MINUTES OF 21 FEBRUARY 2016 MEETING

MAYFAIR OF MCLEAN ASSOCIATION BOARD

Call to order

The meeting was called to order by the President at 3:00pm. It was noted that a meeting notice had been sent to all homeowners via e-mail on February13th.

The following Board members were present at the meeting:

·      Cheri Taylor, President

·      Richard Martinez, Vice President

·      Judy Williams, Landscape Adviser

·      Robert T. Marlow, Maintenance Adviser

·      Russel Jones, Secretary

A quorum of Board members was present.

Other homeowners present:

            Ron Taylor, Assistant Treasurer

Bethany Jones

The reading of minutes from the November 30th and the December 14th meetings of the Board were waived by voice vote. The minutes were approved.

Maintenance Adviser Report

Terry Marlow reported on the status of the Kirby Road Wall replacement:

·      The County has accepted and approved the engineering drawings for the project; they are awaiting a construction cost analysis that will determine the price of the building permit, then will issue the permit when the payment for the permit is made.

·      A permit to allow closing of a lane of Kirby Road for use of construction vehicles is being pursues by our hired Expediter.

·      The contract with Bright Construction for the wall rebuilding has been signed, with a contingency clause requiring issuance of the building permit.

·      The contract with Dadson Consulting for inspection and oversight during construction will be signed as soon as the building permit is issued.

·      A performance bond for the amount of the construction contract was recommended by Terry, at a cost of approximately $3000 – which can be covered within the authorized overall cost of the project. The Board approved purchase of such a performance bond.

·      Bricks to match the color of bricks in the adjacent walls have been located, and the 12,000 bricks required have been put on hold pending approval of the County building permit.

Terry raised two additional points:

·      The two small brick repair projects at the entrance and along Westmoreland Road are on hold, until the major Kirby Road wall repair is completed.

·      Estimates on road repair and wooden wall replacement will be sought, to confirm or update those in the reserve study.

Landscape Adviser Report

Judy Williams reported:

·      The 2016 contract with Sav-a-Tree for tree maintenance has been paid in advance, saving approximately $750.

·      Review of winter damage to plants has yet to be done.

·      Concern has been raised by a homeowner about the quality of our snow removal services. After discussion of the performance of our current contractor during the recent major snowstorm, and consideration of other options, the Board indicated its satisfaction with the current arrangement.

Financial update

Assistant Treasurer Ron Taylor presented two financial reports: 2015 final results, and 2016 year-to-date results. Expenditures in 2015 were below budgeted amounts, so additional funds beyond those required to meet the reserve study target were transferred to the reserve fund. He noted that snow removal cost in 2016 has exceeded the budgeted amount, but will likely be covered by under spending in other line items. Copies of the reports are attached to these minutes.

Ron also reported that all annual dues have been paid on time, and that six homeowners have in addition already prepaid the $3800 that will be due for the special assessment. The 2015 tax return has been filed, with no payment due.

Surge Property Update

A February 23rd meeting of the McLean Planning and Zoning Committee has been scheduled to review the new request from Sunrise Senior Living LLC to obtain a zoning exemption to allow them to develop the Surge property at the corner of Westmorland and Kirby for the construction of a three story assisted living facility made up of 71 units and employing some 90 people. Russ Jones and Bill Wilhoyte plan to attend. Bill Wilhoyte was appointed by the Board as liaison to follow developments.

It is anticipated that the Mayfair HOA will want to strongly object to this commercial development, and will want to collaborate with other neighborhood groups in such opposition.

Proposed Work of Fairfax Water

The Board has been advised by Fairfax Water that it is planning upgrades to the distribution system in Mayfair of McLean. The upgrade is intended to allow better flow circulation and better pressure throughout the system previously operated by Falls Church Water. This will involve connecting our water main to the system in Autumn Chase, and making a second connection to the large water main that runs down the VDOT right-of-way on Westmoreland Street. Construction to effect these connections, expected in late 2016 or early 2017, will be done in the area of the island at the foot of Mayfair McLean Court. Minor interruptions of water to individual homes will be required, but will be noticed to homeowners well in advance. The Board will work with Fairfax Water to coordinate scheduled maintenance of our street with this construction, which will involve digging up then resurfacing portions of the street.

