Mayfair of McLean Association
December 10, 2019, Board Meeting Minutes
Call to Order, Attendance, and Confirmation of a Quorum
Board President John Mockoviak called the meeting to order at 8:30 p.m. est., immediately following the 2019 Annual Meeting. In addition to Pres. Mockoviak, all Board Members were present—including Board Secretary Julie Warren, Board Member at Large Bruce Louiselle, Board Member at Large Bill Wilhoyte, and newly elected Board Member at Large Carol King—and a quorum was confirmed. No other homeowners attended, although sufficient notice was provided.
Selection of 2020 Board Officers
President Mockoviak presented the following suggested slate of 2020 Mayfair of McLean Board Officers, which the Board unanimously approved by voice vote:
John Mockoviak President
Bill Wilhoyte Vice President
Julie Warren Secretary
Larry Warren Treasurer
Paul Mallarkey Assistant Treasurer
2020 Committee Chairs
The Board also confirmed by voice vote the following 2020 Mayfair of McLean committee chairs:
Terry Marlow Design Review Committee
Bill Wilhoyte Hardscape Committee
Ramona Mockoviak Landscape Committee
Sing Lee Webmaster
Next Board Meeting
The next Board meeting was tentatively scheduled to meet on Tues., Feb. 11, 2020, at 10 a.m. at 2025 Mayfair of McLean. This meeting date was later confirmed via email.
Meeting Adjourned
After a motion, a second, and unanimous voice vote to do so, President Mockoviak adjourned the meeting at 9 p.m.
***Visit https://mayfairmclean.squarespace.com. Password: mmc1992***
Mayfair of McLean Association
November 14, 2019, Board Meeting Minutes
Call to Order, Attendance, and Confirmation of a Quorum
Board President John Mockoviak called the meeting to order at 10 am est. With the exception of Vice President Harold Damelin and Board Member Bruce Louiselle, all other board members - Secretary Julie Warren and Board Member Bill Wilhoyte - were present, and a quorum was confirmed. No other homeowners attended, although sufficient notice was provided.
Minutes of Previous Meeting
By voice vote, Board Members unanimously waived reading the Oct. 10, 2019, board meeting minutes, which were approved by unanimous voice vote.
2019 Annual Homeowners Meeting – Dec. 10 at 7 pm at Longfellow School Library
The Board discussed the agenda and audio/visual presentations for the 2019 Mayfair of McLean Annual Homeowners Meeting, scheduled for Dec.10 at 7 pm in the Longfellow Middle School Library.The association membership, which comprises all Mayfair of McLean homeowners, will be asked to
vote to
Approve two sets of minutes - those of the 2018 Annual Meeting, held Dec. 12, 2018, and the April 23, 2019, Special Homeowners Meeting.
Elect two board members: Bill Wilhoyte to a second 2-year term and Carol King to a 3-year term. The Board strongly endorses the election of both individuals.
These items will be voted on by voice vote. Per Mayfair’s bylaws, a simple majority of homeowners is required for a valid vote on these issues. If you are unable to attend thisimportant meeting, please direct your proxy to another Mayfair homeowner prior to Dec. 10 and let President John Mockoviak know who will be voting on your behalf.
2020 Budget
By voice vote, the Board approved the 2020 operating and reserve budget. Please note that there is no increase in dues in 2020, and there is no request for special assessment. John Mockoviak and Bruce Louiselle will be available at the upcoming 2019 Annual Meeting to answer questions on this important item of business.
Appointment of New Officers
Two longtime Mayfair of McLean homeowners, Larry Warren and Paul Mallarkey, have agreed to serve as Mayfair of McLean’s treasurer and assistant treasurer respectively. Both have extensive professional financial experience and are highly respected in their industries. By a voice vote, the Board voted to approve these two appointments.
Update on 2020–2024 Five-Year Plan
Each homeowner will receive a copy of the updated document as they leave the Annual Meeting.
Committee Updates
Design Review Committee – No new applications have been submitted since the last board meeting.
Landscape Committee – Minutes of the last committee meeting, which was held Oct. 5, were distributed to homeowners via email on Oct. 15 and are now available on the website. Since then, three additional hollies have been planted, two of which replace trees that were removed by Fairfax Water Authority during their repair work, and one outside the brick wall to fill a gap in the line of hollies. This brings the number of trees replaced in 2019 to nine.Some overgrown landscaping was removed at the Circle, making way for a Little Free Public Library there. Cost for the Library was around $500, which includes a starter set of books. The intent is to encourage the use of the concrete table and benches in the Circle.
Hardscape Committee – Chair Bill Wilhoyte says feedback on the new LED streetlights has been very positive. He recently replaced the bulbs in both entrance column lamps with LEDs but says other accent lighting, which was originally installed in 1992, continues to be problematic. For instance, the bulbs in most of the accent lights can’t be exchanged for LEDs; the whole fixture has to be replaced. The committee is investigating repairing or replacing the streetlight sensors,which no longer work properly.
