Minutes of the Annual Meeting

Mayfair of McLean Homeowners Association

December 13, 2017

Agenda

·      Call to Order

·      Roll call and proxy certification

·      Remarks by 2017 President Julie Warren

·      2016 Annual Meeting Minutes

·      2018 Operating Budget – Ron Taylor

·      Action items

o   Nomination and election of new Board members – Julie Warren

o   Fairfax Water Authority’s plan – Terry Marlow

o   Revisit Alternative Funding Task Force Report (tabled motion from 2016 annual meeting) – John Mockoviak

·      Update

o   Erin Naci debt to Mayfair

·      Homeowners’ questions and concerns

·      Adjournment

(The 2018 Board will meet briefly immediately after the annual meeting to elect officers)

Opening and Minutes

The annual meeting was called to order by association President Julie Warren at 7:10pm, at Longfellow School. Twenty-five association households were represented either in person or by signed proxies, exceeding the required quorum.

President Warren cited 2017 officers and committee chairs by name, recognizing each and giving thanks for their service to the community.

The reading of the minutes of the 2016 annual meeting was waived by voice vote. Approval of the minutes was moved, seconded and carried without dissent.

Proposed 2018 Budget

Assistant Treasurer Ron Taylor presented a PowerPoint slide outlining results to date against the 2017 budget, and the proposed 2018 budget. Projected 2017 expenditures are expected to be within the overall budget authorization. The planned budget for 2018, approved by the HOA Board, has the same total projected regular assessments as that for 2017. Thus the dues level will be unchanged. See the attachment to these minutes for details of planned expenditures.

Election of Board Members

Three candidates for election to the HOA Board had been nominated prior to the annual meeting, and their bio sketches distributed:

·      Jon Roop

·      John Mockoviak

·      Bill Wilhoyte

President Warren asked if there were additional nominations from the floor. When none were offered, it was moved and voted that nominations be closed and that a unanimous vote be cast for the three candidates. By lot, it was determined that Jon Roop and John Mockoviak would have three year terms, and Bill Wilhoyte a two year term.

Fairfax Water Plan

Maintenance Advisor Terry Marlow presented a Proposal from Fairfax Water to construct water main connections in Mayfair of McLean. The plan requires construction to extend the end of the current water main near the island to connect with the Autumn Chase water main and with the Westmoreland Street water main. An easement is requested to allow this construction.

Benefits to Mayfair of McLean include:

·      Better quality water and protection against interruption of water delivery service

·      Provision of street repaving of one-third of the total street paid for by the water company – with MMC to pay for the other two-thirds -- to be constructed at the same time

·      Payment for replacement of damaged shrubs and trees

A motion was made and seconded to approve proceeding with this project:

Moved that the Homeowners of Mayfair of McLean authorize their HOA Board to negotiate and eventually sign an appropriate easement agreement with Fairfax Water for construction of water main improvements within the development.

The motion was carried without dissent.

Revisit Alternative Funding Task Force Report

At the 2016 annual meeting of the Mayfair of McLean Homeowners, a Task Force on Contingency Planning for Unforeseen Expenses presented a report on options for financing large unplanned expenses. The Task Force observed:

•       From 2002 to 2016 we have levied $349,650 or $9,450 per household in special assessments.   We should be prepared to meet unplanned expense in a community that is now 25 years old. 

The action at the 2016 meeting was to defer action on the proposed dues increase until the 2017 annual meeting of the Association, pending exploration of possible property damage insurance.

By voice vote, the original motion to approve the recommendations of the Task Force was placed before the 2017 meeting. John Mockoviak, a member of the Task Force, then made a thorough presentation of the proposed recommendations:

1. Have a periodic reserve study that takes into account the following infrastructure elements:

•       Hardscape

•       Lighting

•       Sprinkler Systems

•       Brick Maintenance

•       Drainage

•       Landscaping – including tree replacement

Note:  All homeowners should have access to the periodic reserve study to establish transparency.

2.     Establish a line of credit with a local bank or credit union to be used by the

 HOA for immediate large expenditures.

1. The board should be limited in its authority to pay for large, unplanned expenses without approval of a quorum of the homeowners.  We recommend that limit should be $10,000 or 10% of the approved budget.
2. Raise annual dues for each homeowner by a minimum of 10% .

•        All additional dues must be earmarked for a reserve fund and maintained separately.

•        Appropriate rules will be established by the board for use and access to these funds.

(Note:  A comparison of local townhome community HOA dues:  Evans Farm:  3,840 (2015); Madison of Mclean:  $2,880 (2016); Evans Mill Pond $2,468 (2016); Mayfair of Mclean $2,385 (2017).  Average = $2,895.  Average w/o Evans Farm and Mayfair of Mclean = $2,674)

5.Investigate obtaining appropriate property insurance in addition to the existing liability and D&O insurance.  (Update:  Additional property insurance would cost approximately $3,000 annually.)

After considerable discussion, it was moved and seconded that the proposals of the Task Force be deferred once again to allow further study and development. That motion passed by voice vote without dissent.

Committee Reports

Annual reports of committees were distributed at the meeting:

·      Landscape Committee Report, by Chair Bethany Jones

·      Design Review Committee Report by Chair Harold Damelin

The reports are also posted on the Mayfair of McLean web site:

            https://mayfairmclean.squarespace.com/; password mmc1992

Update on Naci Debt

President Warren reported on the status of the debt owed to Mayfair of McLean for damage to the Westmoreland Street brick wall. Our Pro Bono Attorney Mark Friedlander has entered a formal judgment against Mr. Naci, and is pursuing payment.

Homeowners’ questions and concerns

No homeowners raised questions or concerns.

Adjournment

Prior to adjournment, a call was made from the floor for the assembly to give Julie Warren a rousing round of applause for her service as HOA President for 2017.

After the applause died down, the meeting was adjourned at 8:20pm.