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April 2023 Wheelwright Cluster HOA Board Meeting Minutes

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Tuesday, April 11, 2023

7 pm

Virtual via Zoom

Attendees: 

HOA Board: Joy Charles, Sandy Mohler, Kristina Myers, Cyndi Hartman, Kelly Fairbank

Cluster Residents: Karen Reese (2207), Dan Moran (2271)

Agenda

Community updates

  1. Erosion/Drainage
  • Met with Dan Schwartz from Fairfax County Soil and Water Conservation District about the sloped area behind 2250-2254.
  • He gave us an official site assessment report with his recommendations.
  • Submitted this site report to two companies who had come by already to look at the area and who have experience with the VCAP program. It will be less of a headache to work with companies that already have experience with VCAP. 
  • Coordinate with Erin on DRB application. We can most likely submit to VCAP first and then submit the DRB application to RA. 
  • VCAP should cover 80% of cost up to $7,000. Dan said we have a good shot obtaining the funding for this project. 
  • Cluster Resident Kerry Wingell emailed about the wet flooded area by 2231/33. He’s worried about the water pipe line. Board Decision: We will reach out to Jose about this area to mitigate the drainage issue. 
  1. Design Updates

Doors/sidelight modifications

  • We are still working with RA to get updates approved as it requires submitting a proposal with RA. Sandy thinks it should go through this year.

Garbage bin enclosures 

  • Sandy will reach out to architects on RA to see what we can do to modify current designs. Based on Sandy’s experience, this process of getting modifications determined and approved will still take about 8 months. 
  • There is an issue with not attaching stucco to concrete blocks. 
  • We need to adjust HOA guidelines to include language regarding clear stain for decks. 
  1. EV/Charging Stations
  • First meeting with Jill and Kristina happened on Sun 4/2; Cory was unable to join. 
  • They are working on charter now and looking for feedback from HOA board members on language now. The next step is to submit this to legal review. 
  • Jill agreed to reach out to Dominion to get more information about grants for installing charging stations in our neighborhood and if the utilities in our neighborhood are capable of supporting community EV chargers. 
  • Kristina reached out to Erin, at RA, to get information on where they are with the pilot Charge Up Fairfax program in Reston and also to find out if there is anyone on staff who can give advice on the feasibility of charging stations in communities like ours. She heard back that the process is very slow going, they have not picked their clusters yet and the grants are very small, but we still need additional clarification on what that means. 
  1. Concrete and Neighborhood Lights 

Update

  • Waiting for Juan to respond and we are asking for suggestions from the community on which areas of sidewalk that need repair. 

              Are lights blinking by 2205 and 2219? 

  • Karen R reported this, but said it was a very windy night. Cyndi will keep an eye out to confirm.  Kelly has seen the light by 2219 blinking at times. 
  1. Parking/Towing

Update from Sandy on upper-cluster reshuffle

  • She  has talked with all neighbors involved and has gotten verbal agreements about the reshuffling. 

Parking Spaces to be modified: 

  • 2213, 2217, 2215, 2211, 2209, 2223

Board Vote Required and Results Were: Board voted to reassign spaces 2213,  2217, 2215, 2211, 2209 and 2203 

2272’s personal parking space #25

  • Requested that it be repainted due to the fading paint. People are parking in their parking spot claiming that they didn’t know it was reserved due to this faded paint. 

Cluster Resident Request Review: 

  • Karen R. asked for another speed bump closer to the entry of the cluster as residents and visitors are still speeding into the neighborhood. 

 Board Discussion:                         

 Joy is highly in favor of more speed bumps, while Sandy suggested that we need to get more community buy-in before we purchase another and we’d need to get that at the annual meeting. Until then, Kelly suggested moving the speed bump to the top of the cluster – that was one of the reasons we got the moveable bump.  

Board Decision: 

Board agreed to move the speed bump at the cluster clean up. We’ll assess its position at the new spot with community feedback and will reconsider purchasing another down the line.

