MINUTES OF 28 JANUARY 2017 MEETING

MAYFAIR OF MCLEAN ASSOCIATION BOARD

Call to order

The meeting was called to order by President Julie Warren at 2:00pm. It was noted that a meeting notice had been sent to all homeowners via e-mail on January 17th.

The following Board members were present at the meeting:

· Julie Warren, President

· Harold Damelin, Vice President

· Terry Marlow, Maintenance Advisor

· Jon Roop, Landscaping Committee Liaison

· Russel Jones, Secretary

A quorum of Board members was present.

Other homeowners present:

Bethany Jones, Landscaping Committee Chair

Amy Kresse

The reading of minutes of the December 13th meeting of the Board was waived by voice vote. The minutes were approved.

Westmoreland Wall Repair

Russel Jones reported that Engineer Dadson had made a final inspection of the brick wall repair, and found it satisfactory except for the need to grout the expansion joint materials at each end.

Jones also reported that he has advised Bright Construction that the landscaping both outside and inside the wall is unsatisfactory, and needs to be redone. Bright has agreed to make those repairs when the weather allows. 10% of the cost of the wall project has been withheld pending satisfactory resolution of these issues.

Sunrise proposal status

The McLean Planning and Zoning Committee has held two hearings recently on a revised plan from Sunrise Assisted Living for construction of a major facility on the Surge property. At the first, Sunrise presented its revised plan, which involves moving the entrance from Kirby to Westmoreland and depressing the building into a bunker surrounded by high retaining walls. At the second meeting, the SayNoToSunrise coalition of neighborhoods, of which Mayfair of Mclean is a member, made two major presentations: Russel Jones on the planning and zoning laws that should be enforced to deny the Sunrise petitions, and John Neumann describing how the new plan was still unsatisfactory and in fact worse than any previous proposal.

The P&Z Committee is expected to reiterate its opposition to any Sunrise facility at the Surge site, and report its resolution to the Board of the McLean Citizens Association at its meeting on February 1 – where a reiteration of opposition to the Sunrise proposal is again expected.

Dues payments

Annual homeowner dues are due by February 1. Most have been paid to date. President Warren will prod any homeowners who do not meet the deadline.

Landscaping Committee

Bethany Jones, chair of the new Landscaping Committee, reported on its first organizational meeting. She recommended that Carol King be added as a member of the all volunteer committee, and the Board approved. Although there was no quorum at that meeting, a productive discussion of issues was begun.

The outstanding contract renewal for lawn maintenance with SavA Tree, budgeted in the ongoing landscaping allocation, was approved and will be signed by President Warren.

The Landscaping Committee is reviewing tree maintenance proposals from three companies – Davey, Bartlett, and SavA Tree – to proceed with the first major project utilizing the funds added to the HOA budget at the annual meeting – pruning of large numbers of our some 250 trees to improve their long-term health.

Jones listed the many services that former Landscape Advisor Judy Williams had provided: grounds contract supervision, ad hoc emergency tree maintenance, maintenance of two lighting systems, lawn care, sprinkler system, trash removal contract, snow removal contract, plantings design, individualization of services, arbitration of homeowner complaints, etc. It was noted that the cost of all these services comprises approximately 90% of the annual HOA budget. The new Committee is exploring assigning each of these functions to members of the Committee or to other community members with appropriate experience.

Jones reported her committee’s discussion about the individualization of services that some homeowners have been granted, using as an example the “No prune, no spray, no mulch” list given to Pro Grounds in April 2016, prior to their annual spring clean-up. After observing the process last year, Jones expressed concern that this level of personalization is costly in terms of the contract cost, and required a level of personal supervision by Judy that cannot be duplicated currently. The Board directed Jon Roop to draft a clear policy of opt-in or opt-out for Board review at its next meeting.

Jones also distributed relevant excerpts from the Design Review Guidelines, with the policy on trees, and requirements and standards for landscaping. It was noted that while individual homeowners are responsible for maintaining appropriate plantings in their front areas next to the street and along driveways, “Landscaping should be consistent with the Design Review Guidelines and complement the existing landscaping”. It was also noted that the trees planted in homeowner garden areas around Mayfair McLean Court are the property of the HOA, and that their maintenance will be provided through the Landscaping Committee.

Maintenance Advisor

Terry Marlow is exploring costs for remilling and coating our private street, which is scheduled for 2017 in our five-year maintenance plan. He is also in contact with Fairfax Water, which is planning to run a new major water pipe across our property below the island, with respect to their timing and plans. The overall street maintenance project will be scheduled after the water pipe disruption of much of the paving of the lower portion of our street has been completed. Curb painting of yellow no-parking areas will also be delayed until after the street repaving.

Clarification of board member and committee chair responsibilities

Noting that in the past, contracts for services have been entered into by a variety of board members and committee chairs, it was decided that the authority to commit HOA funds should be concentrated in one appropriate signatory. It was moved that all contracts or commitments that are larger than $500 must be signed by the HOA President, or by the Treasurer at the instruction of the President. Seconded and carried.

Other items of business:

Parking issues – President Warren is contacting individuals who have been observed to not conform to community parking regulations to attempt to gain compliance.

Design Review Committee members – President Warren is contacting homeowners who may be willing to serve on this committee, which is mandated to have a minimum of three members.

Property insurance exploration – Now that the Westmoreland wall is repaired, exploration of the cost of property insurance is proceeding.

Sidewalk snow removal – The HOA has in the past employed young people from the neighborhood to remove snow from the sidewalks along Westmoreland and Kirby. The individuals who have provided that service are no longer available. Julie Warren will explore with the County whether we have a responsibility to clear those sidewalks, and Bethany Jones will explore the cost of having Pro Grounds do the clearing.

Frequency of HOA Board meetings – It was agreed that a regular schedule of Board meetings would be appropriate, and that a meeting each month would be scheduled. The next meeting is scheduled for February 25 at 2pm at the Warren’s residence.

Homeowner concerns

A homeowner raised concerns about a house in the development that appears to be poorly maintained. It was reported that the recent Design Review Committee review of all properties had made recommendations for necessary repairs on that property, and that the homeowner has agreed to carry them out as weather permits.

Adjournment

There being no more business, the meeting was adjourned at 4:30pm.

MINUTES OF 25 FEBRUARY 2017 MEETING
MAYFAIR OF MCLEAN ASSOCIATION BOARD

Call to order
The meeting was called to order by President Julie Warren at 2:00pm. It was noted that a meeting notice had been sent to all homeowners via e-mail on February 19th.

