HOA Meeting – February 2021

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Thursday, February 11th at 7:00 pm

Here is the link to join: https://us02web.zoom.us/j/85872280227?pwd=dnRxV1EvWGlGeUpURmFFVlNCK216QT09

Please be sure to arrive early so that the moderator can let you in the virtual meeting. Once the meeting has started, it is difficult to see if someone is trying to join.

If you are having trouble joining, email the board at
wheelwright.cluster.assoc@gmail.com

Wheelwright Cluster Board Meeting – January 14

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Board Attendees: Kristina, Sandy, Cyndi, Kelly, Ruth

Members: 2207

Financials – Treasurer went over monthly financials and projected costs.

2020 Budget Review

  • Final numbers show a profit of $18,161.75

2021 Budget Review

  • 1st quarter dues just went out
  • Not a lot of rainy day funds and costs increasing so dues may need to be adjusted or services eliminated

Annual Meeting Review

  • Parking lot rejuvenation interest
    • Kristina will look into this to get names of people from potential companies who have had this work done
    • Also look for feedback from other neighborhoods if they’ve done similar work in their community
  • Erosion 
    • Completed
    • Reston Association will inspect work the week of Jan 18-22
    • No one needs to be present for inspection 
    • Inspection good for two years
    • Additional erosion projects to be evaluated for 2021 (Ruth and Kristina)
      • Focus on the hill by the tot lot – low lying gourds or pumpkins? (Cyndi)
      • Other alternatives like native sedges? (Kristina) 
  • Tree Work
    • Stump grinding behind 2250 was successful
    • Company slated to come back to reseed grass where truck damaged ground
  • Concrete (Cyndi)
    • Lower cluster slated to be done in spring 2021
    • Need to evaluate new spots that may have arisen due to weathering during winter
    • Some damage done to resident property during concrete work in fall
      • Cyndi will look into compensation for those areas
    • Look for property boundaries to assess ownership of stairs in lower cluster 
  • Landscaping (Sandy)
    • Lower cluster peninsula areas need to be addressed using grounds maintenance funds 
  • Electric car charging stations – community not ready to install but may be interested in the future
  • Glass collection option was not approved by the community
  • Community thought we should give composting a try and Sarah Keally offered to maintain it
  • Design Review Board (DRB) Application (Sandy)
    • Shingle guidelines will need to be updated so they will be included with color palette application to RA Design Review Board 
    • Annual meeting came to consensus about color palette for house colors and will be included in DRB Application 
    • Door options and colors still need votes by community 
      • We can add new colors in future if resident really likes a different color within the Alura color palette
      • Community agreed to give residents 10 years to comply with new color palette if approved by DRB

Action/Discussion Items

  • Complaints about Garbage/Recycling pickup
    • Standalone trash bags being placed in recycling truck rather than trash truck
    • Bates suggested moving recycling pickup to Wednesdays but this could be an issue with residents having to put bins out three times a week and increases possibility of people leaving bins out all week
      • Decided to leave trash pickup schedule as it is
      • Communicate with community about new recycling guidelines to improve compliance
      • Look into hiring a second company to pick up recycling on Monday
        • Would this be more expensive than hiring a new company to handle all trash and recycling?
  • Purchasing a compost bin
    • Site selected adjacent to tot lot
  • Decided to purchase a bin ($279 at Home Depot) that is designed to have good airflow (which might be better in a shaded area like the tot lot) and is mid-range in terms of size (187 g)
  • Update parking list (Kristina, Cyndi, Ruth) to make sure all cars parked are owned by residents of the cluster
    • Send out reminders about motorcycle parking in reserved spots, not sidewalk
    • Keep an eye out for cars with expired registrations (provide some leeway due to current registration process with DMV because of covid) 
  • The Cluster wheelbarrow is fixed!!! Located behind Cyndi’s house right now.
  • Need to update Cluster guidelines (Kristina will talk to Jessica)
  • Dog waste stations not viable given our current budget
  • Suggestion to put exercise equipment in place of tot lot or next to it
    • Tot lot is used and is an attractive feature to prospective families
    • Possible increase in liability
    • Compost to be situated near tot lot so another location would need to be selected
    • If we have budget to redo tot lot at a future point, we could look for designs to incorporate activities for children and adults
    • If RA plans to install exercise circuit around Snakeden Branch loop behind the cluster, see if we can get a stop posted close to the rear of our community
    • Not enough money in budget to pursue now
  • Native seedling sale to take place in February 
    • https://www.fairfaxcounty.gov/soil-water-conservation/native-seedling-sale
    • Could be an opportunity to purchase native plants for erosion control
  • Landscape follow-up
    • Possible replacement for cherry tree behind 2250
    • Landscaping company agreed to reseed areas where grass did not grow because of late timing of grass seeding work in the fall and the amount of leaves that fell on lawns 

