Mayfair of McLean Association
2022 Annual Meeting  •  7 pm  •  December 14, 2022
MINUTES

REQUIRED BUSINESS

Call to Order, Attendance, and Confirmation of a Quorum
As scheduled, Board President John Mockoviak called the meeting to order at 7 p.m. EST. Board Secretary Julie Warren confirmed that notice of this meeting was sent via email to all homeowners in the October and November Board Meeting Minutes and posted on the website on Oct. 18. Twenty-four households were represented, either in person or by proxy, which constituted a quorum.

2021 Annual Meeting Minutes
A motion to waive reading the 2021 Annual Meeting minutes was seconded and unanimously approved. A motion to approve the 2021 Annual Meeting minutes also was seconded and unanimously approved. The 2021 Annual Meeting minutes are available on Mayfair of McLean’s website.

NEW BUSINESS

2022 Community Volunteers (Slide 3)
President Mockoviak recognized and thanked Mayfair’s volunteers for contributing their time and effort to conduct the community’s business and manage the vendors who maintain its appearance and condition over the last year. He said their work for the community saves homeowners hundreds of dollars in dues a year.  “The 2022 Board, officers, and committee members have all done a really great job this year,” Mockoviak says. “I’m delighted to say all of them have agreed to come back for 2023.”

2022 Committee Highlights
Each Committee Chair provided a brief report on 2022 accomplishments and their committee’s goals for the coming year.  

  • Design Review Committee (Slide 4) – On  behalf of DRC Chair Mary Ann Cole, who could not attend this meeting, Julie Warren presented the committee’s report. Highlights included:

The DRC’s 2022 goal was to encourage and support a beautiful, attractive community, which results in Mayfair of McLean’s overall appealing appearance as well as supporting the market value of individual homes within the community.

The DRC’s 2022 accomplishments include:

  • Updated Mayfair of McLean Design Guidelines to include language about solar panels, security cameras and other devices, and new carriage lights.

  • Scheduled the annual review of home exteriors to occur in spring, which gives homeowners more time during warmer months to make needed repairs and complete exterior projects.

  • Addressed 10 noncompliance mostly minor incidents that included cleaning up front gardens, repairing damaged facia boards, painting, and removing inappropriate house signs.

  • Reviewed and approved 10 applications for exterior home improvement projects.

  • Confirmed compliance for four requested Disclosure Packets.

Mary Ann thanked all homeowners for their cooperation maintaining the exteriors of their homes. She also thanked the two other DRC members, Rick Jensen and Rich Martinez for their commitment. The DRC’s 2023 goal is the same as that of 2022—to encourage and support a beautiful, attractive community.

  • Hardscape Committee (Slide 5) – Chair Bill Wilhoyte said 2022 was a productive year for the Hardscape Committee and thanked the Landscape Committee members for their cooperation with their overlapping responsibilities with the Hardscape Committee. This Committee’s 2022 accomplishments include:

    • Power washed exterior surfaces and caps on the entrance signage and the brick wall on Westmoreland Street and on Kirby Road.

    • Replaced wooden fence posts caps (137) between Mayfair of McLean and Autumn Chase and Westmoreland Square. The new metal caps are both weatherproof and squirrel resistant.

    • Repainted yellow “No Parking” curbs and re-striped guest parking areas.

    • Worked with Fairfax County Police to resolve parking violations.

    • Established a working committee to prepare a feasibility study for mailbox replacement.

Homeowner Joanne Savarese commented that it isn’t clear which part of the wooden fencing behind her home is common area and which is private property, and some of the wooden caps had not been replaced. Wilhoyte said he would look into this issue.

Greg Smith, another homeowner, asked if there had been any progress on the mailbox replacement project. Wilhoyte responded that this project is ongoing, and he recommends a feasibility study to research cost-effective solutions. Pres. Mockoviak also commented that the selection of mailboxes is limited and this is an expensive project, but money is available in the reserve account to cover the costs when an appropriate replace is finally identified.

“The best news of the night from hardscape is that all the work done on the brick wall and wooden fences was planned for and paid for with reserve funds,” Wilhoyte said. “Going forward, we’d like to do more preventative things rather than reactive.”