The following Board members were present at the meeting:

· Julie Warren, President

· Terry Marlow, Maintenance Advisor

· Russel Jones, Secretary

A quorum of Board members was present.

Other homeowners present:

Bethany Jones, Landscaping Committee Chair

Barb Cosgriff

Guest present:

Terri McClure, Fairfax County Water Authority

The reading of minutes of the January 28th meeting of the Board was waived by voice vote. The minutes were approved.

Fairfax County Water Authority presentation

A representative of the Fairfax County Water Authority, Terry McClure, made a presentation on their plans to upgrade water supply in our area. The intent is to increase water pressure and to guarantee full supply through creating loop closures.

They propose to extend the current water pipe below the island in both directions, to Autumn Chase and to Westmoreland Street. This will require an easement granted by our HOA. Plans for the required easement and construction process were reviewed and discussed. They will repave the street and parking area disturbed in the process, and will return landscaping to its prior condition. The Board raised several questions: Will heavy equipment be used? (probably yes); when will the work be done? (calendar 2017); how will the brick wall along Westmoreland be protected from damage? (will work with engineers on approach).

Ms. McLure provided a draft ‘Deed of Easement’ for review. The Board will have legal counsel review it, and will discuss how to proceed at its March 11 meeting.

Appointment of Design Review Committee

The Board voted to approve the following members for the Design Review Committee:

Harold Damelin, Chair

Rich Martinez

Cheryl Wilhoyte

Amy Kresse

Landscaping Committee

Bethany Jones, chair of the Landscaping Committee, reported on its recent meeting. She recommended that Carol King be added as a member of the all-volunteer committee, and that Joelle Van Over become a corresponding member. The Board approved.

The Landscaping Committee has reviewed tree maintenance proposals from three companies – Davey, Bartlett, and SavA Tree – and has recommended that a first contract for $5400 be granted to SavA Tree for initial tree pruning. The Board authorized that expenditure.

The Board reviewed an opt-in/opt-out policy for maintenance of private areas in front of homes, and approved the approach. Committee Jones will send a letter to all homeowners explaining the approach and asking for responses on which each homeowner will follow

Maintenance Advisor

Russel Jones reported that all finishing concerns with the Bright Construction work on the Westmoreland Wall repair have been completed, and that the final amount of $3255 due on the project will be paid.

2016 year-end financial report

The Board reviewed the year-end financial report prepared by Assistant Treasurer Ron Taylor, and accepted it. (copy attached to these minutes)

Sunrise Assisted Living update

Russel Jones reported on ongoing efforts to have the County decline the proposal from Sunrise to build a major facility at the Surge property. The McLean Planning and Zoning Committee has recommended denial, and it is anticipated that the McLean Citizens Association will do the same. An upcoming key meeting is March 8, when the Fairfax County Planning Commission holds a hearing on this proposal. The SayNoToSunrise Coalition of residential communities, of which Mayfair of Mclean is a member, is preparing major presentations for that hearing.

Other items of business:

Parking issues – President Warren reported on her efforts in contacting individuals who have been observed to not conform to community parking regulations, to attempt to gain compliance.

Property insurance exploration – Now that the Westmoreland wall is repaired, exploration of the cost of property insurance is being pursued by Ron Taylor.

Homeowner concerns

No concerns were presented.

Adjournment

There being no more business, the meeting was adjourned at 4:10pm.

