Mayfair of McLean Association

Board Meeting Minutes • December 15, 2021

Call to Order, Attendance, and Confirmation of a Quorum
Board President John Mockoviak called the meeting to order at 8:12 p.m., immediately following the adjournment of the 2021 Annual Meeting. Board Secretary Julie Warren confirmed that sufficient notice had been given to all Mayfair of McLean Association homeowners about this meeting. All Board members, including Warren and Bill Wilhoyte—both of whom were re-elected at the Annual Meeting to three-year terms—were present, which constituted a quorum.

A motion to waive reading the Nov. 16, 2021, Board Meeting minutes was seconded and unanimously approved. A motion to approve the Nov. 16, 2021, minutes also was seconded and unanimously approved. The Nov. 16 Board meeting minutes are now available on Mayfair of McLean’s website.

Selection and Approval of Officers
The 2021 Officers of the Mayfair of McLean Association were unanimously approved as listed below:

• President – John Mockoviak

• Vice President – Bill Wilhoyte

• Secretary – Julie Warren

• Treasurer – Larry Warren

• Assistant Treasurer – Paul Mallarkey

Approval of Committee Chairs and Committee Members
The following committee members and chairs were unanimously approved:

Design Review Committee
Mary Ann Cole - Chair, Rick Jensen, Rich Martinez

Landscape Committee
Ramona Mockoviak - Chair, Bethany Jones, Carol King

Hardscape Committee
Bill Wilhoyte - Chair, Scott Sirlin, John Wu

Webmaster
Sing Lee

Other Business
No other business was presented.

Next Board Meeting
Board members discussed meeting next in mid-February, exact date TBD. (The next Board Meeting was subsequently scheduled via email for Feb. 16 at 10 a.m. in person at John Mockoviak’s house.)

Meeting Adjourned
After a motion, a second, and unanimous voice vote to do so, Pres. Mockoviak adjourned the meeting at 8:40 p.m.

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Mayfair of McLean Association
Board Meeting Minutes • November 16, 2021

Call to Order, Attendance, and Confirmation of a Quorum
Board President John Mockoviak called the meeting to order at 10:15 a.m. EDT. Board Secretary Julie Warren confirmed that notice of this meeting was sent via email to all homeowners on November 1st . In addition to Pres. Mockoviak, who attended via Zoom, and Warren, Vice President Bill Wilhoyte, and Board Member-at-Large Mary Ann Cole also attended this meeting in person. Those Board members present constituted a quorum.

A motion to waive reading the Oct. 13, 2021, Board Meeting minutes was seconded and unanimously approved. A motion to approve the Oct. 13, 2021, minutes also was seconded and unanimously approved. The Oct. 13 Board meeting minutes are now available on Mayfair of McLean’s website.

2021 Annual Homeowners Meeting Scheduled for Dec. 15
Board members reviewed the draft PowerPoint slides for the upcoming 2021 Annual Homeowners Meeting, which will take place on Wed., Dec. 15 at 7 p.m. in the Longfellow Middle School Library. Homeowners are encouraged to attend this important meeting that will cover several critical topics, including the 2022 operating budget and reserve funding, a vote to lower annual assessments, election of two Board members, and updates to the Association’s Design Guidelines. Mayfair of McLean’s volunteers will be recognized for their contributions at this meeting, and the association’s committee chairs will present their 2022 agendas. At least 60 percent of households (25 homes) need to be represented at this meeting—either in person or by assigning a proxy to another homeowner—to conduct business. Board President John Mockoviak will send proxies via email to all homeowners in advance of the meeting.

2022 Operating and Reserve Budgets
The Board approved the 2022 Operating and Reserve Budget, pending homeowners’ approval at the Annual Meeting to reduce the annual assessment again. 2022–2026 Five-Year Plan The Board approved the 2022–2026 Five-Year Plan—the fourth edition of this important document that summarizes Mayfair of McLean’s financial operations and mission statements. This new edition will be sent via email to all residents and posted on the website a few days after the Annual Meeting.

Committee Reports

• Design Review – According to committee chair Mary Ann Cole, the walkthrough conducted in mid-October revealed that homes in the community are generally well-maintained. The handful of infractions were minor and included unapproved plastic sculptures in front garden beds and vines or other front landscaping in need of trimming. Homeowners who are not in compliance with the Design Guidelines will be notified individually. The walkthrough also revealed that many of the carriage lights (the lights on either side of garage doors) are showing their age. Since these expensive fixtures should be uniform throughout the 2 community, the committee will investigate an appropriate replacement and notify homeowners in the next few months.

• Hardscape – Chair Bill Wilhoyte says that the committee has a “very healthy 2022 agenda,” which he will share with fellow homeowners in detail at the Annual Meeting. He also said the solar light at the circle continues to need attention, and Beacon Electric will resolve the issue soon.

• Landscape – This committee has been “extremely busy,” according to chair Ramona Mockoviak. The rose bushes in the front entrance beds have been transplanted in the area on Westmorland Street behind units 2032 and 2034 where several mature laurels were removed because of repairs to the electrical boxes. The common areas between units 2032 and 2026 and between 2019 and 2025 have been extensively regraded, and new slate has been added to the path between 2019 and 2025. The hollies along Westmoreland were hand trimmed this week.

• Early in the new year, President Mockoviak will convene a joint meeting of both the Hardscape and Landscape Committees to discuss in-common projects like repairing paver areas, where and when to conduct power washing, repainting “no parking” curbs, and repairing driveway aprons.

Homeowner Concerns
Mayfair’s Halloween festivities were a huge success and included lots of great costumes, pumpkin decorating, trick or treating, and awards for costumes in several categories. Send photos to Julie Warren or Sing Lee to post on the website!

Next Board Meeting
The next Board meeting will be held Wed., Dec. 15, immediately following the Annual Homeowners Meeting. This Board meeting, at which committee members will be confirmed and Board officers elected, will be very brief.

Meeting Adjourned
After a motion, a second, and unanimous voice vote to do so, Pres. Mockoviak adjourned the meeting at 11:25 a.m.

Mayfair of McLean Association

Board Meeting Minutes • October 13, 2021

Call to Order, Attendance, and Confirmation of a Quorum
Board President John Mockoviak called the meeting to order a few minutes after 10 a.m. EDT. Board Secretary Julie Warren confirmed that notice of this meeting was sent via email to all homeowners on September 22nd. In addition to Mockoviak and Warren, Vice President Bill Wilhoyte also attended this meeting in person. Board Member-at-Large Mary Ann Cole and homeowners Barbara Cosgriff and Gregory Smith attended via Zoom. Those Board members present constituted a quorum.