In the spring, the committee plans to have cosmetic work and structural repairs made to some of the brick wall support columns along Westmoreland Street. The committee is reviewing two estimates, including one from Bright Construction, and will recommend a vendor at the next Board meeting.
The timbers that were installed recently along the drainage area behind 2019 (east side of the community) to divert water flow in heavy rain appear to be working well.
Salt boxes have been placed adjacent to both mailboxes for residents to use when these areas are icy.
Homeowner Concerns and Other Items of Business
Recommended Speed Limit – Because there are more young children living in Mayfair these days, and because some homeowners tend to speed down the street, a homeowner has suggested that a speed limit sign be installed in the community where the current “Yield” sign is located. The maximum speed in the community should be 15 to 20 mph.
2020 Dues – Homeowners are reminded that regular assessments (homeowner dues) in the amount of $2,385 are due on Jan. 1. Mail your checks to: Mayfair of McLean Association, P.O. Box 7102, Falls Church, VA 22040-7102. To simplify bookkeeping, any checks received before Jan. 1 will not be deposited until after the first of the year. Homeowners are given a grace period for sending in their dues through Jan. 31, and a $100 fine will be levied for dues received after that date.
Flower Fund – The Mayfair Witches collected $545 during their Halloween “trick or treat,” and Earlene Marlow’s “left/right” game at the September neighborhood party brought in $60. Added to the $120 already in the fund prior to these activities, the current Flower Fund total is $725. Mayfair of McLean operating funds cannot be used to pay for commemorative gifts, like welcoming a neighbor's new baby or sending get-well or condolence flowers. Instead, this separate Flower Fund welcomes voluntary donations so that we can send flowers or gifts, when appropriate, on behalf of the entire Mayfair of McLean community.
Next Board Meeting
The next Board Meeting will take place immediately following the 2019 Annual Meeting on Dec. 10 at Longfellow Middle School during which the Board will elect the 2020 officers and schedule the first meeting in 2020.
Meeting Adjourned
After a motion, a second, and unanimous voice vote to do so, President Mockoviak adjourned the meeting at 11:25 a.m.
*** Visit https://mayfairmclean.squarespace.com. Password: mmc1992.***
Mayfair of McLean Association
October 10, 2019, Board Meeting Minutes
Call to Order, Attendance, and Confirmation of a Quorum
Board President John Mockoviak called the meeting to order at 10 am edt. With the exception of Vice President Harold Damelin and Secretary Julie Warren, who both had conflicts, all other board members—Board Members Bruce Louiselle and Bill Wilhoyte—were present, and a quorum was confirmed. No other homeowners attended, although sufficient notice was provided.
Minutes of Previous Meeting
By voice vote, Board Members unanimously waived reading the Aug. 8, 2019, board meeting minutes,which were approved by unanimous voice vote.
2019 Annual Homeowners Meeting
The Board reviewed a proposed agenda for the 2019 Annual Homeowners Meeting, scheduled for Dec.10 at 7 pm in the Longfellow Middle School Library. The association membership, which comprises all Mayfair of McLean homeowners, will be asked to approve the 2020 annual budget and two sets of minutes at this important meeting. Board members will finalize the 2020 budget, as well as other agenda items at the next board meeting scheduled for Thurs., Nov. 14, at 10 am.
Fairfax County Stormwater Management Division
Mayfair of McLean includes a stormwater retention area at the northwest corner of the property. Because this area of Mayfair of McLean is not particularly attractive, Board President John Mockoviak recently met with a representative of Fairfax County Stormwater Management Division (FCSMD) to determine if it is public or private. A particular concern is the “scouring” that takes place after a heavy rainstorm.
According to the FCSMD representative, because the area is part of the Pimmit Run water management system, Fairfax County has responsibility for this area and its functionality. A consultant to FCSMD recently recommended a few updates and repairs to improve the area’s functionality, but those updates are a low priority for the county at this time. The FCSMD also has declined a Mayfair request to install a rock garden or concrete furniture, such as benches and a table, to improve the area’s appearance.
Fairfax County Water Authority has reimbursed the association for damaging the wiring to three of Mayfair’s irrigation zones during FCWA’s valve installation project on Westmoreland over the summer, and the affected irrigation zones are again in working order.
LED Streetlamps
Bill Wilhoyte, chair of Mayfair’s HardScape Committee, confirmed that Mayfair’s streetlights have all been converted to LED bulbs. Board member Bruce Louiselle says, “They don’t look any different. If anything, a little less yellow.” According to Wilhoyte, the new LED bulbs have a 15-year life and should cost less in power usage. Total cost for the project was $2,966, which was covered by reserve funds.President Mockoviak thanked Wilhoyte for his efforts on the community’s behalf.
