Minutes of the Mayfair of McLean Homeowners Association

Landscape Committee

February 16, 2019

 Attendees:          Ramona Mockoviak (Chair)

                              Bethany Jones

                              Carol King

Members of Committee Not in Attendance:  Bruce Louiselle

Other Homeowners in Attendance:  John W. Mockoviak

 Ramona Mockoviak called the meeting to order at 9:30 A.M and provided opening comments.

 Ms. Mockoviak reported the resignation of committee member, Leslie Lee due to family and work demands,

She further expressed the community’s gratitude to the committee for the fine work and progress made during 2018.  In particular, commending Bethany Jones for her work and leadership as Chair.

Ms. Mockoviak proposed that the committee meet as needed but at least quarterly throughout 2019.

The committee reviewed the 2019 annual budget approved by the Homeowners for landscaping of $57,922, and discussed the ProGrounds Service Timeline for the year. 

The committee agreed to send an email to all residents to remind everyone of the “opt-out” policy for Pro-Grounds services and to ask each homeowner to confirm their preference.  Ms. Mockoviak agreed to send the email prior to February 28, 2019.

The committee then reviewed 3 potential landscaping projects which were noted during the walk-through with Pro-Grounds in early February.   These projects included pricing projections from Pro-Grounds.  The projects were:

o   Regenerative pruning prior to the “normal” schedule of pruning for the Circle area, the common area at the top of the hill facing the entrance and along Westmoreland.

o   The addition of sod in two, small problem areas: the peninsula by the parking area near the lower mailboxes and a small segment by the sidewalk in the common area between 2025 and 2019.

 o   The placement of pavers bordering the entrance planting beds in order to make the area more attractive and reduce water run-off and mulch/debris build-up on the sidewalk.

The committee reviewed the proposed pricing and will pursue obtaining a competitive bid for the three projects before making a decision.  The bids are to be sought prior to the next committee meeting.

The committee discussed the need to ensure that Pro-Grounds review all the sprinkler heads and replace any that are damaged or in need of proper re-direction during the Spring.  This issue will also be discussed with the Hardscape Committee. 

The committee will also ask Pro-Grounds to offer their opinion and proposed solution on any plantings that are overly mature and may need removal/replacement.  It was the general consensus that the trees are now stable and the budget dedicated for tree maintenance should be adequate for 2019.  A walk-through the community with Sav-a-Tree will be arranged.

The committee discussed the area of the drainage pond and decided that further information gathering should be undertaken by the committee to understand any potential regulation of the area by being part of the Pimmitt Run Watershed.  This area is brought forth as a homeowner concern by Bethany Jones.

Another homeowner concern was discussed regarded excessive trimming of grass plantings in the homeowner’s front garden and planter.  The homeowner reports that this had never been done before as part of the early spring clean-up.  Pro-Grounds acknowledged that their trimming should not have included the planter area and they would counsel their staff accordingly.

The next committee meeting will be called as needed to review information/bids noted above.

A motion was made with unanimous vote to adjourn the meeting at 10:40 A.M.

Mayfair of McLean Landscaping Committee’s

Community Tree Maintenance Policy and Procedure

Approved by the Landscaping Committee on August 29, 2017

Bethany S. Jones (chair)

Approved by MMC HOA Board on 16 October 2017

A community tree is defined as follows:

A tree having a single trunk with a diameter of six inches or more as measured twelve inches above the ground, which is planted in the garden in front of the staircase of an individual residence, or is planted more than five feet from any foundation.

Notes:

·      Trees planted within the fenced-in back garden of an individual residence are excluded from this policy.

·      Any tree planted in the future by the Landscaping Committee using association funds will be considered a community tree unless otherwise defined.

·      Homeowners are advised to consult with the Landscaping Committee if there are questions about whether an individual tree is a community tree and thus covered by this policy.

All community trees belong to the MMC HOA and will be cared for by the Landscaping Committee.

The Landscaping Committee provides care for community trees in an annual program of planting, pruning, fertilization, root control, pest treatment and removal.

Decisions about community tree maintenance are made by the Landscaping Committee at its regular meetings and announced to residents prior to the work being done. 

Tree maintenance is provided on a rotating basis, with not every community tree being pruned or treated every year.

Any resident with questions or concerns about the health and maintenance of community trees should contact a member of the Landscaping Committee.  Residents are encouraged to alert the committee to any situations where a community tree, its branches or its roots, appears to present a threat to personal safety, to a residence or to community property.