____________________________________________________________________________________MINUTES OF 11 MARCH 2017 MEETINGMAYFAIR OF MCLEAN ASSOCIATION BOARDCall to orderThe meeting was called to order by President Julie Warren at 2:00pm. It was noted tha… — ____________________________________________________________________________________
**MINUTES OF 11 MARCH 2017 MEETING**
**MAYFAIR OF MCLEAN ASSOCIATION BOARD**
**Call to order**
The meeting was called to order by President Julie Warren at 2:00pm. It was noted that a meeting notice had been sent to all homeowners via e-mail on March 5th.
The following Board members were present at the meeting:
· Julie Warren, President
· Russel Jones, Secretary
· Jon Roop
· Harold Damelin (by phone)
A quorum of Board members was present.
Other homeowners present:
Bethany Jones, Landscaping Committee Chair
Ron Taylor, Assistant Treasurer
Bruce Louiselle, 5-Year Study Coordinator
The reading of minutes of the February 25th meeting of the Board was waived by voice vote. The minutes were approved.
**Board meeting operations**
President Warren presented guidelines for non-Board member homeowners attending Board meetings:
· Homeowners are asked to reserve their concerns and comments until they are recognized by the Board chair.
· Whenever possible, homeowners who plan to attend a Board meeting are encouraged to present their comments to the Board in writing prior to the meeting.
· The Board chair, at his or her discretion, may recognize a homeowner attendee to contribute briefly to the Board discussion prior to a vote or other action.
· Homeowners should present their comments or questions in a constructive, respectful, business-like manner. If comments are deemed too personal or combative, conversation will be suspended and the meeting may be adjourned immediately.
**Reserve Analysis Discussion**
Bruce Louiselle described the role of consultants hired every five years to conduct a reserve analysis:
· What items should we reserve for.
· Provide cost estimates for items recommended for reserve (in current dollars).
· Provide estimates for when repair or replacement will be needed.
He then recommended for Board action the following guidelines for reserve analyses:
1. The use of a 2.50% escalation rate compounded annually;
2. The use of a sixteen-year forecast horizon (2017-2032);
3. The list of items for which reserves will be accumulated;
4. The timing of expenditures as set forth in the Analysis; and
5. The reasonableness of a target minimum of $2,500 reserve balance during the forecast horizon.
The Board approved these guidelines.
Bruce and Ron Taylor then reviewed a draft Reserve Analysis spreadsheet, based on these guidelines and the latest consultant’s report. They will finalize the projection, based on discussion, and submit it for approval at the April 15th meeting of the Board.
**Landscaping Committee**
Bethany Jones, chair of the Landscaping Committee, reported on tree trimming by Dominion Power. Trees on the Kirby Road side of our development were trimmed to remove interference with power lines on February 27th. The trees on the Westmoreland side will be similarly trimmed in approximately one month.
An initial contract for tree trimming in the development, utilizing a portion of the budget approved at the 2016 HOA annual meeting, has been let to SavA Tree. Pruning of trees in highest priority areas will be done on March 20 – 21.
In response to the opt in/opt out policy for maintenance of homeowner plots adjacent to community areas, Bethany reported that three homeowners had opted out prior to the decision deadline.
Next activities for the Committee:
· Arrange snow removal if needed yet this Spring
· Assign volunteers to handle specific activities of the Committee, such as lighting, sprinklers, etc.
· Develop a three year strategic plan for landscaping in the community – perhaps involving a landscape architect consultant
**Design Review Committee**
Chair Harold Damelin is scheduling an organizational meeting of the Design Review Committee for late March.
Two committee members have been assigned to evaluate a proposed change to the front of one home.
A review of a new roof on one home, cited as needed in the latest design review process, indicated that is in in compliance with the Design Review Guidelines.
**Fairfax Water Developments**
Attorney Mark Friedlander has reviewed the proposed easement agreement for construction of pipe connections inside our development, and has agreed to represent our HOA pro bono in negotiations with Fairfax Water.
Several concerns were raised in Board discussion:
· We will want a bond on possible brick wall damage
· Will heavy equipment be used in the construction, possibly damaging our roadway?
· How will underground utilities such as our sprinkler system, power lines to streetlights, and drainage system, be protected?
· What’s in it for us in the proposed construction? (e.g., should we negotiate for repaving of our entire road surface?)
· Can we use our own landscaping firm to repair damage?
· The homeowner community should be fully involved in decisions, including an open meeting with Fairfax Water representatives.
**Westmoreland Wall payments**
The monthly payments expected to reimburse the cost of repairs to the Westmorland wall necessitated by damage from a car have not been continued as scheduled. Attorney Mark Friedlander has started legal action to enforce the payment agreement.
**Sunrise Assisted Living update**
Russel Jones gave a brief recap of the March 8 hearing of the County Planning Commission on the Sunrise request for a special exception to build a major assisted living facility on the Surge property. The meeting included a Commission staff report, a presentation by Sunrise, and then some 50 speakers pro and con on the proposal. Some 16 speakers from the Say No To Sunrise coalition of neighborhoods, of which Mayfair of Mclean is a member, presented the case against the proposal – incompatibility with the surrounding residential neighborhoods and the requirement for a minimum lot size of 5 acres. Sunrise imported many speakers to bolster their assertion that the proposed facility was needed at this location – including many self-serving speakers.
The Commission postponed a vote on this issue until its March 29 meeting. Additional written input will be accepted until that meeting. SNTS members are sending additional documents detailing the NO recommendation.
**Other items of business:**
*Parking issues –* President Warren reported on her efforts to gain compliance by all homeowners to the community’s parking policies.
**Homeowner concerns**
No concerns were presented.
**Next meeting**
The Board will meet next on April 15 at 2pm, at 2027 Mayfair Mclean Court.
**Adjournment**
There being no more business, the meeting was adjourned at 4:15pm.
**______________________________________________________________________________________**
**MINUTES OF 15 APRIL 2017 MEETING**
**MAYFAIR OF MCLEAN ASSOCIATION BOARD**
**Call to order**
The meeting was called to order by President Julie Warren at 2:00pm. 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:
· Julie Warren, President
· Russel Jones, Secretary
· Harold Damelin
· Terry Marlow
A quorum of Board members was present.
**Other homeowners present:**
Bethany Jones, Landscaping Committee Chair
Amy Kresse
John and Ramona Mockoviak
The reading of minutes of the March 11th meeting of the Board was waived by voice vote. The minutes were approved.
**Design Review Committee**
DRC Chair Harold Damelin reported on an application of homeowners to extend existing stacked stone separators in the front garden of their home. The DRC has examined the proposal and recommended its approval. The Board concurred by unanimous vote.
After discussion, the Board voted that in the future the DRC would act with full authority to approve or deny such homeowner requests without bringing them to the Board for confirmation.
The DRC has also discussed the removal of a community tree in front if a home. Chairman Damelin will discuss the situation with the homeowner and report back to the DRC for appropriate resolution.
Chairman Damelin reiterated the Board position that the trees in front of homes are community property, and that the garden areas in front of homes are the responsibility of individual homeowners. The Board voted that this area will be treated as private property for DRC application purposes.
As noted in the minutes of the recent DRC meeting which have been distributed to all homeowners, the DRC will revisit each home in May to review response to the October 2016 letters concerning deficiencies, and will at the same time make a first annual inspection by the new committee.
**Landscaping Committee**
Committee chair Bethany Jones reported on the initial pruning project within the tree maintenance program approved at the December 2016 annual meeting of the HOA. All trees outside the brick walls have been pruned and shaped, and several problem trees inside the development have been pruned. Dominion Power has trimmed trees near their power lines, decreasing the need for HOA funds for trimming many trees just inside the brick walls.
Next steps by the Committee:
o A tree by tree analysis of remaining trees has been compiled, and the Committee will meet on April 18 to set priorities on which to trim within remaining funds
o The Committee will also set priorities on pruning vs. tree fertilization within the tree budget
o Discussion of the amount of canopy cover desirable vs. light getting to the ground to enhance plantings and grass areas
The Committee is exploring the possibility of retaining an independent tree expert to provide guidance in the development of a multi-year plan, similar to the 5-year plan mandated for hardscape.
**Fairfax Water Developments**
Attorney Mark Friedlander has reviewed the proposed easement agreement for construction of pipe connections inside our development, and has agreed to represent our HOA pro bono in negotiations with Fairfax Water.