Board Members agreed to work with contractors or committees:

  • Snow Removal (Mike Peyton) – Kelly
  • Landscaping (Chris Hughes) – Sandy 
  • Garbage Pickup (Theresa Cunningham) – Kristina 
  • Concrete (Juan) – Cyndi 
  • Dominion (watchlights) – Cyndi 
  • Legal (Chesapeake) – Kristina 
  • Tree Committee Liaison – Sandy
  • Community outreach – Kristina 
    • E-news
    • Facebook updates
    • Sign

Next meeting 

  • February 11th
  • Upcoming meetings to be held on 2nd Thursday in the month
  • Virtual only

Annual Meeting Minutes

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Wheelwright Cluster Board Meeting – December 7

Attendees: Kristina, Jessica, Sandy, Cyndi, Sarah, and Kelly

Residents from: 2246, 2235, 2224, 2256, 2242, 2244, 2228, 2205, 2230, 2254

Meeting was called to order at 7:06 PM by Kristina Myers, Interim President

2020 In Review:

  • Covid-19 disruptions to board meetings/contracted work – 
    • Board Meetings from March onward held on virtual platforms
    • DRB application delays 
    • Concrete companies did not respond to inquiries
    • Landscaper having trouble with sick crew members
  • Erosion – 
    • Work to the rear of houses 2251-53 delayed due to DRB delays
    • Drainage work including construction of artificial swale filled with wash gravel to route water to drainage stream and prevent further erosion
    • Will likely ensue week of December 21st
  • Concrete – Cyndi
    • Upper cluster – most work completed in this section to save money
    • Portions of sidewalk in front of 2201 around corner to 2223.
    • Lower cluster areas to be addressed in the Spring
  • Shingles – Jessica
    • Discussed the newly approved shingles by Reston DRB as well as older ones already approved by our cluster guidelines
    • Added a few architectural shingle styles – see slide
      • Newly approved shingles will be added to the cluster guidelines
  • Landscaping – Sandy
    • Grass rejuvenation project – added grass seed to several areas with the help of the landscaping contractor to help build up the grassy areas
    • Showed several before and after pictures of the work and results
    • Next year they want to address more areas in the peninsulas and lower cluster areas
  • Tree Update – Tree Committee
    • Steve gave a quick overview of the work completed in 2020 to a total estimated cost of $11,027.50 (including a 15% winter discount).

2020 Budget Review:

  • All of the expenditures were sent out via email ahead of the meeting
  • Saved money on meeting room
  • Little over budget on website maintenance fees (paid for two years instead of one)
  • Greatly under budget for snow removal
  • Concrete work – still awaiting final invoice for December for a total of ~$4,000
  • Tree removal – awaiting final invoice once work complete, should arrive this month
  • Erosion – awaiting final invoice – just under budget this year

2021 Budget Proposal:

  • General liability insurance – what we actually pay
  • Reduced office supplies
  • Copying – small amount but reduced from previous years
  • Wheelwrighter – reduced down to $0
  • Landscaping – just received quote for $21,080
  • Trash removal went up
  • Tree removal will go up slightly
  • Grounds maintenance – new category to capture things like grass rejuvenation and other similar projects – budgeted $1500
  • No questions or comments

