Mayfair of McLean Landscape Committee
Minutes of October 1, 2021
Chair Ramona Mockoviak called the meeting to order at 10 a.m. Attendees included other committee members, Bethany Jones and Carol King, thus constituting a quorum. Board President John Mockoviak was also in attendance.
A motion to waive the reading and approve the minutes from the July 7, 2021, committee meeting a was made, seconded, and unanimously approved.
Monster Tree Service of Northern Virginia completed the annual tree trimming on September 7 and 8, 2021.
The committee reviewed the additional projects completed during the third quarter of 2021. These projects included the following:
Westmoreland Street additional plantings
Weed Control applications
Mosquito Control applications
Free Little Library restoration
Core Aeration and overseeding
Request for Proposal (RFP) for grounds management.
The YTD (as of September 30, 2021) budget comparison was reviewed by the committee. The report reflected spending of $31,406.34, which is under budget. Some additional spending items are anticipated for fourth quarter to include additional plantings and drainage control by ProGrounds. The committee is currently awaiting price proposals for these projects,
A request for proposal (RFP) for 2022 grounds management, was sent to six (6) service providers including the incumbent provider, ProGrounds. This process was undertaken to insure due diligence and competitive pricing for the community. Of the six providers, one did not provide a response, one no longer handles HOAs, two are unable to take on additional customers, and two fully responded to the RFP. ProGrounds was selected based on their very competitive proposal; the other provider was $23,000 higher. The committee developed a list of additional requirements to be added to the ProGrounds 2022 contract. (Please see attachment listing additional requirements.) This recommendation will be presented to the Board for final review and approval.
Homeowner concerns regarding the need for periodic clean up by ProGrounds were discussed and included in the attachment of additional requirements. ProGrounds was contacted regarding the need for additional clean up. ProGrounds responded by sending out special cleanup crews on a number of occasions during the third quarter in response to our concerns. The committee decided to set a regular monthly time for reviewing the grounds to spot and report any issues that need immediate attention. This will be set for the 15th of each month.
Motion was made, seconded, and passed by unanimous vote to adjourn the meeting at 11 a.m.
MAYFAIR OF MCLEAN HOA
Contract Renewal Concerns with Professional Grounds. Inc.
FRONT GARDENS:
- Maintain manicured appearance of all flower beds, roses and evergreens:
Prune and shape roses and flowering plants as necessary to promote
health and blooming.
Fertilize and insect control to promote health of roses and blooming
plants.
Deadhead and maintain shape of roses and blooming plants in front
bed.
- Hand pull weeds in the garden beds during growing season.
- Maintain mulch in flower beds (currently blown out after mowing and
trimming).
COMMON AREAS:
- Proactive supervision of regular mowing and trimming with attention to leaf and grass blowing. Do not damage ground cover during various services.
- Weed control required during growing season, including common areas behind all homes (not just when we complain).
- Administer targeted weed control on areas of ground cover that have been damaged.
- Maintain/clean up (sticks/limbs) including behind all homes at regular intervals (at least monthly ).
- Continue to maintain drainage system on all four sides of the community.
Mayfair of McLean Landscape Committee
Minutes of July 7, 2021, Meeting
Committee chair Ramona Mockoviak called the meeting to order at 11:30 a.m. Attendees included other committee members Bethany Jones and Carol King thus constituting a quorum. Mayfair of McLean Association Board President John Mockoviak also attended.
A motion to waive the reading and approve the minutes from the January 22, 2021, committee meeting a was made, seconded, and unanimously approved.
A committee walk-through with the representative from Monster Tree service was completed; the annual tree trimming will take place in September 2021.
The YTD (as of June 30, 2021) budget comparison was reviewed by the committee. The report reflected spending of $17,209.86, which is under budget. Larger spending items are anticipated in the third quarter and will include the aforementioned tree trimming project and additional plantings by ProGrounds.
A request for proposal for 2022 grounds management has been prepared and will be sent to five local service providers, including the incumbent provider, ProGrounds. This process is undertaken to insure due diligence and competitive pricing for the community.
The committee discussed the area along Westmoreland Street that had to be re-landscaped following work done by Dominion Power. ProGrounds has been asked to provide an estimate for additional screening plants for that area and for additional screening trees along the property line with Autumn Chase.
The committee discussed homeowner concerns regarding ivy and vines growing over the fence of Westmoreland Square, and ProGrounds will be asked to remove the vines. Also, ProGrounds will address concerns about excessive weeds that have grown behind the homes as well as several irrigation heads to the right of the circle that are not working.
Motion was made, seconded, and passed by unanimous vote to adjourn the meeting at noon.
Addendum – sent via email to Board and Committee members on Sunday, July 18:
Good evening,
Since our board meeting on Tuesday July 13th, the Landscape Committee (Bethany, Carol and Ramona) completed the following as a follow up to their committee meeting of July 7th:
- Wednesday, July 14th, a crew from ProGrounds picked up a truck load of branches and debris caused by the two recent heavy rainstorms.
- Thursday, July 15th, the regular mowing crew from ProGrounds cleared all drains and the drainage systems in addition to their regular mowing service. They also addressed the weeds caused by the excessive rain this spring and summer (a homeowner concern) and removed the ivy growing over the wooden fence from Westmoreland Square (another homeowner concern).
- Friday, July 16th, the pruning and shrub trimming crew from ProGrounds addressed the abundance of plant growth throughout the community. (An example is as you drive into the community please take note of all the manicured bushes that you see about 125 feet straight ahead that form a back drop after you pass the beautiful entranceway).
A big thank you and well done to the Landscape team.
Regards,
John
Minutes of the Mayfair of Mclean Homeowners Association
Landscape Committee - January 22, 2021
Attendees included Ramona Mockoviak (Chair), Bethany Jones, and Carol King
Other Homeowners in Attendance: John W. Mockoviak
The chair called the meeting to order at 10:00 A.M. and provided opening comments. A quorum was determined to be present. Motions were made and seconded to:
Motion made, seconded and voted to waive the reading of the minutes of the meeting of August 28, 2020 and;
Motion made, seconded and voted to approve the minutes of the meeting of August 28, 2020.
The chair made opening comments and welcomed all to the meeting.
