MINUTES OF 22 JANUARY 2018 MEETING

MAYFAIR OF MCLEAN ASSOCIATION BOARD

Call to order

The meeting was called to order by President John Mockoviak at 7 pm. It was noted that a meeting notice had been sent to all homeowners via e-mail on December 27th.

The following Board members were present at the meeting:

·      John Mockoviak, President

·      Russel Jones, Secretary

·      Harold Damelin, Vice President (by phone)

·      Bill Wilhoyte

·      Jon Roop

A quorum of Board members was present.

Other homeowner present:

Bethany Jones, Landscaping Committee Chair

Ramona Mockoviak

The reading of minutes of the December 4th and December 18th meetings of the Board were waived by voice vote. The minutes were approved.

Fairfax Water

An agreement with Fairfax Water, negotiated by Mark Friedlander and Terry Marlow, has been signed. We will get 60 to 90 days notice about the scheduled start date – planned for 2018 Summer, when school is not in session so as to allow parking of our cars across the street. It is estimated that construction and repaving will take at least a week. A contract for repaving of our street, where Fairfax Water will cover a third of the cost, has also been signed. We have received a check from Fairfax Water to cover anticipated damage to landscaping at the two ends of the project.

Financial report

Assistant Treasurer Ron Taylor provided final expenditures against the approved 2017 budget. He also provided an updated budget for 2018. Total expenditures for 2017 were slightly under the approved budget. The 2018 budget (attached below) is based on the same homeowner dues level as for 2017.

During discussion of the updated 2018 budget, one Board member proposed that certain line items be reduced and that the funds released thereby be added to the reserve line.  It was noted that the budget as presented had the addition to reserve amount required by the five-year reserve review. The Board voted 3 to 2 to accept the presented revised version.

Maintenance of hardscape infrastructure

Over the past several years, Judy Williams managed required maintenance of our hardscape as well as our trees and landscape. With Judy gone, the newly formed Landscaping Committee has effectively assumed care and maintenance of our trees and landscaping. As the hardscape in our community ages and needs significant maintenance (e.g. street lamps and low voltage uplighting, brick wall and wood fence) we need to arrange for ongoing maintenance of the hardscape infrastructure.

Jon Roop has volunteered to serve as Maintenance Advisor, but he has told the Board that he is unable to serve as Maintenance Manager. The board will be exploring ways to have needed hardscape maintenance accomplished, and the development of a strategic plan for such maintenance.

Committee reports

·      The Alternative Funding Task Force has a new chair – Ramona Mockoviak – as Julie Warren has stepped aside due to increased activities at her work place. The Task Force is examining alternative approaches to special assessments, such as a line of credit or property damage insurance. It is aiming at having a draft report for review by this June.

·      Design Review Committee Chair Harold Damelin reported that the homeowners cited for problems in the last DRC review are generally getting into compliance. Only two houses remain with significant issues, and the DRC is working with their owners. In addition to its chair, the DRC members are Amy Kresse, Cheryl Wilhoyte, and Rich Martinez. Additional homeowner members would be welcomed.

·      Landscaping Committee Chair Bethany Jones reported on plans to move ahead with new contracts with Pro Grounds and SavA Tree. The Committee will meet next in February to make plans for the balance of 2018. Members of the committee are Carol King, Leslie Lee, and Bruce Louiselle. Additional homeowner members would be welcomed.

Homeowner concerns

Several homeowners raised significant complaints about a “party house” short-term rental of a community home over New Years Eve, involving many non-residents and cars milling about in a noisy gathering. The Board filed complaints with the realtor who made the rental, and with the non-resident owner of the property. The owner has responded by changing rental agency firms, and specifying that such short-term rentals are not to be made in the future.

The Board has been following developments on revisions proposed for the Fairfax County short-term rental regulations – which currently limit rentals to no less that 30 days, but allow Airbnb type rentals under certain limited rules. Proposals to date would keep the 30-day minimum for regular rentals, and would tighten up regulations for Airbnb type rentals. The Mayfair HOA Board is exploring appropriate means to limit rentals to no less than six months, and to totally exclude Airbnd type rentals.

Next meeting

The Board will meet next on Wednesday February 28. A notice to homeowners with the agenda and an invitation to participate will be sent out in advance of the meeting.

Adjournment

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

MINUTES OF 5 APRIL 2018 MEETING

MAYFAIR OF MCLEAN ASSOCIATION BOARD

Call to order

The meeting was called to order by President John Mockoviak at 7 pm. It was noted that a meeting notice had been sent to all homeowners via e-mail on March 12th.

The following Board members were present at the meeting:

·      John Mockoviak, President

·      William Wilhoyte

·      Russel Jones, Secretary

·      Harold Damelin, Vice President

A quorum of Board members was present.

Other homeowner present:

Bethany Jones, Landscaping Committee Chair

Ramona Mockoviak, Contingency Planning Task Force Chair

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

Hardscape Committee

Bill Wilhoyte, who has agreed to chair the new Hardscape Committee, presented a draft document “Structure and Responsibilities of the Hardscape Committee”. The committee is to manage the maintenance of all hardscape in the community, including major elements such as the brick wall, lighting systems, asphalt roadway, wooden fences, sprinkler system, etc. Board members provided comments on the draft, which will be updated for approval at the next Board meeting.