  1. Landscaping
  • Wood chips for bus path will be delivered 2 or so days before cleanup. Chris will drop at the entrance to the bus path. Joy will put cones up so there is space to deliver the mulch. 

Mulch for homeowners

  • Home Depot has the highest delivery price but good flexibility on the minimum number of bags. We should also look at Lumber Jake and Virginia Groundcovers. The timing for delivery should be the  week after cluster cleanup around 5/6.   
  • Joy will send price to Kelly and she’ll weigh in on the recommended price/bag for homeowners.  
  • Hopefully we can get a mulch order form on the email so homeowners can have several days.  Deadline will be 4/23.
  • After Action: Email for Cluster Residents regarding hazardous waste pickup.

Stump Removal (Chris) 

  • No date yet as needs equipment, but should be during spring

Individual HomeOwner Yard landscaping through Chris

  • He’ll offer a 2 day window . We need to put out a notice about what services he’ll offer. We will put a note in the newsletter about this. 
  • After Action:  First week in May – Joy will confirm with Chris how this will work. 

Hazardous waste pickup will be on  4/15 between 9am and 10:30. 

7. Reserve Study

  • Kelly submitted an email giving them our final corrections and we’ll wait to hear back about their final study

Reminders:

  • Agreed that parking lot should be done in 2024 the latest due to its deteriorating condition; initial assessment seems to have been done based on standard usage versus our actual usage. 
  • Storm water drainage allowance should be kept in the study – allocating funds to this is more like an insurance policy; backup of storm water can create huge financial burdens such as damage to parking lots and erosion of homeowner land
  1. Trees
  • Homeowner at 2272 was concerned about Hemlock tree to the front of their house. Sandy met with Brian from Reston Trees and Kevin from TreeSmithUSA. Kevin looked at the tree and said it is actually in really good health and could use some nutrients and needs a bit of a topping. 
  • Brian wants to come back and do another walkthrough once the trees have gained full leaf cover in late-Spring/early-Summer. 
  • Kevin and Sandy walked around for a full hour and she had a really good meeting with him and liked his approach to the trees.  Sandy will submit the bids to the board once received.
  • There was concern regarding the elm tree on the peninsula in front of 2248. Both tree companies said it is way too big for the peninsula as it can get up to 100 feet tall. It will likely be more money for the cluster to maintain that tree than to take it down, but no decision has been finalized.

8. Cluster Clean Up Updates and Other Important Dates

  • Saturday, April 15th – hazardous waste pickup.
  • Saturday, April 22nd, Green Drop Donation Van – Cyndi – Cody/Peter to help?
  • Cluster Cleanup and cookout will be Saturday, April 29th
  • Rollaway dumpster – submitted request through Bates delivered Friday 4/28, picked up Monday 5/1, requested voucher through FC

Food for cookout – Kristina

  • Cyndi will update Kristina on what we still have

Materials for projects

  • Sandy will get couple extra bags of mulch for the slope by 2231

Projects for Cluster Clean Up: 

  • Wood chip the bus path and tot lot, as well as small path to compost bin
  • Wood borders around the Little Free Library will require one or two more lengths of boards. We need to get that area trenched. 
  • Kristina will go around the neighborhood with Joy and figure out which plants are aggressive and invasive.  Kristina will put together a pamphlet for cluster clean up. 
  • Spraying weeds island in lower cluster
  • Benches
  • Clear seal stairs
  • Painting trash bin enclosure – oxford brown 

8. Newsletter

  • Hard copy to go out next week but will send an email blast about the hazardous  waste pickup this weekend
  • Important dates

9. Garbage

  • Issues? No discussion and no updates

Ad Hoc Discussion Items: 

  • Joy had suggested sending out a follow-up email about the  recent break-in to reassure residents that those responsible were children, who are now being held accountable for their actions, in coordination with the impacted homeowner and the children’s families. 
  • Dan asked about individual lawn grass maintenance. Is seeding and aeration with weeding treatment a service that is offered in the fall? Yes.