In a related issue, Russ Jones noted that he had observed surveyors at the intersection of Kirby and Westmoreland, and in the drainage pond on our property. In checking on the activities he has learned that those at the intersection were involved in preparations for enhancement to the traffic signal system by VDOT, and that those in the drainage area were from the County Stormwater Maintenance Division, doing a routine inspection.

Architectural Review Committee/Volunteer Reach Out

Jon Roop has indicated his desire to step down as chair of the Architectural Review Committee, after five years of dedicated service. The Board thanked Jon for major contributions: rewriting the Architectural Review Guidelines, and instituting an annual review process.

In addition, Judy Williams has indicated that she will be moving from the community sometime within the next few months. The Board noted Judy’s outstanding work as Landscape Adviser over many years, and thanked her heartily.

Given these two important vacancies in service to the community, and given the plan of the Board to establish a Task Force to study options for financing large unplanned expenses, it was decided to send a memo to all homeowners seeking nominations and volunteers for the three activities.

Homeowner Issues

It was noted that long time resident Dorothy Goldstein had recently passed away. Many members of the community have expressed personal condolences to her husband Jack and to their family. As a token of remembrance, the Hospitality Committee has sent a contribution of $200 to the charity identified by the family, the IBD Nursing Endowment Fund at Children’s National Health Systems.

Adjournment

There being no more business, the meeting was adjourned at 4:45pm.

MINUTES OF 17 APRIL 2016 MEETING

MAYFAIR OF MCLEAN ASSOCIATION BOARD

Call to order

The meeting was called to order by the President at 3:00pm. It was noted that a meeting notice had been sent to all homeowners via e-mail on April 7th.

The following Board members were present at the meeting:

·      Cheri Taylor, President

·      Richard Martinez, Vice President

·      Judy Williams, Landscape Advisor

·      Russel Jones, Secretary

A quorum of Board members was present.

Other homeowners present:

Bethany Jones

The reading of minutes of the February 21st meeting of the Board was waived by voice vote. The minutes were approved.

Surge Property Update

Board Secretary Russel Jones reported on an e-mail survey of Mayfair of McLean homeowners on their judgment of the proposal of Sunrise Assisted Living to obtain exceptions to the zoning and planning laws to build a major commercial facility on the Surge property at the corner of Westmoreland and Kirby. In response to whether the homeowners were supportive of the following statement, 34 of the 37 homeowners (92%) agreed:

The undersigned homeowners of Mayfair of McLean are firmly opposed to the proposals of Sunrise Development Inc. to get exceptions to the zoning of the property at 1988 Kirby Road (current Surge property) to build a commercial assisted living facility on that plot.

With that support of the homeowners, the Board considered the following resolution:

Resolved that on behalf of its homeowners, the Mayfair of McLean HOA Board aggressively pursue opposition to the proposed Sunrise Assisted Living facility proposed for the Surge property.

Opposition will include, but not be limited to:

·      Statement of opposition and verbal presentation to the McLean Planning and Zoning Committee

·      Statements of opposition to the Health Care Advisory Board and the Fairfax County Department of Transportation

·      Statement of opposition and verbal presentation at the hearing of the Fairfax County Planning Commission

·      Statement of opposition and meeting with Dranesville Supervisor Foust

·      Statement of opposition and presentation to the hearing of the Board of Supervisors

The Board and interested homeowners will cooperate with other nearby HOAs in opposition:

·      L’Ambiance HOA

·      El Nido HOA

·      Crosswoods representatives

The motion carried unanimously.

Maintenance Advisor Report

Terry Marlow was not able to be present for the meeting, but reported:

·      Two requests to the County on the Kirby Wall rebuilding remain to be approved:

o   Approval to temporarily block a lane of Kirby Road during the rebuilding process

o   Acceptance of a proposed $10,000 bond to cover any damages to the road during construction

·      Terry expects these two remaining details to be approved within a week, so that construction can begin in late April.

·      He noted that remnants of the removed wall, concrete caps and brick, may be useful in dealing with minor repairs needed on the Westmoreland brick walls, and sought guidance on whether to store those elements.