Bill is seeking members for this new committee.

The chairs of the three HOA committees – Landscape, Design Review, and Hardscape will meet soon to delineate and sort out possible overlap areas of responsibility. 

Committee reports

·      DRC Chair Harold Damelin reported that no new applications have been received since the last meeting of the committee. One homeowner has yet to respond to issues raised in the last inspection.

·      Landscaping Committee Chair Bethany Jones reported on the March 26 meeting of the committee. Action items are:

o   Preparation of a tree inventory of all Mayfair trees, noting location and when last treated/pruned, in preparation for multiple year planning.

o   Substantial winter damage has been inflicted on 25 holly trees along the perimeter wall. Kelp injection treatment is scheduled for all holly trees. The Landscaping Committee is monitoring recovery status.

o   A homeowner made a request for removal of a street tree on an adjacent property. The committee denied the request, after consulting with the owner of the adjacent property.

o   Bethany presented an updated budget showing expenditures to date and projected costs. She expects to complete the year just within the budget for trees, landscaping, snow removal, and repairs.

o   Fairfax Water has provided $5690 for repairs to landscaping after the water main pipe construction is completed this summer.

Strategic Planning

President John Mockoviak presented a draft of a strategic plan for the Mayfair of McLean HOA, for the years 2019-2023. The draft included an executive summary, mission statements, and the role of community volunteers. Yet to be developed are a community profile, goals and objectives of the three committees, and financial planning. Assignments were given to Board members for fleshing out the planning document.

The draft plan is to be completed by early fall for discussion by the community, with a final version to be presented at the annual meeting of the HOA for approval.

Project reports

·      The Fairfax water construction project to connect water mains below the circle and to repave the entire street is moving forward on schedule. It will begin after school is out, and be completed by August 31 so that parking in the school lot will be available as needed. Final contracts have been signed, and distributed to all Board members who may get questions from homeowners.

·      Ramona Mockoviak, chair of the Task Force to develop contingency plans for unforeseen expenses, reported on current status of their work. Recommendations being developed include:

o   Adding elements of hardscape maintenance to the reserve funding analysis (brick wall maintenance, drainage, tree replacement, sprinkler system, accent lighting system)

o   Providing a guideline for limiting the authority of the Board to pay for large unplanned expenses without a quorum of homeowners approving.

o   Establishment of a line of credit

o   Obtaining property insurance

Currently under study:

o   Raising annual dues for a special reserve fund

The committee will meet next in May, and hopes to have a final report ready for consideration of the Board at its June meeting.

Other items of business

·      The issue of renting houses in the development was tabled pending development of a new Fairfax County regulation on short-term rentals.

·      Homeowner concerns

o   President Mockoviak reported that he and Terry Marlow had visited Attorney Mark Friedlander, who has provided pro bono work on the Fairfax Water issue, to deliver gifts of thanks.

Next meeting

The Board will meet next on Wednesday, May 2nd. A notice to homeowners with the agenda and an invitation to participate will be sent out in advance of the meeting.

Adjournment

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

MINUTES OF 2 MAY 2018 MEETING

MAYFAIR OF MCLEAN ASSOCIATION BOARD

Call to order

The meeting was called to order by President John Mockoviak at 7 pm. It was noted that a meeting notice had been sent to all homeowners via e-mail on April 23rd.

The following Board members were present at the meeting:

·      John Mockoviak, President

·      Harold Damelin, Vice President

·      Russel Jones, Secretary

·      William Wilhoyte

A quorum of Board members was present.

Other homeowner present:

Bethany Jones, Landscaping Committee Chair

Ramona Mockoviak, Contingency Planning Task Force Chair

Terry Marlow, Fairfax Water Project Advisor

The reading of minutes of the April 5th meeting of the Board was waived by voice vote. The minutes were approved.

Hardscape Committee

Bill Wilhoyte, chair of the new Hardscape Committee, presented a final draft document “Structure and Responsibilities of the Hardscape Committee”. Having previously reviewed an earlier draft and provided suggestions, which were implemented in this final draft, the Board voted unanimously to accept this final draft for implementation. A copy of the official charter document is attached to these minutes, and is posted on the HOA web site.

Bill is seeking members for this new committee.

Committee reports

·      DRC Chair Harold Damelin reported that the committee plans to meet on May 15 to plan this year’s activities.

The chairs of the three HOA committees – Landscape, Design Review, and Hardscape have met to delineate and sort out possible overlap areas of responsibility, and they plan a joint walk-around to clarify any issues. 

·      Landscaping Committee Chair Bethany Jones reported on activities of the Committee:

o   A tree inventory of all Mayfair trees, noting location and when last treated/pruned is underway. The Committee is aiming for a multi-year plan with cost estimates.

o   With tree maintenance getting under control, the Committee next plans to do a similar study/plan for landscaping (shrubs, ground cover, etc.)

o   Substantial winter damage has been inflicted on 25 holly trees along the perimeter wall. Kelp injection treatment to promote recovery for all holly trees has been made. The Landscaping Committee is monitoring recovery status.

·      Assistant Treasurer Ron Taylor provided a report on expenditures to date against the 2018 budget, through April 10th. Approximately 21% of the approved total budget of $82,823 has been expended to date, indicating that our finances are in good shape.