A motion to waive reading the August 23, 2021, Board Meeting minutes was seconded and unanimously approved. A motion to approve the August 23 minutes also was seconded and unanimously approved. The August 23 meeting minutes are now available on Mayfair of McLean’s website.

2021 Annual Homeowners Meeting Scheduled for Dec. 15
Board members reviewed the draft agenda for the upcoming 2021 Annual Homeowners Meeting, which will take place on Wed., Dec. 15 at 7 p.m. in the Longfellow Middle School Library. Homeowners are encouraged to attend this important meeting that will cover several important topics, including the 2022 operating budget and reserve funding, committee reports, updates to the Association’s Design Guidelines, and recognition of Mayfair of McLean’s volunteers.

Also at this meeting, two homeowners will be elected to the Board as Julie Warren and Bill Wilhoyte’s terms will expire at the end of 2021. Both Board members have agreed to stand for re-election. Other homeowners interested in running for these two Board seats should contact President John Mockoviak.

2022–2026 Five-Year Plan
The Five-Year Plan will be finalized at the November 16 Board meeting and—unlike the past couple of issues—will be distributed by email to homeowners and posted on the community’s website. This important document summarizes Mayfair of McLean’s financial operations and mission statements.

Reserve Funding Meeting Review
Below are the minutes of the recent Reserve Funding Committee meeting. Attendees included Pres. John Mockoviak, Vice President Bill Wilhoyte, Treasurer Larry Warren, Assistant Treasurer Paul Malarkey, Secretary Julie Warren, and pro bono reserve analyst Bruce Louiselle. The group met on Sept. 22 to discuss Mayfair of McLean’s reserve analysis and review what components are covered by reserves—including the new components that were added in 2018—and the forecast funding for each. Mayfair of McLean’s reserves are funded with $2,500 quarterly from the operating budget as well as with any unspent operating funds after all invoices and financial commitments are paid at the end of the calendar year. Per the reserve analysis, the Association forecasts $257,000 in future expenditures over the next 20 years.

Mayfair of McLean Association
Minutes of the Reserve Funding Analysis Due Diligence Meeting
September 22, 2021

The Virginia Property Owners Association Act requires that common-interest communities conduct a reserve study of material components every five years. Virginia statute also requires that any resale disclosure packet for a property in a common-interest community include a statement of that community’s current reserve analysis, which anticipates maintenance and replacement expenditures for common property and infrastructure, and a statement of the status and amount of reserve funds to cover those expenses.

This meeting was called to review and update Mayfair of McLean Association’s list of reserve components and conduct due diligence to ensure that the scheduled reserves are appropriate and the reserve analysis is current. Mayfair of McLean Association’s reserve study, which projects needed expenditures through 2039, is based partially on material available through Community Associations Institute and largely on the community’s history.

Call to Order and Attendance
Board President John Mockoviak called the meeting to order at 2 pm EDT and thanked everyone for coming. In addition to Mockoviak, attendees included all Mayfair of McLean officers—Vice President Bill Wilhoyte, Board Secretary Julie Warren, Treasurer Larry Warren, and Assistant Treasurer Paul Malarkey—and Bruce Louiselle, Mayfair of McLean’s pro bono reserve analysis consultant.

A retired McLean attorney, Louiselle also was a consultant for more than four decades specializing in economic, financial, and policy issues concerning integrated electric utilities. He is a former Mayfair of McLean resident and was the community’s Board president for several years. During his 20 years as a Mayfair homeowner, Louiselle played a major role in reviewing, monitoring, revising, and making recommendations concerning Mayfair of McLean’s reserve study and its funding. At one time, Louiselle also was an instructor specializing in public utility economics at George Washington University, where he earned both a bachelors and a JD degree.

Reserve Analysis Review and Discussion
Prior to 2018, the Mayfair of McLean Board’s practice was to hire an independent engineering company to conduct the association’s required reserve study. The cost for a reserve analysis was about $5,000 per study.

Louiselle reminded the committee that since that time, the Association has conducted the required reserve study internally and more frequently than required by law, saving the association several thousand dollars per study. He also reminded the committee that, per the Association’s experience, while reserve studies conducted by outside consultants determined ultimate replacement costs for each component, these studies haven’t always provided costs or schedules for periodic repairs or maintenance. In allowing for periodic repairs and maintenance in the reserve study, the Association is able to extend the useful life of each component and delay somewhat its inevitable replacement.

President Mockoviak pointed out that a Mayfair of McLean Task Force convened a few years ago to review the frequency of special assessments in Mayfair of McLean recommended property insurance 2 on several components, including the exterior brick wall and the monument entrance. The Association now has $240,000 policy on these components.

Committee members reviewed the individual components covered by reserves—including several items that were added in 2018—and the forecast funding and schedule for each. The time range on a number of components was adjusted to be in line with industry standards as recommended in Reserve Funds: How and Why Community Associations Invest Assets, a guidebook available through Community Association Institute, Mockoviak says. Larry Warren cautioned that with the rising cost of building materials, the Board also should be aware that the 2.5% escalation rate incorporated in the reserve analysis could increase quickly.

Action items from the meeting include:

• Verify the 2018 cost for road milling and resurfacing and adjust as necessary. At that time, the road was paved in conjunction with an unavoidable Fairfax Water Authority project, so the community was only required to pay a portion of the repaving project.

• The Board will review and approve the revised funding analysis at its next meeting on October 13, 2021.

Homeowners are encouraged to review the most recent reserve analysis, available on the association’s website with the Aug. 23rd Board meeting minutes, which includes long-term maintenance and replacement cost projections for common-area components such as the brick wall and monument entrance, the wooden perimeter fence, street and accent lighting, sprinkler system, mailboxes, and the road, curbs, and sidewalks.

Mayfair of McLean’s Reserve Fund is funded each quarter with $2,500 from the operating budget and any amount left over in the operating budget at the end of each year after all invoices and contracts are paid in full. The 2021 year-end reserve balance is expected to be $83,400 with the fourth quarter $2,500 contribution and assuming there are no expenditures through the end of this calendar year.

