’s notice to homeowners explaining the changes. The board will work to ensure homeowners receive the mailing with at least 30 days’ notice before the annual meeting.
Annual Meeting
A room at RCC is reserved for 7:30 on December 4th. Genelle will ask about AV equipment for use with the conferencing software. The board approved with a 5-0 vote to purchase up to $60 of refreshments to share at the meeting.
Future Projects
Genelle will ask Steve if he is still interested in performing the proposed erosion control work in Spring 2018. The board also discussed further concrete repair work to be added to the 2018 budget.
Social Committee
At the social committee meeting earlier in the week, Sandy asked Matt to relay to Genelle that there were beer cans on the patio in front of her house. Although she was unsure of the owners, Genelle agreed to remove the cans as well as an unclaimed cooler.
Tree Replacements
Elliot met with Merrifield Garden Center to discuss tree replacements. Merrifield will plant a Dawn Redwood and a Sweetbay Magnolia at the cluster entrance to replace the two dead trees in the lower cluster. Merrifield will plant the new trees and remove the dead trees on October 31st. Elliot will ask about filling the holes left by the dead trees. Additionally, Manuel has agreed to water the trees.
Snow Removal
A retainer is due to American Lawn Brothers by November 1st. Jessica will call ALB to confirm the amount.
Pest Issues
Elliot discussed raccoons climbing into his garbage can, however, he believed it wasn’t enough of a problem to warrant any board action.
Next Meeting
The next meeting will be at 2217 on Wednesday, November 8th at 7PM.
2274 8PM
Board Members in Attendance:
– Elliot Wild, President
– Genelle McDonald, Vice President
– Kerry Wingell, Director
– Matt Keally, Secretary
– Easton Warner, Treasurer
Also in Attendance:
– Ami Pape, Cluster Attorney
– Sarah Keally, 2233
– Karen Reese, 2207
Minutes
The board voted 4-0 to approve the minutes from the August meeting.
Document Retention
After being asked by the board, Ms. Pape stated that the board should retain documents for seven years: five years for the Virginia real estate statute of limitations plus an additional two years to cover discovery.
Proposed Bylaws
Ami Pape, the cluster lawyer was present to explain the proposed bylaws. The board voted 4-0 to accept the changes, to include electronic absentee voting. The board also confirmed that the proposed changes would be voted upon by the members at the annual meeting and that explanations of the proposed changes would be mailed out prior to the vote. According to Easton, roughly 25 members would be needed to hold the vote. Ms. Pape stated she would be at the annual meeting. Elliot will call RCC to reserve a room for the annual meeting and ask about allowing food.
Proposed Bylaws: Liability
Based on Wheelwright’s incorporation status, Ms. Pape added a liability clause to the proposed bylaws to protect the directors from being sued directly. The board discussed the Cluster insurance policy, which Ms. Pape agreed to review to ensure it adequately provided directors and officers insurance, common area liability, and protection for criminal acts conducted by any board members. The board voted 4-0 to provide insurance information to Ms. Pape for further review.
Proposed Bylaws: Late Fees
Ms. Pape explained the change to a section on late fees in the bylaws amendments. The late fee amount will be set by the board to avoid the default five percent set under state law. Interest must also be specified in the bylaws and is set to 12 percent in comparison with the Virginia code default of six percent. Ms. Pape also suggested to publish the cluster dues as an annual fee rather than monthly or quarterly as it will be easier to collect late assessments via court order.
Proposed Bylaws: Director Removal
Ms. Pape discussed the reasoning for the changes to removing directors. She stated it was not uncommon for board members to never attend a single meeting, hence the ability to remove directors after three consecutive meetings. In all cases other than the supermajority vote for removal, a hearing must precede a vote to remove the offending board member.
Proposed Bylaws: Remote Participation and Absentee Voting
Ms. Pape explained the proposed changes for electronic participation and absentee voting. The cluster must allow remote participation to align with state law. The board suggested that absentee voting should be conducted via any specified electronic rather than just email.
New Virginia laws affecting HOAs
Ms. Pape explained that recent changes to Virginia law required action from the cluster. She would report back to the board as to exactly what those changes meant. One change requires additional information to be provided to new homeowners, such as six previous months of board meeting minutes.
Registered Agent
The board voted 4-0 to approve Ms. Pape to be the registered agent for Wheelwright Cluster. In the case of a lawsuit, this would reduce the likelihood of a process server being unable to reach board members.
