Attendees: Mary K, Bill, Bruce, Mike
Updates on Trees and Lights
Save a Tree – Elliot did a great job. We appreciate his help and neighborhood seems happy with results.
Current Broken Branches – Ben of neighborhood offered to help discard of tree; Matt of end unit offered his power and to help if around
The Circle Lights – After our call to DoT regarding lights in entry circle, they came out to cut back tree branches blocking light and repair lights that were not working!
Light Posts – PSI performed touchup of light post HOA is grateful for their hard work and cooperation
Social
Ice Cream Social quotes came in over budget, need to revector–Dessert Night Chosen instead of Ice Cream Social
Sept 12th 3-5pm, HOA will provide desserts–Cookies & Other Baked goods – to be purchased by Bill
Treasure Update
Budget Overview – Info gathered on options to earn more capital from reserves funds – additional update next month
Owners Late Fees – Many owners are $15 dollars short, likely due to rates increase. Will reach out to finance to determine if that is the case. If this is the case, will ask the management company to email residence to rectify payment issues
Many owners owe $20–This may be due to late fees, however, many of these accounts do not have balances
Mike will reach out to finance to determine root cause of the $20 fees and try to rectify what is happening
Trash Contract
It was noted that the trash contract is our largest expense
Will add following actions to parking lot
Determine when trash contract is up for renegotiation
Survey residence with happiness with trash service
Survey residence on reducing trash pickup from two to one day
Reserve Study
Walked through reserve study and noted work we need to begin planning next year
Planning for Fall and Winter
Parking Lot – News Letter Update for Fall should remind residence of obligation to clear sidewalks and ask for residential volunteers to clear common sidewalks
Snow Removal
Board members discussed details of the snow removal contract and how HOA must notify contractor if we need or want services.
Parking Lot – Will need to revisit how we will call for services.
2027 Goals
Neighborhood Capital Improvement
Lights – one more set this year
Retention wall – some areas look like it cannot wait until timeline outlined by reserve study
Neighborhood Home Maintenance – Residential Property
Bill to check bi-laws to determine when Birchfield Woods HOA vs. Reston HOA should be involved in home maintenance issues
Walk About Committee
Walk about committee can be established to inspect homes for compliance with HOA bi-laws
If and How does HOA go about addressing maintenance concerns
Next Meeting – Sept 30th, 2026