Mayfair of McLean Association
2020 Annual Meeting Minutes
Dec. 15, 2020 • 7 p.m.
Call to Order, Attendance, and Determination of a Quorum
After sufficient notice to homeowners, this meeting was held virtually via Zoom, and Board President John Mockoviak called the meeting to order at 7 p.m. est. In addition to Pres. Mockoviak, all other 2020 Board members—Vice President Bill Wilhoyte, Board Secretary Julie Warren, and Board Members-at-Large Carol King and Terry Marlow—were present.
Although members from 14 households attended and four proxies had been assigned, the number of households represented on Dec. 15 did not constitute a quorum. Consequently, three important issues that require a vote of Mayfair of McLean membership—electing two board members, approving the minutes of the 2019 Annual Meeting, and voting on a reduction in the 2021 annual dues—could not be addressed.
Before adjourning the meeting, Pres. Mockoviak presided over several points on the agenda that did not require a vote, including recognizing 2020 volunteers for their service and achievements and calling for annual reports from the chairs of Mayfair of McLean Association’s three standing committees and a representative of the current Rental Property Task Force.
Meeting Reconvened on Tues., Dec. 22, 2020
Pres. Mockoviak reconvened the Mayfair of McLean Association 2020 Annual Meeting on Tues., Dec. 22, at 7 p.m., via Zoom, and 25 households were represented, either by attendance or assigned proxies. Per a review of Mayfair of McLean Association’s Covenants, Conditions, and Restrictions (CC&Rs) in advance of this second meeting, the number of members represented on Dec. 22 constituted a quorum. Any topics that required a vote by the membership were voted on and passed unanimously at this second meeting.
Approval of 2019 Annual Meeting Minutes
After a motion, a second, and a unanimous vote to do so at the Dec. 22 meeting, the reading of the 2019 Annual Meeting minutes was waived. Also at the Dec. 22 meeting, after a motion, a second, and unanimous vote to do so, the 2019 Annual Meeting minutes, which are available on Mayfair of McLean’s website at Mayfairmclean.squarespace.com, were approved.
Recognition of Community Volunteers
At the initial meeting on Dec. 15, Pres. Mockoviak thanked each of Mayfair of McLean’s 2020 volunteers, including the community’s webmaster, Sing Lee, and each of the community’s 2020 Board Officers and Members: Board Vice-President Bill Wilhoyte, Board Secretary Julie Warren, Board Members-at-Large Carol King and Terry Marlow, Treasurer Larry Warren, and Assistant Treasurer Paul Mallarkey. Mockoviak also thanked outgoing Design Review Committee Chair Terry Marlow for “keeping that committee viable through the year” and recognized the members of the Hardscape Committee, chaired by Bill Wilhoyte, for their numerous 2020 achievements. The Landscape Committee, chaired by Ramona Mockoviak, has been “very active,” Pres. Mockoviak added. He also said that the amount of work the community’s recent Rental Property Task Force has accomplished was “impressive.” Members of that task force include Mary Ann Cole, John Hayward, Paul Mallarkey, Steve Nguyen, and Larry Warren.
2020 Committee Highlights
At the initial Annual Meeting on Dec. 15, the chairs of each of Mayfair of McLean’s three standing committees—Design Review Committee (DRC), Hardscape Committee, and Landscape Committee—reported on the year’s accomplishments. Details of each report are included in a PowerPoint Presentation attached here and will be available on the community’s website shortly. The following is a recap of each of those reports:
Design Review Committee – Outgoing Committee Chair Terry Marlow, who has volunteered for previous Mayfair of McLean projects, thanked the Board for the opportunity to serve the community again. In summarizing the DRC’s 2020 activities, he suggested that the Association’s Design Review Guidelines be reviewed more frequently than every five years, which is what the Association’s CC&Rs require. The DRC did a comprehensive review and revision of the Guidelines in 2020, and the updated version of that document is available on the website. A summary of the new Guidelines is also included on the website and in the 2021–2025 Five-Year Plan.