The committee reviewed the 2020 budget compared to expenses and the approved budget for 2021. It was noted:
The Landscaping Committee had an expense underrun of $5,585.24 in 2020.
The Budget for 2021 was reduced slightly in light of the fact of expense underruns for the prior two years.
The requirement to spend a minimum of $12,066 toward trees has been eliminated by the Homeowners during the 2020 annual HOA meeting.
The contract with ProGrounds for landscape care and maintenance (the largest single expense item under the committee’s purview) now includes the planting of spring and fall flowers (expensed separately in 2020) and remains otherwise unchanged.
The committee discussed and prioritized potential projects for 2021. These include:
The preparation and submission of a Request for Proposal (“RFP”) for the primary landscape care and maintenance contract. The chair provided a draft RFP and asked committee members to review and provide suggestions, edits and comments prior to the next meeting. The committee set a goal of sending out the RFP by June 1 and of including 3-5 companies to receive the RFP.
Restoration and re-design of the area along Westmoreland that was damaged by the Dominion Power project in 2020. ∙ Annual tree-trimming in our normal rotation as necessary. ∙ Expansion of the area available for flower planting in entrance beds by removing 2 additional rose bushes.
Review of drainage in areas frequently damaged by rain runoff and sod replacement
Review additional ideas for improving landscaping surrounding the retention pond and along adjacent parking area where trees and shrubs were removed by Fairfax County Water Authority a couple of years ago during their large project.
The committee reviewed known homeowner concerns:
The choke-cherry tree in Westmorland Square. The HOA President, John Mockoviak, gave a brief report of the continuing communications with the neighboring community and his follow-up communications with the Mayfair of Mclean homeowners who had expressed concern. Additional pruning will be explored with our arborist and, in coordination with Westmoreland Square community leaders, later in 2021 as part of the annual tree trimming project.
A community member had expressed concern over the sod damage in the common area near a storm drain. That concern will be reviewed as a potential project noted above.
Hearing no additional concerns or comments, the committee was adjourned at 10:45 AM.
Minutes of the Mayfair of Mclean Homeowners Association
Landscape Committee - August 28, 2020
Attendees: Ramona Mockoviak (Chair), Bethany Jones, and Carol King
Other Homeowners in Attendance: John W. Mockoviak
The chair called the meeting to order at 10:00 A.M. and provided opening comments.
A quorum was determined to be present.
Motions were made and seconded to:
Waive the reading of the minutes of the meeting of May 22, 2020 and;
Approve the minutes of the meeting of May 22, 2020.
The chair made opening comments about the change of season and welcomed all to the meeting.
The committee reviewed the current budget and discussed completed and upcoming projects to include:
Completion of tree trimming project by Monster Tree, Inc.
o Additional work to be done to improve common area near 2009 Mayfair. Additional dead-wooding and increasing separation of treat no additional expense.
Replacing the 4 laurels that were killed during the Dominion Power project. ProGrounds has reviewed the area and suggesting a planting location that will not interfere with utility right of way.
ProGrounds has submitted a bid for fall flower planting.
Ideas for replacing the 4 dead hemlocks that were removed behind 2031. Bids have been requested.
Replacing diseased dogwood in common area by 2019 that was removed.
Additional privacy planting along fence bordering with Westmoreland Square to improve screening.
Joint project with the Hardscape Committee to improve safety and appearance of the runoff area. Planting of 2 beds of laurels and decorative grasses to be consistent with nearby areas. ProGrounds will locate a water bib in that area that is underground and will repair 2 sprinklers in that area, as well. Bids have been requested.
The committee extends its thanks to Bethany Jones for her work in reviewing and updating the Landscape Committee Guidelines for the community.
The committee was updated as to the ongoing communication with the HOA of the Westmoreland Square Community regarding the large choke cherry tree behind 2031 and 2033. Homeowners have expressed concerns about the tree which have been passed on to the neighboring community and it is under their review.
There being no other homeowner concerns motions were made and seconded to adjourn the meeting at 10:45 A.M.
Minutes of the Mayfair of McLean Homeowners Association
Landscape Committee - May 22, 2020
Attendees: Ramona Mockoviak (Chair), Bethany Jones, and Carol King
Other Homeowners in Attendance: John W. Mockoviak
The chair called the meeting to order at 11:00 A.M. and provided opening comments. A quorum was determined to be present.
Motions were made and seconded to:
Waive the reading of the minutes of the meeting of February 1, 2020 and;
Approve the minutes of the meeting of February 1, 2020.
The chair made opening comments about the change of season and the commencement of mowing and the customary maintenance contracted with Pro Grounds. All is on schedule despite the cool temperatures and frequent rainy conditions.
The committee discussed a list of completed and upcoming projects to include:
Annual flower plantings were installed in mid-May in the circle and in the front beds. This project included the removal and replanting of two rose bushes and six coral bells in the front beds to accommodate the annuals. Annuals installed in the entrance beds are wax leaf begonias and impatiens were installed in the two beds in the circle.
A walk-through with the arborist from Monster Tree has been arranged for June 2. Committee members are encouraged to attend. The purpose of the walk through is to survey the community to determine what work needs to be done on the trees and obtain cost estimates.
The chair asked committee member Bethany Jones to update the community tree inventory to account for the new trees added in 2019. Bethany agreed to review the record and work with the committee to update.
John Mockoviak reported that there were no updates from Fairfax County on the Pimmit Run Watershed report but that he was attempting to contact the county. Hours and staffing have been affected by the Covid-19 government mandated lock-down. Further discussion was tabled at this time.
The committee has been requested to assist the Design Review Committee in updating the community guidelines to reflect the changes approved in 2017 regarding maintenance of community trees. The HOA board has requested these updates to ensure the community has one clear set of guidelines as a reference. Bethany Jones agreed to work with the HOA board and the DRC committee to update the appropriate sections of the guidelines.
The chair reported that one homeowner had emailed a concern over the health of the 4 small trees in the community area behind his home. He has asked that we consider the removal of the trees and potential replacement of appropriate screening plants. He has privacy concerns with the neighboring community and also has concerns about a large tree in the Westmoreland Square community which has large dead branches and ivy growing on the tree.