3rd Quarter 2019 Budget Review
Board member and acting assistant treasurer Bruce Louiselle said the community is $18,000 under the projected operating expense of $66,000 (prorated from the $88,000 annual operating budget) at this point in the year. “We are in very good shape and are online to do better than our budget, which really hasn’t changed much in the last 5 years.” Louiselle indicated some adjustments to the reserve budget,including five new items—brick wall maintenance, drainage, tree replacement, sprinkler system, and accent lighting—that were recently added to the reserves components list and the revision to the road repaving schedule to every 15 years. The next repaving is scheduled for 2033. These adjustments result in a $2,200 increase in our annual reserve accrual. Pres. Mockoviak pointed out that this increase has been adequately covered by significant savings in landscaping expenditures this year. Consequently, the Board has determined that a dues increase in 2020 is unlikely. Board members caution homeowners this may not always be the case: “The reality is that, as the community ages, it’s going to cost more,” said Wilhoyte.
Committee Updates
Design Review Committee – According to Chair Harold Damelin, the committee is working on an amendment to a previously approved application that was altered. There are no other pending DRC issues.
Landscape Committee – The landscape committee has completed many projects this year, two of which are now in progress adjacent to the (northwest) mailbox area. The old rotten timbers have been pulled out and replaced, and the azaleas in that area have been hand-pruned. Also, the timbers that run along the common area in conjunction with 2016 (the home nearest the northwest mailbox) have been power washed and the dead bushes removed and replaced with laurels. Over the last few years, some diseased trees were removed but not replaced; two have been replaced already, and four more are going to be installed sometime in late October. Monster Tree came back on Oct. 14 to complete the tree trimming, including an oak tree behind 2036 that was growing into the fireplace chimney. A lot of overgrowth was removed in the common areas, and ProGrounds is coming back to do some additional sculpting for some of the low-lying plants.
HardScape Committee – In preparation for the 2020 budget, the committee has received two estimates to repair the support columns and other areas in the brick wall along Westmoreland Street. Because the estimates—one from Bright Construction, which rebuilt the Kirby Road wall, and another from Capital Masonry, which did some power washing in several locations throughout the community—were very different, the committee is seeking a third estimate to consider. In the case of one column, there may be some slight structural issues. Pres. Mockoviak commented that, in light of these needed repairs, it’s even more important that the community fund the components that were recently added to the reserves. “I never want to see the community put in the position that we were in with the wall,” said Mockoviak. “If we don’t address problems like that sooner rather than later, we run into big dollars.”HardScape committee chair Bill Wilhoyte also noted that 16 accent lights on the left side of the entrance are being replaced with LED’s as they burn out. The committee also is considering hiring a consultant to review accent lights in several areas, including the circle at the north end of the street, to get the lights fully operational. The association has received a check for $10,250 from Fairfax Water Authority to make the some of the needed repairs and updates.Pres. Mockoviak thanked Wilhoyte and others on the hardscape committee for their perseverance.
Other items of Business and Homeowner Concerns
Homeowner concerns – There have been several inquiries from some of the new homeowners for information about trash pickup, problems with rodents, etc. New homeowners are reminded not to install bird feeders—other than hummingbird feeders—and Board Member Louiselle suggested that residents let adjacent homeowners or a board member know if they have a pest problem like mice or bugs that might affect other homes.
Next Board Meeting
The next Board Meeting is scheduled for Thurs., Nov. 14, at 10 a.m. at 2025 Mayfair of McLean during which the Board will finalize the proposed 2020 budget and plans for the annual homeowners’ meeting on Dec. 10 at 7 pm at Longfellow Middle School. Homeowners are welcome and encouraged to attend.
Meeting Adjourned
After a motion, a second, and unanimous voice vote to do so, President Mockoviak adjourned the meeting at 11 am.
*** Visit https://mayfairmclean.squarespace.com. Password: mmc1992.***
Mayfair of McLean Association
August 8, 2019, Board Meeting Minutes
Call to Order, Attendance, and Confirmation of a Quorum
Board President John Mockoviak called the meeting to order at 10 am edt. With the exception of Bill Wilhoyte, who was out of town, all other officers and board members—Vice President Harold Damelin, Secretary Julie Warren, and Board Member Bruce Louiselle—were present, and a quorum was confirmed. No other homeowners attended, although sufficient notice was provided.
Minutes of Previous Meeting
By voice vote, Board Members unanimously waived reading the June 27, 2019, board meeting minutes, which were approved by unanimous voice vote.
Fairfax Water Authority Project Update
The portion of Fairfax Water Authority’s project adjacent to Mayfair of McLean property is completed, and sidewalks, curbing, and adjacent turf on Westmoreland Street have been restored. Some wiring to three of Mayfair’s irrigation zones was damaged during the project, but FWA has reimbursed the association for repairing the wiring and the affected irrigation zones are again in working order.
Optional House Address Signs
To help reduce the number of misdelivered packages, the Board has approved an optional freestanding, in-ground address sign that homeowners can install without first applying for design review committee approval. See Board President John Mockoviak’s Aug. 8 email to homeowners for details and a description of the approved sign.