In negotiations about repaving the affected street pavement, Fairfax Water has agreed to repave approximately 30% of our total street area and to work with us to get a good price on repaving the remainder of the street at our cost by the same contractor at the same time.
Remaining issues to be resolved:
o Obtaining a 10 year bond to cover any eventful damage to the brick wall which will be tunneled under
o Preference for using our landscape contractor for necessary restoration of landscape areas disturbed by the construction, at Fairfax Water cost
President Warren plans to hold a full homeowner meeting to review the entire Fairfax Water plans and proposals.
Maintenance Advisor Terry Marlow has agreed to manage the technical interactions with Fairfax Water as this project proceeds.
**Reserve Analysis**
A summary spreadsheet outlining the reserve analysis and planned expenditures out to 2032, prepared by Bruce Louiselle and Ron Taylor, was adopted by the Board. A copy is attached to these minutes, and it will be posted on the HOA web site.
**Westmoreland Wall payments**
The monthly payments expected to reimburse the cost of repairs to the Westmorland wall necessitated by damage from a car have not been continued as scheduled. Attorney Mark Friedlander is entering a suit to enforce the payment agreement.
**Homeowner concerns**
No concerns were presented.
**Next meeting**
The Board will meet next on May 13th at 2pm, at 2027 Mayfair Mclean Court.
**Adjournment**
There being no more business, the meeting was adjourned at 4:15pm.
**Please see link below for the 2017 reserve analysis.**
**Copy and paste to new webpage.**
https://docs.google.com/spreadsheets/d/1O7E4m00Im7K5Kp6Oz6pfkFHoEW8JQWys-_ZjgiG5zQc/edit#gid=471772055
**_____________________________________________________________________________________**
**MINUTES OF 13 MAY 2017 MEETING**
**MAYFAIR OF MCLEAN ASSOCIATION BOARD**
**Call to order**
The meeting was called to order by President Julie Warren at 2:00pm. It was noted that
a meeting notice had been sent to all homeowners via e-mail on May 1st.
The following Board members were present at the meeting:
 Julie Warren, President
 Russel Jones, Secretary
 Harold Damelin
 Terry Marlow
 Jon Roop
**A quorum of Board members was present.**
Other homeowners present:
Bethany Jones, Landscaping Committee Chair
Ron Taylor, Assistant Treasurer
Barbara Cosgriff
The reading of minutes of the April 15 th meeting of the Board was waived by voice vote.
The minutes were approved.
**Sunrise Proposal Status**
Russel Jones reported on the status of the proposal of Sunrise Assisted Living to build a
major facility on the Surge property at the corner of Westmoreland and Kirby. At its
meeting on May 2 nd , the Fairfax County Board of Supervisors voted to deny the Sunrise
application for a Special Exception to allow a Sunrise project to be built at this site.
Jones noted that this should be the final action on this proposal, but that Sunrise and its
attorneys were likely to try to find an appeal process. The SayNoToSunrise coalition of
neighborhoods, of which Mayfair of McLean is a member, is prepared to resume its
efforts to oppose this project if Sunrise attempts to reverse the Board of Supervisors
action.
Mayfair HOA Board President Julie Warren then presented the following statement:
On behalf of the Mayfair board and this community, I would like to express our
deepest appreciation and gratitude for Russel Jones’ steadfast commitment to
the SayNoToSunrise project and to an outcome that is in the best interests of this
community. Over the past three years, Russ has spent countless hours
coordinating with leaders in adjacent communities; communicating the progress
of this project to his neighbors; recruiting others in Mayfair to write letters and
attend and testify at county meetings; and writing copious letters to the
members of the Fairfax County Planning Commission and the Board of
Supervisors. He has put forth a tremendous effort on behalf of Mayfair of McLean
Association, and we recognize that his work played a significant role in the
Fairfax County Board of Supervisors’ decision to deny Sunrise its application for
a variance. While there are others to thank as well, Russ consistently kept
everyone focused and coordinated. Thank you, Russ, for your hard work and
congratulations on a very positive outcome for the Mayfair community and our
neighbors.
**Landscaping Committee**
Committee Chair Bethany Jones reported on developments:
General: sprinklers are on and repaired; lights still need attention; rain has taken
a toll on plantings schedule; few complaints from homeowners.
Pushed back on Area Landscaping about failing new holly tree on Kirby Road.
Second round of pruning: present request for permission to move forward on
plan to invest in more pruning and heath care for trees: (see below)
 We are approaching comprehensive, three-year plan for trees.
 SavATree has been good for us.
 Some additional tree work may be done in the fall, after the growing
season
Homeowner tree issue: a homeowner has complained about large overhanging
branches behind his house from a Westmoreland Square tree. Jones and
President Warren are working the issue with Westmoreland Square and with
adjacent homeowners.
**Authorization requests:**
Re-landscaping front corner: permission requested to spend up to $1000 to
plant drift roses at corner of Westmoreland and Kirby.
The Landscaping Committee recommends that it be given authority to spend the
remaining portion of its 2017 Tree budget ($6765) according to the following
provisions:
1. The Landscaping Committee will receive cost estimates for the tree
pruning and removal services it has determined as priorities, based on
recommendations from three professional arborists and identification by
committee members. The Landscaping Committee’s priorities are 1)
pruning of trees that are touching homes, 2) removal of trees identified
by more than one arborist as dead, dying or hazardous, and 3) pruning or
removal of trees that are competing with other trees to the detriment of
both.
2. The Landscaping Committee will receive cost estimates for tree
fertilization and insect/disease control for the perimeter trees (hollies
and arborvitaes) and all other hollies on the property.
3. After receiving the estimates as indicated above, the Landscaping
Committee will contract for as many services as fit within this year’s tree
budget allocation.
4. A minimum of two-thirds of the total tree budget ($8044.00) will be spent
on tree pruning or removal, with the remainder to be spent either on
additional pruning/removal or a program of tree fertilization and
insect/disease control.
5. The community will be informed in advance about specific decisions on
pruning and tree removal.
The Board voted to authorize both fund authorization requests.
Design Review Committee
Chair Harold Damelin noted that the Committee met last on April 29 th , and that minutes
of that meeting have been distributed to all Mayfair of Mclean homeowners.
Current Committee activities are:
o Preparing to review all properties that received DRC letters at the end of October
2016 noting deficiencies, to determine whether compliance has been effected.
o Reviewing several new applications for exterior changes to properties, and
granting approval as appropriate.
Harold reported on an issue concerning a change made in front of the home of a
homeowner that puts it out of compliance with the DRC guidelines. The community
owned tree in front of the residence was declared dead by then Landscaping Chair Judy
Williams, and cut off at ground level in October 2016. It was understood by Judy that
the stump of the tree would be removed and a replacement tree of the type in front of
other residences would be planted in the Spring of 2017. However the property owners
have refused to allow that stump removal and tree replacement to proceed, citing likely
damage to other plantings in the garden area. They indicate that they want no tree
replacement while they own the property. Harold suggested postponing any action on
this issue until the next Board meeting, and the Board so voted.
Harold also noted that homeowners making repairs to their driveways had requested
assistance in finding matching pavers to allow appropriate construction. It was noted
that a small supply of original pavers has been sequestered by Judy Williams, and can
be made available.
**Legal Developments**
Pro bono attorney Mark Friedlander is working on the content of an easement
agreement with Fairfax Water to allow construction below the traffic circle to enhance
the flow of fresh water. One major benefit to our HOA is that Fairfax Water has agreed
to resurface 30% of our street paving, and to arrange with its contractor to do the
remaining portion at a reduced cost to us. Once the agreement is finalized, the HOA
Board will hold a community meeting of all homeowners to review and discuss the
project.
No further payments have been made by Naci Eren to cover the cost of repairs for the
damage to the Westmoreland wall. Attorney Friedlander is proceeding with a suit to
enforce the payment note.
President Warren noted two recent changes in Virginia law:
 A process has been established for harassment issues between neighbors.
 No proxies are allowed for Board members at HOA Board meetings
**Financial report**
Assistant Treasurer Ron Taylor provided a report on the status of the operating budget
of the HOA through 13 May 2017. To that date, $26,505 of the 2017 operating budget of
$78,545 has been expended. The spreadsheet with details is attached to these minutes.
**Homeowner concerns**
No concerns were presented.
**Next meeting**
The Board will meet next on June 24 th at 2pm, at 2027 Mayfair Mclean Court.
Adjournment
There being no more business, the meeting was adjourned at 4:15pm.