Landscape Advisor Report

Judy Williams reported:

·      Spring landscape maintenance is underway:

o   Reseeding of damaged grassy areas

o   Mulching of beds in public areas

o   Removal of dead branches from trees

o   Removal and replacement of trees that have died

o   Spraying to control weeds

·      Anthracnose fungus is again present in our trees, and needs to be treated.

The holly trees along the removed Kirby Road wall will need to be removed to allow reconstruction of the wall. Judy has surveyed the overall Mayfair of McLean property, and has concluded that there is no location appropriate for the expensive transplanting of any of those trees. They also appear to be too large to be considered for replanting in the gardens of homeowners – but Judy will offer that alternative at a cost of approximately $750 to any interested homeowner.

Financial update

President Cheri Taylor reported on the status of payments by homeowners on the special assessment for rebuilding of the Kirby Road wall:

·      Currently 19 homeowners have paid the entire $3800 assessment, three additional homeowners have made a first payment of $1900, and fifteen have begun paying on the deferred plan, resulting in $96.905 in hand to date.

·      Additional scheduled payments on May 1, June 1, and August 1 will bring the total to the approved amount of $140,600.

Architectural Review Committee/Volunteer appointments

·      Barbara Cosgriff has agreed to serve as Chair of the Architectural review Committee

·      Three homeowners have volunteered to work with Judy Williams on the Landscaping group: Bethany Jones, Joelle Van Over and Bruce Louiselle.

·      Julie Warren has agreed to chair a Task Committee to study options for financing large unplanned expenses, including consideration of the tradeoff between increasing annual dues to create an emergency account and the need for special assessments. Paul Mallarkey and Ramona and John Mockoviak have agreed to work with her on this effort.

The Board voted to confirm all of these appointments.

Homeowner Issues

·      The damaged upper mailbox has been repaired, and reimbursement of the cost has been provided from the insurance company of the driver.

·      A homeowner expressed concern about the condition of the road surface below the lower island. It is anticipated that this will be dealt with after the Fairfax Water Authority completes its work in that area.

·      A homeowner expressed concern about the need for an overall Architectural Review of the community. The new chair of the committee will pursue that exercise soon.

Adjournment

There being no more business, the meeting was adjourned at 4:45pm.

MINUTES OF 18 JUNE 2016 MEETING

MAYFAIR OF MCLEAN ASSOCIATION BOARD

Call to order

The meeting was called to order by the President at 3:00pm. It was noted that a meeting notice had been sent to all homeowners via e-mail on June 13th.

The following Board members were present at the meeting:

·      Cheri Taylor, President

·      Richard Martinez, Vice President

·      Judy Williams, Landscape Advisor

·      Terry Marlow, Maintenance Advisor

·      Russel Jones, Secretary

A quorum of Board members was present.

Other homeowners present:

Bethany Jones

Ron Taylor

Scott Sirlin

Sue Martinez

Mark Friedlander

Harriett and Harold Damelin

Denise Waldrop and Jeff Levin

The reading of minutes of the April 17th meeting of the Board was waived by voice vote. The minutes were approved.

Surge Property Update

Board Secretary Russel Jones reported on activities on the Stop Sunrise effort. A coalition of neighborhood groups has joined Mayfair of Mclean in pressing for NO votes at all levels – L’Ambiance, Crosswoods, El Nido, Foxhall Road, and Autumn Chase. Activities have included:

·      Signs placed near the Westmoreland/Kirby intersection, calling attention to the Stop Sunrise effort and encouraging participation in key public meetings

·      Participation by several Mayfair homeowners in a protest and questioning of Sunrise representatives at a May 10 “community forum” called by Sunrise at the Surge property

·      Hosting of two planning meetings of the collaborating neighborhood group leaders

·      Preparation of numerous white paper documents on relevant topics to be distributed to the P&Z Committee and to Supervisor Foust

·      RCJ met with Supervisor Foust and his staff on May 26 to express our opposition to the Sunrise proposal

·      Participation in and a presentation by Mayfair representatives at the May 31 meeting of the McLean Planning and Zoning Committee, the group that will make the first recommendation in the chain

·      Preparation for RCJ presentation to the Board of Supervisors at their June 21 meeting

·      Preparations for the June 28 P&Z meeting, where its recommendation will be adopted

It is too early to predict the outcomes of these activities – but after P&Z reports, we will lobby its parent group, McLean Citizens Association, to recommend a NO vote – then on to an open hearing at the County Planning Commission on July 27, then on to yet to be scheduled hearings and meeting of the Board of Supervisors.