Marlow said that 2020 saw seven applications for alterations/modifications to home exteriors; all were approved. And the DRC 2020 review of home exteriors in October revealed 18 homes were not in compliance with the Design Guidelines, although most violations were minor. Infractions included issues like unapproved front door and deck colors and “front gardens that were not maintained as we would expect.” He pointed out that “the one thing that provides teeth” to Mayfair’s Design Guidelines is the resale or disclosure packet, which is required by Virginia law to be sent to purchasers and/or lenders at the time of resale or refinance. If the disclosure packet reveals that a property is not in compliance with an association’s Design or Architectural Guidelines, the purchaser or lender has the right to decline to close on the purchase or decline to refinance the property.
Violation notices for the October 2020 review will be sent to homeowners soon, Marlow says. Those who receive a notice and disagree with its findings can appeal to the DRC. Instructions for an appeal are included on the violation notice, a copy of which was sent to homeowners in advance of the Annual Meeting and will be available on the website.
In closing, Marlow reminded homeowners to keep the use of window screens consistent, i.e., if there are screens on one side of your house, they must be in every window on that side.
Marlow’s successor as DRC Chair is Mary Ann Cole. Homeowners Rick Jensen and Rich Martinez also are DRC members.
Hardscape Committee – Chair Bill Wilhoyte said the committee, which includes Jeff Levin and Scott Sirlin, addressed a number of hardscape areas in 2020 that needed attention. He highlighted two areas in particular—the community’s electrical systems and the exterior brick wall maintenance, especially along Westmoreland Street. First, he said—using solar power and LED installations to minimize future costs—all MMC lighting systems are in the process of being brought into compliance with Fairfax County electrical codes. Currently, about 80% of the accent lights are now LED. The remaining lights will be converted via a normal replacement process throughout the next several months.
Second, due to cracks and potential structural problems, some Westmoreland Street brick columns needed significant attention, and those issues have all been addressed and corrected. “Repair costs were significantly reduced thanks to an anonymous MMC resident who had the foresight to rescue the matching bricks from the Kirby Road repairs,” Wilhoyte said.
“With all of these projects, (the committee) did everything we could to reduce or maintain costs … whether it was through conserving energy by changing to LED and solar or through efficiencies like recycling.” Wilhoyte concluded his report with the following: “As a resident of MMC since 1999, I want to go on record as applauding all of those who have preceded us who have been and continue to be dedicated to the excellence and beauty of our community.”
Landscape Committee – Chair Ramona Mockoviak began her report by thanking committee members Bethany Jones and Carol King for their dedication and hard work. “Not only has it been a pleasure to work with you, but the beauty of this community—in previous years and in going into the future—is a tribute to your dedication,” Mockoviak said. “One of the great things about the landscape committee is that much of our work is visible to all and something we all see accomplished through the year.” She listed the committee’s various ongoing and completed projects, including tree trimming rotation, seasonal plantings in the front entrance beds, refreshing the circle area, and reseeding, aeration, and adding plantings and safety measures to the runoff area in the community’s northwest corner. A list of landscape committee projects is included in the attached PowerPoint.
“To underscore some earlier comments in this meeting, (this committee) continues to be focused not only on maintaining the community’s standards but also doing that in a very fiscally responsible way,” Mockoviak said. “That includes getting competitive bids. We have underrun the landscape budget for the last two years and have been able to return some of those funds to the community for future projects.”
Rental Property Task Force Recommendations
Pres. Mockoviak asked the Rental Property Task Force (RPTF) to present its final recommendations so that homeowners could comment. Those recommendations and comments will guide the Board on what next steps to take. RPTF spokesperson Mary Ann Cole said that the reasons the task force was established was to address concerns among Mayfair homeowners that how well rental properties in Mayfair of McLean are maintained is impacting property values. Cole said the RPTF contacted local realtors and leaders of neighboring HOAs and visited a lot of websites as part of their research. “We could not find any evidence that rental properties alone cause property values in the community to decrease,” she said. The result is that the RPTF does not recommend limiting the number of rental units in Mayfair of McLean.