Strategic Planning

President John Mockoviak has presented a draft of a strategic plan for the Mayfair of McLean HOA, for the years 2019-2023.  In discussion, it was suggested that two areas be added – how to build a sense of community among our homeowners, in order to get more of them involved in the operations of the HOA, and how to enhance the HOA web site to make it more useful and attractive to homeowners.

The draft plan is to be completed within about two months for discussion by the community, with a final version to be presented at the annual meeting of the HOA for approval.

Project reports

·      Terry Marlow reported that the Fairfax water construction project to connect water mains below the circle and to repave the entire street is proceeding, with construction expected to start in mid-June. Water main construction will take about one week, with street paving to follow. Arrangements will be made with Longfellow School to allow our residents to park in the school lot during the construction and repaving times as necessary. If possible, repaving will be scheduled for a time when school summer activities are minimal, such as on a weekend. The project will be completed before the new school year begins.

·      Ramona Mockoviak, chair of the Task Force to develop contingency plans for unforeseen expenses, reported on current status of its work. Currently insurance options for combined coverage of three types of insurance – liability, directors and officers, and property damage --are being explored.

The committee will meet next on May 24, and hopes to have a final report ready for consideration of the Board at its June meeting.

Other items of business

·      Homeowner concerns

No concerns have been presented.

Next meeting

The Board will meet next on Wednesday, June 13th. A notice to homeowners with the agenda and an invitation to participate will be sent out in advance of the meeting.

Adjournment

There being no more business, the meeting was adjourned at 8:30 pm.

Structure and Responsibilities of the Hardscape Committee

WHEREAS, pursuant to Section 6.3 of the Bylaws, “…committees not having and exercising the authority of the Board of Directors in the management of the affairs of the Association may be designated by a resolution adopted by the Board of Directors, to perform such duties and to have such powers as may be provided in the resolution.”

WHEREAS, Article IV, Section v of the Bylaws provides that the Board of Directors has a power “To establish and enforce rules and regulations for the use of the Common Area…”

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

WHEREAS, the Board would like to establish the Hardscape committee to assist the Board in reviewing and addressing issues re: the following areas within the Association,

·       Asphalt Roadway, Curbs, Curb painting

·       Brick Exterior Wall and Stone Walkways

·       Entrance Brick Structure and Signage

·       Lighting Systems

·       Wooden Exterior Fences

·       Drainage Systems

·       Sprinkler Systems

·       Trash Disposal

·       Mailboxes

·       Concrete Table/Benches

·       Control Systems

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

I.    DUTIES: The primary responsibility of the Hardscape Committee is to advise and assist the Board of Directors in reviewing issues affecting the use and enjoyment of the commonly owned areas noted above and implement Board Hardscape Decisions. Such issues may be identified by the Board or by the Committee itself. In fulfilling its duty, the Committee shall perform functions that include, but are not necessarily limited to, the following:

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

B.    Providing the Board of Directors with input regarding the hardscape items during the preparation of the annual budget. And posted on the HOA website.

C.    Providing the Board of Directors with recommendations regarding Rules and Regulations pertaining to the maintenance of hardscape features.

 
D.    Advising and assisting the Board on preserving and enhancing the aesthetic appeal of the hardscape features and encouraging a high level of maintenance of the Association’s physical assets.

E.    Overseeing and regularly consulting with, the hardscape contractors.

F.    Periodically assessing the condition of hardscape features identified above

G.     Submitting recommendations to the Board for extraordinary feature needs,

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

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

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

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

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

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

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

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

B.   Copies of all documents that the Committee reviews or generates shall be placed in the permanent records of the Committee. Such copies will also be maintained and distributed electronically to all homeowners.

This Resolution was adopted the 2nd day of May 2018, by the HOA Board of Directors.

MINUTES OF 13 JUNE 2018 MEETING

MAYFAIR OF MCLEAN ASSOCIATION BOARD

Call to order

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

The following Board members were present at the meeting:

·      John Mockoviak, President

·      Harold Damelin, Vice President

·      Russel Jones, Secretary

·      William Wilhoyte

·      Jon Roop

A quorum of Board members was present.

Other homeowners present:

Bethany Jones, Landscaping Committee Chair

Ramona Mockoviak, Contingency Planning Task Force Chair

 The reading of minutes of the May 2nd meeting of the Board was waived by voice vote. The minutes were approved.

 Strategic Plan Development

The drafting of a strategic plan for Mayfair of Mclean, covering five years from 2019 to 2023, is continuing. New draft elements for the following areas were received and reviewed:

o   Brief history of Mayfair of McLean

o   Building a sense of community

o   Role of Mayfair of McLean Web Site

o   Landscaping Committee Strategic Plan

The draft plan is to be completed within about two months for discussion by the Board, with a final version to be distributed to homeowners by 1 November 2018 and presented at the annual meeting of the HOA for approval.

  Committee reports

·      DRC Chair Harold Damelin reported that the committee met on May 15 to plan this year’s activities. Issues to be addressed:

o   Input to the Strategic Plan

o   Updating the Design Review Guidelines

o   Scheduling of the annual round of home reviews

One case from last year’s review continues to be discussed with the homeowner.

A member of the Design Review Committee, Cheryl Wilhoyte, has resigned due to increased workload in her professional position. Chairman Damelin is seeking a replacement. The Board thanks Cheryl for her contribution to the community.