Update on LED Streetlamp Replacement
Board member Bill Wilhoyte provided the Board with a written update on the ongoing LED streetlamp replacement project. The Board favors the LED conversion and is continuing its search for the most economical and available bulb options. Most homeowners who responded to an informal survey a few weeks ago favored the 3000K (kelvin) bulb, which provides the equivalent of 150 watts. Board President Mockoviak says the Board expects to locate a 2700K bulb and conduct another opinion poll later this year before making any final decisions.
Meet-and-Greet Picnic Scheduled for Sept. 8
The Board is reviving the annual Mayfair of McLean community picnic, which will take place on Sun., Sept. 8, from 5 to 8 pm in the northwest parking area (to the left of the circle). There is no rain date. All residents are invited to attend. Please plan to bring a food item to share. John and Ramona Mockoviak will provide wine, beer, and soft drinks. Board members will provide tables, chairs, ice, plastic cups, and paper products. Watch for evites soon for details.
Committee Updates
Design Review Committee – Committee Chair Harold Damelin reported that there have been three new design review applications since the June Board meeting, two of which have been approved. Some homeowners have been considering installing copper caps on the fence posts behind their homes; Damelin reminds homeowners that DRC approval is required before installing copper fence caps.
Landscape Committee – Minutes of the July 27 landscape committee meeting, at which a variety of topics were discussed, were sent to homeowners via email and are now available on the association’s website at https://mayfairmclean.squarespace.com under association Operations/Landscaping Committee. Login is mmc1992.
Hardscape Committee – Chair Bill Wilhoyte says that as soon as the appropriate bulbs are available, the committee will conduct a second review of potential LED bulbs for the community streetlights. Homeowners will be notified when the test is underway and surveyed on their preferences.
OPEN POSITIONS ON MAYFAIR OF McLEAN BOARD AND COMMITTEES
President Mockoviak is recruiting for two open board positions, including treasurer and assistant treasurer, at the end of the year, as well as a volunteer to chair the Design Review Committee. Interested homeowners should contact Mockoviak or another Board member.
Other items of Business and Homeowner Concerns
President Mockoviak is researching a new insurance carrier for Mayfair of McLean’s various policies.
According to President Mockoviak, during the very heavy rain and resulting flash flood on the morning of Monday, July 8, the retaining pond “did just what it was supposed to do” by collecting runoff from the sudden deluge and protecting Mayfair homes from flooding.
A neighboring community association, Autumn Chase, has asked permission for some of its residents to use Mayfair’s guest parking for a few days while their parking area is being repaved.
Next Board Meeting
The next Board Meeting is scheduled for Thurs., Oct. 10, at 10 a.m. at 2025 Mayfair of McLean. The Board will begin preliminary planning for the annual homeowners’ meeting in mid-December Homeowners are welcome and encouraged to attend.
Meeting Adjourned
After a motion, a second, and unanimous voice vote to do so, President Mockoviak adjourned the meeting at noon.
*** Visit https://mayfairmclean.squarespace.com. Password: mmc1992. ***
Mayfair of McLean Association
June 27, 2019, Board Meeting Minutes
Call to Order, Attendance, and Confirmation of a Quorum
Board President John Mockoviak called the meeting to order at 10 am edt. All other officers and board members—Vice President Harold Damelin, Secretary Julie Warren, and Board Members Bruce Louiselle and Bill Wilhoyte—were present, and a quorum was confirmed. No other homeowners attended, although sufficient notice was provided.
Minutes of Previous Meeting
By voice vote, Board Members unanimously waived reading the May 14, 2019, board meeting minutes, which were approved by unanimous voice vote.
Liability and Property Insurance Renewed
Mayfair of McLean Association has property, liability, umbrella, and terrorist insurance, and the annual premium of $1,099 has been paid in advance of the July 1st due date. The McLean Insurance Company, which was Mayfair’s agent for many years, recently merged with Arthur J. Gallagher & Co. Insurance, and President Mockoviak noted that service on our policy has improved since this change. The premium for Mayfair’s directors’ and officers’ insurance is due in October, and President Mockoviak will investigate lower-cost coverage over the next few months.
Fairfax Water Authority Project Update
Refer to President Mockoviak’s June 25 email update about the wrap-up of Fairfax Water Authority’s project, along with several other items. According to Mockoviak, FWA’s representatives have been very professional and responsive, and the water in our area has passed critical tests for appropriate pressure and quality.
During the project last fall, FWA contractors inadvertently cut lines that supply power to the circle, which has several accent lights. President Mockoviak brought this problem to FWA’s attention. Based on at least two professional estimates to replace power to the circle, FWA will compensate Mayfair of Mclean to replace the power source to this Mayfair common area. The Board will investigate the most economical solution to replace this important power source.
