November 2023 Board Meeting Minutes

November Board Meeting

Tuesday, November 13th, 2023

7 pm

Virtual via Zoom

Attendees: Karen Reese

Board: Kristina Myers, Cyndi Hartman-Newland, Sandy Mohler and Kelly Fairbank and Joy Charles

Agenda

Community updates

Board Discussion on Tree Inspection:

Some of the trees on the list may require DRB review as they are on communal cluster property.
Should we prioritize only Priority 1 quote? This would leave a bit of money for any aesthetic changes and for any immediate disasters, should they occur.
How can we make sure we’re only prioritizing the most important and urgent situations now and setting up priority 2 for future reviews and re-prioritization? (Ex. Poplars near 2246 for example)
How much would it be pertinent to leave in the tree budget?

Board Decisions:

Keep a cushion in the budget, but be prepared to pull from reserves if we have to for unexpected, disastrous, emergencies.
Sandy will ask Kevin if we can just leave a spar on 2214 (Kevin from TreeSmith USA)
Then, we’ll work with Kevin to focus on the Priority 1 list, with an emphasis and investment on preservation and tree management.
Maximum investment of $15K will be the budget we ask Kevin to work within.

Update on concrete
- Two areas mentioned in walkthrough
  - In front of 2254 by large oak $3410
    - Problematic area because of ongoing tree issues – the tree roots are very obviously lifting sidewalk, would like to consider other options besides replacing that area of sidewalk right now – Sandy exploring other ideas
  - Lower cluster pad – crumbling – needs repair $4860

Board Discussion:

Should we prioritize this work before it gets too cold for the winter?
Is the lower pad, which is crumbling, really the highest priority of these two?
Do we try to shave or grind down the sidewalk by 2254? Juan’s recommendation was not to as the concrete is already too brittle with the tree roots pushing upwards.

Board Decision:

Work with Juan on the lower pad, but save it for 2024 to ensure we don’t go over budget for 2023.
We’ll continue to explore ideas for resolution for areas in front of 2254.

Drainage project by 2231
- Project proposed by Juan was approved by RA but…
  - Tree problem observed by Kevin during tree inspection
  - Can we fix the problem without damaging the tree?
  - Discuss alternatives with Riverbend Landscaping and Bright Construction group

Board Discussion

Concern over this having been a long-standing issue that has been delayed by new information from Kevin
How can we ensure we’re resolving this issue in a timely manner, that won’t potentially hurt a tree in the cluster unnecessarily?

Board Decision

Plan to continue to review and treat it as an ongoing project as we research and gather information.

2024 Proposed Budget
- Proposed budget
- Rolling over money unspent from lingering 2023 projects
- Dues increase

Board Discussion:

Should we propose $1600 vs. $1500 per household per year (up from $1300) in our dues to extend the time between when we’d need to do a next increase? (Looking at at least a 2 year hold if we went this avenue)
Would this amount to $400 per quarter?
Comparison of close clusters and their associated costs
Mailing total updated to reflect purchase of stamps, which usually last up to two years
Snow removal budget agreed to by all members
Dumpster budget for cluster clean up cost was very close to the total cost this year so Kelly will only slightly increase budget $100.
Kristina will check on the total amount of the erosion grant, she thought it might be a bit higher.
Have we fully considered the full impact of dues increases in relation to new, incoming residents?
Discussion on approach for incremental increases pros vs. cons for Cluster in comparison to Reston Home Owners Association (RHOA) process
How do we set the cluster up for long-term success with our reserve funds in light of the large cost of the parking lot we know we need to spend?
Is there value in a one-time assessment rather than relying on just a dues increase?
Discussion on possible cluster impacts if we don’t get the planning for fiscal future right for the cluster

Board Decision:

To allow the community to plan in advance, Kelly and Kristina will break down options for the community, post special flyers and emails and we will allow the community to review the two proposed dollar amounts in advance for voting.

Annual Meeting
- Monday, December 4th at 7pm – zoom
  - Topics for meeting
    - Reserve study

Resident Karen Reese asked that the board send out the Reserve study information in advance for cluster residents to review and get questions prepared or if we should have a separate meeting just to discuss the reserve study.
Together with the board and Karen, the decision was made to send out specific details via flyers and email related to the Reserve Study in advance by the community to prepare questions in advance of the December Annual HOA Meeting.

Dues increase
Budget review/budget proposal
Ongoing projects
- VCAP
- Drainage
- Trees
- Design updates
- EV charging
- 2nd speed bump – make sure to get quote
  - Kelly will send the invoice from the last speed bump purchase.
  - Cyndi mentioned making sure we address why these speed bumps are not looking at being installed permanently for right now to address cluster resident questions.
Pet waste guideline amendments
Letter or newsletter to go out to residents re: annual meeting highlighting the need for dues increase and quorum vote

EV charging
- Dominion’s Level II charging program for multi-family communities
- Charge Up fairfax
- Greenspot

Board Decision:

Kristina will send a note to the board with more updates to review. No significant conversation now.

Sandy stressed if this takes up too much discussion time at Annual Meeting, she is willing to hold a special meeting just to go over these if we need to.

Parking/towing speeding in the neighborhood
- Easton Warner
- Car notices to go out to cars in violation of cluster parking guidelines
Watchlights- No updates
Zelle-No updates
Lower cluster island- Kristina and Joy will follow up on maintenance with Chris.
Pet waste stations- Hold on discussion; Kristina will follow up with more details https://mail.google.com/mail/u/2?ui=2&ik=518b55584c&attid=0.2&permmsgid=msg-f:1779471710756162327&th=18b1f417c77a4b17&view=att&disp=inline&realattid=f_lnlubdw41

Next meeting: Monday, December 4th (Annual Meeting)