Landscape Advisor Report

Judy Williams reported:

·      Tree trimming has been done, focusing on removing branches overarching houses; two dead trees were also removed. Cost of $1800 from the approved budget.

·      A group of dead Dogwood trees has been removed, at a cost of $500. Replacement is yet to be done, at an estimated cost of $1100.

·      Projection for landscaping for the balance of the year is $3400, which is within the approved budget.

·      The trees at the Kirby Road wall construction site have been protected by the contractor, with only one removed to allow access by heavy equipment. Judy will ask our landscape contractor to provide a program to help them recover from the shock of the construction process. The project budget included $8000 for new trees on the site after wall completion – which hopefully will not be needed.

Longer term, Judy recommends that budget be added for maintenance of our large population of aging trees. Sav-a-tree has estimated a cost of $5000 per year for a comprehensive maintenance program that covers all trees on a three-year rotation cycle.

Financial update

Assistant Treasurer Ron Taylor provided a comprehensive report on the year to date and projections to the end of the year. His full report is attached to these minutes.

Note that all regular dues have been received, and that much of the special assessment funding has been paid – with the remainder due August 1st. Expenses to date are within budget, except an overrun on snow removal due to a heavy winter season. The Kirby road wall rebuilding project is proceeding well within budget.

Maintenance Advisor Report

Terry Marlow reported on progress on the Kirby Road wall repair:

·      The old foundation has been removed down to the original footer, which has been retained as a base for the new foundation – with reinforcing bars connecting the two elements

·      The new foundation has been placed with new concrete, both the broad footer and the vertical element. A ledge has been built into the exterior portion of the vertical portion to allow bricks to be laid down to ground level on the outside of the wall.

·      Bricks are to be delivered within a few days – well matched to the existing bricks in remaining portions of the wall

·      Caps for the new, broader wall are on order

In response to a homeowner question, Terry described the gravel filled trench with PVC pipe to catch rain water, and weep holes through the brick wall. He estimated about three more weeks to finish the project.

With respect to the accident area in the Westmorland wall, Terry reported:

·      Bright Construction has cleaned up the area and filled the hole with a temporary plywood fence, at a cost of $3200 approved by the Board.

·      Next steps include getting a written proposal from Bright to rebuild the brick wall as a privacy fence (not a retaining wall) on the existing foundation, between the two existing columns with one new column in the run. The Board will determine whether the proposal is appropriately low in cost, and if so may decide to accept it rather than shopping to other contractors.

Homeowner Issues

·      Can the cost of repair to the Westmoreland wall be recovered?

o   There is no applicable insurance coverage. The Board has been in touch with the family of the owner of the car, who may be willing to provide funds. The object of the Board is to recover funds, not to punish the car owner.

·      The new Design Review Committee Chair, Barb Cosgriff is reviewing homes currently on the market to determine any changes needed prior to signing off that they are acceptable to the HOA for transfer.

·      Can a deal with the water company be made to have a larger area of the street paving be redone after their work near the circle?

o   That will be explored once we see the final plans.

·      There is a major parking issue in the development, with homeowners taking up public spaces on a regular basis. This is particularly bad in the small lot near the lower mailboxes.

o   The Board will once more attempt to persuade the offending homeowners to honor the HOA restrictions.

Adjournment

There being no more business, the regular meeting was adjourned at 4:45pm.

Executive Session

An executive session of the Board was called after the regular meeting, to address legal issues related to the Westmoreland Wall damage. Attorney Mark Friedlander participated.

It has been determined that the auto involved was uninsured, having had its insurance policy cancelled by the owner some months ago.

Board representatives will meet with the family of the auto owner to attempt to recoup the cost of repair to the wall, once a firm proposal from Bright Construction has been received.

Attorney Friedlander outlined possible legal action to recover costs if negotiations with the family fail.

The late payment of the June 1 Special Assessment of one owner was discussed.

The executive session was adjourned at 5:00pm.