Next meeting:  

Tuesday, May 9th

Wheelwright Cluster Board Meeting Minutes – June 2021

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Thursday, June 10, 2021, at 7 pm via Zoom

Board Members: Kelly, Kristina, Sandy, Cindy, and Ruthie

Residents: Matt and Sarah K

Community updates

Door Styles – Sandy

RA wants residents to pick what they desire so Sandy drove by newer construction to get a sense of the current market; aim to keep it simple. We need guidelines because RA won’t let clusters eliminate them.

Question from residents: Why are we changing the guidelines now? Answer: We are updating the siding colors so the door colors need to coordinate with new siding colors. We are going for a more universal style and expanding brand choices so residents can take advantage of sales.

New door options will include different door material options (i.e., steel, wood, fiberglass, etc.). We plan to include glass panel options. New options will mimic what we currently have – flat panel – and add in divided two-panel option (¾ glass and ½ glass), all glass option, and a craftsman style door with one glass panel at top.

Do we want to include privacy glass options (i.e., frosted glass, simple privacy glass, satin etch) and art glass option as long as it is simple? Sandy will present glass styles at next meeting.

Colors – Sandy

How many colors? Goal is to make the colors subtle or pop if wanted, and allow for individuality. Ask Meghan if 18 door colors is too much before completing the DRB application. If RA thinks 18 is too many, the board will reduce color palette.

Do we want to include a wood grain option? Popular but limit to one manufacturer and one color.

DRB applications update – Sandy

No news from Meghan but application is available online to be downloaded. We can bundle the changes for trim, siding style, and colors together. After DRB application is sent to RA for changes to the siding, we can work on DRB application for doors.

Landscaping – Kristina

We can use proposal from Hemax as base to fix non-compliance problem. Otherwise Hemax proposal is over our budget.

Concrete – Cindy

Do we have a date scheduled for the work? Juan got back to Cindy and said we can get railing on the left side of the stairs by for same amount as proposed for the right side. Once we have decided, we can circle the options we want in the proposal, sign and then submit the contract. A 40% deposit is required if we want to proceed and the work will be scheduled 6-8 weeks after the deposit is received.

Parking lot & asphalt updates – Kristina

Kristina contacted Brothers Paving and Concrete Corporation for another 3rd opinion and they are coming out next week. No new updates otherwise. Kristina can update everyone at the next meeting.

Erosion – Kristina

For drainage and erosion solutions, Hemax quotes were complex engineering solutions and out of our price range. Suggest contracting with Jose’s company for the French drain.

To address RA non-compliance around the rock swales, we can use plants suggested by Hemax to submit to RA and strategize on what we can do as a cluster to save money. Kristina will ask Hemax to line item landscaping installations so we can pick which areas we really need to focus on.

Landscaping – no updates, begonias went in and look good

Garbage/Recycling – no updates

Trees – inspection aim for late July or early August, after cicadas are gone

Other topics?

Neighborhood donation drive – Kristina wrote to Cornerstones about working with them, aim to hold it weekend before the Fall Cluster Clean Up (October 16th).

Communicate events sooner rather than waiting until it gets closer so residents can plan ahead. October 23rd was proposed as the tentative date for Fall Cluster Clean Up.

Summer community cookout scheduled for Sunday, August 1st.

Financials

Treasurer expressed budgetary concerns as to how we will be able to afford the upkeep of the neighborhood. Board suggested communicating with the cluster about participating in cluster cleans ups to stave off costs. Other options include a special assessment or raising dues.

Other financials were discussed.

Next Meeting

July 8th at 7 pm via Zoom.

Wheelwright Cluster Board Meeting Minutes – May 2021

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Thursday, May 13th at 7:00 pm via Zoom

Board Attendees: Kristina, Sandy, Ruthie, Cindy, and Kelly

Residents: 2207

Community updates

House Siding colors – Sandy

Colors chosen and approved by the Board – Naval, Waterloo, Steely Gray, Gauntlet Gray, Curio Gray, Connected Gray, and March Wind (alternative for Cape Cod). RA clusters do get a discount at Sherwin Williams. Need code from Megan, not received yet.