Meeting Adjourned
After a motion, a second, and unanimous voice vote to do so, Pres. Mockoviak adjourned the meeting at 3 p.m

Financial Report as of September 30, 2021
The Board briefly discussed the Association’s most recent financial report, which includes the 2021operating budget and reserve balance listed below with these minutes. Pres. Mockoviak noted that the reserve balance is currently $80,905.

Committee Reports

• Design Review – Chair Mary Ann Cole announced that the committee scheduled its annual review of home exteriors to take place over the weekend of Oct. 16–17. This review will have taken place by the time these minutes are distributed. The committee will notify those homeowners who need to correct any breach of Mayfair of McLean’s Design Guidelines, which are available on the website.

The committee drafted language addressing the installation of solar panels in Mayfair of McLean. This language, which will be included in the Design Review Guidelines in the next few days, was approved by the Board and is attached to these minutes. As of 2021, Virginia law requires that CIC disclosure packets now must include a statement about any restrictions regarding the size, placement, and visibility of solar panels on dwellings in common-interest communities. In addition to including limits on the size and placement of solar panels, Mayfair of McLean’s updated guidelines require that homeowners submit an application and receive Board approval prior to installing a solar panel and that the solar panel will be installed by a licensed and approved solar panel technician. For more information, visit https://law.lis.virginia.gov/vacode/67-701. This new language in the Design Guidelines, as well as language regarding placement of outdoor space heaters and portable firepits, will be discussed at the upcoming annual meeting.

• Landscape – The committee met on October 1st to review the responses to the RFP for grounds maintenance services sent to six landscaping companies over the summer. Three companies declined to submit proposals, one company was not considered, and the remaining two companies—including ProGrounds, the community’s current vendor—presented the strongest proposals. Minutes of that meeting are attached.

For a variety of reasons, the committee recommended that the Association renew its contract with ProGrounds. The Board unanimously approved this recommendation via email on Oct. 18.

Other committee updates:

• The little library, which is located at the circle and was damaged during a summer storm, has been restored.

• The common areas have been seeded.

• Mosquito control has been applied to low-lying common areas.

• Weed control has been applied to the common areas.

• The entrance flower beds are being redesigned.

• Hardscape – Chair Bill Wilhoyte announced that homeowner John Yu is now a member of the committee. The Board approved John Yu’s membership to the committee.

Other items related to this committee:

• The committee will have experts review the community’s hardscape components for structural integrity and stability, particularly the exterior brick wall, sidewalks, and the drainage system. The latter tends to clog with leaves and debris during heavy rain. Wilhoyte says that homeowners are more than welcome to participate in the hardscape review. For information about scheduling, contact Bill Wilhoyte directly.

• Beacon Electric has repaired the solar light at the Circle area by replacing the batteries. This light has been out for some time due to a storage battery failure, and Beacon made the repairs with no charge to the Association.

• While it isn’t a function of the landscape committee, Bill Wilhoyte says that in lieu of a Halloween parade of the community’s children this year, he is calling on residents to help set up tables near the northwest mailbox so the children can decorate pumpkins. Masks are a must, and everyone is invited to participate by donating Halloween treats for kids and grownups or by setting up tables and supervising the pumpkin decorating.

Homeowner Concerns

• Correction: The August 23rd minutes fail to mention that Youyi Cao is Madeline Yu’s collaborator and co-organizer of the community’s “walking school bus,” for neighborhood school children. The Board commends Youyi and Madeline—who are both 9-years-old and in the 4th grade at Haycock
  Elementary School—for their enterprise and creativity.

• Power Outages: A number of homeowners have expressed displeasure about two or three lengthy and unscheduled power outages they and some of their neighbors experienced over the summer. Several individual homeowners independently contacted Dominion Energy about the inconvenience these power outages cause. Homeowners Barbara Cosgriff and Gregory Smith attended this Board meeting to discuss their concerns with the Board.

  During the week of Oct. 4–8, Dominion’s contractor, MasTec Engineering, was in the area for three days with a sizeable crew to trench and lay new cable from within the Westmoreland Square community to the electrical box behind Mayfair of McLean homes. Representatives from Dominion Energy believe this new cable has fixed the outage problem.

Next Board Meeting
The next Board meeting is scheduled for Tuesday, Nov. 16, at 10 a.m. Homeowners are welcome to attend either in person at Julie Warren’s house at 2027 or via the Zoom link. Homeowners who attend should wait to be recognized by the meeting moderator before speaking at this meeting.

Meeting Adjourned
After a motion, a second, and unanimous voice vote to do so, Pres. Mockoviak adjourned the meeting at 11 a.m.

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Mayfair of McLean Association

Board Meeting Minutes • August 23, 2021

Call to Order, Attendance, and Confirmation of a Quorum
Board President John Mockoviak called the meeting to order a few minutes after 10 a.m. EDT. Board Secretary Julie Warren confirmed that notice of this meeting was sent via email to all homeowners on August 3rd. In addition to Mockoviak and Warren, Vice President Bill Wilhoyte and Board Members-at-Large Carol King and Mary Ann Cole also attended this meeting. Those present constituted a quorum. No other homeowners attended.

A motion to waive reading the July 13, 2021, Board Meeting minutes was seconded and unanimously approved. A motion to approve the July 13 minutes also was seconded and unanimously approved. The July 13 meeting minutes, along with the 2nd Quarter Financial Report, were emailed to all homeowners on July 19, 2021, are now available on Mayfair of McLean’s website.

Replacement/Upgrade of Cluster Mailboxes
Because of several complaints about Mayfair of McLean’s mailboxes’ lack of capacity, and several incidents when mailbox locks were jammed because the boxes were overstuffed, the Board plans to replace the two clusters of mailboxes by the end of the year. According to Pres. Mockoviak, however, researching the appropriate size, style, and costs associated with installing new, larger-capacity mailboxes has been challenging. While the USPS is no longer involved in providing or installing mailboxes for individual communities, the agency must approve new units. Pres. Mockoviak has identified a couple of suitable larger-capacity mailboxes that are USPS approved and are weather/rust resistant. The cost for purchasing and installing the new mailboxes—at about $9,000—is a hardscape expense and will be covered by current reserve funds. The Board will make a final selection at the next Board meeting.