MINUTES OF 16 JULY 2016 MEETING

MAYFAIR OF MCLEAN ASSOCIATION BOARD

Call to order

The meeting was called to order by the President at 3:00pm. It was noted that a meeting notice had been sent to all homeowners via e-mail on July 9th.

The following Board members were present at the meeting:

·      Cheri Taylor, President

·      Richard Martinez, Vice President

·      Judy Williams, Landscape Advisor

·      Terry Marlow, Maintenance Advisor

·      Russel Jones, Secretary

A quorum of Board members was present.

Other homeowners present:

Bethany Jones

Ron Taylor

Mark Friedlander

George Evanko

Barbara Cosgriff

Mary Louiselle

The reading of minutes of the June 18th meeting of the Board was waived by voice vote. The minutes were approved.

Surge Property Update

Board Secretary Russel Jones reported on activities on the Stop Sunrise effort. A coalition of neighborhood groups has joined Mayfair of Mclean in opposition to the Sunrise proposal– L’Ambiance, Crosswoods, El Nido, Foxhall Road, Autumn Chase, Franklin Area, Marlborough-Nantucket – and recently joined, Westmoreland Square. Activities have included:

·      Participation in meetings of the McLean Planning and Zoning Committee, and the McLean Citizens Association.  Both groups have recently voted to say NO to the Sunrise proposal for a major facility at the Surge location.

·      Russel Jones made a brief presentation at the June 21 meeting of the Fairfax County Board of Supervisors, outlining the major rationale for neighborhood opposition to the Sunrise proposal.

·      The group of neighborhood associations working together to oppose the Sunrise development held planning meetings and developed white papers for submission to MCA and Supervisor Foust.

The next step in the process, an open meeting of the County Planning Commission had been scheduled for July 28 – but Sunrise requested a postponement to September 28. It is apparent that the Sunrise people are regrouping after the substantial setbacks of the MCA votes.

Landscape Advisor Report

Judy Williams reported:

·      Four dogwood trees have been planted behind the King residence, replacing dead trees at that location.

·      Working with our landscaping firm to try to save the trees along the outside of the Kirby Road wall, now that construction is nearing completion

Financial update

Assistant Treasurer Ron Taylor provided a comprehensive report on the year to date and projections to the end of the year. His full report is attached to these minutes.

Note that all regular dues have been received, and that much of the special assessment funding has been paid – with the remainder due August 1st. Expenses to date are within budget, except an overrun on snow removal due to a heavy winter season. The Kirby road wall rebuilding project is proceeding well within budget.

A Board member suggested that the homeowners be advised that based on the current financial situation the Board does not propose a special assessment for repair of the Westmoreland wall.

Maintenance Advisor Report

Terry Marlow reported on progress on the Kirby Road wall repair:

·      The wall rebuild project is over 80% completed

·      Brickwork is almost done, caps are yet to be installed

With respect to the accident area in the Westmorland wall, Terry reported:

·      Bright Construction has submitted a contract to rebuild the wall.

·      The Board authorized Terry to complete negotiation of the contract, with an upper limit of $30,000. The Board will then vote on the contract by e-mail, and ratify the contract at its next meeting. MSC

·      Payment will be made from reserve funds – no special assessment is anticipated.  The Board hopes to recoup the cost from the owner of the car or his family.

·      Brick for this project, matched as closely as possible to the surrounding areas, will take about 30 days to acquire. Construction will then follow.

Homeowner Issues

·      Should the HOA buy property damage insurance? President Cheri Taylor and Assistant Treasurer Ron Taylor have explored this option, which is typically bundled with liability insurance, and will obtain more concrete numbers after the Kirby Road wall is complete and repair on the Westmoreland Road wall is accomplished.

·      The chair of the Design Review Committee noted that reviews are in process, starting with homes needing sign-off prior to sale. One review in process has resulted in an appeal by the homeowner.

·      Several homeowners and Board members discussed that the Design Review Process should be reviewed to make sure that it is correctly and even handedly applied.

Adjournment

There being no more business, the regular meeting was adjourned at 4:45pm.