Five-Year Plan Update
Several copies of the Mayfair of McLean 2019–2023 Five-Year Plan were printed and bound to distribute to new homeowners. Board members also received printed copies of the Plan to review and make suggestions in preparation of the 2020–2024 Five-Year Plan, which the Board expects to distribute by the end of this year.
Meet-and-Greet Picnic Scheduled for Sept. 8
The Board is reviving the annual Mayfair of McLean community picnic, which will take place on Sun., Sept. 8, this year. There is no rain date. Location is the northwest parking area, and all residents are invited to attend. Please plan to bring a food item to share. John and Ramona Mockoviak will provide wine, beer, and soft drinks. Board members will provide tables, chairs, ice, plastic cups, and paper products.
Review of 2019 Second Quarter Financials
The total reserve balance at the end of the 2nd Quarter, according to Board Member Bruce Louiselle, is $46,727. Louiselle also noted that expenditures are on target with the operating budget. The project to replace bulbs in the community lamp posts with LED bulbs is covered by the reserve fund. Below is the 2nd Quarter Financial Statement for homeowners’ review.
Committee Updates
Design Review Committee – Committee Chair Harold Damelin reported that since April there have been no new design review applications, and most homeowners who were contacted about problem areas after the spring walk-around have made corrections. Damelin also said that, in a joint project, the homeowners at 2043 and 2045 (King and Cosgriff homes) rebuilt the privacy fence around and behind their respective residences, and the result is excellent. “Worth taking a look,” he says.
Landscape Committee – Chair Ramona Mockoviak plans to convene a committee meeting sometime in July. The committee has emphasized grooming, particularly along the exterior walls. Mockoviak has weekly conversations with ProGrounds, which is very responsive. All the hollies have been fertilized, and one Zelcovia required fertilizer as well. The committee plans extensive tree pruning in October.
Hardscape Committee – Chair Bill Wilhoyte says that as soon as the appropriate bulbs are available, the committee will conduct a second review of potential LED bulbs for the community streetlights. Homeowners will be notified when the test is underway and surveyed on their preferences.
Several portions of the exterior wood fence have been repaired, as well as some uprooted pavers in the common areas near the mailboxes and the community’s entrance. The committee anticipates some minor repairs to the exterior brick wall next year or early in 2021. Board member Bruce Louiselle reminded the Board that the reserve budget includes $3,000 over the next three years for repairing the exterior wood fence. The committee is also addressing a homeowner’s concerns about the appearance of the retaining pond at the northwest end of the community (corner of Kirby and Westmoreland.)
Other items of Business and Homeowner Concerns
Welcome New Neighbors
Francine, Dennis, and Erik Fan recently purchased and moved into 2029 Mayfair. Erik is an 8th grader at Longfellow Middle School. Other families moving into the community in July include Mary Ann and John Cole (2009), Eugene Park (2041), and John Yu and Lynn Sha (2032). Please extend a warm welcome to our new Mayfair neighbors when you see them.State Registrations
Mayfair of McLean recently renewed its annual registration with Virginia’s Common Interest Community Board and with the Virginia State Corporation Commission.Evidence of wildlife in Mayfair
A couple of residents have encountered evidence of a fox in the community. According to President Mockoviak, the fox—which most likely has a den in the woods on the other side of Longfellow Middle School—has been seen in the neighborhood when the trash bins are outside.Upcoming board member and committee member openings
President Mockoviak will be recruiting for two open board positions, including treasurer, at the end of the year, as well as a volunteer to chair the Design Review Committee. Upcoming Board Meeting The next Board Meeting is scheduled for Tues., Aug. 8 at 10 a.m. at 2025 Mayfair of McLean. Homeowners are welcome and encouraged to attend.
Meeting Adjourned
After a motion, a second, and unanimous voice vote to do so, President Mockoviak adjourned the meeting at noon.
*** Visit https://mayfairmclean.squarespace.com. Password: mmc1992. ***
Mayfair of McLean Association
May 14, 2019, Board Meeting Minutes
Call to Order, Attendance, and Confirmation of a Quorum
Board President John Mockoviak called the meeting to order at 10 am est. All other officers and board members—Vice President Harold Damelin, Secretary Julie Warren and Board Members Bruce Louiselle and Bill Wilhoyte—were present, and a quorum was confirmed. No other homeowners attended, although sufficient notice was provided.
Minutes of Previous Meeting
By voice vote, Board Members unanimously waived reading the March 26, 2019, board meeting minutes, which were approved by unanimous voice vote.
Five-Year Plan
Mayfair of McLean’s 2019–2023 will be available in hard copy in the next couple of weeks with the intent of sharing it with new homeowners as they move into the community. The board discussed what portions of the Plan will be updated annually and how to prepare each revision.
Website Update
Sing Lee, Mayfair’s webmaster, has updated and reorganized the community’s website, available to homeowners at https://mayfairmclean.squarespace.com/. The board also discussed a potential redesign and adding more photos. Julie Warren will investigate potential alternatives with Sing.
