Tag Archives: siding

Wheelwright Cluster Board Meeting Minutes – September 2021

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Thursday, September 9, 2021 at 7 pm via Zoom

Attendees: Kelly, Cyndi, Kristina, Kayleen, Sandy, Kyle (2224)

Community updates

Siding updates

Approved!!!!!!  (because of Sandy’s awesomeness!)🙌🙌🙌 *** Awaiting final approval from the RA after requested changes to language on timing of changes.

This includes an update in siding material to switch to the more readily available 8” on center plywood (though I believe cedar is still approved as well?).  This is more in line with our currently approved 8” on center Sierra 8 cement fiber product. When switching from 12” oc paneling to 8”, the whole house does not need to be done at once. The front of the house can be replaced and the back can be done separately. 12” and 8” is not permitted to be mixed on any given side, though.

New approved siding colors – establish a new color palette that coordinates with the existing vinyl colors.

• Retired paint colors: Cedar, Navajo Red, Russet, Avocado

• Paint color carried over from currently approved color palette: Cape Cod Gray

• Paint colors to be added: Needlepoint Navy, Steely Gray, Naval, Gauntlet Gray

• Paint colors to be added that match existing vinyl colors: Connected Gray, Curio Gray

• Old, original paint colors will be phased out to achieve full compliance in a period of 10 yrs.Upgrade to include “solid color stain or paint” as only stain was previously approved but is not the best option for some siding materials.

Expand the option of poly-vinyl coated aluminum trim wrap to include all houses, not just vinyl sided houses.  Change the approved color of trim wrap on houses from musket brown to a color to match the painted Oxford brown trim.

Doors and decks will be the next guideline items that will be updated. After that Sandy will work on getting smaller items updated. There will be an appendix at the end of the guidelines listing historical guidelines. 

Erosion

Swale installation DRB application was approved.  Chris to install plantings and seed surrounding swales in September.

French drain – 2243, 45, 47, 49 and access path to right of 2231 application – finished but waiting on one homeowner signature.

Concrete

Date of service – Friday 9/10  Cyndi left notes on affected homeowners doors notifying them of the service and if they need to or are recommended to move their car. 

Watch light by 2265

Cyndi says that she thought the light was fixed but then noticed it flickering again on her walk the other evening. Cyndi will reach back out to Dominion. She also wants to have a discussion about the light by 2215. The light is too bright and does not look complete. Sandy noted that she believes there are RA guidelines to how many Kelvins the lights can be. If this continues to be an issue with Dominion we may be able to reach out to RA for assistance. 

Deck renovations – materials and colors

Looking to update guidelines to include composite decking options (i.e. Trex) 

Board plans to pick a general color palette. This allows homeowners to use different companies and will help to keep the guidelines from being outdated by companies changing names or discontinuing colors. Homeowners will have to present their color option to the Cluster Board for approval before submitting an application with RA.

On 3 level houses,  if 3 sided composite vs the 4 sided composite is chosen, the underneath will need to be painted to match. 

Board is looking at allowing options for composite and aluminum railing. Design will be limited to the squared off option to keep consistency with the rest of the neighborhood design. When possible matching composite should be used for the cocktail ledge. Some companies offer limited colors. Most seem as though they would work, except for the white option. 

The glass panel option of replacing the balusters is also being considered. 

Some companies offer a gutter casing underneath the top level deck that keeps water from getting to the lower deck. This would be a nice option to have. Further research will need to be done on color options, and if the covering will need to be painted.

Sandy will look into adding stairs as an option for decks. Other communities in Reston have staircases so this seems like a viable option. 

Board will also look into if the top deck still needs to be restricted to 8 feet. Sandy believes this restriction has to do with building code when the houses were originally built. 

Tree work

Email from Steve

https://drive.google.com/file/d/1XcpEqE7-3v5W8MqBctxxM7WEx9qliPCw/view?usp=sharing

Work to be done in December = $8100

Work to be done at end of September = $5500

Total = $12,300 (Budgeted $2000 for tree maintenance and $11,300 (already spent $850 or was that from last year?)  Regardless, we should come in under budget. Board approved tree work. 

Door updates

Community input – Sandy and I have yet to do this but plan a hard copy Wheelwrighter as well as an email to inform homeowners of proposed updates.  Will also take the opportunity to inform residents of the new design updates just approved by RA.