Instead, the RPTF made other suggestions that, when implemented, can help ensure home values in Mayfair are maintained. These final recommendations include:
Firmly enforcing the community’s Design Review Guidelines.
Establishing a welcome procedure so that all residents, whether new owners or tenants, feel a part of and invested in the community.
Establishing a point of contact between non-resident owners and the Board.
Consider requiring homeowners who are leasing their homes to include language in the lease that requires tenants to adhere to Mayfair’s CC&Rs, Bylaws, and policies.
Consider amending Mayfair’s CC&Rs to require new owners to live in their newly purchased property for at least one calendar year before leasing.
During general discussion of this report, Gary Ratner, a non-resident homeowner who leases his Mayfair of McLean property, questioned the last recommendation. Pres. Mockoviak assured him that the recommendations are not yet policy. The Board will consider the report carefully and consult outside counsel before adopting any of the recommendations. “We’re moving in the right direction,” Mockoviak said and thanked the task force for its report.
2021 Operating Budget
With two PowerPoint slides to confirm the figures, Pres. Mockoviak presented evidence that the annual assessment could be reduced from $2,385 to $2,300 per household: No special assessments in more than four years; a substantial reserve fund; and consistent under-budget spending in several areas. However, due to a lack of quorum at the Dec. 15 meeting, the membership could not vote to reduce the 2021 annual assessment. When the membership reconvened on Dec. 22, a motion to reduce the annual assessment to $2,300 per household was seconded and passed unanimously.
Those present and represented by proxy on Dec. 22 also approved waiving a line item in the budget that required spending $12,066 annually on the community’s trees. Due to a variety of cost-saving measures to the landscaping budget, as well as a robust reserve balance, this requirement was deemed no longer necessary. There was a brief discussion regarding trees on neighboring communities’ property that pose a threat to Mayfair homeowners’ property. Pres. Mockoviak and Landscape Committee Chair Ramona Mockoviak assured those concerned that Mayfair has a good relationship with our neighbors, and aging trees are monitored carefully.
Five-Year Plan 2021–2025
By now, every resident and homeowner in Mayfair of McLean should have received a copy of the 2021- 2025 Five-Year Plan, which includes the community’s history and mission statement, projected budgets, a summary of the updated Design Review Guidelines, a list of 2021 volunteers, and photos of various community social activities. If you haven’t received a copy, please contact Board Secretary Julie Warren at julianna.warren@gmail.com.
Election of Board Members
Two board positions expired at the end of 2020: John Mockoviak’s three-year term and Terry Marlow’s one-year term. Marlow was elected to the 2020 Board to complete the position vacated when Bruce Louiselle moved out of the community in late 2019. Mockoviak was a willing candidate for re-election to an additional three-year term, and Mary Ann Cole was a willing candidate for the other vacant three-year term. Due to lack of a quorum at the Dec. 15 meeting, the slate of candidates could not be elected.
However, with a quorum confirmed at the Dec. 22 meeting, the two candidates were quickly and unanimously elected to the 2021 Board.
Homeowner Concerns
At the Dec. 15 meeting, Mary Ann Cole said, “As a new member of the community, I just want to commend you all for being such good stewards of the community. I am impressed with how the community looks and the resources that we have.” No other homeowners raised concerns.
Adjourning the Meeting
Without a quorum present to conduct business, Pres. Mockoviak adjourned the Dec. 15 meeting at 8:05 p.m. The meeting reconvened on Dec. 22 at 7 p.m., and after completing the annual business of electing new board members, approving a reduction in annual dues, and approving the 2019 Annual Meeting Minutes, he adjourned the second meeting at 7:20 p.m. after motion, a second, and a unanimous vote to so. A brief Board meeting, at which Board officers and committee chairs were confirmed, immediately followed.