______________________________________________________________________________________MINUTES OF 24 JUNE 2017 MEETINGMAYFAIR OF MCLEAN ASSOCIATION BOARDCall to orderThe meeting was called to order by President Julie Warren at 2 pm. It was noted that… — **______________________________________________________________________________________**
**MINUTES OF 24 JUNE 2017 MEETING**
**MAYFAIR OF MCLEAN ASSOCIATION BOARD**
**Call to order**
The meeting was called to order by President Julie Warren at 2 pm. It was noted that a meeting notice had been sent to all homeowners via e-mail on June16th.
The following Board members were present at the meeting:
· Julie Warren, President
· Russel Jones, Secretary
· Harold Damelin
· Terry Marlow
· Jon Roop
A quorum of Board members was present.
**Other homeowners present:**
Bethany Jones, Landscaping Committee Chair
Bill Wilhoyte
The reading of minutes of the May 13th meeting of the Board was waived by voice vote. The minutes were approved.
**Design Review Committee**
Chair Harold Damelin noted that the Committee met last on April 29th, and that minutes of that meeting have been distributed to all Mayfair of Mclean homeowners and posted on the HOA web site.
Current Committee activities are:
o Reviewing all properties that received DRC letters at the end of October 2016 noting deficiencies, to determine whether compliance has been effected. To date two of the seven strings of townhomes have been reviewed.
o Reviewing applications for exterior changes to properties, and granting approval as appropriate.
Harold reported that a draft policy concerning Community Trees in Front of Mayfair Houses has been prepared, and he shared the draft with the Board for discussion. Development of the policy statement has been stimulated by a case of one homeowner who refuses to allow planting of a replacement tree in front of their townhouse after a dead tree was removed. Board members will review the draft policy and provide comments and suggestions, so that a revised version can be adopted at the next meeting of the Board.
**Landscaping Committee**
Committee Chair Bethany Jones reported on developments:
Priorities have been set by the Landscaping Committee for a second round of tree pruning funded by the new tree maintenance line in the annual budget. These include:
· Sav A Tree pruning of problem trees (e.g., approximately 10 trees close enough to homes to provide squirrel access, a large elm tree overhanging a home), and treatment of holly trees re scaling
· Removal of two dead/dying trees
· Development of a tree inventory as the basis for a three-year treatment plan
The Committee is also responding to the concerns of a homeowner about a large tree from Westmoreland Square overhanging the property line. At Mayfair’s request, Westmoreland Square is investigating pruning and cabling.
The Landscaping Committee is working with the Design Review Committee to define their relative responsibilities and authorities.
**Fairfax Water**
Pro bono attorney Mark Friedlander is continuing work on the content of a requested easement agreement from Fairfax Water to allow construction below the traffic circle to enhance the flow of fresh water. Terry Marlow, who is managing this process for the Board, provided a copy of the draft agreement as it currently stands for review by Board members. Board members will be meeting with Fairfax Water soon to discuss areas of concern. An all-resident meeting will be planned in the next few weeks so the Board can share details and answer questions about the project.
**Legal developments**
No further payments have been made by Naci Eren to cover the cost of repairs for the damage to the Westmoreland wall. Attorney Friedlander is proceeding with a suit to enforce the payment note.
**Other business**
· The cost of trash and recycling removal will increase from $1061.90 monthly to $1129.00, due to increased costs of dumping at the Fairfax County site.
· Insurance premiums for D&O and HOA liability insurance, increasing by $64.00 per year, are due July 1 and have been paid.
· A draft proposal for property damage insurance on HOA hardscape has been received. More study is needed on this topic, which was suggested at the annual meeting as an alternative to an increased reserve option.
· Community tree roots are beginning to damage paving areas within the development. The Landscaping Committee will discuss possible solutions with an arborist. An issue is who is responsible for repairs for damage caused to private property by the roots of community trees.
· More detail on property boundaries of individual homes, particularly end-unit homes, is needed for making landscaping decisions. Jon Roop will seek detailed as-built plats from the Fairfax County planning office records.
· A large number of paving blocks, removed from the drainage area when the Kirby Wall was rebuilt, are stored behind 2009 MMC. Julie Warren will send a memo to homeowners offering them for free. If not all are taken they will be disposed of.
· An area in the concrete retaining wall at the entrance to the drainage pond appears to be allowing earth to seep through. Facilities representative Terry Marlow will seek an appropriate corrective action.
**Homeowner concerns**
No concerns were presented.
**Next meeting**
The Board will meet next on July 22nd at 2pm, at 2027 Mayfair Mclean Court.
**Adjournment**
There being no more business, the meeting was adjourned at 4:15pm.
**__________________________________________________________________________________**
**MINUTES OF 22 JULY 2017 MEETING**
**MAYFAIR OF MCLEAN ASSOCIATION BOARD**
**Call to order**
The meeting was called to order by President Julie Warren at 2 pm. It was noted that a meeting notice had been sent to all homeowners via e-mail on July 17th.
The following Board members were present at the meeting:
· Julie Warren, President
· Russel Jones, Secretary
· Harold Damelin
· Terry Marlow
A quorum of Board members was present.
Other homeowners present:
Bethany Jones, Landscaping Committee Chair
Ron Taylor, Assistant Treasurer
Francis Le Carpentier
The reading of minutes of the June 24th meeting of the Board was waived by voice vote. The minutes were approved.
**Design Review Committee**
Chair Harold Damelin reported on current committee activities:
o Reviewing all properties that received DRC letters at the end of October 2016 noting deficiencies, to determine whether compliance has been effected. To date all but two of the seven strings of townhomes have been reviewed. The remaining reviews are scheduled for July 26.
o Reviewing applications for exterior changes to properties, and granting approval as appropriate.
Harold reported that several homeowners contacted about ongoing issues after the current round of inspections have generally been responsive to the concerns, and have undertaken a number of necessary repairs.
**Landscaping Committee**
Committee Chair Bethany Jones reported on developments:
Priorities have been set by the Landscaping Committee for a second round of tree pruning funded by the new tree maintenance line in the annual budget. These include:
· Sav A Tree pruning of problem trees (e.g., approximately 10 trees close enough to homes to provide squirrel access, and a large elm tree overhanging a home), and treatment of holly trees re scaling. This work is scheduled for July 25th.
Removal of two dead/dying trees
The Committee is also working on development of a tree inventory as the basis for a three-year treatment plan.
A significant issue has arisen over damage to homeowner property due to roots of community trees. One homeowner has dangerous upheaval of a portion of his driveway paving, which must be repaired. At the recommendation of the chairs of the Landscaping Committee and the Design Review Committees, the Board agreed that such damage resulting from roots of community trees is an HOA responsibility. The Landscaping Committee will work with the current homeowner to effect repairs. Anticipating additional problems of this sort, the Landscaping Committee will develop a plan for addressing them, including budget considerations
The current landscaping maintenance contract with Pro Grounds is due to expire at the end of February 2018. The Landscaping Committee will review options and report to the Board prior to budgeting for 2018.
The Landscaping Committee plans to fully expend all funds in both the Landscaping and Tree Maintenance lines in the 2017 budget, using any remaining balances as the year ends for further tree pruning.
The Landscaping Committee is working with the Design Review Committee to define their relative responsibilities and authorities.
**Financial report**
Assistant Treasurer Ron Taylor provided a status report on expenditures against the 2017 budget, as of July 20th (Copy attached at the end of these minutes). Expenses to date are $36,876, against the approved budget of $ 78,545. No significant issues are present or foreseen at this point in the year.
Ron is working with Treasurer Harriett Damelin and committee chairs to refine the system of collection of all relevant documentation on expenditures.
**Fairfax Water**
On July 6th, three members of the Mayfair HOA Board met with representatives of Fairfax Water to discuss appropriate arrangements for granting an easement to allow construction of new water pipes through a portion of our neighborhood. President Julie Warren has written a detailed report on that meeting, which was distributed to the entire homeowner community on July 10th.
Maintenance Advisor Terry Marlow is dealing with the paving contractor who is to do the Fairfax Water repaving of a portion of our street after construction to develop an appropriate contract for repaving of the remainder of our street.
**Maintenance issues**
In addition to managing the street repaving in conjunction with Fairfax Water, Maintenance Advisor Terry Marlow has agreed to take responsibility for all lighting in the community – the street lights and the uplighting system which highlights certain landscaping. Terry will have a review done on the street lights to determine whether maintenance is needed in the near future.
**Legal developments**
No further payments have been made by Naci Eren to cover the cost of repairs for the damage to the Westmoreland wall. Mr. Eren has been found in default by the court and a judgment for $21,000 plus costs and interest has been recorded; next steps include enforcement.
**Other business**
· ***Short term property rentals -*** Fairfax County has set up a working group to develop zoning regulations balancing resident’s interests to protect the character of their neighborhood with the interests of persons wanting to operate short term rentals for transient occupancy within their residence. The Zoning Administrator has ruled that transient occupancy is occupancy for a period of 30 days or less. Currently the Fairfax County Zoning Ordinance prohibits property owners from renting their homes as a short term rental unless the Board of Supervisors approves a special exception for bed and breakfast use.
· ***Scheduling of HOA events –*** The Board is discussing scheduling of a community social event for the Fall, and scheduling of the Annual Meeting of the Homeowners Association.
**Homeowner concerns**
No concerns were presented.
**Next meeting**
The Board will meet next on September 9th at 2pm, at 2027 Mayfair Mclean Court.
**Adjournment**
There being no more business, the meeting was adjourned at 4:30pm.