The committee agreed to review the area of concern with the homeowner and the arborist in the upcoming walk-through on June 2.
There being no other homeowner concerns motions were made and seconded to adjourn the meeting at 11:40 A.M.
Minutes of the Mayfair of McLean Homeowners Association
Landscape Committee
October 5, 2019
Attendees: Ramona Mockoviak (Chair)
Bethany Jones
Carol King
Bruce Louiselle
Other Homeowners in Attendance: John W. Mockoviak
Ramona Mockoviak called the meeting to order at 2:00 PM and provided opening comments. A quorum was determined to be present. Motions were made and seconded to:
· Waive the reading of the minutes of the meeting of July 27, 2019 and;
· Approve the minutes of the meeting of July 27, 2019.
Ramona Mockoviak reported the completion of the projects which had been approved in the February, April and July meetings. These were:
· 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.
· The addition of sod in a small segment by the sidewalk in the common area between 2025 and 2019 and the addition of a laurel shrub and decorative grasses in the peninsula by the parking area near the lower mailboxes.
· 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.
· Fertilization treatments for the hollies along Westmoreland and Kirby
· Shaping of hollies and arborvitae along Westmoreland and Kirby
· Remediation of issue with community tree at 2005
· Planting of 2 “green giant” arbor vitae along the fence row behind the 2029
· Scheduling of larger scale tree trimming project with Monster Tree Service, Inc.
The committee reviewed the annual budget to date and agreed that the work was satisfactory and that the community had received good value for the funds expended.
Ramona Mockoviak reported to the committee that due to the competitive bidding process, the large-scale tree trimming project will cost less than the original projection. Therefore, the community will have some funds available in the budget to address some additional projects and concerns.
Ramona Mockoviak reported on the progress of the large-scale tree trimming project currently being conducted by Monster Tree Services, Inc. The first phase of the project is finished and the crews will return on October 14 to complete the scope of work in the contract. During the first phase of the project, the community identified 4 additional trees to be added to the project at a cost of approximately $270 per tree. This should still come in well below our budget. The committee is satisfied with the quality and professionalism of Monster Tree Company, Inc. at this time.
John Mockoviak reported on recent discussions with the representative of Fairfax County Storm Water Control. Fairfax County reviewed our drainage area on August 22, 2019 and verified that this area is a public storm water control facility that drains into the Pimmit Run drainage area. Mr. Mockoviak and the representative reviewed several of the areas of concern noted by the community and the representative clarified the areas of County responsibility. A follow up visit from county officials occurred in September and a report is being prepared on the findings. Mr. Mockoviak followed up with Fairfax County on October 2, 2019 to receive the official report from the county and was informed that it is not yet complete. It is expected to be complete sometime in October and will be forwarded to Mr. Mockoviak at that time. Note: The committee agreed to table further discussion on this area until we are in receipt of the report from the county.
Due to the lower than expected costs from the tree trimming project the committee considered additional areas of concern that could be addressed in 2019. Specifically, the committee reviewed 3 project bids from Ordonez Landscaping. These were:
1. Replace aged and rotting landscape timbers behind the mail box area at the bottom of Mayfair McLean Court. It was also noted that the project scope will increase the height of the retaining wall to prevent the chronic loss of mulch and plant material from the plantings above the wall.
Additionally, the azaleas that are planted in that area will be hand pruned and cleaned up. Cost estimate is $700.
2. Power wash the landscape timbers and replace the deteriorated plantings in the area adjacent to the mailbox area bordering the 2009 Mayfair property. The current plantings would be replaced with laurel shrubs of similar size. Cost estimate of $1,500.
3. The third project discussed was related to improving the run-off drainage area with additional stone and minor trench work. This project was tabled until we receive additional information from Fairfax County Storm Water Control personnel.
The committee voted to approve Items #1 and #2 above for completion in October 2019.
Further, there was discussion about adding additional trees for screening along the fence line adjacent to the neighboring community. Several trees have been removed through the years along that line due to disease and there are several areas where little or no screening is present. Using the recent project completed by Ordonez Landscaping as a guide, the estimate for planting 4 trees is $900. The committee voted to approve the planting of 4 additional “green giant” arborvitae trees in this area, moving down the hill from 2029. The committee will revisit this issue periodically as deemed necessary and as funds are available.
Bruce Louiselle pointed out that the survival of the new trees is greatly impacted by the amount and consistency of watering. He suggested we look into obtaining irrigation bags to place around the trees to provide the correct amount of water to support healthy root growth. The committee will explore this suggestion and obtain cost estimates.
The committee also discussed the ongoing care and maintenance of the hollies along Westmoreland and Kirby and the large sycamore in the center of the island in our community. These areas are regarded as some of the most crucial in maintaining the aesthetics of our community. In the past year, the community paid for kelp treatments for the hollies and in previous years, this same method was used to support the sycamore tree in the circle. Ramona Mockoviak reported that the arborist with Monster Tree Service, Inc. recommended a soil sample be tested to determine whether further fertilization treatments would be beneficial. The committee agreed to authorize these soil samples which should be a minimal expense. ($105)
Homeowner concerns were discussed:
1. Carol King noted an area of concern at the corner of Kirby and Westmoreland. There appears to be a water leakage in that area. The committee agreed to have ProGrounds review and report the cause.
2. Bethany Jones reported an issue with a large tree root from a community tree that is beginning to encroach on her paver, walk. She provided pictures for review. The committee agreed to engage the arborist from Monster Tree Service, Inc. to look at the area and provide his opinion on the options.
3. Bethany Jones asked the committee to consider engaging a landscape consultant to begin reviewing the runoff area and providing a comprehensive plan for improvement. It was agreed that this would be tabled until we receive the report from the County.
Hearing no further concerns, a motion was made and seconded to dismiss the meeting at 3:15 PM.
Minutes of the Mayfair of McLean Homeowners Association
Landscape Committee
July 27, 2019
Attendees: Ramona Mockoviak (Chair)
Bethany Jones
Carol King
Bruce Louiselle
Other Homeowners in Attendance: John W. Mockoviak
Ramona Mockoviak called the meeting to order at 10:00 A.M. and provided opening comments. A quorum was determined to be present. Motions were made and seconded to:
Waive the reading of the minutes of the meeting of April 6, 2019 and;
Approve the minutes of the meeting of April 6, 2019.