Executive Session

An executive session of the Board was called after the regular meeting, to address legal issues related to the Westmoreland Wall damage. Negotiations by Ron Taylor and Mark Friedlander have been conducted with the family of the auto owner. Arrangements for compensation satisfactory to the Board have been negotiated, for a sum expected to be $25,000.

A second topic was addressed, concerning an appeal by a homeowner from a judgment by the Design Review Committee. The DRC chair and the homeowner were invited to the session and given the opportunity to present their perspectives. After those presentations, an executive session with only Board members was held.

Of seven items identified by the DRC as needing correction, the primary appeal by the homeowner focused on one major item concerning a significant exterior modification made many years ago, before formal Design Review Guidelines were adopted. After considerable discussion, it was moved, seconded and carried that the appeal on that item be granted. The homeowner will be required to address the other DRC observations.

The executive session was adjourned at 5:30 pm

MINUTES OF 17 SEPTEMBER 2016 MEETING

MAYFAIR OF MCLEAN ASSOCIATION BOARD

Call to order

The meeting was called to order by the President at 3:00pm. It was noted that a meeting notice had been sent to all homeowners via e-mail on September 13th..

The following Board members were present at the meeting:

·      Cheri Taylor, President

·      Richard Martinez, Vice President

·      Judy Williams, Landscape Advisor

·      Russel Jones, Secretary

A quorum of Board members was present.

Other homeowners present:

              Julie Warren

Bethany Jones

The reading of minutes of the July 16th meeting of the Board was waived by voice vote. The minutes were approved.

Surge Property Update

Board Secretary Russel Jones reported on activities on the Stop Sunrise effort. A coalition of neighborhood groups has joined Mayfair of Mclean in opposition to the Sunrise proposal– L’Ambiance, Crosswoods, El Nido, Foxhall Road, Autumn Chase, Franklin Area, Marlborough-Nantucket, Westmoreland Square and McLean Province. Recent activities have included:

·      Planning meetings to discuss how to respond to the latest postponement of a hearing before the County Planning Commission by Sunrise – now moved to December 8.

·      Meeting with officers of the McLean Community Association to co-ordinate activities in opposing Sunrise at the Surge, and in planning how to assure full community review of any new proposals by Sunrise.

·      Continued pressure on Supervisor Foust’s office.

It is hoped that the MCA recommendation for denial of the exceptions asked by Sunrise for the Surge property, and ongoing community opposition, will lead Sunrise to withdraw its proposal and look elsewhere for an appropriate site.

Landscape Advisor Report

Judy Williams reported on the proposed cost of tree maintenance along the outside of the new Kirby Road wall. One dead tree not associated with the construction needs to be removed, and one space where a tree was removed to allow access by construction equipment needs to be replaced. In addition, the remaining 11 trees need to be pruned and shaped. Area Landscaping proposes to do this work for $1500. (Note that the original wall rebuild cost estimate was that all trees would need to be replaced, at a cost of $8000. Careful work by the contractor saved all but one of the trees, hence the much lower cost). The Board voted unanimously to approve the proposed work.

Judy is also exploring whether any work is needed inside the rebuilt wall, such as installing an edge to separate the gravel drain material from the grassy area, and repairing any damage done to the downspout swales. Cost of this work would be $695. Judy will discuss with Engineer Dadson whether such edging is appropriate.

The Board has been concerned about the maintenance of the many trees in our community, but due to recent special assessment costs passed on to homeowners it has deferred the inclusion of the cost of a needed comprehensive tree maintenance program in the annual budget. It believes that such a program needs to be included in the annual budget for 2017 and following years in order to protect our investment in the mature trees.

Judy has obtained proposals from Sav-a-Tree to expand its current minimal trimming and fertilizer service, budgeted for $5369 per year in the annual budget, to a comprehensive three-year cycle of pruning and health care for all community trees. Additional costs will be:

·      For pruning of the exterior trees (outside the walls), $1800 per year.

·      For pruning of all interior trees on common land, $6000 per year

·      For tree health care, including scalp treatment of insects and growths five times per year for all trees, $4266 per year.

The Board voted to have these amounts included in the 2017 budget, and to have full explanation of the needs provided to homeowners in advance.