MINUTES OF 16 OCTOBER 2017 MEETING

MAYFAIR OF MCLEAN ASSOCIATION BOARD

Call to order

The meeting was called to order by President Julie Warren at 7 pm. It was noted that a meeting notice had been sent to all homeowners via e-mail on October 8th.

The following Board members were present at the meeting:

· Julie Warren, President

· Russel Jones, Secretary

· Harold Damelin

· Terry Marlow

· Jon Roop

A quorum of Board members was present.

Other homeowner present:

Bethany Jones, Landscaping Committee Chair

The reading of minutes of the September 9th meeting of the Board was waived by voice vote. The minutes were approved.

Design Review Committee

Chair Harold Damelin reported on current committee activities:

· Ongoing good progress is being made in having homeowners respond to issues raised in DRC reviews.

· Two recent DRC applications have been reviewed and approved. One more is pending.

· One or more members of the DRC will do a review of all properties prior to the annual meeting of the homeowners association, so that a current report can be presented at that meeting.

Landscaping Committee

Committee Chair Bethany Jones reported on developments:

· The Landscaping Committee has prepared a “Community Tree Maintenance Policy and Procedure” document outlining its approach to management of the large number of community trees in our development. At the request of the MMC HOA Board, the document was sent to each homeowner by the Committee chair on September 12 asking for any questions or comments. The only comment received was one of approval.

Upon a motion and second by Board members to approve the “Mayfair of McLean Landscaping Committee’s Community Tree Maintenance Policy and Procedure,” the Board voted unanimously to approve it. A copy is attached at the end of these minutes, along with a copy of an audit of end unit trees.

· Activities scheduled for this Fall:

o Another round of pruning of community trees, dealing with issues not resolved in the earlier major pruning project

o Managing a stand of aging pine trees near the fence between us and Westmoreland Square; two to be removed, and the remaining three pruned

· The stand of large Sycamore trees in the drainage pond is diseased causing leaves to be discolored and dropped. Sav A Tree was contracted to make a chemical treatment, which has been completed. It is anticipated that these trees will be back to full health next year.