Ramona Mockoviak reported the completion of the projects which had been approved in the February
and April meetings. These were:
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.
The addition of sod in a small segment by the sidewalk in the common area between 2025 and 2019 and the addition of a laurel shrub and decorative grasses in the peninsula by the parking area near the lower mailboxes and
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.
Fertilization treatments for the hollies along Westmoreland and Kirby
Shaping of hollies and arborvitae along Westmoreland and Kirby
Remediation of issue with community tree at 2005
The committee reviewed the annual budget to date and agreed that the work was satisfactory and that the community had received good value for the funds expended.
Minutes of the Mayfair of McLean Homeowners Association
Landscape Committee
April 6, 2019
Attendees: Ramona Mockoviak (Chair)
Bethany Jones
Carol King
Bruce Louiselle
Other Homeowners in Attendance: John W. Mockoviak
Ramona Mockoviak called the meeting to order at 10:00 A.M. and provided opening comments. A quorum was determined to be present. Motions were made and seconded to:
Waive the reading of the minutes of the meeting of February 16, 2019 and;
Approve the minutes of the meeting of February 16, 2019.
Ramona Mockoviak reported the completion of the three projects which had been approved in the February meeting. These were:
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.
The addition of sod in a small segment by the sidewalk in the common area between 2025 and 2019 and the addition of a laurel shrub and decorative grasses in the peninsula by the parking area near the lower mailboxes and
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 agreed that the work was satisfactory and that the community had received good value for the funds expended.
Further, Ramona Mockoviak reported that Pro Grounds had recently completed its review of the sprinkler system and was accompanied on this inspection by the chair of the Hardscape Committee, Bill Wilhoyte and the HOA President, John Mockoviak. John Mockoviak gave a brief overview of the minor findings noted in the sprinkler review and reported that the repairs were completed.
Mr. Mockoviak also reported on the work being done by the Hardscape Committee to repair and get in working order all landscape lighting. All areas of the community’s landscape lighting had been repaired and were in working order except for the circle. Mr. Wilhoyte is soliciting bids for the work to be done to repair the disruption of electricity to the circle and get the landscape lighting working again in that area.
The committee did a brief review of the annual schedule of services provided by Pro Grounds. Ramona Mockoviak reported that an email had been sent to the community following the February meeting to reaffirm each homeowner’s preference for opting in or out. It was reported that those homeowner decisions had been sent to Pro Grounds.
The committee reviewed a summation of the annual landscaping and tree budget and funds expended to date. All work to date remains within the planned budget.
Ramona Mockoviak presented a proposal from Sav a Tree to do a comprehensive pruning and shaping project of all of the trees on the outside of the wall along Westmoreland and Kirby. It was shared that many of the trees are overgrown and are beginning crowd the sidewalk and are overhanging the under plantings and preventing proper growth and development of the roses planted underneath. After discussion, the committee agreed to go back to Sav A Tree to discuss further whether there was a need to prune the hollies along Kirby since they are relatively new and to ask Sav a Tree to modify its bid accordingly.
The committee discussed the issues and homeowner’s concerns related to the retention pond at the bottom of the community. Ramona Mockoviak presented research from the Fairfax County website for Public Works and Storm water Management. The pond is labeled a dry retention pond and is registered as part of the Pimmitt Run Watershed district. The committee discussed the various concerns of the area at length and decided that more research was needed prior to being able to formulate further actions.
One homeowner concern was discussed: It was expressed that some in the community would like to see annual plantings at the front entrance in order to enhance the area and provide an attractive and upscale entrance for residents and visitors. The committee agreed to review this suggestion after the spring season and determination of the appearance of the perennials planted late in the season last year.
Ramona Mockoviak discussed further the homeowner issue raised at the February meeting of the trimming of decorative grasses in one homeowner property and in their planter which should not have occurred. This issue has been addressed in writing to Pro Grounds when it occurred.
Hearing no further concerns, a motion was made and seconded to dismiss the meeting at 11:10.
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:
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.
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.
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
Monday, September 24, 2018 7 pm
Attending: Carol King, Bruce Louiselle, Bethany Jones
Previously polled on agenda items: Leslie Lee
1. Draft agenda (approved)
2. Minutes of the meeting of August 13, 2018, previously distributed (approved)
3. Chair’s update:
a. homeowner’s tree replacement accomplished at owner’s expense, as per agreement with LC.
b. recent deadfall pruning by Pro Grounds was exceptionally effective and reduced the number of SavATree prunings needed
c. a borer infestation was discovered on the pine behind 2038; SavATree advice was to take down immediately (approved)
4. Consideration/approval of pending landscaping proposals, previously distributed:
a. Pruning by SavATree (approved, but do not include pruning at 2053 without homeowner’s response)
b. Tree replacement by Area Landscaping (approved 3 – 1)
c. Juniper replacement by Pro Grounds (deferred until drainage work is done)
d. Entrance flowers by Pro Grounds (approved, but use coral bell heucara)
5. Consideration/approval of additions/alterations to work plans
a. Pruning 4 additional oaks (see 4.a. above)
b. Remove oak behind 2038 (see 3.c. above)
c. Tree/shrub planting on Westmoreland perimeter (members to inspect and report back to LLC)
d. Holiday wreaths (approved)
6. Budget summary (we are within budgets)
7. Homeowner concerns (none)
8. New business (get new rain gauge for sprinkler system)
9. Next meeting, as needed (TBA)
10. Motion to adjourn at 8:20 pm (approved)
Mayfair of McLean Landscaping Committee
Monday, August 13, 2018 7 pm
Attending: Bruce Louiselle, Carol King, Bethany Jones
Homeowner attending: John Mockoviak
Travel delayed: Leslie Lee
1. The draft agenda was approved, including the chair’s suggestion that items 5 and 6 be switched.
2. The minutes of the meeting of May 21, 2018 were approved.
3. The minutes of the meeting of July 10, 2018 were approved.
4. The committee discussed Pro Grounds’ proposal to replace the dead vinca at the front entrance beds with drift roses later this fall. The committee agreed with a suggestion by Bruce Louiselle that we augment the roses with heucara, a perennial, to ensure year round color.
