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• Agenda
• Minutes of December 1 Association Annual Meeting
  
• Minutes of December 1 Board Meeting
• Minutes of December 15 Special Meeting of Association
• Final financial results for 2012

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AGENDA - Annual Meeting, December 1, 2012

1.    Introduction and reading of minutes from last meeting (dispensed)

2.    Review of financial results of 2012 and presentation of 2013 budget

3.    Discussion of drainage issues

4.    Report of Design Review Committee

5.    Report of Landscape Committee

6.    Discussion of Reserve Funding requirements

7.    Vote on Director

8.    Discussion and vote on proposed Resolution

9.    Such other business as is appropriate.            

Adjournment

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Minutes of the Annual Meeting of the Mayfair of McLean Homeowners Association

held at 6616 Haycock Road, Falls Church, VA

December 1, 2012

The meeting was called to order at 10:05AM by Association President Bruce Louiselle. The roll was taken and the following homeowners were present:  Burke (by proxy with Williams), Cosgriff,  Damelin , Friedlander, Goldstein, Hayward, Jensen, Jones, Kresse, Guinot (by proxy with Warren), Kaylor (by proxy with Louiselle), Louiselle, Kazanowska, King (by proxy with Williams), Mallarkey, Martinez , Mockoviak , Pfister/Phillips, Ratner (by proxy with Louiselle), Roop, Salteri (by proxy with Cosgriff) Savarese, Selwyn, Sirlin, Taylor, Ting (by proxy with Louiselle), Van Over, Walton, Waldrop,  Warren, and Williams.   In all, 31 of the 37 homes in the Association were represented in person or by proxy.

President Louiselle recognized Mr. Kresse who made a statement that he believed the meeting was not properly called because insufficient notice of the detailed purpose of the meeting, in terms of days, had been given the homeowners pursuant to the Virginia Property Owners’ Association Act, more specifically asserting that the Agenda had been provided only seven days prior to the meeting.  He further asserted all action taken at the meeting was illegal. He then made a motion that the meeting be recessed for 14 days to provide for proper notice to be given.  There was no second for the motion and it died for lack of a second.

The reading of the minutes of the last Annual Meeting of Homeowners held November 5, 2011 was dispensed without objection.

President Louiselle gave a financial report comprised of a report on projected financial results for the year 2012 including revenues, expenses, and the status of the reserve account.  A question from the floor inquired as to why the annual contribution to the Reserve Account for 2012 was short of budget by some $1,500 and should not a special assessment be made to cure the shortfall.  The President responded that the excess cash flow for 2012 was not sufficient to fully fund the annual contribution, but because the Reserve Fund Cash Flow Analysis still reflected a positive year end balance each year for the next 20 years, no special assessment to fund the shortfall was required. A copy of the financial report and the Reserve Fund Cash Flow Analysis is appended hereto and thereby incorporated into these minutes.

President Louiselle presented a proposed Budget for the Association for 2013. He commented that the proposed Budget was very similar to the 2012 actual results which reflected the fact that no major changes in revenues or expenses were anticipated.  He added that there are some drainage problems that may well require attention in 2013, but because the costs of resolving them are not yet known, they have not been included in the 2013 budget.  Without objection, the proposed budget was adopted. Copies of the proposed 2013 Budget is appended hereto and thereby incorporated into these minutes. 

Chair of the Design Review Committee, Jon Roop presented a report regarding a project by his Committee to review and, as required, revise the community’s Design Standards.  He asked for input from the Homeowners. He said the process was that any revisions to the Standards would be recommended by his Committee to the Board and if approved by the Board would be shared with the Homeowners for their comments.  One homeowner commented that they would like to see a prohibition of the placement of empty flower pots in the front gardens of the homes.     

Chair of the Landscape Committee, Judy Williams, presented a report which centered primarily on the replacement of the timber wall behind home number 2043 as well as the several drainage problems that the Board is attempting to address. 

President Louiselle announced that Larry Warren was resigning his position on the Board and he would entertain nominations from the floor for replacements to fill Mr. Warren’s unexpired term.  The name of Russ Jones was placed in nomination and seconded.  No other nominations were made so the nominations were closed and a motion made and seconded to elect Mr. Jones by acclamation.  The motion was approved on a voice vote without objection. 

At this point, President Louiselle introduced a Resolution regarding Landscaping for consideration by the members and urged its adoption.  The text of the resolution is:

“Mayfair of McLean Association

Resolution

December 1, 2012

WHEREAS: It is in the interest of all Mayfair homeowners to have all the property within the Association well maintained.

WHEREAS: It is in the interest of all Mayfair homeowners to have the landscaping maintenance activity performed in an efficient and cost-effective manner.

WHEREAS: It is in the interest of all Mayfair homeowners for the Association to promote the health, safety, and welfare of the residents in the property and for the improvement and maintenance of the Common Area and of the homes situated upon the Property (Article IV, Section 2 – CCR’s).

WHEREAS: It is in the interest of all Mayfair homeowners for the entirety of the property, common and that individually owned, to have a unified, attractive, and well maintained landscape, 

NOW THEREFORE IT IS HEREBY RESOLVED THAT:

The Association through its Board of Directors and its Landscape Committee or representative is authorized to continue to expend those funds, within its approved budget, that in its opinion, are necessary to achieve the above stated objectives.

The Association through its Board of Directors and its Landscape Committee or representative is authorized to continue to expend funds, within its approved budget, to irrigate areas that are part of the Common Area as well as adjacent property that is individually owned.