· The Committee is exploring possible conversion of the low voltage lights that illuminate selected landscaping elements to LED bulbs, which would have much longer lifetimes.

· The Committee expects that it will be necessary to spend all of the budgeted 2017 funds allocated to maintain community trees.

Financial report

Assistant Treasurer Ron Taylor provided updated expenditures against the approved budget, and projections to the end of the year. We are on target to finish the year just under budget, having effectively utilized almost all budgeted funds. The report as of 3 October 2017 is attached at the end of these minutes.

Our trash collection contractor Republic Services, has offered a lower price for its services if we sign up for a 60-month contract. Since we are generally pleased with the service after several years, the Board voted to have President Warren to accept the offer, and sign the long term contract.

Fairfax Water

Terry Marlow continues to be in contact with representatives of Fairfax Water Authority on the proposed update of the water distribution system.

Maintenance issues

Maintenance Advisor Terry Marlow reported on several items:

· He is monitoring the large concrete drainage structure at the northwest parking lot, which is showing cracks and erosion, for possible repairs needed.

· The Board approved minor repairs to a portion of brick sidewalk near the island.

· After discussion, the Board saw no need for a maintenance policy.

· The issue of possible tree thinning over the next few years was referred to the Landscaping Committee, which is charged with development of a multi- year tree maintenance plan.

· Jon Roop has agreed to work with Terry to address streetlight maintenance.

Other business

· A statement on community trees was offered for Board action. The statement, attached at the end of these minutes, was unanimously adopted by the Board.

· The annual meeting of the Homeowners Association is scheduled for Wednesday, December 13th. President Julie Warren will send a memo to the community in a week or two concerning possible nominations for open Board positions.

Homeowner concerns

A homeowner has raised a concern that a drainpipe taking roof rainwater to the street may have been blocked by root intrusion from a nearby community tree. The homeowner is having the area excavated and members of the Board will observe the process to determine if in fact a community tree root was the cause.

Next meeting

The Board will meet next on November 13 at 7pm, at 2027 Mayfair Mclean Court.

Adjournment

There being no more business, the meeting was adjourned at 8:50 pm.

Mayfair of McLean Landscaping Committee’s Community Tree Maintenance Policy and Procedure

September 9, 2017

Approved by the Landscaping Committee on August 29, 2017

Bethany S. Jones (chair)

A community tree is defined as follows:

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

Notes:

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

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

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

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

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

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

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

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

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

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

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

Mayfair of McLean Landscaping Committee

Audit of end unit trees

Bethany S. Jones, chair

· The identification of “community/street/common” trees associated with internal residences is not difficult. One single tree was planted by the developer in front of each home, on private land land fronting on Mayfair McLean Court. Care of these trees is provided by the MM HOA through the Landscaping Committee.

· The rest of the trees on the property (sycamores in the fish pond, hollies outside the wall, etc.) have always been considered common.

· The fourteen end properties may present unique legal configurations, given some creative plot definitions, but the tradition has been to consider all our large trees, even those technically on private land, as common trees and to provide care as the budget allows. And an examination of the trees near the end units shows that our original description of street trees associated with internal units generally holds up for end units as well. The development’s original design was to have the street circled by trees, and that is what we have. Seven additional trees were also planted near a few of the end units, as noted below.

· Here is a first pass at describing each of the fourteen end units:

Note: community = common = street

Shrubbery (crape myrtle, etc.) does not count as a tree.

2001 (Jones): one street tree in front; one additional tree near back stairs

2009 (Hamilton/Norman): no street tree in front; no additional trees near stairs

2011 (Marlow): one street tree in front; two additional trees near stairs

2016 (Ting): one street tree in front; no additional trees near stairs

2019 (Sirlin): one street tree in front; one additional tree near stairs

2025 (Mockoviak): one street tree in front; one additional tree near stairs

2026 (Guinot): one street tree in front; two additional trees near stairs

2031 (Ding): one street tree in front; no additional trees near stairs

2032 (Walton): one street tree in front; no additional trees near stairs

2033 (Kresse): one street tree in front; no additional trees near stairs

2041 (Coats): one street tree in front; no additional trees near stairs

2042 (Goldstein): one street tree in front; no additional trees near stairs

2043 (King): no street tree in front; no additional trees near stairs

2053 (Parakusam): no street tree in front; no additional trees near stairs

Board Statement Regarding Community Trees

For several years, and through the tenure of many Mayfair of McLean Association (MMC) boards, it has been the policy of Mayfair of McLean Association that the trees immediately in front of each house—mainly the Zelkovas—are considered community trees. Although these trees are located within the front gardens of individual homeowners, MMC has and will continue to monitor the health of these trees and remove and replace them as needed. The primary advantage of this policy is the consistent, attractive appearance of Mayfair of McLean Court, which supports all residents’ property values.

In June 2016, during a previous board’s tenure, one of these trees was determined to be dead and was removed—with the homeowners’ permission—from their front garden. The understanding at the time was that MMC would subsequently remove the stump and replace the tree. While the homeowners agreed at the time to having the tree removed, the same homeowners have since refused to allow the Association access to the property to remove the stump and plant a replacement tree.

The situation has created an impasse. In the interest of maintaining cordial relations with the homeowners, the current MMC board has decided to postpone removing the stump and replacing the tree. At the same time, the homeowners in question have been advised, and understand, that if and when they decide to sell their home, MMC will not provide a certificate of compliance until the Association is allowed on the property to remove the stump and replace the tree.

This situation does not set a precedent. In the future, if it becomes necessary to remove and replace a community tree from another homeowner’s property, the Association will carry out the removal and replacement in a timely fashion. The Association will communicate with the homeowners in an effort to coordinate a convenient time for this work to take place, but there will be no long-term postponements or exceptions to the established remove-and-replace policy.

MINUTES OF 15 NOVEMBER 2017 MEETING

MAYFAIR OF MCLEAN ASSOCIATION BOARD

Call to order

The meeting was called to order by President Julie Warren at 7 pm. It was noted that a meeting notice had been sent to all homeowners via e-mail on November 8th.

The following Board members were present at the meeting:

· Julie Warren, President

· Russel Jones, Secretary

· Harold Damelin, Vice President

· Terry Marlow

· Jon Roop

A quorum of Board members was present.