 ·      Landscaping Committee Chair Bethany Jones reported on activities of the Committee, which met on May 21:

o   Members of the Committee were invited to do a walk-around with Pro Grounds personnel, reviewing all trees for possible attention needed due to squirrel bridges, overhanging branches, etc.

o   The inventory of all trees, with history and future plans for treatment, is now being implemented

o   The flower beds at the entrance have been enhanced

o   Lawn treatment will be done by Pro Grounds this year

o   The issue of damage being done by roots of community trees is being discussed, in conjunction with the Design review Committee

o   A stone pathway is to be laid in a soggy area between 2031 and 2032 MMC

o   Budget assumptions looking several years out has been drafted as input to the HOA strategic plan

o   A homeowner has expressed concern about the branches of two street trees that are invading each other’s space, but has not yet approached the Landscaping Committee for resolution.

 ·      Hardscape Committee chair Bill Wilhoyte reported on startup of this new committee:

o   Proposed members of the committee are Scott Sirlin and Joelle Van Over; the Board approved this membership

o   The committee plans to hold its first meeting in July

§  Review and prioritization of hardscape needs will be discussed

§  Discussion of funding needs, given that there are no specific funds designated for hardscape in the 2018 budget

o   A walk-around has identified several current problems, such as blockage of a rear drainage system and two entrance wall issues

Project reports

·      John Mockoviak provided a report on behalf of Terry Marlow, that   the Fairfax water construction project to connect water mains below the circle and to repave the entire street is proceeding:

o   The project is scheduled to begin on June 18, with construction inside the development expected to take about a week

o   Repaving of the entire street will be done after completion of the water main work sometime in mid- to late-July.

§  John Mockoviak is negotiating with Longfellow School to arrange parking in its lot for Mayfair residents during the repaving process.

·      Ramona Mockoviak, chair of the Task Force to develop contingency plans for unforeseen expenses, presented a final report for Board consideration. The full report is attached at the end of these minutes. The Board accepted the report with thanks to the Task Force for it’s work

Several recommendations in the report were identified for action at this time, with others to be taken to the Annual meeting of the HOA in December.

o   Noting that our current liability insurance policy expires on July 1, the Board decided to move forward with rebidding the insurance package now, in the shape recommended by the Task Force.

§  The current policy covers only liability, at an annual premium of

$ 1783. By rebidding with a package of three policies – liability plus an umbrella policy and property damage coverage, the total annual cost is reduced to $974.

§  The Board authorized President Mockoviak to proceed with the lower cost combination of three policies.

o   Agreeing with the items identified for addition to the reserve funding analysis, the Board appointed a Reserve Study Task Force to develop an expanded list of items to be included and an approach to revising the schedule and projected costs: Ron Taylor, Bruce Louiselle, Bill Wilhoyte and John Mockoviak.

o   Agreeing that reserve account funds should be kept in a second bank account, the Board authorized the opening of such an account and the transfer of current reserve funds to it for additional transparency and delineation of reserve funds from annual operating funds.

Other items of business

·      Discussion on the HOA Web Site was postponed until the next meeting of the Board.

·      Homeowner concerns

No concerns have been presented.

Next meeting

The Board will meet next on Wednesday, July 18th. A notice to homeowners with the agenda and an invitation to participate will be sent out in advance of the meeting.

Adjournment

There being no more business, the meeting was adjourned at 9:00pm.

Mayfair of McLean Task Force Status Report

Contingency Planning for Unforeseen Expenses

June 2018

Recommendations to the Board:

 I.      Add the following elements to the next reserve funding analysis:

•      Brick Wall Maintenance

•      Drainage

•      Landscaping

•     Sprinkler System

•     Accent Lighting System

II.    Board should be limited in its authority to pay for large, un-budgeted expenses or incur such liability by its decision without the approval of a majority of homeowners represented at the meeting.  Recommend that limit should be $10,000 per incident.

 III.  Establish a line of credit with our primary bank (Wells Fargo). This line is only available for un-budgeted expenses approved by a majority of homeowners represented at the meeting, as indicated in recommendation # 2 above. The Board will adopt a specific repayment plan prior to its utilization of any part of the line of credit.

 IV.   Obtain property insurance in addition to the existing liability and D&O coverage.

 V.     Establish a new task force to update the “Funding Reserve Analysis” with the additional elements contained in recommendation one (I.) above.  The updated analysis should be completed by end of the third quarter 2018, then reviewed by the Board and presented at the Annual HOA meeting in December. 

 VI.   It is recommended that the Board open a separate account for all Reserve Funds at Wells Fargo (our current bank).

 MINUTES OF 18 JULY 2018 MEETING

MAYFAIR OF MCLEAN ASSOCIATION BOARD

Call to order

The meeting was called to order by President John Mockoviak at 7 pm. It was noted that a meeting notice had been sent to all homeowners via e-mail on July 6th.

The following Board members were present at the meeting:

·      John Mockoviak, President

·      Harold Damelin, Vice President

·      Russel Jones, Secretary

A quorum of Board members was present.

Other homeowners present:

Bethany Jones, Landscaping Committee Chair

Ramona Mockoviak, Contingency Planning Task Force Chair

Scott Sirlin, Homeowner

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

Financial Report

The second quarter financial report for the HOA was reviewed (a full copy is attached to these minutes). Total operating expense to 7/10/18 was $31,861, well within half of the full year 2018 budget of $82,823. All accounts lines are well within their budgets.