5. The committee heard an update on a homeowner concern about a zelkova elm in front of their house. The tree is strong and alive, but is imposing on the homeowners’ roof. Although the LC does not favor removing any community trees that are not diseased, the homeowners want the tree removed, at HOA expense, based on their fear of it falling onto their home and causing injury. The chair advised the committee to treat the issue as an appeal, based on several previous discussions with the homeowners along with John Mockoviak, Harold Damelin, Bethany Jones, and including Brian Hulse from SavATree. The committee agreed that the tree should be included as a first priority for pruning, not removal, in this coming round of tree work.
The homeowner who previously declined to attend the meeting came briefly to tell the committee that he was going to ask for the opinion of another arborist, and to consult with his homeowner’s insurance company, and would get back to us with additional information by Saturday, August 18.
The committee considered the matter tabled until the additional information was provided, but the committee agreed to proceed with the process of obtaining information from SavATree on the cost of doing the priority one and priority two tree work, as indicated on the spreadsheet. Based on how far we can stretch our money, we will then proceed with a second round later this year. John Mockoviak offered to help in negotiating the best price for the work. Offer accepted.
6. The Landscaping Committee’s Five Year Budget Plan, as previously discussed, was approved to be forwarded to the HOA board, but the committee noted that even the best plans need sufficient money to be implemented.
7. The chair distributed a current budget update.
8. Other updates:
a. Re-landscaping plans for the end gardens in the island end of the community will be on hold until we have an opportunity to observe how the Fairfax Water work affected drainage;
b. Anthracnose has re-appeared on the sycamores in the fishpond. The committee is not inclined to spend any additional money in treating that disease; the trees may have to be removed as early as next year, and the area appropriately re-landscaped.
c. SavATree has sent us a proposal for Arbor Patrol service starting in 2019. The price would be $8610, or $1230 per month for seven months. The committee did not support accepting this comprehensive program of tree care.
9. The single homeowner concern was treated in the discussion (5) above.
10. There was no new business.
11. The next meeting will be scheduled as pruning estimates are received.
12. There was a unanimous motion to adjourn at 8:30 pm.
Prepared by Bethany Jones
Mayfair McLean Court Landscaping Committee
July 10, 2018, 2 pm
Attending: Carol King, Bruce Louiselle, Leslie Lee
Homeowners: John Mockoviak
1. The draft agenda was approved.
2. Approval of the draft minutes of the May 21, 2018, meeting was deferred to permit committee members to review.
3. The committee reviewed homeowners’ requests for tree pruning and SavATree’s. Members were asked to familiarize themselves with the individual cases in order to establish priority lists for SavATree estimates.
4. A draft of the Landscaping Committee contribution the Mayfair of McLean HOA Strategic Plan was distributed. The complete plan will consist of the assumptions document previously distributed and a five-year budget plan. The plan does not require annual due increases, but emphasizes the following:
a. A multi-year plan to shape (not just prune) the community trees around Mayfair McLean Court;
b. Annual strategic focus on specific portions of our landscaping that need planned upgrading (ex. the island, the fishpond, etc.)
c. Members were asked to review and send comments to the committee
5. Bruce Louiselle provided the committee with an update on the process of revising our HOA reserve study in order to make it more comprehensive.
6. Updates:
a. Fairfax Water project is about to begin, followed by repaving. The LC will plan the restoration of the end gardens disrupted by the work.
b. The weather has played havoc with watering schedules: too much and too little water. Carol King is monitoring and working with Pro Grounds.
c. Carol King has volunteered to work with Sergio Ordonez on providing additional stepping-stones next to 2026.
7. Homeowner concerns:
a. John Mockoviak pointed out that the holly tree in his garden had suddenly dried up. This in light of our treatment of scale on our community hollies.
8. The next meeting will be called as refinements are made to the pruning requests.
9. The meeting was adjourned at 3:30 pm.
Minutes by Bethany Jones, chair
LANDSCAPING COMMITTEE MEETING MINUTES
Mayfair McLean Court Landscaping Committee meeting
Monday, May 21, 2018 7:00 pm
MINUTES
Attending: Leslie Lee, Carol King, Bethany Jones
Absent: Bruce Louiselle
1. Minutes of our meeting of March 26, 2018 were approved
2. Draft agenda was approved
3. Announcements
a. Mice and rats: old trap removed, but rodents are a continuing threat
b. Walk-around with Erik Hildreth scheduled for Tuesday, May 22, 10 am
c. Fairfax Water project
i. Replacement designs will be drafted once total damage to landscaping is assessed
4. Trees
a. Inventory: tree identification is an on-going problem for chair . . .
b. We will need to arrange a walk-around to assess pruning needs
c. Feeding and treatments: arbor kelp treatment appears to have been beneficial to hollies stressed by last winter’s weather
5. Mayfair Strategic Planning (handout)
a. Hardscape Committee was created by the HOA board: need for funding in future.
b. Strategic plan: Tree and Landscaping budget requirements 2018, and 2019 – 2021 (tree budget, general landscaping budget, snow removal budget, repairs budget)
i. A draft of our LC budget assumptions was provided with a request for feedback by LC
ii. LC will have to make a recommendation about the scope of snow removal we are willing to contract for. Current arrangement is for Pro Grounds to offer to clear the perimeter sidewalks, but each time we have the option to either accept or decline the services. This appears to be a reasonable approach to being responsive to the needs to school children and other pedestrians.
6. The chair briefly outlined some new projects that the committee will need to consider in the coming years:
a. Improvement of fishpond and access steps
b. Installing stepping stones between Guinot and Walton (already approved)
c. Filling in bare spots around the perimeter fill-in
d. Entrance landscaping
e. Refresh garden between 2041 and 2043
f. Tree pruning and care as discussed above
7. Homeowner’s issues (1)
8. Next meeting: TBA
9. Adjourn at 8:10 pm
Mayfair of McLean Landscaping Committee
February 19, 2018, 7 pm
Attending: Leslie Lee, Carol King, Bruce Louiselle, Bethany Jones
1. The draft agenda was approved without changes.
2. The committee reviewed the overall pattern of spending in 2017, which included paying particular attention to tree pruning and care.
