Mayfair of McLean Association
2023 Annual Meeting
 7pm • December 6, 2023

MINUTES

REGULAR BUSINESS

Call to Order and Approval of 2022 Annual Meeting Minutes
Board President John Mockoviak called the meeting to order at 7pm, and Board Secretary Julie Warren confirmed that all Mayfair of McLean Association homeowners had been notified of the date, time, and location of this meeting via email on Oct. 8 and via the Association’s website. Additional notice of this meeting was sent via email Nov. 17 and Dec. 2.

In addition to Pres. Mockoviak and Secretary Warren, Board members Carol King and Mary Ann Cole, Treasurer Larry Warren, and Assistant Treasurer Paul Mallarkey attended this meeting in person along with several other homeowners. In total, 22 households were represented, including eight by proxy and 14 in person, which constituted a quorum.

A motion to waive reading the Minutes of the Dec. 14, 2022, Annual Meeting was seconded and unanimously approved. A motion to approve the Minutes of the Dec. 14, 2022 Annual Meeting also was seconded and unanimously approved. These 2022 Annual Meeting minutes are now available on Mayfair of McLean’s website under “Association Operations/Board Meetings.”

NEW BUSINESS

  • Recognition of Community Volunteers
    Pres. Mockoviak directed homeowners’ attention to the slide displaying the fourteen 2023 community volunteers’ names and said, “This group of individuals … does a tremendous amount of work … and probably saves us thousands of dollars annually in management fees. These people really deserve a round of applause for what they do.” He thanked Larry Warren, the Association’s Treasurer, especially. “Larry collects all of the dues, posts all the banks accounts, collects the mail, and pays all the bills as they come in. He has come up with some great ideas for generating additional income. Our new CDs have already contributed an additional $2,000 to the Association’s reserve account. Thank you for all you do.” Pres. Mockoviak also noted that several committee members also serve on Mayfair of McLean’s Board.

  • Committee Reports

Design Review – Chair Mary Ann Cole began by thanking homeowners for doing their part to maintain their homes’ exteriors and making Mayfair of McLean such a visually attractive, pristine community. Cole reported that for the second year, the annual home exteriors inspection was conducted in the spring to give homeowners time during good weather to make adjustments and repairs. She added that most infractions to Mayfair of McLean’s Design Guidelines were minor and generally involved front garden beds that needed attention and missing screens. These infractions were resolved informally and amicably. The DRC processed five applications for modifications in 2023, including three for window replacement, one for a security camera, and one for roof replacement.

The DRC also revised language in the Design Guidelines this year regarding vendor signs and acceptable front door paint colors. Cole thanked committee members Rich Martiez and Rick Jensen for their time and attention to the community. Pres. Mockoviak also thanked this committee for continually monitoring the Design Guidelines and updating it regularly to reflect contemporary issues like solar panels and electronic home security.

Landscape – Committee Chair Ramona Mockoviak thanked committee members Bethany Jones and Carol King for their time and commitment over the years to the Association’s landscaping needs. In addition to managing several vendors, this committee oversees annual tree trimming, regular mowing and landscape maintenance, seasonal planting, and mosquito control treatments. Mockoviak said the number of mosquito treatments was increased to eight this year. She also said that she has engaged several times with ProGrounds management during the year to resolve issues with front garden maintenance and ensure that the grounds crew meets homeowners’ expectations.

Although treatment has been completed for the community’s recent crepe myrtle infestation, Mockoviak reminded homeowners to be aware of the symptoms of the disease so that any infected crepe myrtles can be treated in a timely manner if the infestation should reappear. Pres. John Mockoviak reminded homeowners that landscaping is the most expensive line item in the Association’s annual budget and thanked the committee for their service. “This committee has consistently performed under budget for several years,” he added.