Short-Term Rental Policy
The amendment to Mayfair of McLean’s CC&Rs was approved with 78.4 percent of homeowners’ approval at a special meeting on April 23. Seventy-five percent approval was required. The amendment, which limits short-term rentals in the community to no less than 6 months or 180 days, has been registered with the Fairfax County Office of Land Records and is now in effect.
Review of 2019 First Quarter Financial Report
According to the 2019 first quarter report presented by Ron Taylor, Mayfair of McLean’s assistant treasurer until recently, the community’s financial health is in excellent shape. Taylor resigned as assistant treasurer shortly after preparing this report, and until a willing volunteer has been identified, Board Member Bruce Louiselle will assume responsibility for preparing upcoming financial reports. The Board wishes to thank Ron Taylor for his many contributions and years of service to our community.
Committee Updates
• Design Review Committee – After their neighborhood walk-around on April 6, Chair Harold Damelin and DRC members Rich Martinez and Rick Jensen report that the community is “generally in good shape.” The committee subsequently contacted a few homeowners to discuss specific problems observed during the walk-around. The committee also reminds homeowners to consider powerwashing their front steps and driveways and to contact the DRC, in accordance with Mayfair’s architectural review guidelines, available on https://mayfairmclean.squarespace.com/, before making changes—including landscaping—to their homes’ exteriors.
• Landscape Committee – Chair Ramona Mockoviak distributed minutes of the committee’s April 6 meeting to homeowners by email on April 14. The minutes also are available on Mayfair’s website at mayfairmclean.squarespace.com/landscaping-committee. Password is mmc1992. Homeowners are reminded that garden refuse pickup is every Wednesday morning, and there are some restrictions. Please see the attached statement from Republic Services regarding yard waste. Unless otherwise stated, “grass clippings, leaves, and twigs can be placed in biodegradable paper bags, plastic bags, or personal containers marked as “yard waste.”
• Hardscape Committee – The committee, which includes Chair Bill Wilhoyte and membersJoëlle Van Over, Scott Sirlin, and Jeff Levin, met May 11 and report that the community’s irrigation system has been tested and is working well. Four plastic heads were replaced, and the gauge that turns off the system after a heavy rain also may need to be replaced. The committee inspected the community’s sidewalks and determined only minor repairs are needed. The exterior fences on the community’s perimeter also were inspected, and some sections will be repaired.
The Hardscape Committee has researched replacing the community’s 20 streetlights with LED lamps and received several bids from local electric companies. Committee member Jeff Levine provided helpful information on this topic. The board voted to accept Kolb Electric’s estimate and proceed with the project. Before replacing all the streetlights, however, test lights will be installed to determine the appropriate color and brightness. Homeowners will be notified when the test is underway and surveyed on their preferences.
The committee also is addressing a homeowner’s concerns about the appearance of the retaining pond at the northwest end of the community (corner of Kirby and Westmoreland.)
Other Items of Business and Homeowner Concerns
Over the next few months, President Mockoviak will be recruiting for several Mayfair of McLean volunteer positions, including Treasurer, Assistant Treasurer, DRC chair, and a board position that is expiring at the end of the year. The hardscape committee also will need an additional volunteer soon.
Package delivery in the community has become a problem, and the board will discuss one potential remedy—additional house address signs—at the next board meeting.
Upcoming Board Meeting
The next Mayfair of McLean board meeting will be held Thurs., June 27, at 10 a.m. at 2025 Mayfair of McLean. Homeowners are welcome to attend.
Meeting Adjourned
After a motion, a second, and unanimous voice vote to do so, Pres. Mockoviak adjourned the meeting at noon.
Visit https://mayfairmclean.squarespace.com. Password: mmc1992.
Mayfair of McLean Association
March 26, 2019, Board Meeting Minutes
Call to Order, Attendance, and Confirmation of a Quorum
Board President John Mockoviak called the meeting to order at 10 am est. All other board members—Vice President Harold Damelin, Secretary Julie Warren, and Board Members Bruce Louiselle and Bill Wilhoyte—were present and a quorum was confirmed. No other homeowners attended, although sufficient notice was provided.
Minutes of Previous Meeting
By voice vote, Board Members unanimously waived reading the Feb. 5, 2019, board meeting minutes, which were approved by unanimous voice vote.
Five-Year Plan
Board members discussed updating Mayfair’s Five-Year Plan, which was presented to homeowners in early November 2018. Bruce Louiselle suggested that board members, particularly committee chairs, review the current plan and recommend revisions. He advocates including the Five-Year Plan, which provides a comprehensive overview of the community, in disclosure packets. Bill Wilhoyte suggested that, since four Mayfair homes are currently on the market, the board establish a welcome procedure for new homeowners that includes a copy of the Five-Year Plan.
Pres. Mockoviak asked all board members to review the current plan and bring suggestions for modest revisions to the next board meeting, which is scheduled for mid-May.