3. Discussion: Review of 2018 LC budgets
a. Decisions on spending funds provided by Fairfax Water to repair landscaping damage will have to wait until the work is done and damage assessed.
4. Discussion of using Pro Grounds or SavATree for specialized lawn care. After detailed consideration, the LC voted to grant the one year contract to Pro Grounds.
5. Winter damage:
a. LC voted to delay holly treatments suggested by SavATree until later in the season, after winter damage is assessed and trees inspected for scale.
b. It was agreed, however, that the hollies would need particular care this year, after the drought and hard freeze.
c. No additional weather-related damage to the landscaping has been observed yet.
6. New Pro Ground general landscaping contract:
a. Changes: fewer fall cleanups; large branches issue; disposal vs. mulching of lawn trimmings, etc.;
b. LC wants Pro Grounds to know that leaves should not be pushed out into the street, nor should leaves or grass clippings be pushed against the brick wall.
c. LC plans to re-bid (or at least renegotiate) our 2019 contract, starting in the summer. LC members were urged to take notes on issues that should be raised during this process.
7. LC will attempt to reduce SavATree visits to 2 or 3 for the year. We will discuss with SavATree whether there are advantages to doing any early pruning.
8. Homeowners issues:
a. Amy and John Kresse
i. Amy Kresse (2033) asked that the pine tree in front of 2031 be removed, and that the four hemlocks behind 2033 be removed and replaced.
ii. The LC voted unanimously to contact the homeowners at 2031 to ask their input on removal of the tree in front of their property.
iii. The LC voted unanimously to decline to remove and replace the four hemlocks behind 2033, pointing out that the four trees are healthy, according to our arborist, and that, given the constraints of the space, these trees are appropriate to the site, allowing service people to gain access to back gates.
9. The meeting was adjourned at 8:30, with a decision to call the next meeting in early April unless other issues require our attention.
Submitted by Bethany Jones (scribe)
February 27, 2018
Mayfair of McLean Annual Meeting
December 13, 2017
Landscaping Committee Report 2017
The Mayfair Landscaping Committee members are Bethany Jones (chair), Carol King, Leslie Lee, and Bruce Louiselle. Jon Roop serves as our board liaison. The LC meets once a month and convenes as required on site for walk-arounds and discussions with arborists and service providers. Landscaping Committee meetings are announced in advance and are open to residents. Minutes are posted on the Mayfair website. Residents are encouraged to communicate their interests, concerns, and questions to any committee members
The Landscaping Committee is in charge of landscaping, snow removal, and miscellaneous repairs. The budget for these three areas for 2017 is $45,204. Snow removal and general landscaping care continued to be provided under contracts with Pro Grounds. In December 2016, homeowners approved an additional permanent and dedicated budget allocation of $12,066 to pay for tree care.
In this first year of operating as a committee, we spent considerable time familiarizing ourselves with our community property and our maturing landscaping and community trees. Our actions were designed to address the most immediate needs. After considering proposals from three arborists, SavATree was selected to do the tree work. Our first priorities were:
· care for the perimeter trees outside the brick walls on Westmoreland and Kirby
· pruning of trees impinging on homes (i.e. squirrel bridges),
· scale control for all holly trees to protect our investment
· urgent disease control
Three rounds of pruning were done by SavATree, resulting in 74 trees being pruned. We also identified five trees that had to be removed. SavATree applied scale treatment to all 35 hollies on our property, inside and outside the brick wall.
Finally, SavATree treated all six sycamore trees for anthracnose, which caused early yellowing and leaf drop.
While most of our energies went toward trees, the LC completed two landscaping projects: the planting of roses at the corner of Westmoreland and Kirby, and changing the colors and types of perennials on either side of the front entrance and in the circle. Specialized lawn care was continued under a one-year contract with SavALawn to provide fertilization, aeration, grub treatment, etc.
In the spring, Dominion Virginia Power used Asplundh Tree Experts Company to prune Mayfair trees interfering with power lines. We did not pay for this mandatory pruning, but we did our best to exert some positive control on what could potentially have damaged our trees. Asplundh cut back branches from maple trees and Bradford pears inside the wall along Kirby Road and Westmoreland. (Side note: SavATree recently inspected those trees and said they continue to be healthy.)
The Landscaping Committee drafted and received board approval of a “Community Tree Maintenance Policy and Procedure,” which is now posted on the Mayfair website.
Next year, in 2018, the Landscaping Committee anticipates having to re-landscape substantial parts of community areas at the lower end of Mayfair McLean Court after Fairfax Water completes its work, including, perhaps, creating improved access to “The Fish Pond” where so many residents walk their dogs. Some of the work done this year, such as the anthracnose treatment for the sycamores and scale treatments for the hollies, will not have to be repeated for another two or three years, permitting us to begin a careful consideration of what new or replacement landscaping or trees need to be planted to maintain the beauty and market value of our community.
I extend my thanks to the members of the Landscaping Committee who have devoted abundant time and effort to our work, to the Mayfair Board for their support, and to residents who have been appreciative and cooperative throughout the year.
Submitted by Bethany Jones, chair, on behalf of the Landscaping Committee
Mayfair of McLean Landscaping Committee
October 23, 2017, 7:00 pm
Attending: Bruce Louiselle, Carol King, Leslie Lee, Bethany Jones, chair
Absent: Jon Roop
1. The draft agenda was approved.
2. Minutes of meeting of September 26, 2017 were approved.
3. Report from chair: “Community Tree Maintenance Policy and Procedure” and “Audit of End Unit Trees” were approved by board; LC chair is representing community landscaping interests in interaction with Fairfax Water; decision made not to take down pine tree one pine in back of 2041, based on homeowner’s objections; SavATree says maples behind 2001 - 2009 and Bradford pears all look healthy; next year’s budget (annual PG general contract will increase by $95.00; lighting and repairs need to be covered somewhere in MM budget)
4. Pro Grounds General Landscaping Contract (March 1, 2018 to February 28, 2019 and Pro Grounds Snow Removal Contract (November 15, 2017 – March 31, 2018) were approved.