The Board approved the report, with thanks to Ron Taylor, Assistant Treasurer, for its preparation.

McLean Citizens Association Report

Russel Jones, a recently elected member of the MCA Board, reported on its July 11th meeting. Topics of interest included:

·      Tax assessments vs. market values

·      Seat belts for school busses, and school safety discussions

·      Rebuilding of GW Parkway, and possible expansion of 495 bridge

·      McLean Central Business District study

·      Renovation of McLean Community Center

Committee reports

·      DRC Chair Harold Damelin presented a draft DRC section of the HOA strategic plan currently under development.

One matter from last year’s review continues to be discussed with the homeowner. One new application for an exterior building change has been received, and is under review.

The DRC has recently lost two of its members, one due to a work related resignation and one due to moving from the community. New members are being sought. Since the DRC needs three members to be duly constituted, until permanent members are added Harriet Damelin was approved as an interim member. 

·      Landscaping Committee Chair Bethany Jones presented a five-year plan for tree and landscaping maintenance, holding the expense budget at 2018 approved levels over that period. Plans for trees include maintenance shaping of street trees, pruning/removal/planting on a rotating basis, and feeding and protection service. Landscaping plans include refurbishing the island, the entrance and perimeter beds, and gardens between end-units.

Other issues discussed: periodic rebidding of contracts for landscaping and trees; how to address inflation in future year budgets; and whether we have a responsibility to remove snow from exterior sidewalks along Westmoreland and Kirby.

·      Hardscape Committee chair Bill Wilhoyte was not present and there was no committee report.

Project reports

·      John Mockoviak provided a report on behalf of Terry Marlow, that the Fairfax water construction project to connect water mains below the circle and to repave the entire street is proceeding.  Construction should be completed by the end of July, with repaving of the street to be scheduled for August.

·      Ramona Mockoviak, chair of the Task Force to develop contingency plans for unforeseen expenses, noted that a spreadsheet updating the 2015 Five Year Study has been prepared for discussion, including budget impacts.

Other items of business

·      Discussion of renewal of Directors and officers insurance centered on how to assure that all officers are covered.

·      Policies and procedures are needed on who has the authority to make contractual commitments, and who has the authority to relate to venders.

·      Discussion on the HOA Web Site concluded that it was a valuable resource as currently configured, and that it should continue to be updated with new HOA documents and reports.

·      Homeowner concerns:

o   A homeowner who has been in discussion with the DRC on a large community tree that apparently has caused root damage to his sidewalk asked for clarity from the Board on resolution of any cost sharing for repairs.

Next meeting

The Board will meet next on Wednesday, August 22nd. A notice to homeowners with the agenda and an invitation to participate will be sent out in advance of the meeting.

Adjournment

There being no more business, the meeting was adjourned at 9:00pm.

MINUTES OF 22 AUGUST 2018 MEETING

MAYFAIR OF MCLEAN ASSOCIATION BOARD

Call to order

The meeting was called to order by President John Mockoviak at 7 pm. It was noted that a meeting notice had been sent to all homeowners via e-mail on August 9th.

The following Board members were present at the meeting:

·      John Mockoviak, President

·      Harold Damelin, Vice President

·      Russel Jones, Secretary

·      William Wilhoyte

A quorum of Board members was present.

Other homeowners present:

Bethany Jones, Landscaping Committee Chair

Ramona Mockoviak, Contingency Planning Task Force Chair

Bruce Louiselle

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

Project reports

·      Reserve Funding

Bruce Louiselle reported on the integration of additional items into the five year plan for reserve funding. These new items are brick wall maintenance, drainage, tree replacement, sprinkler system, and accent lighting. The 2015 reserve study requires $8100 per year to be added to the reserve account. The new items will require an additional $4625 per year to be added to the reserve account. Bruce proposed that the annual dues for homeowners be increased by $125 per year starting in 2019 to meet these maintenance funding requirements. Spreadsheets are attached at the end of these minutes.

·      Fairfax Water project

John Mockoviak reported on the completion of the Fairfax Water project to connect our water distribution system to the main distribution system in order to get better quality water from continuous flow. That project is completed. The repaving of our street after the water project has also been completed, through a contract with Berry Construction. Fairfax Water provided one-third of the cost of repaving, saving significant funds from the repaving scheduled under the five year maintenance plan. Some additional cleanup and maintenance issues remain to be completed by both Fairfax Water and berry Paving Company.

·      Short-term rentals.

Russel Jones reported that after lengthy study, the Fairfax County Supervisors have passed new zoning rules to allow short-term rentals. Effective 1 October 2018, owners of townhouses will be permitted to allow Airbnb type rentals for up to 60 days per calendar year. The new regulations do not bar community associations from prohibiting such short-term rentals. The Board discussed introducing a restriction in the Mayfair of McLean Covenants to prohibit any Airbnb type rentals, and to limit all rentals to those at least six months in duration. Such a change in our Covenants will be fully discussed with homeowners prior to any proposed change.

·      Five year plan

John Mockoviak distributed a full draft of the plan, which is being prepared for homeowner review and approval at the 2018 annual meeting, Board members will review and suggest any appropriate revisions within the next two weeks.