2022–2026 Five-Year Plan
Over the next couple of weeks, Board Secretary Julie Warren will consolidate the updates and revisions submitted by Board members to include in the upcoming 2022–2026 Five-Year Plan. The Board will review the resulting draft with the goal of releasing the final 2022–2026 edition in advance of the 2021 annual meeting to be held in mid-December. The Board will discuss at its next meeting in what format—virtual or in person—the annual meeting will be held. When finalized, the 2022–2026 Five-Year Plan will be emailed in PDF form to all residents and available on the community’s website.

Reserve Funding Due Diligence Committee to Meet Sept. 22
The newly appointed Reserve Funding Committee—comprising Pres. John Mockoviak, Vice President Bill Wilhoyte, Treasurer Larry Warren, Assistant Treasurer Paul Malarkey, and pro bono reserve analyst Bruce Louiselle—will meet on Sept. 22 at 2 p.m. at the Mockoviaks’ home to discuss Mayfair of McLean’s reserve analysis. The committee will review the components covered by reserves, including the new components that were added in 2018, and the forecast funding for each. “This is important information as we prepare the budget,” Pres. Mockoviak says of the reserve analysis, which is included with these minutes and available on the association’s website. “It’s important that all homeowners understand this is the (basis for the) hardscape budget.” Reserve funds are increased by $2,500 (from the operating budget) each quarter. Pres. Mockoviak says it’s likely we will under-spend the 2021operating budget by about $3,500 this year. “We continue to have an exceptionally strong financial position,” he added. For instance, while the cluster mailboxes—which are included as a component on the reserve schedule—are underfunded, the cost for purchasing and installing new mailboxes is easily covered by the current reserve funds.

Homeowners are encouraged to look closely at the reserve analysis, which includes brick wall and monument entrance maintenance, wooden fence maintenance, street and accent lighting, sprinkler system, and road and curb maintenance. “Transparency is critical,” Mockoviak says. Minutes of this committee meeting will be included on the next Board meeting’s agenda and in the Board meeting minutes.

Revised Annual Mayfair of McLean Community Gathering - Sunday, Sept. 12 from 5 to 7 p.m.
Due to our concern for the continued health and safety of Mayfair’s younger residents, the Board has scaled back the all-community gathering scheduled for Sept. 12. Instead of a full-scale picnic at the northwest parking area, the event will be a relaxed driveway meet-and-greet from 5 to 7 p.m. Pour a glass of your favorite beverage and say hello to your neighbors from your own driveway that evening or stroll the street to chat with others from a socially appropriate distance. And please take pictures!

Committee Reports

• Design Review – Chaired by Mary Ann Cole, the committee is preparing language to include in the Design Review Guidelines and in the upcoming 2022–2026 Five-Year Plan that addresses installation of solar panels in Mayfair of McLean. As of 2021, Virginia law requires that CIC disclosure packets now must include a statement about any restrictions regarding the size, placement, and visibility of solar panels on dwellings in common-interest communities. Mayfair of McLean’s updated guidelines will require that homeownerssubmit an application and receive Board approval prior to installing a solar panel and that the solar panel will be installed by a licensed and approved solar panel technician. For more information, visit https://law.lis.virginia.gov/vacode/67-701.

• Landscape – Responses to the RFPs for 2022 landscaping services are due back to the committee in early September. ProGrounds, Mayfair’s current landscaping services provider, was included in the RFP and will forego its planned 2022 price increase. Other committee updates:

  • Monster Tree will begin the delayed tree trimming in the community in the next week to 10 days. The delay was due to recent storm damage in our area, which took priority over regular tree maintenance.

  • In September, additional plantings will be added to the area around the electrical box on Westmoreland behind 2036 Mayfair of McLean, making the area appear more lush.

  • During recent heavy rainstorms, homeowners John Mockoviak and Bill Wilhoyte have raked debris away from storm drains in the street to keep them functioning. While ProGrounds does an outstanding job of removing debris from our street and common areas, according to Mockoviak, all residents are asked to remove debris from their own driveways and walkways as needed.

  • Pres. Mockoviak also said ProGrounds has done an outstanding job of improving and maintaining drainage on Mayfair’s common areas.

• Hardscape – Chair Bill Wilhoyte says storm frequency has been an issue lately (see Landscaping Committee report above). Other items related to this committee:

  • The committee still is seeking an additional volunteer. Interested homeowners should contact Bill Wilhoyte.

  • Related to updating the reserve analysis, the committee has called on an engineering company to evaluate the brick wall later this year. Homeowners should be aware that three of the support columns had to be rebuilt in the last couple of years.

  • The cap board (horizontal board that tops the fence) on the community’s wooden perimeter fence will have to be replaced in 2022 or 2023 at an expense of about $2,300.

  • The committee also expects the wooden fence along the border with the Autumn Chase community (northeast border) will need repairs next year.

Homeowner Concerns
Madeline Yu, a young Mayfair of McLean resident, organized a “walking school bus” for neighborhood school-aged children. The Board applauds Madeline’s initiative in organizing a collaborative way for students in the neighborhood to get to and from school.

Next Board Meeting
The next Board meeting is tentatively scheduled for Wednesday, Oct. 13, at 10 a.m., and will be held in person at Pres. Mockoviak’s home (2025).

Meeting Adjourned
After a motion, a second, and unanimous voice vote to do so, Pres. Mockoviak adjourned the meeting at 11:40 a.m.

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Mayfair of McLean Association

Board Meeting Minutes • July 13, 2021

Call to Order, Attendance, and Confirmation of a Quorum
Board President John Mockoviak called the meeting to order at 10:10 a.m. et. Board Secretary Julie Warren confirmed that notice of this meeting was sent via email to all homeowners on June 22. In addition to Mockoviak and Warren, Vice President Bill Wilhoyte and Board Members-at-Large Carol King and Mary Ann Cole also attended this meeting, which was held in person for the first time in more than a year. Those present constituted a quorum. No other homeowners attended.

A motion to waive reading the May 18, 2021, Board Meeting minutes was seconded and unanimously approved. A motion to approve the May 18 minutes also was seconded and unanimously approved. The May 18 meeting minutes, which were emailed to all homeowners on June 1, 2021, are now available on Mayfair of McLean’s website.