5. End of budget year issues: chair will attempt to spend all available money on small items such as low-voltage and high-voltage lights repair, etc.
6. Annual meeting: Wednesday, December 13, 2017, 7 pm at Longfellow School Library
a. Members voted strenuously to have chair give entire report: chair concurs
b. Planning issues for 2018: managing the tension between shade and sun (a community conversation guided by a professional?): issues related to trees behind homes, including trimming trees on neighboring properties; non-tree landscaping issues: replacing overgrown shrubbery; Fairfax Water
7. Homeowner’s issues:
a. Request to prune tree behind 2017 to provide more sun in back garden: approved, if work is done by approved company. If owner wants to delay work, the LC could consider it under next year’s pruning schedule.
b. Report on drainage problem at 2026: issue was resolved by worker’s discovery that pipe was damaged long ago, probably by a now-defunct cable company.
c. Committee advised holding off on extending stone path between 2026 and 2032
8. Adjourn
Mayfair of McLean Landscaping Committee
Tuesday, August 29, 2017 7:00 pm
Attending: Carol King, Bruce Louiselle, Leslie Lee, Bethany Jones (chair)
Absent: Jon Roop, board liaison
1. The draft agenda approved.
2. Draft minutes of July 11, 2017, Landscaping Committee meeting were approved.
3. The Committee voted to approve the new Community Tree Maintenance Policy and Procedure, and the accompanying end-unit tree audit, and forward those documents to the HOA Board.
4. The chair gave a budget update, and indicated that we will have enough money for another round of tree care and pruning. SavATree will be asked to do a walk-around and provide a proposal.
5. At its next meeting the Committee will vote on renewal of the Pro Grounds contract for an additional year.
6. Updates from chair and members: one “offending” root was removed to correct a dangerous walk-way; squirrels continue to be a community-wide problem, but the LC is unanimous in believing that it must be dealt with by individuals, due to the ubiquitous nature of the critters; LC chair is working on a tree inventory; Fairfax water project will now proceed in spring of 2018.
7. Homeowner’s issues:
a. A homeowner asked for additional stepping-stones to be added to the boggy area between 2032 and 2026. Chair will ask Sergio for an estimate, to be considered by LC at future meeting.
b. A committee member pointed out that residents were permitting their dogs to use the traffic circle to “do their business,” thus causing the grass there to suffer. The member suggested that the LC consider removing all grass from the circle and replacing it with ground cover. (Update: snow is frequently piled into that area, and would likely kill any ground cover. At least grass is cheap.) Chair will bring this problem to the attention of the board.
8. Next meeting will be Tuesday, September 26, at 7:00 pm at 2001.
9. Meeting adjourned at 8:30 pm.
Mayfair of McLean Landscaping Committee
Tuesday, July 11, 2017
Meeting 7:00 pm
MINUTES
Attending: Bruce Louiselle, Leslie Lee, Carol King, Bethany Jones (chair)
Absent: Jon Roop (board liaison)
1. Approval of draft agenda
2. Approval of minutes of Landscaping Committee meeting of June 6, 2017
3. Updates: including Fairfax Water, tree inventory webinar (July 19), soil sampling, roses, sprinklers; SavATree will meet at 2001 at 9 m July 12 to inspect root problems; July 25 pruning date for second round
4. LC will seek a member to replace Monali, whose travel schedule prevents her for continuing on the committee
5. Responsibility for MMC lighting systems: committee agreed that responsibility for our high- and low-voltage lighting systems should not fall to the Landscaping Committee: chair agreed to raise the issue of MMC Board
6. Update on community trees and emerging root problems
7. Pro Grounds contact renewal: members asked to review the current contract and get back to chair with suggestions on updates, corrections, issues. Chair will report to board that contract is under review.
8. Budget planning: we are spending conservatively to see us through to end of year, and anticipating some charges due to root problems. Any remaining money in our budgets will be dedicated to additional pruning and tree care.
9. Next meeting: August 29, 2017, at 7:00 pm, at 2001
10.Homeowner’s issues: none
11. Adjourn
Mayfair of McLean Landscaping Committee
Tuesday, June 6, 2017 7:30 pm
Attending: Bruce, Carol, Leslie, Bethany,
Board representative: Jon
Absent: Monali
1. Draft agenda was approved
2. Minutes of meeting of April 28, 2017, approved
3. Reviewed and approved a proposal by SavATree for tree pruning and tree maintenance, the second round of tree care this year.
4. We are on target with our spending. We will expend all $12,066 in our tree budget. There are some unknowns in our expenditures (ex. the Westmoreland Square cherry tree, etc.), so we will be careful in spending the general landscaping budget.
5. Updates from members on sprinklers, lights, plantings
6. Homeowner’s concerns communicated to LC:
a. One complaint about leaf blowing by PG not done well (PG was notified of complaint)
b. Request for additional stepping stones in area between 2026 and 2032 (PR instructed to clear off stones covered with old mulch; request for new stones to be considered under general landscaping budget
c. Several positive comments about Leslie’s flower choices in front entrance
d. Homeowners informed about tree removal behind 2032 appreciate the information and sadly agree that the work needs to be done.
· Date for next meeting TBA
· Adjourn at 9 pm
Bethany Jones
Acting secretary
Mayfair of McLean Landscaping Committee
Tuesday, April 28, 2017 7:30 pm
Attending: Bethany, Bruce, Leslie
Attending from the Board: Jon
Absent: Monali, Carol
1. Agenda was approved.
2. Minutes of the meeting of March 30, 2017 were approved
3. Updates were presented from committee members and chair
4. Tree pruning priorities: It was decided to ask SavATree to do a walk-around and give us a proposal for doing our priority items, using what we learned from the autumn visits from the three arborists, and our committee chair’s observations, as the basis. If using an independent tree removal service will help cut costs, that is what we should do.
5. Tree health care: It was decided to give priority to care to our very large collection of hollies, which are subject to scale. We decided to ask SavATree to give us an estimate, to include all hollies on the property.
6. The committee reviewed future possible initiatives, including the three year plan.
7. There were no direct homeowner’s concerns, but we briefly discussed the issue raised by a homeowner who had concerns about a tree located in Westmoreland Square. This is being negotiated by the Board.
