January Board Meeting
Sunday, January 11, 2026 at 7:00 pm
ATTENDEES: Kristina Meyers, Kelly Fairbank, Aaron Rider, Sandy Mohler, Kevin Wiley, Katie Jay
AGENDA
NEW BOARD FOR 2026
- New board member – Kevin Wiley (welcome!! 🎉🎉)
- Sandy Mohler – Vice President
- Kristina Myers – President
- Katie Jay
- Aaron Rider – Secretary
- Kelly Fairbank – Treasurer (non-voting officer)
DISTRIBUTION OF HOA DUTIES
- Snow Removal (Greg McGreevy – M&M experts) – Aaron
- Communicate with Greg about snow issues in the neighborhood
- November thru February or March
- Ensuring receipt of annual contract (around October/November)
- Landscaping (Chris Hughes – GreenSpace Lawn and Landscape) – Kevin
- Communicate with Chris regarding landscaping issues
- Point person for special projects
- Landscaping for lower cluster island
- Landscaping for front entrance
- Mulch orders in the Spring
- Garbage Pickup (Theresa Cunningham – Bates) – Katie
- Communicate with Theresa about pickup issues
- Relay information regarding holidays impacting pickup schedule
- Schedule roll off dumpster for Spring and Fall Cleanup
- Concrete/Paving – Aaron
- Working with chosen company to enact contract and complete concrete repair
- Reach out to multiple companies for competitive bids for crack sealing, seal coating
- Watchlights (Dominion) – Kevin
- Calling Dominion (sometimes repeatedly) to report light outages or blinking lights
- Legal (Chesapeake) – Kristina
- Communicating legal issues/legal inquiries
- Parking – keeping an eye on suspicious vehicles, communicating with neighbors about their expired tags
- New app for updating vehicle info
- Trees – (Kevin – TreeSmith USA) – Sandy
- Tree walkthrough to determine which trees pose risk to life and/or property, trees for pruning and/or rejuvenation and aesthetic trimming.
- Communicating with Erin to determine which trees slated for removal require a DRB application and executing application.
- Community outreach – Kristina/Katie
- Emails – keeping residents/homeowners updated about what’s happening in Wheelwright
- Wheelwrighter – newsletter (ideally at least 4-6/year)
- Facebook updates
- Sign
- Website
- Erosion/Drainage (Adele – DecoFootprint) – Sandy/Kristina
- Ongoing VCAP project behind houses 2246-2256
- House Exterior Redesign (Erin – Reston Association) – Sandy
- Researching ideas for design updates
- Making proposals for new design features or updates
- Writing DRB proposal and submitting
REVIEW OF ANNUAL MEETING
- Summary of survey responses:
- https://docs.google.com/forms/d/1of0R8ZhEQ5XL7Y6tNVVy-9VDiAqIEq62DHfVi6o9A6w/edit#responses
- Questions/comments
- Great job team
- Inspections within reason – truly egregious outside issues, starting with a conversation as opposed to a one-sided warning These inspections would really be informational only – I’m hopeful that we could work together as a neighborhood to help folks who need some resources/assistance with the outdoor appeal of their homes.
- I’m so thankful for the board!
- Happy to help out with the pet waste station
- One of us is looking at buying an electric vehicle in the near future but we aren’t fully sure which of the options – if any – would be best for us/the neighborhood. We definitely don’t want outside people taking up parking spots, and we aren’t sure if we want to commit to getting our own installed. We will have to think about this more! Fair enough! I’m hopeful that we will have some options for you to charge your vehicle once you make that choice.
- Thanks for all you do Board members. As to rear house lights, my closeness to the trees behind my house leads me to prefer less brightness at the deck level. Normal brightness at the rear sliders opening into the basement level makes more sense to me. The amount of light in any fixture can be changed by switching the wattage or lumens of the bulbs used. The new guidelines wouldn’t specify minimum amounts of lights, only the maximums for the front porch light. You could use a 60w bulb (or more) at the rear basement level and a 40w at the deck level.