Financial Report as of June 30
President Mockoviak provided the Association’s second quarter financial statement, See below. Highlights include: all annual assessments have been paid; we have a reserve balance of $79,610, which is at 92%; and a variance of more than $50,000 in the budget is due largely to some landscaping projects than either have not taken place yet or have not been invoiced at the time the report was prepared. Pres. Mockoviak also mentioned that landscaping is the largest line item in the Mayfair of McLean’s annual budget.

Bruce Louiselle, Mayfair of McLean Association’s pro bono reserves consultant, recommends that the Association re-evaluate the components included in Mayfair of McLean’s reserve analysis. In response, Pres. Mockoviak will convene a committee sometime later this summer that includes himself as well as Mayfair of McLean’s Vice President Bill Wilhoyte, Treasurer Larry Warren, Assistant Treasurer Paul Malarkey, and Louiselle to review the reserve components.

2022–2026 Five-Year Plan
Board members will begin reviewing the Five-Year Plan contents over the next few weeks to revise and update it for 2022–2026 edition, which will be emailed to residents and published on the Association’s website in early December. Please send any photos of the community, its residents, and activities that are appropriate to include in the upcoming Five-Year Plan to Julie Warren.

Annual Mayfair of McLean Community Picnic - Sunday, Sept. 12 from 5 to 8 p.m.
Now that we can gather in person again, Mayfair of McLean’s 2021 outdoor potluck picnic will be held on Sunday, Sept. 12, from 5 to 8 p.m. at the northwest parking area (near the circle). The Board is recruiting volunteers to set up tables and chairs an hour or so prior to the event. If you are willing to help, contact Pres. John Mockoviak. The Board will share additional details over the next few weeks.

Community Associations Institute
The Board is considering joining Community Associations Institute (CAI), a membership organization that offers training, educational materials, and certification for professional managers, volunteer board members, homeowner leaders, and businesses that provide services to common-interest communities. Annual dues for an individual membership are $135, but an entire board can join for under $300 annually. Member benefits include discounts on publications, conference registrations, and courses, legislation updates, and networking opportunities.

Committee Reports

Design Review – Chaired by Mary Ann Cole, the committee will conduct its annual review of home exteriors sometime in the fall. Several homeowners have completed exterior projects that include painting, stonework, and chimney repairs.

As of 2021, Virginia’s disclosure packets now must include language about the size, placement, and any other restrictions regarding solar panels on dwellings in common-interest communities. The Board will investigate what kind of requirements are reasonable for a community like Mayfair of McLean and include appropriate language about solar panels in the Design Guidelines sometime later this year.

Landscape – Minutes of the Committee’s July 7 meeting are attached here and posted on the website. Chair Ramona Mockoviak and committee members Bethany Jones and Carol King have distributed Requests for Proposals to five local landscaping service providers, including Mayfair’s current contractor, ProGrounds, for Mayfair’s 2022 grounds management. The committee hopes to realize a 5% to 10% savings over our current landscape contract while continuing to enhance quality service.

To date, the committee has spent $17,209 of the $50,000 2021 landscaping budget but anticipates invoices for tree trimming—which will occur later in the summer—and additional plantings near the electrical boxes on Westmoreland Street behind 2032 and 2034.

The committee conducted a walkaround review of the community’s trees, as did a representative from Monster Tree, to determine the extent of this year’s tree trimming.

The flowerbeds at the community’s entrance include 40 more begonias than last year.

Hardscape – According to Chair Bill Wilhoyte, drainage is the biggest issue the committee is facing these days. Homeowners had to clear at least two clogged drains behind houses after recent heavy rains.

Other items related to this committee:

• The committee is still seeking an additional volunteer. Interested homeowners should contact Bill Wilhoyte.

• The committee plans to conduct a visual review of the brick wall later this year to detect any potential maintenance issues and to provide information to Mayfair’s insurance carrier.

• Pres. John Mockoviak is still gathering information about replacing the community’s mailboxes. He says it’s hard to reach Post Office personnel about this topic, but the project remains on Mayfair’s 2021 agenda.

Homeowner Concerns
Several Mayfair of McLean homeowners, along with neighbors in adjacent communities, were without power on July 4 for nearly 15 hours. Initially, the power outage was caused by an equipment failure on Westmoreland Street near the Westmoreland Square and Mayfair of McLean property line.

Unfortunately, an oncoming car struck Dominion Energy employees who responded to the outage, seriously injuring one Dominion employee and damaging the Dominion trucks. The accident delayed repairs and power restoration for several more hours than necessary. Pres. Mockoviak contacted the presidents of Autumn Chase and Westmoreland Square communities. No further action will be taken.

Fairfax County has plans to place a designated school crossing—similar to the school crossing at the intersection of Clearview Drive and Westmoreland Street—on Westmoreland Street near Kirby Road and the Westmoreland Square entrance. The County also has plans to place sidewalks on the north side of Kirby Road near the intersection with Westmoreland Street and to expand Westmoreland Street south of Kirby Road to accommodate a designated bicycle lane along that portion of the road.

Next Board Meeting
The next Board meeting is tentatively scheduled for Tues., August 17, at 10 a.m., and will be held in person at Pres. Mockoviak’s home (2025).

Meeting Adjourned
After a motion, a second, and unanimous voice vote to do so, Pres. Mockoviak adjourned the meeting at 11:35 a.m.

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Mayfair of McLean Association

Board Meeting Minutes • May 18, 2021

Call to Order, Attendance, and Confirmation of a Quorum
Board President John Mockoviak called the meeting to order at 10 a.m. est. Vice President Bill Wilhoyte confirmed that notice of this meeting was sent to all homeowners on May 4. In addition to Mockoviak and Wilhoyte, Board Members-at-Large Carol King and Mary Ann Cole also attended this meeting, which was held virtually via Zoom. Julie Warren, Board Secretary, was unable to attend. No other homeowners were present. Those present constituted a quorum.

A motion to waive reading the March 30, 2021, Board Meeting minutes was seconded and unanimously approved. A motion to approve these minutes also was seconded and unanimously approved. The March 30 meeting minutes, which were emailed to all homeowners on April 4, 2021, are now available on Mayfair of McLean’s website.

2021 First Quarter Financial Report
Pres. Mockoviak presented the 2021 first quarter financial report, shown below, to the Board. “We are in very good position financially,” he said. Although the Board has spent less than 25% of the budget to date, Mockoviak says that “it’s not unusual in the first quarter for the budget to be significantly underrun on expenses because very little work … is taking place on the property … during the winter months. But that will even out as we go through the year.”