Pres. Mockoviak commented that repainting the yellow curbs was intended to accomplish two things: One was to improve the community’s appearance, which is also why the brick wall was power washed and the caps were replaced on the wooden fencing. “The other thing, and the biggest problem, is parking violations in the fire lanes,” he said. “Parking violations aren’t just an inconvenience, he said. “They endanger the community.” Mockoviak said there had been several incidents of service providers parking in the no-parking fire lanes, which prevents access to emergency vehicles. “We don’t want to have to take the time to tow vehicles out of the way for an emergency.” Going forward, Mockoviak said that any vehicles in violation of the fire lanes will be towed. “Please impress upon your service providers not to park in the fire lanes,” he told homeowners. “It’s very important for our safety.”

Hazel Haywood commented on moving vans that occasionally block adjacent driveways. Julie Warren and Pres. Mockoviak responded that when we are aware of a move in/move out situation, we ask the homeowners to let us know the dates the trucks will be in the community so we can share that information with the community.

  • Landscape Committee (Slide 6) – Chair Ramona Mockoviak reminded homeowners that landscaping remains Mayfair of McLean’s largest single expense. However, through carefully planning, this Committee was able to finish its 2022 planned projects under budget for the fifth year in a row. Those projects included:

    • Expanded plantings in both entrance gardens

    • Completed planting additional rose bushes in the Westmoreland Street garden

    • Continued annual tree pruning rotation

    • Treated all community crepe myrtle trees for aphids. Ramona asked that homeowners keep an eye on the crepe myrtles on their personal property and to let her know if you notice any continuing problems on the crepe myrtles in the common area so that she can contact Monster Tree for additional treatment. “It does spread,” she said.  

“Once again, we planned wisely through the year and a lot of effort was made to make sure we get competitive bids on the larger projects. And we came in within budget,” Ramona said. “So, we are in good shape for additional projects next year.” She thanked committee members Carol King and Bethany Jones for their time and commitment and added that the holly trees along Westmoreland Street and Kirby Road will be hand-trimmed early in 2023.

2022 Operating and Reserve Fund Budgets (Slides 7–9)
Pres. Mockoviak presented the 2023 Operating and Reserve Fund Budgets, which the Board approved at its Nov. 9 meeting. While the 2023 Operating Budget remains essentially the same as 2022 Operating Budget, there are increases in some specific line items in anticipation of inflation and possible increased need. For instance, under the landscape budget, there may be a need to remove and possibly replace up to four common-area trees in 2023. 

Pres. Mockoviak reminded attendees that the Board conducts a reserve study every four years to determine a 20-year reserve funding forecast to cover future maintenance and replacement of 16 common-area elements (see the 2023–2027 Five-Year Community Plan for the list of components). Per the reserve study, we are budgeted to open 2023 with $84,784 in the reserve account, Mockoviak said, but we anticipate, with final contributions, that the amount will probably be somewhere around $97,000. He also expects, per Treasurer Larry Warren’s suggestion to move some of the reserve funds to 6-month CDs, that 2023 interest income should increase.

Notably, there is no dues increase for 2023, and neither does the Board anticipate a special assessment in 2023. The annual dues remain $2,250 per household, and payment is due in full Jan. 1, 2023. Dues payments received after Jan. 31, 2023, will be assessed a $100 late fee.  

Election of One Board Members (Slide 10)
Carol King’s three-year term as Board member-at-large expired at the end of 2022, and she graciously volunteered to serve for an additional term. With no other homeowners responding to a two-month call for additional candidates, King was elected by acclamation to serve as Board member-at-large for a second three-year term beginning in 2023.

Homeowner Concerns
Homeowner John Haywood thanked the Board and committee members for their service to the community. Homeowners attending the meeting in person responded with applause.

Meeting Adjourned
After a motion, a second, and unanimous voice vote to do so, Pres. Mockoviak adjourned the meeting at 7:50 p.m. The Annual Meeting was followed immediately by a brief Board meeting at which 2023 Board positions, officers, and committee roles were confirmed.