Timeframe? Sandy is aiming for November timeframe. 

Parking lot – 

Finley Asphalt and Concrete20212022 (minimum)2022 (maximum)
Asphalt Mill and Overlay 2″ (includes pavement markings and fire lane curb marking)$76,485.00$80,325.00$84,134.00
Contingency costs for possible areas of lot that need total replacement$15,000.00$20,000.00
Crack sealing, seal coating, and other repairs over the life of the lot$45,000.00$50,000.00
Total over the life of the parking lot (20-25 years)$140,325.00$154,134.00
Brothers Paving20212022 (minimum)2022 (maximum)
Asphalt Mill and Overlay 2″ (includes pavement markings and fire lane curb marking)$89,950.00$89,950.00
Contingency costs for possible areas of lot that need total replacement$5,000.00$10,000.00
Crack sealing, seal coating, and other repairs over the life of the lot$42,400.00$45,000.00
Total over the life of the parking lot (12-15 years)$137,350.00$144,950.00

Finley $7706/year (if lot lasts 20 years)

Brothers $9663/year (if lot lasts 15 years)

Board agrees that this work needs to be done next year. Kristina will go back to both companies to see what the cost would be to just do driving paths and not parking spaces. Also, will see if there is a way for the companies to verify that the base layer will not need to be redone. Kristina will also reach out to see if she can get more information on both companies and their reputation and work. 

Landscaping 

Issues? No specific new issues. Sandy talked to Chris about the overall appearance of the landscaping. He said to take photos of any incidents as they happen and he will address them.

Progress on seeking other bids? Will come back to in October

Other – The service request packet for grass was sent out. Work is recommended to be done in mid September.

A portion of the tree credit from the landscaping company needs to be used by December else it is forfeited.

Garbage/Recycling

Issues? No issues

Neighborhood donation pickup – Weekend of October 16th 

Amvets did not respond.  Moving on… Cyndi will contact Green drop donation

 Cluster Clean up – Saturday, October 23rd

Projects

Cold patch repair on parking lot

Pulling invasive weeds and cleaning up natural areas between rows 2241 and 2243 and the area to the right of 2249 as well as other unkempt areas around tot lot.  Plantings? http://wheelwright.website/wp-content/uploads/2021/02/Wheelwright-Cluster-map.pdf

Cluster clean up organization

It was recommended to have a welcome station where homeowners can check in and see where work is being done. Also get any materials that are needed. 

Others?

Hazardous waste pickup will be on October 9th. 

Cookout? Board will reevaluate at the October HOA meeting.

Financials

Next Meeting

  • Thursday, October 14th at 7pm

Wheelwright Cluster Board Meeting Minutes – July 2021

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Thursday July 8, 2021 at 7 pm via Zoom

Attendees:  Kelly, Cyndi, Sandy, Kristina, Kayleen (2224) 

Community updates

Erosion – There was a proposal for the swale from Chris. Details for proposal outlined in spreadsheet. Jose proposed a French drain behind 2243-2249

For the breakdown, look at the spreadsheet Erosion Projects 2021.

Kristina proposes completing the swale project as proposed, the French drain project and the path leading to the rear of houses by 2231.  Cost of all projects $6505, coming under budget by $495.  Board voted to pursue all erosion projects.

Concrete – We do not have a date of service, yet, but Bright Construction says it will be 6-8 weeks from June 30th, putting the concrete work probably at the end of August or beginning of September.  Kristina will reach out to folks who are redoing their house from car damage to make sure that concrete work won’t interfere with their reconstruction.

Will Juan be offering a discount for homeowners who want work done? Cyndi spoke to a rep at Bright Construction group and they said that they could probably offer the 10% discount but it would have to be confirmed by Juan who hasn’t yet gotten back to Cyndi.

DRB applications updates

Siding – We are bundling the changes for trim, siding style, and colors together . Sandy has completed the DRB application for the trim, siding materials and colors with the intent to submit by the end of this week.  She will also include an update for the poly-coated wrap trim (fascia board) that we already have approved.  The current approved color is Musket Brown, which does not match our trim color, Oxford Brown.  Going forward, we’d like to amend the color to Oxford Brown but grandfather those who have already put trim capping in the Musket Brown color.  The board voted and agreed.