Mockoviak emphasized that Mayfair has come a long way in terms of its financial position in a few short years. “Three or four years ago, we had very few dollars in terms of real reserves, and we didn’t have a segregated account for reserves. Now the reserve balance is $77,110 at the end of the first quarter, which is a very strong position to be in.”

Based on the following article from the May 2021 issue of Kiplinger’s about assessing the financial health of a homeowners association, Mockoviak developed a “report card,” which follows the Kiplingers article, for Mayfair of McLean that indicates the Association is in “very good (financial) shape.” The article detailed specific points like having a minimum of debt, a minimum of dues payment delinquencies, and a reserve level of at least 70%. “Our reserves are over 90%,” says Mockoviak.

Mayfair of McLean Homeowners Association
Financial Health Report Card

Category: Status: Grade:

Dues Delinquency Rate Zero Delinquency Rate Excellent

Debt Level Zero Debt Excellent

Reserve Level vs Dues 90.6% Excellent

Reserve Analysis Annual Excellent

Separate Reserve Account Yes Excellent

Special Assessments None in Past 5 Years Excellent

Community Governance 13 of 37 Homeowners Excellent

Risk Management Full Insurance Coverage Excellent

The Kiplinger article also covered the importance of conducting a meaningful reserve analysis, which is required every 5 years. Mayfair conducts its reserve analysis annually. In addition, the Association has had no special assessments in the past five years. Mockoviak added risk management—comprehensive insurance coverage—as an important element in an Association’s financial health. Mayfair has excellent liability, property insurance, umbrella, D&O, and terrorism coverage. “Overall, we are in great shape,” says Mockoviak.

2022–2026 Five-Year Plan
The Board plans to begin discussing revisions to Mayfair of McLean’s annual Five-Year Plan at the next Board meeting. Rather than printing and distributing hardcopies, the Board will email the 2022–2026 Five-Year Plan to residents and publish a PDF of the document on the Association’s website later this year. Please send any photos of the community, its residents, and activities that are appropriate to include in the upcoming Five-Year Plan to Julie Warren.

Welcome Package Is Now Available for New Residents
The Board has developed a Welcome Packet for new residents based on material in the Mayfair of McLean Five-Year Plan. This packet includes general information about the community, a brief history of Mayfair of McLean, Board member names and contact information, and abbreviated versions of the Design Review Guidelines, Bylaws, and Covenants, Conditions & Restrictions (CC&Rs). All new residents will be given a copy of the package and asked to sign a letter affirming they have read and understand Mayfair of McLean’s rules.

Board member Carol King presented the first copy of the packet to Mayfair’s most recent new residents, John Foust, Fairfax County Supervisor, and Marilyn Foust, MD, who moved into 2041 in early May.

Committee Reports

Design Review – Several residents have projects in progress, and DRC Chair Mary Ann Cole thanks owners for their inquiries prior to beginning these projects, which include gutter replacement, rear patio replacement, exterior painting, and chimney repair. All residents are reminded that with new spring growth to please make sure that vines are not overgrowing privacy fences and property boundaries. The committee will conduct a community review or walk-through sometime this summer.

Landscape – Committee chair Ramona Mockoviak reported that:

o Now that it’s spring, ProGrounds is mowing regularly.

o ProGrounds also conducted a couple of major cleanups after some recent storms.

o ProGrounds added mulch and groundcover along the interior of the Westmoreland brick wall where Fairfax County Water Authority dug its trench a couple of years ago. Per FCWA, nothing that has roots deeper than 1 or 2 feet, like trees or large bushes, may be planted in this right-of-way area. This effectively completes, on both sides of the circle and the retention area, a three-year effort to renovate the northwest portion of the community after FCWA completed its pipe restructuring. “Everything is well manicured, the grass is re-strawed, drainage has been regraded, and the retention pond has never looked so good,” says Pres. Mockoviak.

o ProGrounds also has removed damaged plants along the brick wall exterior on Westmoreland Street immediately behind 2034, 2036, and 2038 in the area where the electrical boxes were located. Although this area still has a significant utility right-of-way despite the fact that much of what was previously above ground is now underground, it gave the committee an opportunity to plant additional rose bushes and other plants, including ground cover and a new  tree.

o The flower beds on either side of the community entrance will be expanded with red and pink begonias.

o To make sure Mayfair is getting “the most bang for our buck,” the committee will finalize a request for proposal in June for competitive bids on all of the landscape maintenance, the single largest expense in Mayfair’s budget. ProGrounds will be included in the RFP.

o The committee’s July activity will center around planning for annual tree trimming with Monster Tree. “I don’t think the bill (for tree trimming) will be high this year,” says Pres.   Mockoviak, who feels a minimum number of trees will need to be trimmed. Particular attention  will be given to the trees that run behind the units 2041 through 2033. Because these trees are difficult to access, large equipment must be moved onto Westmoreland Square property. Doing so requires permission from Westmoreland Square’s Board, with whom Mayfair has a good relationship. Squirrel bridges also will be eliminated wherever they are evident.

Hardscape – Committee Chair Bill Wilhoyte reports that the following:

o ProGrounds completed the drainage project next to the Coles’ house (2009), which will help eliminate excess water runoff along the fence between Mayfair and Autumn Chase, the adjoining community. Mary Ann Cole says it looks really nice. “It looks good, and we’re waiting to see if it works well,” Wilhoyte added. “We’ll know that the next time we get a heavy rain.”

o The committee, which is required by the CC&Rs to have three members, recently lost a member and is seeking a volunteer to join the committee. Anyone who is interested should contact Bill Wilhoyte.

o Carol King asked if the mailboxes will be replaced. According to Wilhoyte, he and Pres. Mockoviak plan to investigate the process for replacing the mailboxes in late June or early July.

Homeowner Concerns
In responding to previous discussions about traffic safety on the community’s road, three homeowners have requested that a more visible, permanent sign be placed near the community’s entrance alerting drivers to slow down and be aware that children at play.

The community was also informed recently that the Fairfax County Department of Transportation will survey our portion of Westmoreland Street over the summer. Pres. Mockoviak has spoken to the project manager, who indicated the surveys will be focused on the west side of the street with the intent of expanding Westmoreland Street up to 8 feet on the west side to create a more dedicated walking path and a bicycle lane. It’s unlikely that any work will take place on Mayfair of McLean property, nor will they need to come onto our property.