Auditing and Taxes
Ms. Pape stated that no law required the cluster to perform an audit, however, she recommended that the board conduct an audit every two years. She also recommended that the cluster file its taxes as an HOA rather than a corporation.
Fall Cleanup
The fall cleanup will be held on September 30th at 10AM. Jessica ordered the dumpster and it will arrive prior to the cleanup. Items to address include trash, bench statining, planter box replacement, weed removal, bat house construction, and removal of Bill’s treadmill. The board voted 4-0 to purchase up to three bat houses from MOM’s Organic Market. The board authorized Karen to purchase up to $350 in food and drinks for the cookout.
Snow Removal
The cluster currently has no snow removal contract. This will be discussed at the next meeting.
Merrifield Walk-through
Merrifield will be at the cluster on October 6th at 10:30 AM to discuss tree replacement. The board voted 4-0 to authorize all cluster members who show up to form a committee and vote on the species and location of replacement trees, assuming these decisions would not incur any costs to the cluster. This decision will be final.
Forsythia Replacement
Kerry has been in contact with Tree60 regarding the replacement of his Forsythia.
Financials
Dues will be posted the first week of October.
Next Meeting
The next meeting will be held on Wednesday, October 25th at 8PM at 2233.
2274 8PM
Board Members in Attendance:
– Elliot Wild
– Genelle McDonald
– Kerry Wingell
– Matt Keally
– Easton Warner
Pests
The board deferred action regarding both rat sightings and a bad mosquito season. With respect to mosquitoes, the season is almost over. One course of action would be to notify residents in the early spring to be sure they remove any source of standing water. Another idea, suggested by Genelle, would be to encourage bats to take up residence in the area by constructing bat houses. As for rats, Elliot commented that many residents do not put trash bags in trash cans the night before pickup. Despite this, he has seen very few bags torn open by animals.
Tree Replacement
The board decided to invite Merrifield to the cluster to point out appropriate tree species and locations for planting. This will be on Sunday, September 17th at 2PM. As part of the replacement, Merrifield will remove the dead tree in the center island of the lower cluster, however, the cluster will be responsible for filling the resulting hole.
The board could not come to an agreement on tree placement and species, prompting the call for Merrifield to provide suggestions. Locations discussed included on either side of the front entrance, behind the bus path, behind 2219 where a tree was recently removed, and near the RA trail behind 2258 and 2256. Species discussed included Sweetbay Magnolia, Redbud, Ironwood, and Littleleaf Linden.
Proposed Bylaws Changes
Genelle will invite the cluster lawyer, Ami Pape, to the next meeting to discuss the proposed bylaws amendments. Easton mentioned that before a previous bylaws amendment vote, the board posted the proposed changes on residents’ doors and mailed a copy of the proposed changes to each residence. The amendments will also be posted on the website.
Fall Cleanup
The Fall Cleanup will be on Saturday, September 30th at 9:30 AM. Board members will meet at 9:00 AM. The agenda will include filling the the tree hole in the lower cluster center island, bench staining, trash pickup, planting bulbs near the entrance, and replacing a planter box in the upper cluster island.
Landscaping
Several board members noticed that the grass strip along Olde Crafts was unmowed in addition to an area behind 2214. This will be brought up with the landscaping contractor.
Parking Lot
The parking lot sealcoating went smoothly. All residents moved their vehicles in time.
Tree Removal
Elliot will talk to Tree60 to ask about replacing a Forsythia that was destroyed during the recent tree removal effort.
Minutes
The board unanimously approved the minutes from the previous meeting.
Expired Vehicle Registration
The board decided to continue the practice of notifying residents of expired vehicle registrations. There are several vehicles with expired registrations — the board decided to post notifications on these vehicles as a reminder to renew registrations. These notices will be posted with the understanding that such vehicles could eventually be towed as stipulated in the cluster guidelines. Ample time (at least several weeks) will be provided as well as multiple notices before a vehicle will be towed.
Cluster Audit
Easton has not been able to reach his POC at Ross, Langan, and McKendree about a cluster audit.
Next Meeting
The next meeting will be on Wednesday, September 27th, 8PM at 2274.
The fall cleanup will be on Saturday, September 30th at 9:30 AM. A cookout will follow. All residents and guests are encouraged to attend. Agenda items include:
2233, 8:00PM
Board Members in Attendance:
– Elliot Wild, President
– Genelle McDonald, Vice President
– Matt Keally, Secretary
– Easton Warner, Treasurer
– Jessica Vasconcellos, Director
– Kerry Wingell, Director
Minutes Approval.
The board voted 4-0 to approve the minutes from the previous meeting (June 13).