Hardscape – President Mockoviak reported this committee’s 2023 accomplishments included the following:

  • Replaced railroad tie retaining wall adjacent to the circle

  • Replaced accent lighting system throughout the community with LED fixtures, new wiring, and three new control boxes

  • Inspected the community’s infrastructure, which includes 16 specific elements within the reserve funding analysis, to prioritize and calculate funding for future projects

  • Repainted fire lane curbs

  • Obtained two viable proposals for replacing the Association’s Mayfair of McLean’s mailboxes. Expected to be the Association’s “Big Project” in 2024, this project was discussed in detail with homeowners present. This project is expected to cost about $10,000+/- and will be completed in the first half of 2024. It will not require a special assessment nor an increase in regular assessments, and costs will be fully covered with Reserve Account funds. As part of their estimated prices, both potential vendors will include interfacing with the USPS to complete the project.

  • 2024 Operating & Reserve Fund Budgets
    Pres. Mockoviak reminded homeowners that the Association’s accounts are financially stable. Over the last seven years there has been no annual dues increase nor have there been any special assessments. The approved 2024 Budget is very similar to that of 2023, although there will be a slight increase in utility costs, primarily due to new, functioning accent lighting and a modest increase in Republic Services invoices for trash and recycling pickup in 2024. The Landscaping committee renegotiated our contract with ProGrounds with an increase of only $1,000 in 2024.

    Additionally, several factors have allowed us to increase our 2023 contribution to the reserve account by about $6,000 this year, along with the regular $9,000 reserve account line item included in the operating budget. The absence of snow and ice removal in 2023 gave us $4,000 to include in the Reserve Account, along with underruns in the Landscaping budget and some other smaller Operating Budget expenses. Additionally, we changed banks this year, which allowed us to open two Certificates of Deposits in the Reserve Account, both of which pay considerable interest. Organizations that track the financial health of homeowners associations consider reserve accounts that are equivalent to 70% of annual collected dues to be in very good shape; Mayfair of McLean’s Reserve Account is at 134% of our collected dues. The Reserve Account balance should be $111,000 at the close of 2023.

    Consequently, Pres. Mockoviak announced that the Annual Dues remain unchanged—$2,250 per household due on Jan. 1, 2024. There is a 30-day grace period for paying these dues, but homeowners will be charged $100 late fee if their dues are not paid in full by Jan. 31, 2024.          

  • Recruiting Volunteers
    With one Hardscape Committee volunteer position vacant, and announcing that he would only serve one additional three-year term on the Board, Pres. Mockoviak appealed to the homeowners present to step up and volunteer to serve the community. He calculated that each committee member is called upon for only about a six-hour commitment per year, “but the accomplishments of nine volunteers, along with the Board’s involvement, are amazing,” he said. Homeowner and resident Paul Ague was convinced and agreed to serve on the Hardscape Committee in 2024.

  • Election of Two Board Members     
    Both John Mockoviak’s and Mary Ann Cole’s three-year terms as Board members expired at the end of 2023. Both volunteers expressed their willingness to serve for another three-year term each. With no other candidates for either of these two Board positions, the Association membership unanimously re-elected by acclamation both Mockoviak and Cole to the Mayfair of McLean Association Board to serve through the end of 2026. Congratulations and thank you, John and Mary Ann.       

  • William Wilhoyte 1940 - 2023
    Pres. Mockoviak recognized Bill Wilhoyte friendship and service to Mayfair of McLean. Wilhoyte, who passed away earlier this year after a brief illness, was a homeowner and resident in Mayfair of McLean for more than two decades. He chaired the Association’s Hardscape Committee for several years and was vice president of Mayfair of McLean’s Board from 2019 until early this year, when he resigned due to ill health. Retired from a 50-year career in education, Bill had been a teacher, an elementary and high school principal, a Montgomery County Public Schools community superintendent, and a DC Public Schools regional superintendent. Most of all, he was a kind and generous neighbor and served this community with humor and wisdom. “We lost a great neighbor and a great friend,” said Pres. Mockoviak.

Homeowner Concerns
One homeowner asked if there is any need to be concerned about security in the community. Pres. Mockoviak explained that one incident of an alleged stolen car early in the year was actually a domestic matter/prank related to a young resident. The family involved no longer lives in the Mayfair of McLean community.

Meeting Adjourned
After a motion, a second, and unanimous voice vote to do so, Pres. Mockoviak adjourned the meeting at 7:45pm.