There was some discussion about changing the sign in front of the USPS parking space in the southwest guest parking area (in front of 2041) to allow parking there on Sundays and holidays. Pres. Mockoviak suggested it should be left as it is.

Carol King recently encountered a copperhead snake, which is poisonous, on her porch, so be aware.

Next Board Meeting
The next Board meeting is tentatively scheduled for Tues., July 13, at 10 a.m., and will be held in person at Pres. Mockoviak’s home (2025).

Meeting Adjourned
After a motion, a second, and unanimous voice vote to do so, Pres. Mockoviak adjourned the meeting at 10:45 a.m.

Mayfair of McLean Association 

Board Meeting Minutes • March 30, 2021 

Call to Order, Attendance, and Confirmation of a Quorum 
Board President John Mockoviak called the meeting to order at 10 a.m. est. All Members of the  Mayfair of McLean Association Board of Directors were present virtually (via Zoom), including Pres.  Mockoviak, Vice President Bill Wilhoyte, Board Secretary Julie Warren, and Board Members-at-Large Carol King and Mary Ann Cole Those attending constituted a quorum. No other homeowners attended. 

A motion to waive reading the Feb. 9, 2021, Board Meeting minutes was seconded and unanimously  approved. A motion to approve these minutes also was seconded and unanimously approved. These minutes, which were emailed to all homeowners on Feb. 16, 2021, are now available on Mayfair of  McLean’s website. 

New Business - 2021 Community Get Together 
The Board has scheduled a socially distanced get together on Sunday April 18 from 5 to 7 p.m. Please  pour a glass of your favorite beverage and come outside to greet your neighbors—from an appropriate  social distance—and cheer spring’s arrival. Pres. Mockoviak will send details on the event soon.  

“Drive Slow” Springtime Community Request – See “Homeowner Concerns” below. 

Rental Property Task Force Recommendations – Finalization 
The Board has implemented several of the Rental Property Task Force (RPTF) Recommendations,  including organizing a direct contact on the Board for each homeowner and resident (the list of  designated contacts is attached to these minutes); giving renters as well as homeowners access to the  community website; and developing a “welcome packet*” for all new residents—renters as well as  homeowners—that summarizes the community’s CC&Rs, Bylaws, and Design Guidelines and includes  other important information about the neighborhood. This welcome packet will be presented to new  residents in person by a designated Board member. 

The Board has postponed acting on two RPTF recommendations—amending the CC&Rs to require new  homeowners to live in their property for at least one year before renting it out and requiring  homeowners to include language in their leases that obliges tenants to comply with the Association’s  Bylaws, Design Guidelines, and CC&Rs. Either action involves amending the CC&Rs, which requires a  vote of a super majority of homeowners, and initial concerns about the number of rental properties may be alleviated by the already-implemented recommendations. As spokesperson for the RPTF, Mary  Ann Cole commended the Board for its response to the RPTF’s recommendations. 

*The new Welcome Packet will be finalized in a few weeks and includes executive summaries of  Mayfair’s CC&Rs, Bylaws, and Design Guidelines, as well as a letter that new residents will be asked to  sign affirming they have read and understand rules about landscaping, parking, assessments, etc. Current residents can request copies of the Welcome Packet for their own reference. 

Committee Reports 

• Design Review – Mayfair of McLean’s Design Review Committee met on March 9 to review and  update the Design Guidelines. Recommendations included adding language about patio heaters  and fire pits to Section G.6., which addresses barbeque grills and gas lines. With some  limitations, fire pits and patio heaters will be allowed in patio areas, but not allowed on decks. 

The committee also recommended revising the current rules about landscaping, flags and flag  poles, synthetic materials, and front door colors. The Design Guidelines and its Executive  Summary will be updated to reflect the new language approved by the Board. Homeowners are  reminded that any changes to front landscaping and home exteriors require an application  and approval to do so prior to commencing the project. 

• Landscape – Mayfair’s Landscape Committee, chaired by Ramona Mockoviak, will schedule a  meeting in the next few weeks. In the meantime, ProGrounds’ spring cleanup and mulching was  completed recently, and Monster Tree plans to conduct a review of Mayfair’s trees as soon as  they are leafed out, probably sometime in late April. 

• Hardscape – According to Committee Chair Bill Wilhoyte, Beacon Electric has completed all  contracted electrical work, including replacing circuit breakers, deoxidizing circuit breaker  terminals, updating grounding to code, and replacing GFCI with weather resistant versions.  Wilhoyte says that while there are a few bulbs left to replace, once that’s done, Mayfair’s  electrical infrastructure, which is now either LED or solar, will meet Fairfax County code. 

Two hardscape items the committee plans to address in the near future include replacing the  two sets of mailboxes, an approximately $10,000 project that requires the cooperation of the  U.S. Postal Service, and reducing or eliminating the puddles in front of the mailboxes.  

Homeowner Concerns 
Vehicular speed on our street and the safety of Mayfair’s dozen or so resident children have been a  topic at several recent Board meetings. In response, homeowner Mike Gallagher prepared a written  statement for the Board and asked that it be incorporated in these minutes. His full statement will be  posted on the Mayfair of McLean website, but some notable points include: 

• Mayfair of McLean is a great neighborhood, and most residents are careful about children  playing or riding bikes in our street. 

• The Board shouldn’t impose a higher level of caution on resident drivers than Virginia law  requires. 

• Parents should supervise their children when playing on Mayfair’s road and instruct them on  safe practices around vehicular traffic. 

• The Board should post an appropriate sign at the entrance to the community that  communicates to vendors and service providers to drive slowly and be aware of children at  play. 

The Board welcomes comments from all homeowners on this topic. There were no other homeowner  concerns presented at this meeting. 

Next Board Meeting 
The next Board meeting is tentatively scheduled for Tues., May 25, at 10 a.m. via Zoom.  

Meeting Adjourned 
After a motion, a second, and unanimous voice vote to do so, Pres. Mockoviak adjourned the meeting  at 11:30 a.m. 

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Mayfair of McLean Association
Board Meeting Minutes • Feb. 9, 2021

Call to Order, Attendance, and Confirmation of a Quorum
Board President John Mockoviak called the meeting to order at 10 a.m. est. In addition to Pres. Mockoviak, Vice President Bill Wilhoyte, Board Secretary Julie Warren, and Board Members Carol King and Mary Ann Cole were present virtually (via Zoom). Those attending constituted a quorum. No other homeowners attended.

