Mayfair of McLean Association
2021 Annual Meeting Minutes • December 15, 2021
Call to Order, Attendance, and Confirmation of a Quorum
Board President John Mockoviak called the meeting to order shortly after 7 p.m. EST. Board Secretary Julie Warren confirmed that notice of this meeting was sent via email to all homeowners on November 15 along with several subsequent reminders via email and phone, as well as in person. Attendance at the meeting was substantial. Thirty-two households were represented, which constituted a quorum. “This is one of the best turnouts we’ve ever had,” Pres. Mockoviak noted.
A motion to waive reading the 2020 Annual Meeting minutes was seconded and unanimously approved. A motion to approve the 2020 Annual Meeting minutes also was seconded and unanimously approved. The 2020 Annual Meeting minutes are available on Mayfair of McLean’s website.
2021 Community Volunteers (Slide 3)
President Mockoviak thanked Mayfair’s volunteers for contributing their time and effort to conduct the community’s business and maintain its appearance and condition over the last year. “All of the board members, officers, and committee members have done an outstanding job,” Mockoviak says. “A lot of time goes into preparing for these meetings.”
2021 Committee Highlights
Each Committee chair provided a brief report on 2021 accomplishments and their committee’s goals for the coming year. “The watchword in 2022 is ‘pristine.’ ” says Pres. Mockoviak. “In March, members of the committees will meet to see how we can make sure we’re pooling all of our resources to accomplish what we consider is important to make our community as pristine as possible.” The following highlights important community issues that were addressed in 2021 and what needs will be addressed in 2022.
• Design Review Committee (Slide 4) – Chair Mary Ann Cole thanked fellow committee members Rich Martinez and Rick Jensen for their expertise, support, and assistance. “They were especially helpful since this was my first year on the committee,” Cole says. The committee’s 2021 activities included:
Reviewed and approved applications for exterior projects from several homeowners, including window replacement, chimney work, bay window replacement, patio renovation, gutter work, and a dry stack wall.
Reviewed and approved four requests for Disclosure Packets related to home sales or refinancing in the community.
Amended the Design Guidelines for Barbeque Grills (G.6.) to include language related to fire pits and patio heaters.
In response to a 2020 Virginia law about solar panels in community associations, added language to the Design Guidelines about solar panels (G.38.) in Mayfair of McLean. All guidelines are available on the Mayfair of McLean website.
Conducted the annual review of home exteriors, which yielded minor noncompliance issues that include decorative objects, gutters, front garden maintenance, and exterior building maintenance. Homeowners will be notified in the next few weeks so these minor items can be corrected.
“The DRC’s role is to communicate any issues and work with individual homeowners on more significant items,” says Pres. Mockoviak. “If you do receive a notice indicating that something (about your home’s exterior) needs attention or that your home is in violation of the Design Guidelines, don’t be offended. We’re really all working together to have the best-looking community we possibly can.”
Cole also noted that many outdoor garage carriage lights (on either side of garage doors) are nearing their “end of life.” Since these lights are expensive to replace and should be uniform throughout the community, Cole says the committee will investigate suitable, affordable replacement fixtures and get back to the membership sometime in 2022 with recommendations.
• Hardscape Committee (Slide 5) – Chair Bill Wilhoyte thanked committee members Scott Sirlin and John Yu for their commitment and involvement. Yu, who joined the committee in the last few months, was a Board member in his previous community of nearly 300 homes, Wilhoyte says. “And we are looking forward to his expertise.”
In 2021, the committee focused primarily on monitoring hardscape areas and making sure that improvements made in previous years were functioning properly. The committee also addressed continuing issues with the solar light at the circle.
This Committee’s 2022 initiatives include:
Wooden fence cap replacement on the perimeter fencing – Numerous cap boards and caps on the support posts will be replaced. This project may affect adjacent individual backyard privacy fences throughout the community. Portions of the wooden fence need power washing.
Brick wall maintenance – During a recent review of the hardscape, the committee identified areas in the perimeter brick wall that need repairs: a cracked column, random missing bricks, and discoloration in a number of places that will require power washing. The committee will consult a professional masonry contractor to determine the extent of needed repairs.
Curb repair and repainting – A number of chips and gaps in the curbing need repairs, and some of the no-parking areas will be repainted.