Committee reports

·      DRC Chair Harold Damelin reported that Rick Jensen has agreed to serve as a regular member of the Design Review Committee, replacing interim member Harriet Damelin. The Board approved.

One new application, for change in color of a front door, was approved by the DRC.  The committee plans a walk-around in September to check on homeowner compliance with the Design Review Guidelines.

·      Landscaping Committee Chair Bethany Jones reported on several developments:

o   A first round of tree pruning will proceed shortly, based on priorities established by the committee.  A second round will proceed later in the Fall, using funds remaining in the Landscaping budget.

o   Replanting of the flowerbeds at the front entrance is underway.

o   The Sycamore trees in the pond area, and one in the island, are infected with Anthracnose. The committee has decided to treat only the one in the island at this time, given that replacing the several trees in the pond area with new tree planting is eventually inevitable. Condition of the five trees in the pond area will be evaluated in the spring to determine the appropriate course of action.

Bethany’s two-year term as chair of the Landscaping Committee will end at the 2018 HOA annual meeting. A volunteer to take over the leadership of that committee is being sought.

·      Hardscape Committee chair Bill Wilhoyte reported that the first meeting of this new committee will be held on September 6th. Priority items for discussion include:

o   To explore brick wall cleaning options and wall maintenance projects

o   Consider changing street lamps to LED bulbs

o   Improve drainage in two locations

Other items of business

·      Homeowner concerns:

o   A homeowner expressed concern about discoloration in the brick wall. Bill Wilhoyte responded that plans were underway for washing.

o   A homeowner expressed concern about the garden patch in front of a home, noting that it was overgrown and not well tended. Harold Damelin indicated that the Design Review Committee will review the situation as part of its September walk-around.

o   A homeowner asked for permission to remove a large tree near his house at his expense. Since the tree is not a “street tree” and is in a congested area between end units, the Landscaping Committee voted to allow the removal, using our regular tree maintenance contractor.

Next meeting

The Board will meet next on Wednesday, September 26th. A notice to homeowners with the agenda and an invitation to participate will be sent out in advance of the meeting.

Adjournment

There being no more business, the meeting was adjourned at 9:10pm.

MINUTES OF 26 SEPTEMBER 2018 MEETING

MAYFAIR OF MCLEAN ASSOCIATION BOARD 

Call to order

The meeting was called to order by President John Mockoviak at 7 pm. It was noted that a meeting notice had been sent to all homeowners via e-mail on September 11th..

The following Board members were present at the meeting:

·      John Mockoviak, President

·      Harold Damelin, Vice President

·      Russel Jones, Secretary

·      William Wilhoyte

·      Jon Roop

A quorum of Board members was present.

Other homeowners present:

Bethany Jones, Landscaping Committee Chair

Ramona Mockoviak, Contingency Planning Task Force Chair

The reading of minutes of the August 22nd meeting of the Board was waived by voice vote. The minutes were approved.

Project reports

·      Fairfax Water project

 John Mockoviak reported on the completion of the Fairfax Water project to connect our water distribution system to the main distribution system in order to get better quality water from the installation of a second pipeline and two new water mains.  That project is completed, with only a punch list of cleanup to be done.

·      Short-term rentals.

The Fairfax County Supervisors have passed new zoning rules to allow short-term rentals. Effective 1 October 2018, owners of townhouses will be permitted to allow Airbnb type rentals for up to 60 days per calendar year. The new regulations do not bar community associations from prohibiting such short-term rentals. The Board discussed introducing a restriction in the Mayfair of McLean Covenants to prohibit any Airbnb type rentals, and to limit all rentals to those at least six months in duration.  A memo describing the possibility of revising our Covenants (requiring a 75% approval by homeowners) will be drafted by Harold Damelin and sent to homeowners, polling their preference on any such limitation.

·      Contract review and approval process

The Board discussed implementation of a process to approve routine contracts, such as landscaping, trash removal, snow removal, tree maintenance, and insurance. It was agreed that for major contracts, the appropriate committee should recommend and the Board approve. Issues of routine rebidding and multiple bids were discussed. John Mockoviak will prepare a draft approach for review at the next Board meeting.

·      Five year plan

John Mockoviak distributed a revised full draft of the plan, which is being prepared for homeowner review and approval at the 2018 annual meeting, Board members will review and suggest any appropriate revisions within the next two weeks.

 Committee reports

 DRC Chair Harold Damelin reported that an initial walk-around inspection by the committee has been done, covering the fronts and backs of all townhomes. The overall condition is good, with issues raised with a few homeowners. Power washing of driveways, walks and stairs is needed at several homes.  The DRC will explore obtaining a community discounted rate at homeowners expense for power washing of stairs and driveways.

The DRC is working with one homeowner about root damage to a sidewalk. One new application has been received, re a drainage issue, and is being reviewed by the DRC.

 ·      Landscaping Committee Chair Bethany Jones reported on several developments:

o   Pro Grounds has completed a major removal of deadfall from all trees, and has pruned several to remove squirrel bridges, under their regular contract.

o   An overall tree maintenance plan has been developed by the committee, for implementation in October. This includes pruning and shaping of many community trees, removal of several dead trees, and planting several new trees to replace some of the removed trees to screen the interface with Westmoreland Square.

o   Entrance flowers are to be added, with some annuals and some perennials.

o   The committee work is staying within its approved budgets.