Door art glass styles – Sandy presented a number of decorative glass options for door inserts from several different companies.  She would like to present the community with options from different companies.  Styles were presented from Therma Tru, Masonite, MMI, and Jeld Wen.  Generally, the board tended towards modern but simple styles with straight lines and geometric shapes.  From Therma Tru, Pembridge and Axis styles were the favorites.  From Masonite, the Crosslines and Brooklyn styles were favored.  From MMI, the Atherton style was favored; and from Jeld Wen, the Wendover style was selected.  Sandy will put together a list of our favorites and we will share with the community for input.  Also, we would like to consider whether the art glass options should be available for doors only or also for the sidelight.

Landscaping proposal – Noncompliance issues with rock swales that were installed as part of recent erosion control work. The surrounding swale installation application is almost complete now that Chris’ proposal came through.  Kristina should be able to complete it by early next week.

Parking lot and asphalt – On hold until maybe September? Board agreed to delve into this topic in September.  Since we’re consumed with concrete, erosion projects, DRB applications, we’ll hold off until we can have a more comprehensive discussion.  Kristina will put something together for the September meeting. We can then present the issue at the annual meeting. This will be at the top of the list for annual meeting topics, as the work may be scheduled in 2022.

General Landscaping – Nudge Chris to give a gentle reminder to his crews to be more mindful when using the large lawn equipment in the yards. There has been damage to residents garden gates and bushes.

Sandy will bring up with Chris again.  Cyndi mentioned that the equipment they are using is too large for our front yards.  Sandy said she has had discussions with Chris about this topic and the next step down is similar to push mowers, which Chris stated is not very cost effective or beneficial for a landscaping company.

Garbage/Recycling – There was another combined recycling/trash dump incident. Bates also missed the upper cluster during yard waste pickup. Kristina has been in touch with Theresa trying to get these issues fixed.

Tree inspection – We are waiting to hear when this will be scheduled from the tree committee

Summer community cookout? August 1st

Preparations -We will plan to host a cookout similar to that of cluster cleanups.  Kristina will do the shopping at Costco a few days before.  Cyndi has room in her fridge.  Ideally, we will set up in the lower cluster at 1pm.  Our goal is for Sandy to a bring charcoal grill from 2223, or Kayleen has offered to lend the cluster the use of their gas grill.

Neighborhood donation drive – We will hold a donation drive the weekend of October 16th for Cornerstones. Items that are needed include new and used blankets and towels, and new sweatpants and sweatshirts

The board decided to do the Cornerstones donation during the cookout.  That way we can also look for a charity that picks up a wide array of used items not needed by Cornerstones. Residents can donate used items to prevent our dumpster from overfilling with items in good condition during the Fall Cluster Clean Up.  Kristina will look into Lupus foundation or Amvets.

Board Member positions – We need a new board member and person to fill the officer position of secretary.  Ruth Schulte will be leaving her position as secretary, as she and her family are leaving the neighborhood at the end of August.  Kayleen from 2224 has graciously offered to step in as board member and secretary. 

Who else is planning on leaving after this term is up?  Terms are up for Cyndi, Sandy and Kristina.  All have expressed interest in continuing to serve on the board.

Annual meeting – The board feels that more people attend when the annual meeting has been in person.  Kristina will reach out to RCC to see what their availability is for rooms in December.  We will also try to have a Zoom option available.

Other topics? Renewal for website domain name needs to be renewed.  Kristina will check with Ruth to see if she can take care of the renewal.  If not, Kristina will do.

It was suggested that a hard copy of the Wheelwriter be distributed to the neighborhood especially around cluster clean ups. Members also agreed that now might be a good time for a hard copy to go out, including information about hazardous waste pickup, the cookout, the Cornerstones donation drive, the fall cluster clean up, and doors style options.

Financials

Reviewed the current status of the budget and the anticipated net income for the end of the year since we have had a few line items go over budget and/or have some unexpected expenses.

Discussed proper allocation of income based on current and future cluster needs, such as the grind and mill for the parking lot, and general increases to operating expenses.

Began discussions on how to ensure we are in a better financial position moving forward.

Next Meeting

Thursday, August 12 at 7 pm