MINUTES OF 16 NOVEMBER 2013 MEETING
MAYFAIR OF MCLEAN ASSOCIATION BOARD
Call to order
The meeting was called to order by the President at 10:00am. It was noted that the meeting notice had been sent to all homeowners via e-mail on November 10th, with the agenda and a notation that homeowners are permitted to attend the open sessions.
The following homeowners were present at the meeting:
· Bruce Louiselle, President
· Judy Williams, Vice President and Landscape Representative
· Russel Jones, Secretary
· John Hayward, Board Member
· Richard C. Martinez, Board Member
· Robert T. Marlow
· Susan Ferguson
Review of financial status
President Louiselle provided a review of year-to-date financial results. The 2013 approved total budget is $63,600. To date actual expenditures are $51,488. Projected expenditure through the end of the year is $59,367, leaving a balance expected to be $4233. In accordance with the financial regulations, any balance remaining at the end of the year will be transferred to the reserve account.
The President also reviewed an updated cash flow analysis of anticipated maintenance through 2031, projected to be covered by the reserve account. A copy of that projection will be provided to all homeowners prior to the annual meeting.
A proposed budget for 2014 was presented by the President for review by the Board. Total expenditures are proposed to be $65,100. The Board approved the draft budget for submission to the homeowners at the annual meeting on December 7, 2013.
Review of proposed maintenance work
Landscape representative Judy Williams reported that tree pruning was needed for the mature trees in the community. In discussion, it was concluded that such pruning should be done in a uniform way by an experienced contractor arranged by the Board in order to maintain the character of the neighborhood. Funds for pruning of trees on community property will be provided from the operating budget of the Association, as approved by a resolution adopted at the December 1, 2012 meeting of the homeowners:
“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.”
Judy submitted a proposal for $3267 from SavATree of Springfield VA to do the needed work. The Board approved the proposal, and authorized Judy to proceed with the work.
Actions by the Board
The Board had asked Mayfair of McLean homeowners with legal expertise to review the Association Bylaws, with the aim of bringing them into full compliance with the State and County regulations on Home Owners Associations. That work has been completed, and a draft of the updated bylaws was reviewed by the Board. The Board voted unanimously to recommend the revised document to the annual meeting of homeowners in December for approval.
Meeting dates
President Louiselle will issue a call for the annual meeting of the Home Owners Association, to be held on Saturday, December 7, 2013 at 10am. It was noted that the terms of two Board members will expire at the time of the annual meeting. The President will call for nominations for Board members in his call for the annual meeting.
It was noted that the Board would meet immediately after the HOA meeting for the purpose of electing officers.
Other business
The Board noted that a recent break-in had occurred in one of the homes in the development. After discussion of possible security measures such as video surveillance, it was decided to raise this issue for discussion at the December HOA meeting.
Adjournment
Upon a motion by a member of the Board, the meeting was adjourned at 12 noon.