Website Update
Board members also discussed Mayfair’s website, which some homeowners find difficult to access and navigate. Louiselle suggested that a different server may be required. Sing Lee, a Mayfair homeowner and the community’s webmaster, is willing to implement any necessary changes to the site but would prefer that others on the board determine what those changes will be. Julie Warren volunteered to work with Mr. Lee to research cost-effective resources to refresh the website’s appearance and make it more user friendly.
Committee Updates
• Design Review Committee – Chair Harold Damelin plans to convene a spring “walk-around” of the neighborhood in the next few weeks to observe/review home exteriors. He also discussed the possible need for individual homes’ front steps and walkways to be power washed and will distribute a memo that includes several reputable, economical vendors. Louiselle suggested researching a group rate if several homes need to be power washed. There have been no DRC applications since the last committee meeting.
• Landscape Committee – Minutes of the committee’s Feb. 16 meeting were distributed by email to homeowners and are available on the website at mayfairmclean.squarespace.com/landscaping-committee. Password is mmc1992. One of the committee’s projects—adding a brick border edging to the flower beds on either side of the entrance—has been completed. Two other projects, including regenerative pruning and adding sod in areas of bare ground, will be underway shortly. Sav-A-Tree recommends
pruning the exterior hollies and two other types of plants at a cost of $2,800. Because the hollies are doing so much better, the committee declined an additional kelp treatment that Sav-A-Tree recommended. Also, although the community’s trees have been treated for scale two years in a row, the committee is on the alert for return of scale, which should have been cured.
• Hardscape Committee – According to Chair Bill Wilhoyte, as the threat of snow for the season appears to be over, the cost for plowing and treating surfaces is under budget to date. Other hardscape initiatives:
ProGrounds will audit the irrigation system sometime this spring before the system is turned on for the season.
The committee is researching costs and logistics for replacing incandescent street lights with LEDs. Installing a test bulb for color is under consideration. Pres. Mockoviak pointed out that there is $7, 175 in the reserve funds for repairing and replacing streetlights and pavers.
Some accent lights in the community aren’t working, including the lights on the sycamore tree at the circle; the committee will review remedies.
The committee is considering adjusting the timer on common area accent lights to come on at dusk and go off at midnight. The street lights will remain on all night.
The streetlight timer has been adjusted so that now these lights go off earlier in the morning.
The board is still considering what to do about the white residue on the exterior brick wall near the intersection of Kirby and Westmoreland. No funds are budgeted for wall cleaning in 2019, but the board is exploring alternatives to mitigate the condition.
Short-Term Rental Policy
The Board has scheduled a special homeowners meeting on Tues., April 23, at 7 p.m. at the Longfellow Middle School library to vote on a motion to amend Mayfair of McLean Association’s Declaration to restrict rentals in the community to no less than six months or a minimum of 180 days. An amendment to the Declaration requires approval by 75 percent of homeowners, and directed proxies, along with an agenda for the meeting, were provided to homeowners by email in the announcement of the meeting. Board members are available to answer questions and respond to comments or concerns on this amendment.
Other items of Business and Homeowner Concerns
The stop sign at the Mayfair entrance has been reinstalled.
The Board is planning an all-community social gathering on Sunday, Sept. 8 – rain or shine – in the northwest parking area. Details will be available at a future date.
ProGrounds has completed the community’s winter cleanup.
President Mockoviak asked Bruce Louiselle to recommend 2019 reserve account funding; since the meeting, Louiselle recommended moving $41,000 to reserves, and Treasurer Harriet Damelin transferred this amount to the reserve account on March 28.
Because of several instances of misdelivered packages, some homeowners are displaying supplemental house number signs in their front gardens. DRC Chair Harold Damelin says the committee will monitor this development and take appropriate action, if necessary, to maintain Mayfair’s appearance.
Mayfair homeowner Russ Jones, who is a member of the McLean Community Association, shared an MCA statement via email regarding McLean High School overcrowding and a recommendation that Fairfax County redraw the school’s boundaries. Mayfair’s Board will continue to monitor this development.
Nextdoor.com is a social networking website for local communities that includes postings about events and concerns such lost dogs, traffic, road closings, and even nearby criminal activity. Residents can sign up to receive and send alerts and notifications at https://nextdoor.com.
Upcoming Board Meeting
The next Mayfair of McLean board meeting will be held Tues., May 14, at 10 a.m. at 2025 Mayfair of McLean. Homeowners are welcome to attend.
Meeting Adjourned After a motion and unanimous voice vote to do so, Pres. Mockoviak adjourned the meeting at noon.
✶ ✶ ✶ Visit https://mayfairmclean.squarespace.com. Password: mmc1992. ✶ ✶ ✶
Mayfair of McLean Association
Feb. 5, 2019, Board Meeting Minutes
Call to Order, Attendance, and Confirmation of a Quorum
Board President John Mockoviak called the meeting to order a few minutes after 10 am est. All other board members—Vice President Harold Damelin (via telephone), Secretary Julie Warren, and Board Members Bruce Louiselle and Bill Wilhoyte—were present and a quorum was confirmed. No other homeowners attended, although sufficient notice was provided.