Door styles/colors – Sandy

Guidance from Megan not specific (brand name only, nothing about style of door). Sandy will discuss with her in upcoming meeting. After style and brand of doors selected, we can consider prefinished colors as an option for our door color palette.

Waiting to talk to Megan before completing DRB application.

Concrete – The proposal is complete. Talked about which areas to pull the trigger on. Proposal includes three concrete areas and an option for a railing, but the total would exceed what we had allotted so we need to pull some money from elsewhere (like snow removal or landscape beautification projects).

Board approved to go over budget to allow for cost of three concrete areas and railing and find money elsewhere in the budget to keep net budget the same as approved at the annual meeting. Agreed to suggest that Juan place the railing on the left-hand side of the steps.

Cluster Clean up – Finished many of the projects, but some lingering projects need attention.

Trash can enclosure at tot lot. Need 1×6’s pressure treated wood for the trash enclosure. Benches need to be sealed because it was wet during the clean up and we were only able to sand them down.

There are some loose steps after fixing the missing step and another loose step. Ruth and Sandy will look at loose step because the stringers are rotting beneath it and see if anything more needs to be done.

Parking lot – Asphalt updates

Joe at Finley provided some quotes. One option would be to replace only top two layers because the bottom layers looked good to Joe. We decided to also ask for a quote that would include redoing the base layers (hard pack) just in case it turns out that is not as good as Joe thought.

Questions to ask Joe: How often does the hard pack need to be replaced? If we are doing the top layer but the base layer needs to be fixed how long would the top layer really last? Would it make more sense to get the hard pack fixed if it is also needing to be replaced soon?

Nathan at Dominion provided two quotes, but they were more expensive than Finley and they wanted to replace 4 inches rather than the top two layers.

Kristina will ask for more clarification and look for another quote since the two quotes are so different.

To consider: If we wait another year to do the asphalt, we should at least look at fixing the potholes that have developed?

Erosion

Areas under consideration: Cyndi’s hill, Karen Beasley’s backyard, swale landscaping

Waiting on proposal from Hemax. They have someone on staff who does the design and incorporates native plants, which would be useful for RA compliance.

Kristina has an appointment with Drainage and Erosion Solutions next week.

Kristina emailed Jose about planting non-invasive plant around the swale areas and rather than vinca, but she hasn’t heard back. Sandy can also call to follow up.

Re: RA non-compliance around rock swales- Kristina spoke at length with Cam at RA, who suggested sending an email to the non-compliance RA person to get feedback on what is required for the submitted design plan.

Landscaping

Chris said he could plant annual flowers at the front entrance for $110. He recommended perennial vinca as an option but not impatiens since deer like to eat them and require a lot of water. Begonias (white and red) and lantanas (pink, mauve, yellow) are also options because they are more heat tolerant.

Other issues/topics: 1) Weeding will occur this coming week; 2) Landscaping staff down 20% so Chris will try to keep it Tu/Wed/Th but can’t promise a specific day; 3) Concerns – Miscommunication with mowers for areas to be mowed or not mowed. Chris will talk to crew to find out better communication method; 4) Grass behind houses where there is balding could be considered for 2022; 5) $1,250 still remaining for tree budget – Sandy requested $100 to trim a tree that has overgrown along main drive path; 6) Mike and Kerry requested shade plants or flowers along the path leaving the tot lot to the lower cluster (Potentially include this as a fall cluster clean up activity)

Garbage/Recycling – Bates missing the upper loop on Wednesdays for yard waste. Kristina will contact them about it.

Other topics? Plastic bags still being thrown into the compost. Post picture of no plastic bags in addition to the written sign.

Financials were discussed.