Maintenance Advisor Report

The Kirby Road wall repair has been completed, under budget and on time. The Board expressed great thanks for the extensive work by Terry Marlow in managing this big project effectively. A financial report attached to these minutes summarizes the costs and residual. The numbers will change slightly as the final plantings outside the wall are completed.

With respect to the accident area in the Westmorland wall, Judy Williams reported the following:

·      The foundation has been exposed for inspection by Engineer Dadson, and he has certified that it is adequate for the wall that will be rebuilt.

·      A County permit will be required for the rebuilding, and plans and specifications will be needed for submission of the application. Judy has arranged to have Engineer Dadson prepare the needed plans within approximately two weeks. An appropriate Expeditor will be retained to process the plans through the County as rapidly as possible.

·      Judy has located a brick that is an appropriate match, and is reserving the needed quantity.

·      Once drawings are available, Judy will seek bids from appropriate brick contractors.

The Board voted to approve payment of $3140 to Dadson Consulting Inc. for the drawings and specifications.

Financial update

Assistant Treasurer Ron Taylor provided a comprehensive report on the year to date and projections to the end of the year. His full report is attached to these minutes.

Note that the projection of the operating budget to the end of the year indicates a slight positive balance, with the projection of the planned transfer to the Reserve Account.

Yet to be reflected are costs anticipated for repair of the Westmoreland wall, and the periodic payments from the owner of the auto to defray those costs. Payments from the owner of the auto have started being received, against a legally binding note.

Alternative Funding Task Force

The Board had appointed an Alternative Funding Task Force to study and report on options for financing large, unplanned expenses, including consideration of the tradeoff between increasing annual dues to create an emergency account and the need for special assessments. Task Force members were John and Ramona Mockoviak, Paul Malarkey, and Julie Warren (chair). Julie Warren presented the report to the Board.

The Task Force reviewed the history of Special Assessments – in 2002, 2007, 2010, 2013, and 2015. Total of the assessments in those years was $349,650, or $9,450 per homeowner. Amortized over 14 years, this equals $675 per homeowner per year. It also noted that regular annual assessments were increased from $1800 to $2035 in 2011.

Several recommendations are included in the report, including the following:

·      Each periodic reserve study should take into account all elements of Mayfair’s infrastructure, including hardscape, lighting, sprinkler system, brick maintenance, drainage area maintenance, and landscaping maintenance and replacement.

·      The Association should establish a relationship with a financial institution that can provide a line of credit to the Association, i.e., establish a condition by which the Association (not individual homeowners) could – with the approval of a quorum of homeowners – borrow money for large, unplanned expenses.

·      A substantial surplus of $10,000 ($270.27 per homeowner) should be added annually to the reserve fund above the current level of reserve funding, for a period of five years, to address emergency issues within the community’s infrastructure.

·      The Board should investigate adding property insurance to the current coverage for liability and D&O.

The Board will be reviewing and discussing this fine report in depth, and will bring appropriate recommendations to the annual homeowners meeting. The Board thanks the Task Force members for their effort and insights.

Homeowner Issues

·      Concern has been expressed about the need for the No School Parking signs at the entrance. They will be removed after school startup.

·      Where are the reports to individual homeowners from the recent review by members of the Design Review Committee? They will be distributed soon, after review by the full committee, which now consists of Barb Cosgriff (chair), Judy Williams, and Rich Martinez.

·      Parking by homeowners in the 18 visitor spots remains a problem. Homeowners are reminded that they should use their four spaces (garage plus driveway) for their own vehicles, and reserve the visitor spots for trades people and visitors at all times.

o   The three spots near the lower island are a particular problem. The Board voted to ask that they be reserved for visitors of the seven homes immediately adjacent – 2001 to 2009, plus 2011 and 2016.

o   As the community adjusts to this rule, owners in the units designated are asked to have the visitor place a sign inside their windshield with the home number they are a visitor.

o   Homeowners are also reminded that parking along the curbs painted yellow is forbidden at all times.

·      It was noted that Judy Williams, our long-time, effective Landscape Advisor, plans to move away sometime early next year – and that a replacement team of volunteers needs to be identified and appointed. A request for volunteers will be sent to all homeowners.

·      It was suggested that periodic informational meetings of homeowners be held to discuss issues such as the need for volunteers to carry out many activities for the Association.