8. The meeting was adjourned at 8:25 pm
Mayfair of McLean Landscaping Committee
Thursday, March 30, 2017 7:30 pm
Attending: Bruce, Carol, Leslie, Bethany
Board Liaison attending: Jon
Excused: Monali
The draft agenda for the meeting was approved.
The minutes of the meeting of February 22, 2017, were approved.
Updates included:
· Successful conclusion of first pruning by SavATree
· Dominion Virginia Power returning to prune more trees on April 3
· Continuing negotiations with Fairfax Water to protect landscaping and trees; there will likely be a community meeting on this topic
· Pro Grounds coming to do mulching
· Spring plantings: Leslie had not heard back from Erik at Pro Grounds to discuss options including alternate plantings at corner of Westmoreland and Kirby.
· Low and high-voltage lighting system: written report from Monali
· Bruce reported that the reserve study had been completed and forwarded to the board for approval.
Discussion of next steps for pruning: members were asked to use draft proposals from arborists to familiarize themselves selves with potential targets for pruning, and to walk the property to see where work needed to be done.
Discussion of our plan to plan (three year plan) was deferred in order to leave time for the homeowner’s concern.
Home owner’s concern: a neighbor pointed out that the “street tree” in front of 2045 was removed last year and not replaced, and expressed concern that those trees are an integral part of our over-all community design. Our committee agreed that the Design Review Committee has responsibility for enforcing the Design Review Guidelines, and approved a motion to the DRC, which ultimately was worded as follows: At its meeting on Thursday, March 30, after having had brought to its attention that the street tree in front of 2045 had been removed but not replaced, the Landscaping Committee voted unanimously to recommend to the Mayfair of McLean Design Review Committee that the tree be replaced by the Landscaping Committee with a zelkova elm in order to maintain the consistent look of the community.
The meeting was adjourned at 9:00 pm.
Mayfair of McLean Landscaping Committee
February 22, 2017, 7:30 pm
Present: Leslie Lee, Bruce Louiselle, Bethany Jones
Absent: Carol King, Monali Ranade
MINUTES (by Bethany Jones, acting secretary)
1. The meeting was called to order by Bethany Jones, chair. A quorum was present.
2. The minutes of the meeting of February 9, 2017, were approved.
3. An update was given on the Fairfax Water project, the Westmoreland Wall and its effects on the grass in the fish pond area; the planned Dominion Power pruning; the SavATree walk Around on February 15.
4. Two arborists proposed updated bids for initial pruning of our common trees:
a. Bartlett: $8162.
b. SavATree (original proposal plus add-on): $5301.
c. Davey did not submit a new proposal
5. The Committee voted unanimously to recommend to the Board that we accept the plan and bid by SavATree.
6. The draft letter to residents offering an opt-in or opt-out option for the pruning, mulching and spraying done by Pro Grounds on the private space in front of homes was approved for sending out.
7. Having no further business, the committee adjourned at 8:30 pm.
Landscaping Committee Meeting
Date: February 9, 2017
Time: 7:30 p.m.
Location: 2000 Mayfair McLean Court, Falls Church, VA
Attendees:
Bethany Jones, Rajiv Monalim Carol King, Phuong Lee and Bruce Louiselle
At 7:33 Bethany Jones, acting Chairperson of the Landscape Committee (“Committee”) determined there was a quorum and called the meeting to order.
· The Chair moved to officially recognize Carol King as a member of the Committee.
· Bruce Louiselle agreed to serve as Secretary of the committee for the purpose of this meeting.
· The Committee reviewed the 2017 budget approved by the Board of Directors of the Mayfair of McLean Homeowner’s Association
· The proposals provided by three potential contractors were discussed. It was decided that further details were needed.
· Rajiv Monali and Phuong Lee agreed to investigate alternative plantings for the entrance area and the circle. They are to make recommendations to the Committee at a later date.
· The Committee agreed to consider revising the landscape at the exterior corner of the property (Kirby and Westmoreland).
· It was agreed that those available would do a walk around with Save A Tree on February 15, 2017 at 9:00 a.m.
· It was agreed that the Committee will establish the prioritization of projects to be accomplished within the budget.
· Bethany Jones presented and discussed a draft letter to the Homeowners to explain the Association’s policy to opt out of front bed mulching, pruning and fertilizingof the front elm tree. The policy and letter were approved.
· The Chair called for the meeting to adjourn at 9:00 p.m.
Mayfair of McLean Landscaping Committee Meeting
January 23, 2017
2001 Mayfair McLean Court
7:00 pm
Attending members: Carol King, Leslie Lee, Bethany Jones
Attending board liaison: Jon Roop
Absent: Bruce Louiselle, Joelle van Over, Monali Rajiv
In the absence of a quorum, the following discussion was for purposes of orientation.
Orientation to work of the committee
· We discussed the tasks that have devolved over time to Judy Williams, the former Landscape Advisor, with an eye toward dividing them among committee members.
· The following assignments were tentatively made, to be revisited later:
o Bethany will be the first line of communication with Pro Grounds on snow removal issues, with Jon Roop serving as backup
o Carol will take over the community sprinkler system
o Leslie will supervise spring flower planting; Monali will be encouraged to team with her
o Monali will be asked whether she will take charge of the low and high voltage light systems
o Bruce will be asked to be in charge of the trash and recycling contract
o Managing “No prune, no spray, no mulch list”: no one stepped forward to offer to supervise this time-consuming process, an unofficial individualized service provided by Judy to some residents
Communication
· E-mail with attachments is the preferred system of communicating among members of the committee
Discussion of proposed pruning proposals
· The three proposals as they currently stand are difficult to deal with because we cannot compare like to like. In order to remedy this, the group agreed to have Bethany contact each of the three arborists asking them to revisit those proposals as follows: focus exclusively on pruning, not other services; begin with the trees on the outer perimeter; following that, address pruning needs of the trees on the immediate inner perimeter; estimate for one year. The overall objective is for the health of the trees.
New business: none
Next meeting: TBA
· (Note: next meeting scheduled for Thursday, February 9, 7:30 pm at 2001 Mayfair McLean Court.)