 ·      Hardscape Committee chair Bill Wilhoyte reported that the first meeting of this new committee was held on September 6th. Priority items for maintenance include:

o   Masonry issues

§  Entrance

§  Brick walls

o   Electrical issues

§  Adjust sensors for better timing

§  Consider upgrading street lamps to LEDs, after the supply of current replacement bulbs is used

o   Drainage issues

§  Near 2011 and 2016

 Bids have been obtained for high priority maintenance items:

o   Entrance walls ($3450 to power wash and repoint)

o   Upgrade drainage and repair surrounding areas near 2011 and 2016

($3570 for stone work and grading and sod)

o   Remove discoloration on brick walls and caps (Pressure wash precast caps and brick walls $2950)

It was moved and seconded that $9,970 for these projects would be provided by part of the savings from funds furnished by Fairfax County Water Authority and from the expense under-run from milling and paving of the street.  Approved by a vote of 4 ayes, one nay.

Annual Meeting planning

The annual meeting of HOA homeowners will be held at 7pm on December 12th at the Longfellow School Library. The Board reviewed a draft agenda, and commented on suggested changes.

 Other items of business

·      Homeowner concerns:

o   A homeowner expressed concern about water damage in and around the drainage pond. It is an ugly mud area where it is impossible to grow grass due both to excessive shade and water drainage problems.  It was noted that the five sycamores will likely have to be taken down soon, so it is important that the board and its committees take a comprehensive approach to improving the aesthetics of the area in order to maintain community property values.

Next meeting

The Board will meet next on Monday, October 29th.. A notice to homeowners with the agenda and an invitation to participate will be sent out in advance of the meeting.

Adjournment

There being no more business, the meeting was adjourned at 9:19pm.

 MINUTES OF 29 OCTOBER 2018 MEETING

MAYFAIR OF MCLEAN ASSOCIATION BOARD 

Call to order

The meeting was called to order by President John Mockoviak at 7 pm. It was noted that a meeting notice had been sent to all homeowners via e-mail on October 14th.

The following Board members were present at the meeting:

·      John Mockoviak, President

·      Harold Damelin, Vice President

·      Russel Jones, Secretary

·      William Wilhoyte

A quorum of Board members was present.

Other homeowners present:

Bethany Jones, Landscaping Committee Chair

Ramona Mockoviak, Contingency Planning Task Force Chair

The reading of minutes of the September 26th meeting of the Board was waived by voice vote. The minutes were approved.

Project reports

·      Short-term rentals – Given majority support by responding homeowners to a proposal to add a rule on short-term rentals to the Association Covenants, the Board will develop a specific proposal and then seek legal advice on the preparation of an appropriate document to be submitted for homeowner approval.

·      Contract review and approval process – The Board adopted a resolution on the process for approval of financial commitments. Committees are to submit proposed expenditures and/or contracts in excess of $2000 to the HOA Board for review and approval prior to payment by the Treasurer.

·      Five year plan – A comprehensive five-year plan for Mayfair of McLean has been developed by the Board. It will be mailed to all homeowners in hard copy this week. It includes a new approach to HOA finances, which the homeowners will be asked to approve at the annual meeting of the Association on December 12, 2018.

·      Contingency Planning Task Force – The Board voted unanimously to adopt the following recommendations of the Task Force:

o   Limit the authority of the Board for unbudgeted expenses or liability to $10,000

o   Establish a line of credit with our primary bank

o   Open a separate bank account for Reserve funds

Committee reports

·      Design Review Committee - DRC Chair Harold Damelin reported on several developments:

o   A walkway damaged by tree roots has been repaired

o   Two proposals from a homeowner, one on drainage and one on deck expansion, have been approved by the DRC.

o   A dead tree on one property will be replaced by the homeowner

o   A new application for construction of a stacked stone landscape border is under consideration

·      Landscaping Committee – Chair Bethany Jones reported:

o   The major tree maintenance and pruning project, based on homeowner requests and committee evaluations, will be started by Sav-A-Tree on November 8, and should be completed within a few days.

o   It was noted that a maple tree in the pond area appears to be dead, and will be evaluated by an arborist for possible removal.

o   2018 expenditures for landscaping and tree maintenance are planned to come in just under the approved budget.

·      Hardscape Committee chair Bill Wilhoyte reported:

o   Two drainage projects, near 2011 and 2016 have been completed, and have been observed to be working well

o   Masonry work on the entrance and along Westmoreland has been largely completed, except for some mortar joint repairs

o   Small area of discoloration on the Kirby wall is yet to be treated

o   The committee is arranging for repair of the sensor that controls street lights, for better accuracy

o   The committee is also working on repair of the water gauge, and on maintenance of the uplight system 

Annual Meeting planning

·      The final agenda for the December 12 annual meeting of homeowners will be sent out to homeowners well in advance of the meeting.

·      The Secretary will send to all homeowners a call for nominations for an open Board position, and a call for proxies from homeowners unable to attend the meeting

·      Given the detailed coverage of committee activities in the Five Year Plan, only short verbal summaries will be provided by committee chairs.

Other items of business

·      Executive Session – The Board convened a brief Executive Session to discuss a personnel matter.