Next Meeting
June 10th at 7pm via Zoom

Wheelwright Cluster Board Meeting -April 8

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

Members: 2207

Community Updates

Door and Siding Colors and Styles – Sandy

Allura prefinished product discontinued as of January 2021. Now the only manufacturer of vertical 8” cement siding strips is Hardie board (vertical Sierra 8). Hardie board does not come as a prefinished product so the siding will need to be painted. Allura also discontinued stucco boards.

RA working on discount at Sherwin Williams (SW). Sandy is finding colors at SW that are similar to what we had chosen in December from Allura. Paint samples ordered and will arrive later this month.

No word back from RA re: door styles with windows in them.

Cluster Clean up – April 24th

Projects:

  • Clean and sand benches by tot lot (Cyndi)
  • Bin for trash can at tot lot (Sandy)
  • Need 2 x 6 board for steps, cut to length (Ruth)
  • Trash collection (Lily)
  • Re-planting daylilies in upper cluster island where bed was damaged (Kristina/Mike)
  • Sign washing (Elli)

Parking Lot

Tri-technologies did not show up for the scheduled Zoom meeting regarding asphalt rejuvenation. Cluster does not intend to reschedule, as most advice has been that rejuvenation will not delay grind and mill.

Finley (Joe) provided estimates for grind and mill and suggested doing work before 2025. Quote for the entire parking lot was $76,000. Joe said patching would be okay if we want to hold off until 2025 but would cost between $10,000-15,000 each time we need to patch.

Dominion (Nathan) will provide quotes for the entire parking lot, just the areas that are driven on, and patching rough spots. They agreed with Finley that the top layer of asphalt is too thin to last until 2025 and suggested moving the grind and mill to an earlier date. 

Erosion

Need an estimate for erosion work on the hill by Cyndi’s house. No word back from Chris, yet. Kristina will look into it more, including a pathway for people to walk behind houses.

Jose De La Cruz spoke with Sandy about putting a 12 x 12 square drain behind Karen Beasley’s yard and running a French drain behind the adjacent houses for $2700

Cluster received a letter from RA about being out of compliance with the vegetation surrounding rock swales related to recent erosion work. Kristina will continue to investigate exactly where the non-compliance occurs and exactly what RA wants us to plant in those areas.

Landscaping

Cluster will offer to order bags of mulch to be delivered to the neighborhood. Residents need to order the number of bags they want and will be billed through the cluster. 

The turf was recently fertilized and overseeding will occur at some point in the future to the lawns that were seeded in the fall.

Concrete

Sandy and Kristina talked about the possibility of putting in a railing by the stairs in front of 2245 rather than having them redone. Cyndi reached out to Juan. 

Garbage and Recycling

Board decided to hold off on switching from Bates to another provider. Prices were competitive but did not include extra features like dumpsters and large item pickup.

Need the voucher for the dump fee for the roll-away dumpster that will be here during the cluster cleanup

Other topics? 

Chemical/hazardous waste pickup date? (Sandy – but Kelly will also try to reach out to Chris)

Financials

Financials were discussed. Cluster dues for the 2nd quarter were sent out in April.

Next meeting 

May 13th at 7 pm via Zoom

Wheelwright Cluster Board Meeting – March 11

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

Members: 2207, 2237

Community Updates

Door colors and styles: 

  • Sandy has not heard back from Megan about updating glass door styles. 
  • Goal is to narrow down color choices to 6-7 colors, with 1-2 alternates. 
  • Residents will be able to pick any of the colors, not based on siding color, so there will be some freedom of choice there.
  • Board and members in attendance viewed mock up versions of the house colors with the suggested door colors. Of those mock ups, there was consensus on the following colors:
    • Burgundy red,
    • Purple but not too grapey,
    • Black,
    • Creamy white (slightly darker than Amber White used on stucco), 
    • Mid-tone gray brown,
    • Deep green,
    • Navy or strong blue,
    • Aqua or slate blue, and/or
    • Possibly a mid-range blue
  • Sandy agreed to get larger paint samples for the navy and strong blue to help decide which one is preferred as well as larger paint samples for aqua or slate blue.
    • Consensus was that it would be better to stick to one shade in a particular color than have a variety of different shades in that color family.