Updating Wheelwright Cluster Guidelines – Sandy

  • Started with shingles and then added on more for a cohesive looking neighborhood
  • Learned that several currently approved siding materials are expensive (special orders), hard to source, or discontinued
  • Providing recommendations for updates and replacements that are easy and affordable options
    • Recommended to replace 12” RBB Cedar to 8” T1-11 plywood (which is currently in stock at Home Depot and Lowes)
    • Hardieboard already approved but must be painted, which doesn’t last as long
    • Recommendations on solid exterior latex paint colors over stain due to the materials and how they absorb the stain versus paint
      • There was some discussion about the pros and cons of stain versus paint
      • Residents are ok with having paint and stain options to help make the colors more uniform
    • Remove vinyl colors from guidelines since all colors have been discontinued and nothing matches to replace it
      • Will grandfather in those who already have vinyl siding
    • New Colors – update Wheelwright Cluster palette to modern colors to blend with existing vinyl siding
      • See slide for more information
      • There was discussion about the color options and some people might want to see more
  • Discussed poll for voting on recommendations provided by board
    • Siding size – 100% voted to move to newer size of siding – 8” 
    • Trim and siding materials – 100% approval for more cost effective options
    • Colors of siding – 81% for Pacific Blue, 75% for Calvary, and 63% each for Pewter and Cool Charcoal
      • Most people agreed that we could keep all seven colors
    • For phasing out the colors, residents agreed to a timeline of 10 years to come into compliance with the newer colors

New Topics:

  • Electric car charging stations – up to $3600 per charger, not including taxes and shipping
    • Also would need to hire contractors for electrical and installation on top of purchasing
    • Would be more for maintenance and not a profit maker
    • More of an investment and incentive for purchasing in the community 
    • Question: is this something we can put in ourselves as individual owners? Yes, you theoretically can if you wanted to do that.
    • Question: Is there data to show what the added value would be to condos and other HOAs? Not currently, but this is relatively new. RA might have more information.
    • Mary offered to write an article on electric car charging for the website in the future.
    • Many residents are willing to consider but don’t think we are ready for it yet.
  • Asphalt Rejuvenation
    • Two layer process
    • 4 year warranty on flaking, peeling, and chipping
    • 3 year fuse bond overlay warranty
    • Proposal received in July 2020 was $8,889.00; we just did a resealing in 2017 at a cost of $11,248
    • More research needs to be done, but residents are willing to consider it
  • Glass collection
    • Pay a company to come and collect the glass to be used as ground cover material
    • Most people feel it is not worth it 
  • Community Composting Proposal
    • Put on list of things to do in 2021 
    • Most people agree with it and would be willing to try it
      • See benefits and ideas of bins with the slides
    • Would need to find a more ideal location for the cluster but that can be overcome
    • Rules would need to be followed to make sure the piles are maintained

Voting for new board members:

  • Ruth Schulte was nominated and seconded as a new board member
  • Kelly Fairbank, current Treasurer, also is willing to be a board director
  • Poll – members voted by majority vote (100%) to elect both Kelly and Ruth in as new members

New positions will be determined by chat over the next few days.

Annual Meeting Virtual Link

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Based on responses to our survey, we will conduct the Annual Meeting virtually on Zoom this year. You can access the meeting through your computer, mobile device or tablet using the below link:

https://us02web.zoom.us/j/83958474953?pwd=UmVsWG44Y1BjM0xUYWJ2NXZvTWxkUT09

Meeting ID: 839 5847 4953 
Passcode: 495997

To access the meeting by phone, please call +1 301 715 8592 and enter the meeting ID (839 5847 4953) and passcode (495997).

Board Meeting Minutes – November 2020

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Wheelwright Cluster Board Meeting – November 12

Attendees: Kristina, Jessica, Sandy, Cyndi, Sarah, and Kelly

Financials – Treasurer went over monthly financials and projected costs.

2020 Budget Review

  • Net income currently at $32,000 for the year
  • Kelly will do a multi-year review to see how much we’ll have coming in on an annual basis for the parking lot resurfacing

2021 Budget Review

  • Treasurer developed draft 2021 budget based on 2020 budget
  • $4000 for tree maintenance
  • $10000 for tree removal
  • $100 increase for general liability insurance
  • $200 for room rental
  • Landscaping at same amount
  • Separate line item for extra grass seeding? Yes, it will be under grounds maintenance in next budget
  • Snow removal budget remains the same
  • Trash increase of $200 for the year
  • $7000 for erosion control 

Annual Meeting 

  • Room reserved and layout confirmed – large central atrium area
    • Setup virtual way to attend – buy a decent speaker with cluster money? 
      • A couple examples were suggested in the chat
      • Many options suggested include: Skype, Zoom, Teams, etc.
    • We have already paid for the room, but might try to negotiate a refund due to COVID
    • Survey residents to see if they would prefer to attend or could attend virtually – Sandy will put together and send it out once the board reviews
  • Need to replace Sarah and Jessica
  • Use of Menti – Jessica
    • She gave a short demo of the software
    • Way to collect feedback from residents in real time via a word cloud or map
    • Good way to collect feedback anonymously
  • Looking for someone to own the following options to present
    • Asphalt rejuvenation – Jessica
    • glass pickup – Jessica
    • electric car charging – Cyndi
    • community compost option – Sarah
    • Cluster siding palette, Hardie board, and vinyl options – Sandy
    • Audubon at Home visit summary- Kristina
    • Erosion – Kristina
    • Online payments – Kelly will mention with annual budget review

Guidelines Changes and DRB Applications

  • Both shingle color updates and erosion/drainage plan approved by DRB
    • Shingle colors will need to be added to the cluster guidelines and updated on the website
  • Hardie board and house colors – RA approval – Sandy
    • Discussion about email
    • We are currently approved for the T111 (12” on center)- normal cluster siding – propose removing from current guidelines; current ones will be grandfathered in
      • Not available off the shelf at Home Depot or Lowes
    • Approved for Hardie Board – 8” on center – more widely available 
    • Vinyl comes in 5” on center currently – no longer available – will have to replace the colors – light grey
      • Propose to remove the vinyl siding option due to limited stock and colors
    • Alura (the company that offers pre-finished Hardie board) –  Cypress (green), Ashen or Nantucket Gray (tan), Coastal Blue or Pewter (blue), Flagstone, Sterling Grey, Granite gray, savannah wicker, calvary (dark blue) are some of the suggestions
      • Sandy to order swatches and we’ll compare in person

Concrete Contract – Cyndi

  • Date scheduled – Monday 11/16 – Cyndi will put a note on houses in the whole first row about the work
  • 2245 concrete work -is it a common area? – have not yet heard back from the county.  Will address in early 2021 

Transition of duties

  • Kristina – interim president
    • Seal and PO box key passed on
  • Cyndi – interim vice president

Dues Payment

  • dropbox of check that is independent of the house – next month and beyond
  • Kristina went ahead and ordered this:
  • Board voted to move the box and reimbursement for Kristina’s purchase – will put a note on the existing box about the move

Tree Work – Steve/Kristina

  • DRB application for 2250 tree submitted and approved
  • Scheduled for December 1st -3rd – will post an announcement on Facebook and Website 
  • Sign to be strategically placed at least 3-4 days prior to work

Landscaping – Sandy

  • Seeding and weeds cost and coordination – completed.  
  • Dennis at 2256 says the seeding did wonders for the area between the path to woods and his house.

Reston Association Covenants Administration

  • Next upcoming virtual meeting will be ‘Resources and Tools for Cluster Leadership’ and will include a robust discussion of who to contact for common issues and concerns
  • Monday, November 16th at 6:30pm – Kristina and Cyndi will try to attend

Community projects – for annual meeting discussion

  • Future
    • Ideas?
  • Past
    • Fall cluster cleanup
      • List of projects started/completed
        • Removal of invasive plants near the tot lot
        • Removal of invasive plants to left of little free library
        • Digging trench and repositioning and securing pavers by 2249
        • Spreading wood chips along bus path
        • Spreading wood chips behind 2219
      • Dumpster – send out notice exactly what can and cannot be disposed of for future cleanups.
    • Halloween – great feedback from the community.
    • Tot lot trash bin – Sandy – will work on in Spring 2021 cluster cleanup

Newsletter issued 11/11

  • Concrete dates
  • Erosion
  • Annual meeting
  • Maybe link to Hunter Mill District News
  • Tree work reminder
  • Board meeting positions

Next meeting 

  • Annual meeting Monday December 7th
  • Virtual/in-person

These considerations apply for annual meeting:

  • STAY HOME if you have COVID-19 symptoms, have tested positive for COVID-19, are waiting for test results, or have been in contact with someone with COVID in the past 14 days.

The December meeting is the Annual Meeting. Next meeting – December 7, 2020.

Board Meeting Minutes – October 2020

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Attendees: Kristina, Jessica, Sandy, Cyndi, Sarah, and Kelly

Financials – Treasurer went over monthly financials and projected costs.

  • Discussed missed dues payments – after 2nd quarter of missed payments, then the certified tow letter goes out to the owner in order to prevent longer times of unpaid dues

Transition of Duties

  • Kristina and Jessica met last week to discuss the transition of her duties – Jessica will stay on as a director but step down as president
  • Kristina will be the de-facto president and transition effective November 1 until the Annual Meeting when the next election is held
    • Kristina will run the next two meetings
    • Jessica will attend the next two meetings as a regular director board member
  • Sarah is planning to step down from the board in December
  • Cyndi is stepping up as Vice President after this meeting (temporarily)

Guidelines Changes and DRB Applications

  • Shingles guideline changes – Jessica

Scheduled for October DRB, details TBD

Jessica emailed the DRB representative to find out the scheduled date

  • Erosion Work – Kristina
    • Scheduled for October DRB, details TBD
    • Jessica also emailed about this, too, and is still waiting on a response
  • Hardie board and house colors – RA approval – Sandy
    • Pending color selection – no updates this month. Will reach out to vendors in the next week to get samples and have a discussion by the next meeting
    • Sherwin Williams partnership 

Tree Work – Steve/Kristina

  • Posted on FB page, will post on the website this week
  • DRB application for the tree – approved
  • DRB application for 2250 tree in progress

Landscaping – Sandy

  • Stump plans – no real movement and probably will postpone until the Spring of 2021
  • LFL bushes – recommended removal at cluster cleanup
  • Seeding and weeds cost and coordination – any takers? 
    • Not many – only 7 houses. The company will bill the cluster and then the cluster will bill the homeowners.
    • Kristina will give a deadline for requests by Monday, October 12 in the next newsletter
  • The landscaper will have a hazardous waste pick-up on October 17.
  • The landscaper will spray again soon; 
  • Sandy identified four different cluster spots (in front of the sign, to the left of 2233, right next to Karen Beasley’s house, and by the mailboxes)
  • A quote for a soil-enriching project to those areas is $425, plus $600 to add the topsoil by mailboxes and Karen Beasley’s house 
  • Would have to build this into the budget – $1000
    • There is currently room in the overall project to move funds over to pay for this additional project – we had four votes to proceed with this project
    • Sandy will schedule the work with the landscaper for this fall
  • Removing the poison ivy on cluster property?  Is a project that is part of the cluster clean-up

Audubon Walkthrough Update and review – Kristina

  • Discussed trees that would work better in the peninsulas and fit better in those areas – focusing on native trees and plants
  • Creating mulch donuts instead of much volcanoes to help with roots – easy project for the cluster cleanup
  • Discussed the vegetation at the entrance – she recommended that we start replacing the vegetation from scratch – none of the current vegetation is native to this area
    • Recommendation of native and resilient perennials that would look nicely groomed instead of annuals
    • An example of what it could look like can be found by the Walker Nature Center
    • Mentioned the invasive species near the little free library and putting in a hummingbird plant area
    • Discussed erosion control in some areas where there is severe sloping – erosion blankets
    • The rest is found in the report that Kristina shared with the board.

Street Lights – Cyndi

  • It doesn’t need glass, sent to RA for confirmation
  • Discussed whether or not to replace all other street lights with the same LED bulbs – decided to leave it as-is for now

Concrete Contract – Cyndi

  • Need to send the deposit to the scheduled date
  • 2245 concrete work -is it a common area? Not sure, but Kelly will ask her contacts to see if we can get documentation on what falls on cluster property

Snow contract owner

  • Cyndi will take over as contact for the snow removal coordination
  • Mike Peyton will remain our contractor this year with a $25 increase in prices – voted unanimously

Community projects

  • Future
    • Habitat for Humanity – not going to do this for the fall cleanup
    • Hazardous Waste Pickup – Sandy – scheduled for October 17
    • Fall cluster cleanup – Sarah will be the main coordinator that weekend (October 26-27)
      • Review sign up survey – any edits? None – good to send out
      • Dumpster – Sarah
      • Who can pick up materials? Sarah
      • Add project of fixing the steps near 2261 – Sandy will take lead on this project

Halloween project – Sandy and Kelly to lead

  • Will put in the next newsletter and add a note for where to donate candy
  • Will budget $100 for candy – voted and approved – to go towards Halloween

Annual Meeting – all set to go

  • Two board members up for election – Jessica and Sarah
  • Electric stations – Cyndi
  • Community Composting – Sarah
  • Electronic dues payments – Paypal/Square – Kelly – discuss at the annual meeting

The November meeting will still be virtual. Next meeting – November 12, 2020.

  • Review 2021 budget – Kelly to pull together documentation
  • Sandy will reach out to Landscaper to see if there will be an increase in prices
  • Jessica will write up a notification about the annual meeting – will send out via e-newsletter, post on the website, and maybe with a flyer