·      Homeowner concerns – None were reported

Next meeting

The Board will meet next on Monday, November 26th. A notice to homeowners with the agenda and an invitation to participate will be sent out in advance of the meeting.

Adjournment

There being no more business, the meeting was adjourned at 9:00pm.

MINUTES OF 26 NOVEMBER 2018 MEETING

MAYFAIR OF MCLEAN ASSOCIATION BOARD 

Call to order

The meeting was called to order by President John Mockoviak at 7 pm. It was noted that a meeting notice had been sent to all homeowners via e-mail on November14th.

The following Board members were present at the meeting:

·      John Mockoviak, President

·      Harold Damelin, Vice President

·      Russel Jones, Secretary

·      William Wilhoyte

·      Bruce Louiselle

A quorum of Board members was present.

Other homeowners present:

Bethany Jones, Landscaping Committee Chair

Ramona Mockoviak, Contingency Planning Task Force Chair

The reading of minutes of the October 29th meeting of the Board was waived by voice vote. The minutes were approved.  

2019 Budget

Assistant Treasurer Ron Taylor presented a proposed operating budget for 2019. He noted that no dues increase was involved, and that at steady state the amount needed to fully fund the Reserve will be $7501 annually. The proposed budget, and comparisons with the 2018 budget and 2018 expenditures to date, is attached to these minutes.

The Board voted unanimously to adopt the 2019 budget as presented.

 Board Vacancy

Due to increased work commitments, Jon Roop has resigned from the Board, effective immediately. A replacement to fill out the unexpired term is to be made by the Board, according to the Bylaws. A nomination of Bruce Louiselle to fill the unexpired term was made. The Board voted unanimously to appoint Bruce Louiselle to fill this unexpired term, which runs to the end of 2020.

 Committee reports

·      Design Review Committee - DRC Chair Harold Damelin reported that the past month has been quiet, with no new actions by the Committee. 

·      Landscaping Committee – Chair Bethany Jones reported:

o   The major annual pruning of all community trees needing pruning has been done, including responses to homeowners requesting specific work on nearby trees. There have been no complaints from homeowners about the work done.

o   Dominion Energy will have its tree experts prune HOA trees that have grown too close to high voltage wires, at no cost to the HOA.

o   Plantings at the entrance have been done. They will look better in the spring as they settle in.

o   The annual contract for comprehensive landscaping work by Pro Grounds is up for renewal. The proposal is for work identical to this year, and at a slightly lower cost, saving $2910. The Board voted unanimously to renew the contract as presented.

 ·      Hardscape Committee chair Bill Wilhoyte reported:

o   Drainage upgrades near 2011 and 2016 have been completed and are working well.

o   Work is being planned for repair of the accent light sand up-lights around the community.

o   The Committee is currently doing planning for the upcoming year.

Annual Meeting planning

·      Several details about the upcoming annual meeting of homeowners were discussed:

o   It will be reported at all items recommended by the Contingency Planning Task Force have been accomplished.

o   Bruce Louiselle will present the updated Reserve Analysis plan. He will note that a dues increase of $125 per property may be needed in the 2020 budget to implement the plan.

o   The Board has approved the 2019 budget, so no vote at the annual meeting is required.

o   The comprehensive Five Year Plan recently distributed to all homeowners in hard copy will be reviewed briefly at the meeting.

o   A written ballot will be prepared for election of the Board member to replace a retiring member, in case it is needed.

Other items of business

·      Short term rental policy.

o   Based on feedback from homeowners in a poll requested by the Board, the Board voted unanimously to set the limit for short term rentals at six months or more.

o   The Covenants need to be amended to effect this policy. This will require the approval of 75% of the homeowners. Former resident and attorney Mark Friedlander has agreed to assist the board in the process of amending the Covenants, pro bono.

·      Homeowner concerns – Two homeowners complained that packages delivered by USPS were being left in front of garage doors, leaving them susceptible to theft. A member of the Board will contact appropriate USPS management to get the problem corrected.

Next meeting

The Board will meet next right after the Annual Meeting on December 12 to elect officers and to set the date for the first regular meeting of the new year.

Adjournment

There being no more business, the meeting was adjourned at 9:00pm.

 Mayfair of McLean Association Board Meeting Minutes - Dec. 12, 2018 

Call to Order

MMC Board President John Mockoviak called the meeting to order at 8:50 pm, shortly after the 2018 Annual Homeowners Meeting. 

Once a quorum was confirmed, board members elected the 2019 slate of officers: 

President John Mockoviak 

Vice President Harold Damelin 

Secretary and Board Member Julie Warren 

Board Member Bruce Louiselle 

Board Member Bill Wilhoyte 

Treasurer Harriet Damelin 

Assistant Treasurer Ron Taylor 

Confirmation of quorum and selection of officers 

The board also confirmed the following 2019 committee chairs: 

Design Review Committee Harold Damelin 

Hardscape Committee Bill Wilhoyte 

Landscape Committee Ramona Mockoviak 

Webmaster Sing Lee 

Committee chairs 

The board determined that while board meetings will be scheduled at specific and regular intervals throughout the year, meetings will not necessarily occur every month. Homeowners will be notified in plenty of time to plan to attend each board meeting. 

The next board meeting is scheduled for Feb. 5 at 10 am at 2025—John Mockoviak’s house. 

Next board meeting and other business 

The meeting was adjourned at 9:40 pm.