Spring Cluster Cleanup:

  • Date set for April 24th 
  • Projects:
    • General trash pick up (need to purchase more trash bags)
    • Kristina will make a list of projects and necessary supplies so we can coordinate purchases.
    • Possibilities include:
      • Erosion control on Cyndi’s hill 
        • Potential path (i.e., wood chips) to guide people to walk at base of hill rather than on the hill
        • Might need to grade the path some and set up edging to keep the wood chips from washing away
      • Wash, sand, and repaint/reseal the benches at the playground/tot lot. 
      • Build trash can enclosure for the trash can by the tot lot (Sandy).
      • Plant bulbs around the cluster.
      • One of the steps on the hill by Duncan’s old house is missing and should be replaced.
  • Socialization – Decided to delay community BBQ until this summer based on current social gathering guidelines and to give more people a chance to get vaccinated. This will be mentioned in the next newsletter.
  • Cyndi will lead and direct residents to various projects since Kristina works on Saturdays.

Parking lot rejuvenation – Zoom meeting with Tri-technologies on Wednesday March 24th at 7pm

  • Kristina is also looking at resealing the parking lot with Finley Asphalt and Dominion Paving rather than going with rejuvenation 
  • Estimate will include evaluation to determine if we are still on track for grind and mill in 2025

Erosion – Some work can be done on Cyndi’s hill during Cluster Clean Up

Tree Work – Pausing tree work due to pending cicada swarm. Planting new trees will wait until fall or next spring.

Landscaping – Sandy will look at planting more bulbs and flowers around the cluster. 

Snow/Ice – No real updates.

Concrete – Cyndi will reach out to Juan about replacing steps in front of Nick’s house as well as sidewalk surrounding steps.

Garbage/Recycling –

  • Kristina got quotes from other companies
  • American Disposal Services quote was slightly under what we pay Bates 
    • Kristina will look into their capabilities to get more information
    • Do they already have customers that get pick up trash on Mondays and Thursdays? 
  • Waiting for estimates from Waste Management and Republic

Cluster Connect – RA’s newsletter to clusters in Reston

  • Wheelwright Board getting the RA’s newsletters and will forward to other board members 

Next meeting 

  • April 8th at 7 pm via Zoom

Wheelwright Cluster Board Meeting – February 11

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

Members: 2207

Community Updates

Parking lot rejuvenation – Kristina talked to someone at Tri Technologies and she will send someone out to look at our parking lot to give us an estimate. Might be too late to try this option. Kristina spoke with someone else at an HOA that had the rejuvenation done by Tri Technologies. The work quality was great, but she seemed unsure that it was a better option than asphalt seal coating. Grind & mill schedule for 2025, but the parking lot seems like it needs work. Tri Technologies offered to give a 15-20 min presentation at the next meeting. Sandy suggested getting a prospectus for how long the rejuvenation would last. Effectiveness reported to be better when it’s put on early after the grind & mill (within 4 years and then subsequent 4 years to extend the need for another grind & mill). Kristina will do more research.

Erosion – Kristina spoke with Chris Hughes and looked at Cyndi’s hill. Discussed planting to help stabilize the hill and asked about putting in pavers so that people can get behind the houses along that row. He will give us an estimate for the work and we can look at what we might be able to do on our own.

Tree Work – Sandy said nothing is going on with tree work at the moment. There could be a tree credit for the over trimmed holly tree that could be used toward labor for planting a new cherry tree (which we would have to buy) or grinding of stumps (which would require us to pay for renting a grinder). Sandy agreed to get numbers on the cost of cherry tree and grinding equipment rental. Not sure what the tree credit is, so Sandy will ask Chris.

Landscaping – Sandy talked with homeowners with concerns about damage done (divots) to their yards when the crew last came through for mowing.  Chris Hughes said he would reseed this spring for those who had their yards seeded.