A motion to waive reading both the Nov. 10 and the Dec.22, 2020, Board Meeting minutes was seconded and unanimously approved. A motion to approve these minutes also was seconded and unanimously approved. These minutes, which were emailed to all homeowners on Nov. 17 and Jan. 9 respectively, are now available on Mayfair of McLean’s website.

2020 Financial Report
President Mockoviak presented the final 2020 Financial Report, pictured below, and emphasized that the Association’s financial position is very strong, in part due to underruns in 2020 landscaping, hardscape, and snow plowing expenditures and consistent contributions to the reserve fund, which is now at $64,297.

Pres. Mockoviak also announced that, despite issues with USPS mail delivery, all 2021 annual dues have been collected totaling $85,100 in income for the Association.

Rental Property Task Force
As part of the Board’s consideration of the RPTF’s recommendations, which were presented at the 2020 Annual Meeting in December, Pres. Mockoviak pointed out that several recommendations are already underway. In an effort to make sure all residents understand rules about parking, home maintenance, and general conduct, residents who are renters have been given access to the community’s website, where they can read the Bylaws, Design Review Guidelines, CC&Rs, and Board meeting minutes. The community Directory is updated regularly as residents arrive or depart, and new residents who rent, as well as new homeowners, will be contacted by a Board member shortly after moving in or taking possession. Board members also plan to communicate regularly with non-resident homeowners and contact homeowners individually in advance of the 2021 Annual Meeting to encourage a commitment to attend or assign their proxy.

President Mockoviak plans to consult with Mayfair of McLean’s pro bono attorney, Mark Friedlander, about the legal feasibility of two of the recommendations—requiring new homeowners to live in their property for one year before renting and requiring leases to include language that binds a renter to comply with Mayfair of McLean’s Bylaws and CC&Rs. The Board will discuss the RPTF recommendations at upcoming meetings.

2021–2025 Five-Year Plan
This year’s issue of the Five-Year Plan contains a lot of essential information about Mayfair of McLean Association’s governance and current financial status, as well as an executive summary of the recently updated Design Review Guidelines. There are lots more photos in this issue, as well as Board members’ and committee chairs’ contact information. However, the document is expensive to produce in hardcopy. Going forward, we expect to produce the Plan in an online format only. Residents will be able to access future issues on the Mayfair of McLean’s website.

2020 Annual Meeting Postmortem
Due to social distancing restrictions, Mayfair of McLean’s 2020 Annual Meeting was held virtually, i.e., via Zoom, on Dec. 15. The format was challenging for a variety of reasons, and we were unable to confirm a quorum. Because many items of business on the agenda required a vote of the majority of the membership (all homeowners are members), we could not conduct important business like approving 2021 budget funding and electing new Board members.

The meeting was reconvened the following week on Dec. 22 after contacting individual homeowners to either attend or assign their proxy. A quorum was confirmed at the second meeting and several items of business were voted on.

Convening two separate meetings was unnecessary and time consuming, particularly during the holiday season. Homeowners may need to be reminded that they have a voice—and a contractual responsibility to participate—in how Mayfair’s business is conducted; when the Board meets, we are making decisions about your money and your property. To avoid having to reconvene a homeowners meeting in the future, Board members will make every effort in advance of such a meeting to contact each homeowner individually to encourage attendance or assign a proxy.

Committee Reports

• Design Review – Newly appointed committee chair Mary Ann Cole met with outgoing chair Terry Marlow in mid-January to accept the committee’s archived records and discuss established processes. Cole says that homeowners who are in violation of the Design Guidelines have received email notices, and most of those who received notices have already responded with their plans for corrections. Other committee updates:

  • The Design Guidelines will be revised again in 2021 to include specific language regarding allowable window, door, and deck materials and colors and homeowners’ responsibility for trimming backyard vegetation outside of individual privacy fences.

  • The DRC’s focus this year will be raising homeowners’ awareness of how the ongoing maintenance and appearance of individual homes affects their market value.

  • The committee also is considering conducting more than one walk-around review of home exteriors per year.

  • Cole thanked committee members Rick Jensen and Rich Martinez for continuing to serve on the committee and said she plans to schedule a virtual committee meeting in the next few weeks.

• Landscape – The Landscape Committee, chaired by Ramona Mockoviak, met on January 22, and the minutes of that meeting are now available on Mayfair of McLean’s website. Highlights of the meeting include:

  • The Landscape budget had a $5,585.24 underrun in 2020. Consequently the 2021 landscape budget has been reduced slightly.

  • Several projects are planned for 2021, including sending requests for proposals in early June for the landscape maintenance contract, restoring the area along Westmoreland that was damaged by Dominion Power last year, and updating and review of the area around the retention pond.

  • The committee will continue to monitor and address homeowner concerns about neighboring communities’ trees adjacent to Mayfair homes.

• Hardscape – A big concern for Mayfair of McLean during inclement weather, other than the road itself, according to Committee Chair Bill Wilhoyte, is keeping our exterior sidewalks along Westmoreland Street and Kirby Road clear of snow and ice immediately after severe winter weather. The committee is seeking a vendor who is reasonably priced and responsive after a snow event to clear these areas. One suggestion is to hire the same service provider that a neighboring community, such as Autumn Chase, contracts with. In addition, the committee is continuing to seek bids from contractors to bring the remaining exterior lighting system up to code.

Homeowner Concerns
The Board discussed three safety issues that directly affect Mayfair of McLean residents, as well as pedestrians in general.

• Drivers continue to drive too fast when entering and exiting the community. The Board reminds residents to drive slowly and to be aware of young children at play on skateboards and bicycles throughout the community.

• Vice President Bill Wilhoyte pointed out that with the increasing number of people walking, jogging, and bicycling along Westmoreland, drivers should take extra care when turning into or out of Mayfair’s entrance.

• Mayfair residents also should be aware of increased traffic opposite our entrance and along Westmoreland Street that will result as Fairfax County Public Schools reopen over the next few weeks.

Next Board Meeting
The next Board meeting is tentatively scheduled for Tues., March 23, at 10 a.m. via Zoom.

Meeting Adjourned
After a motion, a second, and unanimous voice vote to do so, Pres. Mockoviak adjourned the meeting at 11:33 a.m.