Adjournment

There being no more business, the regular meeting was adjourned at 5:15pm.

MINUTES OF 1 DECEMBER 2016 MEETING

MAYFAIR OF MCLEAN ASSOCIATION BOARD

Call to order

The meeting was called to order by President Martinez at 7:30pm. It was noted that a meeting notice had been sent to all homeowners via e-mail on November 22nd.

The following Board members were present at the meeting:

·      Richard Martinez, President

·      Judy Williams, Landscape Advisor and Vice President

·      Terry Marlow, Maintenance Advisor

·      Julie Warren, Board Member

·      Russel Jones, Secretary

A quorum of Board members was present.

Other homeowners present:

Bethany Jones

Ron Taylor

The reading of minutes of the November 8th meeting of the Board was waived by voice vote. The minutes were approved.

Financial review

Assistant Treasurer Ron Taylor presented a financial analysis that included the 2016 budget, expected end-of-year results, and a draft budget for 2017.

Considerable discussion of the proposed budget for 2017 followed. Issues included whether the payments from the family of the driver who crashed through the Westmoreland Wall were likely to continue throughout 2017, and what an appropriate figure for the proposed dues increase for 2017 should be. It was concluded that with the legally binding note from the driver’ family, we expect to receive the $12,000 promised as payment for wall repairs in 2017. And it was decided that the request for dues increase for 2017 would be $350 – enough to cover slight increases over the 2016 budget plus the recommended addition of $12,066 for Tree Maintenance.

Landscape Advisor Report

Judy Williams and Bethany Jones presented for Board consideration a Resolution establishing a formal Landscaping Committee reporting to the Board. The intent is to involve several homeowners to do portions of the major work that Judy has voluntary done in this area for the community for many years. Responsibilities such as lawn care, sprinklers, lighting, and tree maintenance, would be managed by separate members of the committee.

The Resolution was adopted by unanimous vote of the Board. President Rich Martinez will send a memo to all homeowners with a copy of the description of the new committee’s scope and responsibility, seeking volunteers to serve on the committee with shared responsibility for maintaining the wonderful landscape that Judy has developed for us over the years.

Maintenance Advisor Report

Russel Jones reported that work on the rebuilding of the damaged portion of the Westmoreland Street wall has begun. Weather permitting, it should be completed by the end of the year.

Sunrise proposal report

Russ Jones noted that he had just sent a detailed report to homeowners on the November 29 hearing on the Sunrise proposal before the McLean Planning and Zoning Committee.

New Business

Annual meeting agenda: The agenda for the December 13 Annual Meeting was discussed, and a plan was developed to send preparatory materials to all homeowners in advance.

Proxies: It was decided that proxies for annual meeting voting should be arranged by e-mail, rather than requiring signed hard copies of a form. The Secretary will advise all homeowners of the process.

Trash collection schedules: On the basis of feedback from concerned homeowners about damage to the street by heavily loaded trucks late in the day, and the desirability of allowing homeowners to retrieve containers before leaving for the day’s activities – thus keeping the neighborhood looking good – it was decided not to change from the early morning schedule currently in place.

Homeowner Issues

No new issues were raised by homeowners.

Adjournment

There being no more business, the meeting was adjourned at 9:30pm.

MINUTES OF MAYFAIR OF MCLEAN BOARD MEETING

  13 December 2016

The 2017 Mayfair of McLean Association Board met briefly after the Annual Meeting of the Association.

Board members present were: Terry Marlow, Julie Warren, Harold Damelin, and Russel Jones.

Officers for the upcoming year were elected by unanimous vote as follows:

·      President, Julie Warren

·      Vice President, Harold Damelin

·      Secretary, Russel Jones

·      Treasurer, Harriet Damelin

·      Assistant Treasurer, Ron Taylor

·      Maintenance Advisor and Board Member, Terry Marlow

·      Landscape Committee Liaison and Board Member, Jon Roop

·      Design Review Committee Chair, Cheri Taylor

·      Landscape Committee Chair, Bethany Jones

Landscape Committee members were approved as follows:

§  Leslie Lee

§  Monali Ranade

§  Bruce Louiselle

§  Joelle Van Over

There being no other business, the meeting was adjourned.