Snow/Ice – Peyton has come out to handle the snow and ice when needed. We could get a bucket of sand for the playground area or check with Peyton on how much it would cost to sand and/or salt common areas.

Concrete – Cyndi hasn’t contacted Juan yet because it’s too early in the season. Areas have been identified last year, but Juan needs to walk the neighborhood to assess if more areas have become problematic over the winter.

Siding color palette/door colors? – DRB application – Sandy still working on it. Cluster residents should meet in a special session (or roll it into a regular board meeting) to discuss door colors. We need approval from the Cluster before we can submit new door colors to DRB. Or, if our HOA guidelines don’t require a meeting, we can notify the cluster of the change using a flyer and that appears to be sufficient based on DRB guidelines. Kristina will look through the cluster guidelines to determine what is required. Sandy agreed to have a color palette for the doors by the next meeting so we can proceed one way or another.

Composting – A new compost bin has been installed by the playground. Sarah is the contact and agreed to maintain. Sandy is going to laminate the Do’s and Don’ts. Cyndi pointed out that there are discrepancies between the newsletter and the graphics provided by Sarah. Kristina will double check the different versions and send a copy to Sandy to laminate instead. 

Garbage/Recycling – Kristina talked to Teresa about the communication problem as to when garbage and recycling are supposed to come, particularly when it changes due to weather conditions. Kristina will reach out to Republic, American, and other waste management companies for updated quotes. Waste Management appears to accept new business, so we could try to contact them to see if they would serve our area again.

Parking registration – 42 homeowners have responded via online form or paper document! That leaves 20 homes not registered. It appears that many homes have more than two cars, which is against our guidelines. We will keep an eye on it to make sure that parking is still available. We can send out reminders as needed.

RA HOA cluster meet and greet – Sandy attended. Got a lot of good information on DRB application. 135 clusters in Reston. 

  • Meet & greet available to view online via YouTube. Survey sent to clusters to determine how cluster boards engage with their constituents. 
  • RA is trying to get a list of contractors and vendors and which clusters use those contractors and vendors so that we can determine which vendors are good to work with and not good to work with. 
  • RA is looking for ways for clusters to connect to each other and looking toward clusters to work with RA to facilitate those connections. Several new people joined the website after Sandy shared the information. 
  • RA has discount codes for Sherwin Williams 30-40% off so we can contact them to get that information. Sherwin Williams has a point of contact we can use and work with. 
  • RA is pushing clusters to go back and update guidelines and color palettes. RA will enforce whatever is in our guidelines, so if we don’t want those out-of-date products we need to submit new guidelines. 
  • Sandy discussed door colors and door styles with them. They shared new door styles that have been submitted and already been approved, which is a good sign that we can get the doors we want (especially if another cluster already has that door approved).
  • RA has revised DRB situations. There is now a 30-day turnaround. Previously the time was 5 months. RA is working on digitizing cluster standards so we will be able to go online to look at other clusters and see what they already have approved. Fences, decks, siding, and trim decisions now take place in the covenants committee to avoid going into additional committees.
  • When updating guidelines, we need to pay attention to wording so that older, original versions can be grandfathered in (except in cases like the color palette where we want only the new colors).
  • Sandy will look for a way to get us on future RA cluster DRB info meetings

Climate planning meeting in Fairfax County – Kristina attended. Action plan being put together to develop environmental standards and changes they want implemented in Fairfax County and they want to engage the community as much as possible. Group is looking for help from HOAs, churches, and other community groups to get their new standards and guidelines communicated to the public.

Financials

Treasurer went over monthly financials

  • P.O. Box fee went up. 
  • HOA fees will need to go up, probably up by $20 per quarter to increase operating budget. Previous increases in dues were put into capital costs rather than operating expenses, so we may have spent from capital costs to cover operating costs. Kelly will look into this in more detail.
  • Other clusters charge $270 to $350 per quarter, but some of these clusters have 100 or more homes so their budgets are much larger. Kelly will inquire what services these clusters provide to their residents. 

Next meeting 

  • March 11th at 7 pm via Zoom


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