In an emergency, if a tree or major limb falls or threatens to fall (due to storm damage, snow, etc.), the Landscaping Committee should be informed immediately.

If a resident wants to suggest that the Landscaping Committee undertake work on a community tree, such as removal, pest control, early pruning or mitigation of root damage, a proposal must be made in writing to the Landscaping Committee with the rationale for the request.  Informal negotiations may resolve many concerns or issues.  Decisions will be made by the Landscaping Committee on a case-by-case basis and addressed as funds become available.  Appeals may be made through the Mayfair of McLean Board.  Proposals related to other landscaping in private areas are made through the Design Review Committee according to its Guidelines.

Residents may offer to pay privately for special care of community trees, but the Landscaping Committee must approve both the work and the service provider before any action is taken.

    MAYFAIR OF MCLEAN ASSOCIATION

RESOLUTION

December 1, 2016

Structure and Responsibilities of the Landscaping Committee

WHEREAS, pursuant to Section 6.3 of the Bylaws, “…committees not having and exercising the authority of the Board of Directors in the management of the affairs of the Association may be designated by a resolution adopted by the Board of Directors, to perform such duties and to have such powers as may be provided in the resolution.”
WHEREAS, Article IV, Section v of the Bylaws provides that the Board of Directors has a power “To establish and enforce rules and regulations for the use of the Common Area…”

WHEREAS, the Board recognizes that a charter establishing a Landscaping Committee is beneficial in clarifying the expectations of the Board and the duties of the Landscaping Committee;

WHEREAS, the Board would like to establish a committee to assist the Board in reviewing and addressing grounds issues within the Association,

NOW, THEREFORE, BE IT RESOLVED that the Landscaping Committee be established with the following terms of reference:

I.    DUTIES: The primary responsibility of the Landscaping Committee is to advise and assist the Board of Directors in reviewing issues affecting the use and enjoyment of the commonly owned grounds or "common area," including the landscaping. Such issues may be identified by the Board or by the Committee itself. In fulfilling its duty, the Committee shall perform functions which include, but are not necessarily limited to, the following:

A.    Providing the Board of Directors with recommendations for specifications and scope of services related to landscape maintenance and enhancements.

B.    Providing the Board of Directors with input regarding the grounds during the preparation of the annual budget.

C.    Providing the Board of Directors with recommendations regarding Rules and Regulations pertaining to use of the grounds.
 
D.    Advising and assisting the Board on preserving and enhancing the aesthetic appeal of the common areas and encouraging a high level of maintenance of the Association’s physical assets.

E.    Overseeing and regularly consulting with, the landscape contractor.

F.    Installing seasonal plantings to beautify the community.

G.    Periodically assessing the condition of trees and shrubbery on the common grounds.

H.    Overseeing the community sprinkler systems, including arranging for startup and closedown of systems in the Spring and Fall.

I.    Developing and implementing plans for beautification and maintenance of the common areas.

J.    Submitting recommendations to the Board for extraordinary maintenance needs, such as the removal of trees and shrubbery damaged by wind or disease.

K.    Submitting a written monthly, if applicable, and annual report of the activities of the Committee to the Board.

II.    MEMBERSHIP: All members of the Committee must be homeowners.  The Committee shall be composed of at least three (3) persons appointed from time to time by the Board who shall serve at the pleasure of the Board.

III.    COMMITTEE STRUCTURE: The Committee shall consist of a Chairperson and members of the committee. The Chairperson shall be designated by the Board. All Committee members serve at the pleasure of the Board.

IV.    REGULAR MEETINGS: The Committee shall meet in accordance with the requirements of the Virginia Property Owners’ Association Act and as follows:

A.    At least a majority of the Committee members must be present at each meeting to establish a quorum; decisions of the Committee require approval by a simple majority provided a quorum is present; participation by phone, or e-mail, is expressly permitted.

B.    All meetings are to be open to all residents.

C.    Notice of special meetings shall be posted or otherwise disseminated at least seventy-two hours in advance of such meeting except in the case of emergency. Working sessions of the Committee cannot be used to circumvent the open meeting requirement.
 
V.    DOCUMENTS/RECORD KEEPING REQUIREMENTS:

A.    The Chairperson of the Committee shall keep minutes of all meetings.  The minutes and any additional reports shall be delivered to the Board at least five (5) days prior to each Board Meeting.

B.   Copies of all documents that the Committee reviews or generates shall be placed    in the permanent records of the Committee. Such copies may also be maintained electronically.

This Resolution was adopted this 1st. day of December 2016, by the Board of  Directors.