- Our HVAC company told us not to put any cover over the trash area as this would impede air flow needed for the HVAC to work properly Yes, and this is one of several reasons that we’d like to redesign these outdoor enclosures. Their use was intended primarily for HVAC housing and garbage bin storage. There are few instances where people in our neighborhood can store both anymore – they really aren’t big enough or have the kind of circulation necessary for HVAC housing.
- Can we explore being allowed to use cable covers so we can use our personal chargers to charge our vehicles? Reston Association does not allow this:
- I wonder if the way we talk about yard/exterior neglect could be more of a neighbor-helping-neighbor vibe. Maybe point out the concern, offer support (discuss what’s needed and how to accomplish it, in case the barrier is not knowing what to do and how to do it), ask what resources they need to get it done (is the problem financial, physical, lack of knowledge/experience, needing moral support, time?), recommend options like, pay someone to do it (what are the most affordable options?); get a volunteer to assist (from our community or somewhere close by — maybe boy scouts or a group of neighbor volunteers). If the problem continues and no support/help is accepted, then escalate.
- Exterior light fixture guidelines should be removed, at least for the rear house. It’s a minor issue which doesn’t affect the overall look of the cluster.
- In general. Can the HOA figure out payment via Zelle, Venmo or PayPal? Or offer a way to transfer electronically the quarterly dues? Thanks.
- I’m interested in seeing if the two grills in the lower cluster can be housed in another location (looks junky sitting where they are and only used once a year). Interested in pursuing a common shed for grill, ladder, shovel, rake, etc so neighbors can borrow tools for occasional projects without having to buy one-time use tools. Might help some front yards look nicer if neighbors had access to tools. I would also be willing to help if they need help clearing out weeds, vines, and saplings if they asked the board for volunteers for their front yards.
- “Simply put:
1) Are we implementing/enforcing existing rules and regulations (i.e. weeds and trees growing up house columns and onto the roof; “”moss”” growing on roofs; garbage cans/paint cans, etc. on front porches)? What are the sheds for?
2) Why do we put trash cans on the sidewalk – thereby inhibiting people’s passage – when they can be placed in the street curbside leaving plenty of room for people to pass – particularly if they’re walking pets and their children (not to mention if they have a carriage). Just food for thought. Oh yeah, it would help if we take in our cans after the trash has been picked up. 🙁
3) I’ve mentioned the unevenness of the sidewalk and the curb in front of my house. It looks as if part of the curb may have been damaged during snow removal. Is there any way this may be taken care of during your next inspection?
Overall, all of you are doing are doing a nice job. Keep up the great communication particularly with the emails and the signs at the cluster entrance. Very Nice and much appreciated.
P.S. Truthfully, I’m scared to look at the budget. :)”
TREE WORK
- https://clienthub.getjobber.com/client_hubs/f501b559-a356-432c-be9d-1866f72a6dd4/quotes/40541117.html?comm_channel=email&comm_type=quote_sent&utm_content=in_email_cta&utm_medium=email&utm_source=sendgrid
- Oak tree at 2252 – removal to be scheduled soon
- 2246 Elm – to be removed Tuesday 1/13, also will prune deadwood from willow oak across street
- Replacement trees – Spring?
- Cherry for 2252
- Black gum for 2207
EROSION/VCAP PROJECT –
- Adele – updates – do we have a draft of what she will submit to VCAP?
DESIGN UPDATES
- HVAC units –
- Front enclosures – architectural redesign
- Guidelines have been updated by Sandy 🎉🎉🎉
CONCRETE
- 2201 Ramp ($3325)
- 2228 Ramp ($2693)
- 2243 Ramp ($3500)
- 2266 Sidewalk (entire patio) ($12,949)
- 2254 Sidewalk ($2516)
- 2246 (Across) Sidewalk ($184)
- 2266 Curb/Gutter (curb in front and to left of patio)($1394)
- 2225 Curb/Gutter ($287)
Dominion: $26,848
Finley: $28,575
ADDITIONAL ITEMS
FINANCIALS
NEXT MEETING – Sunday, FEBRUARY 8th