Minutes of Previous Meetings
By voice vote, Board Members unanimously waived reading the minutes of the two most recent board meetings, held on Nov. 26 and Dec. 12, 2018. The latter, during which the 2019 board officers were selected, convened immediately following the Annual Meeting in December. Minutes of both board meetings also were approved by unanimous voice vote.
President Mockoviak asked for comments regarding the 2018 Annual Meeting, and board members’ responses included “this is the best the community has ever been run” and “general satisfaction.” “Credit goes to a lot of people, including the committees and chairs,” said Mockoviak. “Two shining examples of that are Bill and how he’s handled hardscape issues with a number of homeowners and also Harold, who is the ultimate diplomat in terms of handling the DRC-type issues. … I’ve had some unsolicited feedback from homeowners who were very, very pleased with the meeting and with how things seem to be going.”
Final 2018 Budget and Approved 2019 Budget
Pres. Mockoviak distributed an updated 2019 Budget, here attached, which reflects some moderate updates from the version presented at the 2018 Annual Meeting. Mockoviak pointed out that the actual 2018 operating budget surplus is $18,364 rather than $16,060 (see line 25, col. D under “Reserve Account”).
Committee Updates
• Design Review Committee – Chair Harold Damelin reported that there have been no DRC applications since the last board meeting. The committee plans to convene a “walk-around” of the neighborhood in early spring to observe/review home exteriors.
• Landscape Committee – Ramona Mockoviak succeeds Bethany Jones as Landscape Committee Chair, and the two met recently to bring Ramona up to speed on committee activities and initiatives. Ramona was scheduled to meet with the community’s representative from Professional Grounds on Feb. 6 to review the company’s timeline for landscaping and grounds maintenance and to discuss appropriate grounds crew supervision. Leslie Lee has resigned from this committee, and Ramona plans to recruit another qualified volunteer to replace her. The committee’s first 2019 meeting is scheduled for mid-February.
• Hardscape Committee – “We need to look at lighting and sprinkler systems,” said Chair Bill Wilhoyte of 2019 hardscape initiatives. The committee plans to convene a walk-around in late February and again in April to review infrastructure components, including wooden fences. Wilhoyte also plans to recruit an additional volunteer for this committee in the coming weeks; currently there are three members. Board Member Bruce Louiselle, who is also a member of the Landscape Committee, recommended an audit of Mayfair’s aging irrigation system and suggested testing the lines before the system is reactivated in the spring. Wilhoyte agreed.
Short-term Rental Policy
Fairfax County recently passed new zoning regulations, effective Oct. 1, 2018, that allow homes (including townhouses) in the county to be rented out as short-term lodgings such as those advertised on websites like AirBnB, HomeAway, and VRBO. The new regulations also permit homeowners associations like Mayfair of McLean to prohibit or limit short-term lodgings within their developments.
Currently, Mayfair’s Declaration of Covenants, Conditions, and Restrictions (Declaration or CC&Rs) is silent as to home rentals of any kind, meaning a homeowner may rent his or her property for any period of time—even a day or two.
After considerable conversation with several homeowners and in response to a disruptive incident that occurred in the community generated by a short-term rental a little over a year ago, the Board unanimously approved a motion to amend Mayfair of McLean Association’s Declaration to restrict rentals in the community to no less than six months or a minimum of 180 days.
Because an amendment to the Declaration requires approval of 75 percent of homeowners, the Board has scheduled a special homeowners meeting on Tues., April 23, at 7 p.m. at Longfellow Middle School to vote on this issue. Directed proxies will be provided in advance of the meeting, and Board Members are available to answer homeowners’ questions and respond to comments or concerns on this topic.
Other items of Business and Homeowner Concerns
The stop sign at the Mayfair entrance will be reinstalled as soon as weather permits. Until then, drivers should be judicious when leaving the community by car.
The white residue on the exterior of the northwest section of the brick wall surrounding the community is the result of mortar reacting to the excessive moisture from the last few months. The board discussed a possible labor-intensive remedy.
The wooden gate at the Westmoreland Street entrance has been repaired, and President Mockoviak and Bill Wilhoyte will continue to monitor its condition.
President Mockoviak contacted the USPS about delivering packages to front doors rather than leaving them at the ground-level garage doors. Over the past few months, several packages left at garage doors were stolen.
President Mockoviak pointed out that Bill Wilhoyte has taken responsibility for buying and using ice melt around the mailbox areas and the exterior sidewalks to keep those areas free of ice as needed.
Upcoming Board Meeting
The next Mayfair of McLean board meeting will be held Tues., March 26 at 10 a.m. at 2025 Mayfair of McLean. Homeowners are welcome.
Meeting Adjourned
After a motion and unanimous voice vote to do so, Pres. Mockoviak adjourned the meeting at 11:30 a.m.