Other homeowner present:

Bethany Jones, Landscaping Committee Chair

Ron Taylor, Assistant Treasurer

John and Ramona Mockoviak

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

Financial report

Assistant Treasurer Ron Taylor provided updated expenditures against the approved budget, and projections to the end of the year. He also presented a proposed budget for 2018.

After discussion, the Board made a few adjustments for the proposed 2018 budget, and then voted to accept the revised version. The adopted version is attached to these minutes. The 2018 budget will be open for discussion at the annul meeting of the HOA.

Annual Meeting preparation

At the 2016 annual meeting of the Homeowners Association the Task Force for Alterative Funding reported on “alternative approaches to the periodic special assessments that the community has needed to address unanticipated major expenses over the years.” The Task Force recommended:

Each periodic reserve study should take into account all elements of our infrastructure, including hardscape and softscape such as landscape and trees
A line of credit should be arranged with a financial institution so that the HOA could borrow money for large, unplanned expenses if appropriate
The annual dues should be raise by $270 per household in order to build up the reserve budget in anticipation of major unplanned expenses
The Board should investigate adding property insurance to its current D&O and liability coverage

Action on the Task Force recommendations was tabled until the 2017 annual meeting pending a report on possible property insurance.

John and Ramona Mockoviak presented to the Board a proposed discussion for the annual meeting.

The Board decided that there would be no verbal reports from committees (Landscape and Design Review) at the annual meeting, but that brief written summary reports would be distributed for review, and that a period for discussion would be provided.

Updates on the Fairfax Water project and the Erin Naci debt will also be provided at the annual meeting.

Election will be held for two Board positions. Candidate information will be provided with the advance mailing of the agenda for the annual meeting.

Homeowner concerns

No homeowner concerns were raised.

Next meeting

The Board will meet next on December 13 immediately after the annual meeting adjourns to elect officers for 2018. The first meeting of the Board in 2018 will be set at that time.

Adjournment

There being no more business, the meeting was adjourned at 8:50 pm.

_______________________________________________________________________________MINUTES OF 4 DECEMBER 2017 MEETINGMAYFAIR OF MCLEAN ASSOCIATION BOARDCall to orderThe meeting was called to order by President Julie Warren at 7 pm. This meeting is a fin… — _______________________________________________________________________________
**MINUTES OF 4 DECEMBER 2017 MEETING**
**MAYFAIR OF MCLEAN ASSOCIATION BOARD**
**Call to order**
The meeting was called to order by President Julie Warren at 7 pm. This meeting is a final planning session for the annual meeting of the HOA.
The following Board members were present at the meeting:
· Julie Warren, President
· Russel Jones, Secretary
· Harold Damelin, Vice President
· Terry Marlow
· Jon Roop
A quorum of Board members was present.
Other homeowner present:
Bethany Jones, Landscaping Committee Chair
The reading of minutes of the November 15th meeting of the Board was waived by voice vote. The minutes were approved.
**Annual Meeting preparation**
*Fairfax Water Proposal –*
Since the last Board meeting, detailed draft documents concerning the granting of an easement for Fairfax Water to construct water main connections near the circle have been received and reviewed by Board members. Comments have been sent to Attorney Mark Friedlander, who is representing the Mayfair HOA in negotiations.
The Board decided to ask at the annual meeting that HOA homeowners give approval to the Board to proceed with negotiations and signing of an appropriate easement agreement. Mayfair HOA policies require a two-thirds vote by homeowners to grant an easement, and it is felt that the gathering of homeowners at the annual meeting was the best time to discuss and take action.
Board member Terry Marlow will present details of the proposal and its benefits to Mayfair of Mclean at the annual meeting.
*Task Force on Contingency Planning –*
At the 2016 annual meeting of the Mayfair HOA, a Task Force on Contingency Planning for Unforeseen Expenses briefly presented its findings and recommendations. A motion to adopt the recommendations was tabled to be considered at the 2017 annual HOA meeting, when information on an alternative of property damage insurance could be discussed.
John Mockoviak, a member of the Task Force, will make a full presentation of the report of the Task Force at the upcoming annual meeting, and a recommended path forward will be presented.
*Materials to be available at the annual meeting –*
Annual reports from the Landscaping Committee and the Design Review Committee will be available at the meeting. No presentations will be made, but discussion will be possible in the final Q&A session.
Assistant Treasurer Ron Taylor will present the proposed budget for 2018. The budget has been adopted by the HOA Board at its November 15 meeting, and the details previewed to homeowners with the distribution of the minutes of that meeting (also currently on the HOA web site).
*Election of HOA Board members –*
The HOA Board, consisting of five members, will have three vacancies to be filled by election at the 2017 annual meeting on December 13. Two positions are the normal rotation as current members complete their terms. One position has been created by the decision of current Board President Julie Warren to resign from the Board at the end of the annual meeting, due to work pressures at her full time job. Two of the positions will be for three-year terms, with one for a two-year term. Three candidates have been nominated to date: Jon Roop, John Mockoviak, and Bill Wilhoyte. Their resumes will be distributed with the advance agenda for the meeting, and will be available as a handout at the annual meeting.
**Next meeting**
The Board will meet next on December 13 immediately after the annual meeting adjourns to elect officers for 2018. The first meeting of the Board in 2018 will be set at that time.
**Adjournment**
There being no more business, the meeting was adjourned at 8:30 pm.
_____________________________________________________________________________________
**Meeting of 2018 HOA Board**
**Mayfair of McLean**
**December 13,2017**
At a brief meeting after the 2017 annual meeting of the Mayfair of McLean homeowners association, the following officers were elected for 2018:
President, John Mockoviak
Vice President, Harold Damelin
Board Member, Jon Roop
Board Member, Bill Wilhoyte
Secretary and Board Member, Russel Jones
Treasurer, Harriet Damelin
Assistant Treasurer, Ron Taylor
Fairfax Water Advisor, Terry Marlow
Maintenance Advisor, Jon Roop
Design Review Committee Chair, Harold Damelin
Landscape Committee Chair, Bethany Jones
Landscape Committee Liaison with Board, Bill Wilhoyte
Webmaster, Sing Lee

MINUTES OF 28 JANUARY 2017 MEETING

MAYFAIR OF MCLEAN ASSOCIATION BOARD

MINUTES OF 15 NOVEMBER 2017 MEETING

MAYFAIR OF MCLEAN ASSOCIATION BOARD

Mayfair of McLean Homeowners Association