Mailbox replacement – The Committee will continue to research appropriate, affordable replacement mailboxes that can accommodate large flat items like catalogs and 9x12 envelopes, which our current mailboxes do not. Identifying appropriate-sized, affordable mailboxes that are USPS-approved has been challenging. Homeowner Greg Smith thanked Willhoyte and the Hardscape committee for their contributions and asked about drainage issues around the mailboxes and what is the problem with the mailboxes themselves. Pres. Mockoviak responded that drainage issues adjacent to the two mailbox clusters will be addressed by milling and minor repaving when the new mailboxes eventually are installed, and he expects cooperation from the U.S. Post Office with regard to minor mail delivery delays during the eventual installation. “The bigger problem is finding the right type of mailboxes that gives us a substantial increase in capacity so that the mail can lie flat,” says Mockoviak.
“I’m very grateful for the opportunity to serve on the Board,” says Wilhoyte. “And I greatly appreciate the support and cooperation of the committees working together.” He thanked other Board members for their support and added that “the Board’s transparency informs (homeowners) and results in operational efficiency.”
• Landscape Committee (Slides 6-8) – “One of the good things about being on the landscape committee is that most people can see what we accomplish,” says Chair Ramona Mockoviak, who thanked committee members Carol King and Bethany Jones for their time and commitment. The committee’s 2021 accomplishments include
Redesigned the two gardens on either side of the entrance.
Sent request for proposals for landscaping service to six landscaping companies, which resulted in renewing the contract with our current landscape services provider, ProGrounds, at slightly better pricing but with more services.
Redesigned the garden along Westmoreland Street where the electrical boxes were removed.
Continued our annual tree pruning rotation.
Completed a three-year program to replace several diseased trees that were removed between Mayfair of McLean and Autumn Chase (immediately east along Kirby Road).
Hand trimmed and shaped hollies on Westmoreland Street.
Underspent the landscaping budget for the third consecutive year. “This is important,” says Chair Ramona Mockoviak, “because we want to maintain a balance between a pristine appearance and our financial responsibility to the homeowners.”
Pres. John Mockoviak pointed out that the brick work at the entrance and along Westmoreland Street will be power washed in the spring as part of the garden redesign.
Bethany Jones commented on recent improvements to the stormwater drainage area (in the northwest corner of the property). “It has never looked better,” she says. “That’s my front yard, and it really looks wonderful.”
2022–2026 Five-Year Plan
This annual document—which contains association financial information, photos of community activities, and contact information for Board and committee members—was sent to all homeowners via email on Dec. 15. Pres. Mockoviak asks everyone to read it and provide feedback “so we can ... provide information that’s meaningful to all homeowners” in future issues.
2022 Operating and Reserve Fund Budgets (Slides 9-11)
Pres. Mockoviak presented the 2022 Operating Budget and Reserve Fund Budget, which the Board approved at its Nov. 16 meeting. (While the Board approves the operating and reserve budgets, Mayfair’s membership approves how those budgets are funded.) Pres. Mockoviak pointed out that because of significant under runs in 2021 for some major expenses—specifically snow removal and landscaping—additional money was contributed to the Association’s Reserve Fund, somewhat insulating the Association from the predicted high rate of inflation. “We are 22% above what is required of our reserve studies,” he says and reminded the membership that this is “a 20- year view of what we will spend and the money we need to reserve.” Mockoviak also pointed out that even with the small, recommended dues reduction—$50 per household would create $1,850 less income for the Association in 2022—the 2022 budget is probably equal to or only slightly less than the 2021 budget.
Mayfair members unanimously voted to approve the recommend dues reduction. The 2022 dues are $2,250 per household, and payment is due in full no later than Jan. 31, 2022.
Election of Two Board Members (Slide 12)
Bill Wilhoyte and Julie Warren’s three-year terms as Board members expired at the end of 2021, and both agreed to serve another term if elected. There were no other candidates, and Mayfair’s membership unanimously voted to re-elect Wilhoyte and Warren to the Board for a three-year term each beginning in 2022.
Homeowner Concerns
One homeowner attending the meeting asked if the Board would consider installing an electronic gate at the entrance. There was broad discussion about the effectiveness, expense, inconvenience, and liability an electronic gate would create. The topic was tabled for the time being.
Homeowner Greg Smith asked if Dominion Energy has solved the problem that caused several prolonged power outages some Mayfair residents and those in surrounding communities experienced this past summer. Pres. Mockoviak responded that—while it appears Dominion Energy still needs to complete some electrical work adjacent to the community—there have been no prolonged power outages since August, despite recent heavy rain and some particularly windy days. Pres. Mockoviak also reminded those present that Dominion executives are aware of and have acknowledged Mayfair homeowners’ concerns about prolonged electrical outages.
Meeting Adjourned
After a motion, a second, and unanimous voice vote to do so, Pres. Mockoviak adjourned the meeting at 8:08 p.m. The Annual Meeting was followed immediately by a brief Board meeting at which 2022 Board positions, officers, and committee roles were confirmed.
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