New Director.
The board voted 4-0 to approve Kerry Wingell of 2219 to serve out the remainder of Heather’s term.
Bylaws Amendments.
The board will wait until the lawyer presents feedback before deciding on a meeting to vote on the proposed amendments. Debate centered around introducing the amendments at the annual meeting or earlier in the fall where the vote could be held outside at the cluster. Flyers and detailed information will be disseminated to residents beforehand.
Stump Grinding.
Jessica presented three stump grinding options. The board voted 5-0 to approve Strictly Stumps to grind but not remove at a cost of $150. The work will take place within the month. Note: a subsequent email thread approved Mr. Stumpy to perform the work instead at a cost of $60.
Cluster Cleanup.
The Cluster Cleanup will be on Saturday, September 30th at 9:30 AM. The board will meet at 9AM.
Replacement Tree.
The board will let Merrifield decide the species of tree to replace the dead tree by the Oliver’s. While it was decided earlier to plant a redbud, RA’s strict tree planting requirements combined with a comment from Mike Pendleton that redbuds do not do well in the sun prompted the board to allow Merrifield to decide the species.
Conference Calling.
Jessica stated that the join.me conference call performed well for the meeting and that the board will pay on an as needed basis.
Parking Lot Work.
The schedule for the parking lot is as follows:
– Mon, 8/7: Powerwashing curbs, vehicles do not need to be moved
– Tue, 8/8: Vehicles must be removed by 6:30AM.
– Wed, 8/9: Striping, vehicles must remain outside the lot until the afternoon.
The board decided to tow cars at the expense of the owner starting at 6AM on August 8th. Jessica will look up towing rates. Additionally, Fairfax County stated that while they would not remove vehicles from Olde Crafts, the Park Authority will allow parking in the South Lakes Drive Park parking lot during the sealcoating.
The board will post flyers regarding the sealcoating on Sunday, August 6th.
Tree Removal.
In a 5-0 vote, the board approved Elliot to pursue a $4,000 bid from Tree60 to remove the one RA approved tree behind 2219 and to look into pruning and removal options with the other tree behind 2221. Additionally, the bid listed a shrub and another tree behind 2276 that were both proposed to be removed. Elliot will also investigate this.
Cluster Audit and Accountants.
Genelle received three local bids which stated Quickbooks would not be a problem and the work could be completed in one to two days. Also, Easton mentioned that the current tax accountant is having difficulty handling basic interest statements.
Financials.
Easton stated there were no major issues.
Next Meeting.
The next meeting will be Thursday, August 24th at 8PM. It will be held at 2274.
Special Meeting: 2217, 7:30PM
Heather Maddox submitted a letter of resignation. The board voted unanimously to accept her resignation.
The board voted unanimously to give the Secretary discretion in posting edited minutes to the website.
The board voted unanimously to allow remote board member participation in meetings, as permitted by Virginia law. Jessica will identify a service to be employed on an as needed basis with voice participation as the sole requirement.
The board voted to approve four changes to the bylaws. Bylaws amendments will be submitted to the cluster lawyer for review. The lawyer, Ami Pape, as part of the approval process, will meet with the board to discuss the changes and meet with the cluster members during the homeowner vote.
The board voted 4-0 to allow homeowners to vote via mail or hand deliver ballots to the board prior to votes at annual meetings or special meetings. Such votes would include director positions as well as major financial decisions requiring homeowner input. Voting by proxy will be prohibited.
The board voted unanimously to approve remote participation in board meetings by homeowners. The remote participation will be facilitated by the voice or video means identified by Jessica.
The board voted 4-0 to allow removal of directors via a four out of five director vote. The board also discussed shortening the director term length to 1 year.
The board voted 3-0 to add a one paragraph Code of Conduct to the bylaws, governing the behavior of board directors and officers.
The board voted unanimously to find space at RCC for the July meeting and, pending review by the lawyer, conduct a resident vote on the proposed bylaws changes.
The board voted unanimously to approve the Wheelwrighter.
American Lawn Brothers notified the cluster that the normal lawn care day will be Thursday.
Jessica will send a letter to Fairfax County about removing cars on Olde Crafts to allow for cluster parking during the sealcoating in August.
The board will work to identify a new board member to fill out the remainder of Heather’s term.
The spring cleanup will take place on Saturday, April 22nd at 9:30 AM. This is a great way to meet your neighbors and help reduce cluster expenses. Coffee and light breakfast items will be available followed by a barbecue in the afternoon. Items on the agenda include: