May 2023 Wheelwright Cluster HOA Board Meeting Minutes

By | | ,

May Board Meeting

Tuesday, May 9, 2023

7 pm

Virtual via Zoom

Attendees: 

Board: 

Cluster Residents: 

Agenda

Community updates

  1. Cluster Clean up review
    1. How did it go?
  • It turned out okay, better in the afternoon. It seemed like people weren’t sure due to the rain.
  • Discussion: Next year we may want to include shifts and a skill notation (ex. Carpentry) if the work requires it. 
  1. What still needs to be completed? 
  • We need to deal with the mulch in the parking lot. 
  • Building additional benches; ideally Sandy would like to have one more person to help her at a time, but it would be helpful to have others with carpentry skills. 
  1. What food is left over and what to do with it? 

Discussion: 

  • Hot dog and hamburger buns probably need to be reduced in the coming year. 
  • Sandy mentioned maybe getting the Kona Ice truck for the coming year
  •  Kristina will freeze the hot dogs and hamburgers for a possible late-June impromptu meeting. 
  1. Projects left for completion? 
  • Wood chips
  • Mulching slope by 2231: Kristina will email neighbors around this area to see if they are okay with adding the mulch
  • Wood borders the Little Free Library. After Action: Jade will move these to match trench line until Fall clean up happens
  • Invasive removal: We could still remove more. 
  • Spraying weeds
  • Benches
  • Clear seal stairs: After Action: Sandy would like to hold on this until the Fall so that we can research more about dealing with clear stain 
  • Painting trash bin enclosure – oxford brown
  1. Erosion/Drainage
    1. VCAP
      1. Adele Kuo – landscape designer with Deco Footprint.  She has a lot of experience with VCAP and most of her designs are approved for VCAP funding.  She will submit the application, take care of any easements, fully design and implement the project.  She will work within our means.
        1. Budget of up to $14,500.  With VCAP rebate the project would cost us a total of $7,500.
      2. $7,500 is our entire budget for the year 2023.
      3. Timing would likely put us in 2024 (according to Adele)

Board vote and decision:

 Update the erosion budget for the year 2024 to be $14,500 (with the firm belief that we will be eligible for the VCAAP rebate) 

Discussion: Concern for the design meeting RA guidelines and works for residents nearby. After Action: Kristina will find out what the contingencies are for the contract to ensure, should the grant fall through, we can pull out if needed. 

Drainage work by 2231/33

  1. Jose – never heard back after multiple efforts to contact; the board (Cyndi) will likely ask for a 2nd proposal from Juan. The goal is to finalize the bids and make a decision before the end of the year. 
  1. Design updates- No updates beyond D. 
    1. Doors/sidelight
    2. Garbage bin enclosures
    3. Clear stain for decks
    4. Attaching stucco to concrete blocks- Resolved. No more language is included. 
  1. EV/Charging Stations
    1. We have not yet had a second meeting.
    2. Fairfax county update on Charge Up Fairfax program
      1. Concluded their review of applications and engineering site visits will begin in the next month.  Those communities will then hire contractors to complete the installation.
      2. Contingent on budget approval, Charge Up Fairfax will open up to the county in the Fall with the launch of an official program webpage.
      3. Electrical contractors-No recommendations from the county
      4. Jill will work on getting information about Dominion
  1. Concrete/Watchlights
    1. Walkthrough schedule update? 

Cyndi is working to coordinate  with Juan when this can happen. 

  1. 2205 and 2219 watchlight update?

 No issues observed right now. 

  1. Parking/Towing
    • 2217, 2215, 2213, 2211, 2209, 2223 parking space shuffle; a week ahead Kristina would like to have a week of notice on their moves. 
    • Speed bump still needs to be moved to temporary home at top of cluster

After Action: Jade, Joy and Kristina will coordinate to move; Cyndi can help coordinate with her cart 

  1. Registered cars – time for another walkthrough?

After Action: Jade will do walk through the weekend of May 20th 

  1. Self registration form

After Action: Jade will work on a prototype form to share for next month with notes of consideration in the build for the following? 

  • Renter access; can we create roles for the renters to be able to register their own cars?
  • How can we include notification to the board?
  • Highlight that Old Crafts is the approved spot for parking multiple vehicles
  1. Landscaping
    1. Update on:
      1. Mulch delivery for cluster residents

After Action: Joy will send out a note to ask residents to confirm if they’ve picked up mulch and who hasn’t gotten their mulch yet; Kelly asked for the spreadsheet of who got mulch so that she can bill residents 

  1. Stump removal (Chris)

Pending equipment for this 

  1. Individual yard landscaping through Chris?  Still pursuing?

Joy will follow up with Chris 

  1. Issues? No reported issues and homeowners seem to be happy with the mowing; 

Ad-Hoc- Kristina asked if elite could give us at least a days notice on the chemical application so that we can better notify residents 

  1. Reserve Study/Online payments 
    1. Kelly submitted final edits a month ago this week and we’re expecting to hear back this week. 
    2. Updates?

Possibility of online payments for cluster dues

Zelle is free, but Kelly is working to visit in person to help get this set up.Kelly’s goal will be to get this set up for the board to test by 3rd quarter dues. 

After Action: Jade, Sandy and Kristina will help to test Zelle for the cluster when it’s ready. 

  1. Trees
    1. Reston tree experts quote for tree trimming/pruning
      1. https://drive.google.com/file/d/1MrMHgNJDmfLWKqFIzJ60IpPqnFpCIffe/view?usp=sharing

Concerns from Reston Tree Experts included: 

  • Trees that are too large for peninsulas
  • Mulch has been over built up around our trees, which can cause the roots to grow up and beyond where they should for health. 

Discussion:

 Should we go with J&L for standard maintenance, rather than having one of these specialized groups do this larger work? Would it be valuable to get a quote from J&L to see where there is overlap? 

Can we get a quote from Kevin at TreeSmith that removes the trees that would normally be covered by J&L for preventative maintenance? 

Board decision: We will have J&L do their normal work and we will contract with Treesmith USA for the corrective pruning, minus the Elm tree removal, for 3200. After Action: Sandy will do the outreach to get this moving.  

  1. Elm tree – problem of the giant tree on the tiny peninsula by 2246
  2. Tree list for summer walkthrough
    1. 2272 Hemlock tree
  1. Newsletter topics
    1. Ad-Hoc Cookout in late June 
    2. Cluster Clean Up results 
  2. Garbage
    1. As long as homeowners are allowed to deposit items in the roll off dumpster, we are no longer eligible for a voucher from the county to deposit garbage at no cost.  This will have to be taken into consideration for future budgeting. 
    2. Issues?-Nothing reported 

Financials

Next meeting:  Tuesday, June 13th

Tagged , . Bookmark the permalink.

Leave a Reply

This site uses Akismet to reduce spam. Learn how your comment data is processed.