The Association through its Board of Directors and its Landscape Committee or representative is authorized to continue to expend funds, within its approved budget, to perform maintenance and beautification activities in the Common area and adjacent property that is individually owned such as, but not limited to, the removal of leaves, the pruning of trees that line Mayfair of McLean Court, and the mowing of grass.  Pruning trees or modifying the landscape or plants on an individual homeowner’s property will be done only with the permission of the individual homeowner unless the property has been cited by the Association for failing to comply with an applicable Association Declaration provision, including the requirement that each individual homeowner maintain their property “in neat, attractive and safe condition”. 

The Association through its Board of Directors and its Landscape Committee or representative is authorized to continue to expend funds, within its approved budget, to maintain the overall continuity of the property that is appealing to homeowners and potential homeowners.

This resolution shall remain in full force and effect until rescinded, amended, or otherwise changed by the Association.”      

A discussion was held regarding the resolution.  A motion was made to adopt the resolution after striking the phrase “but not limited to” which appears in the first sentence of the seventh paragraph of the resolution.  The motion was seconded and passed on a roll call vote of 30 in favor and 1opposed. The revised resolution, having been adopted is thereby incorporated into these minutes.

Mayfair of McLean Association

Resolution

December 1, 2012

WHEREAS: It is in the interest of all Mayfair homeowners to have all the property within the Association well maintained.

WHEREAS: It is in the interest of all Mayfair homeowners to have the landscaping maintenance activity performed in an efficient and cost-effective manner.

WHEREAS: It is interest of all Mayfair homeowners for the Association to promote the health, safety, and welfare of the residents in the property and for the improvement and maintenance of the Common Area and of the homes situated upon the Property (Article IV, Section 2-CCRs).

WHEREAS: It is in the interest of all Mayfair homeowners for the entirety of the property, common and that individually owned, to have a unified, attractive, and well maintained landscape. 

NOW THEREFORE IT IS HEREBY RESOLVED THAT:

The Association through its Board of Directors and its landscape committee or representative is authorized to continue to expend those funds, within its approved budget that, in its opinion, are necessary to achieve the above stated objectives.

The Association through its Board of Directors and its landscape committee or representative is authorized to continue to expend funds, within its approved budget, to irrigate areas that are part of the Common area as well as adjacent property that is individually owned.

The Association through its Board of Directors and its landscape committee or representative is authorized to continue to expend funds, within its approved budget, to perform maintenance and beautification activities in the Common area and adjacent property that is individually owned such as the removal of leaves, the pruning of trees that line Mayfair of McLean Court, and the mowing of grass. Pruning trees or modifying the landscape or plants on an individual’s pr

operty will be done only with the permission of the individual home owner unless the property has been cited by the Association for failing to comply with an applicable Association Declaration provision, including the requirement that each individual maintain property “in neat, attractive and safe condition”.

The Association through its Board of Directors and its landscape committee or representative is authorized to continue to expend funds, within its approved budget, to maintain the overall continuity of the property that is appealing to homeowners and potential homeowners.

This resolution shall remain in full force and effect until rescinded, amended, or otherwise changed by the Association. 

President Louiselle reminded the meeting of the newly adopted Complaint Procedure adopted by the Board and encouraged all homeowners to familiarize themselves with its operation. The President was asked about liability insurance level of coverage, and he responded that the Board would review the current coverage and consider any change needed.

President Louiselle then announced a Special Homeowners’ Meeting to be held on December 15, 2012 at 9 AM EDT at 2013 Mayfair McLean Court. The purpose of said meeting is to ratify certain decisions voted on this date. He caused to be circulated a proxy statement granting to him a proxy to vote in favor of the specified items at the Special Meeting.  Twenty-six proxies were provided to Mr. Louiselle.

Homeowner Goldstein proposed a resolution that would thank the Board of Directors for their service.  The motion was adopted without objection.

There being no further business, the meeting was adjourned at 11:50am.

Respectfully submitted,

Larry Warren

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MINUTES OF BOARD MEETING – 1 December 2012

The Mayfair of McLean Association Board met briefly after the Annual Meeting of the Association. Officers for the upcoming year were elected by unanimous vote as follows:

·      President, Bruce Louiselle

·      Vice President, Judy Williams

·      Secretary, Russel Jones

·      Treasurer, Harriet Damelin

·      Design Committee Chair, Jon Roop

·      Landscape Representative Judy Williams

It was decided, by unanimous vote, to eliminate the Landscape Committee effective immediately.

The complaint procedure dated 28 October 2012, previously distributed to all Association members, was approved by unanimous vote.

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Minutes of Special Meeting

Members of Mayfair of McLean Association

December 15, 2012

The meeting, held at 2013 Mayfair McLean Court, was called to order by President Bruce Louiselle at 9:01am.

The purpose of said meeting was to ratify certain decisions voted at the Annual Meeting of the Association held on December 1, 2012:

1.     Approval of the 2013 budget.

2.     Approval of the election of Russ Jones as a director to complete the term of Larry Warren who has resigned.

3.     Approval of a Resolution relating to the Landscaping Maintenance of the property.

President Louiselle produced a proxy statement granting to him a proxy to vote in favor of the specified items at the Special Meeting.  Twenty-six proxies were provided to Mr. Louiselle.

It was moved, seconded and carried unanimously that the three items listed above be ratified.

The Special Meeting was adjourned at 9:07am.

Respectfully submitted,

Russel Jones

Secretary

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Final financial results for 2012