Board Meeting Minutes: 24 August

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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.

Board Meeting Minutes: July 13th

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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.

Minutes, 13 June 2017

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Special Meeting: 2217, 7:30PM

Board Members in Attendance:

  • Elliot Wild, President
  • Genelle McDonald, Vice President
  • Matt Keally, Secretary
  • Easton Warner, Treasurer
  • Jessica Vasconcellos, Director

Board Member Resignation

Heather Maddox submitted a letter of resignation. The board voted unanimously to accept her resignation.

Publication of Minutes on Website

The board voted unanimously to give the Secretary discretion in posting edited minutes to the website.

Remote Participation in Board Meetings

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.

Proposed Bylaws Amendments

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.

Absentee Voting

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.

Remote Meeting Participation

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.

Removing Directors

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.

Code of Conduct

The board voted 3-0 to add a one paragraph Code of Conduct to the bylaws, governing the behavior of board directors and officers.

July Meeting

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.

Wheelwrighter

The board voted unanimously to approve the Wheelwrighter.

Landscaping

American Lawn Brothers notified the cluster that the normal lawn care day will be Thursday.

Parking Lot Sealcoating

Jessica will send a letter to Fairfax County about removing cars on Olde Crafts to allow for cluster parking during the sealcoating in August.

New Director

The board will work to identify a new board member to fill out the remainder of Heather’s term.

Cluster Cleanup: April 22nd

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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:

  • Mulching the tot lot
  • Repair island planter boxes in the upper cluster
  • Shrub trimming
  • Trash pickup (a dumpster will be available for residents)

Trash Service Update

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A note from our account manager at CSI:

Last night there was a fire at the Fairfax County Disposal and Recycling Facility. As a result, the facility will be closed until further notice. This may impact your service because our drivers will have to go to an alternate disposal facility, which may be farther away and will most likely have long lines. We appreciate your patience during this time.

Monday, December 5th: Annual Meeting

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As per our bylaws, the Wheelwright Cluster Annual Meeting will occur on Monday, December 5th at 7PM.  The meeting will be held at Reston Community Center.  We will be discussing the 2016 and 2017 budget.  Additionally, two board seats are up for election and, since Manuel is stepping down, we are also looking for a new treasurer.  All residents are encouraged to attend, especially since a quorum is needed to approve the budget.