Mayfair of McLean Association
Board Meeting Minutes • December 14, 2022
REGULAR BUSINESS
Call to Order and Determination of a Quorum
Board President John Mockoviak called the meeting to order at 8 pm, immediately following the 2022 Annual Homeowners meeting. Board Secretary Julie Warren confirmed that all Mayfair of McLean Association homeowners were notified of the date, time, and location of this meeting via email and via the Association’s website. In addition to Pres. Mockoviak and Board Secretary Julie Warren, Board Vice President Bill Wilhoyte was present, which constituted a quorum. Board Members-at-Large Carol King and Mary Ann Cole could not attend the meeting in person. No other homeowners attended this meeting.
A motion to waive reading the Nov. 9, 2022, Board meeting minutes was seconded and unanimously approved. A motion to approve the Nov. 9, 2022, minutes also was seconded and unanimously approved. The Nov. 9 Board meeting minutes are now available on Mayfair of McLean’s website.
NEW BUSINESS
Election of Officers
The Board unanimously approved that 2023 Board members, officers, and committee members and chairs should continue their 2022 roles through 2023, as follows:
2023 Board of Directors and Officers
John Mockoviak – President
Bill Wilhoyte – Vice President
Julie Warren – Secretary
Carol King – Board Member at Large
Mary Ann Cole – Board Member at Large
Larry Warren - Treasurer
Paul Mallarkey - Assistant Treasurer
2023 Design Review Committee
Mary Ann Cole – Chair
Rich Martinez
Rick Jensen
2023 Hardscape Committee
Bill Wilhoyte – Chair
Scott Sirlin
John Yu
2023 Landscape Committee
Ramona Mockoviak – Chair
Bethany Jones
Carol King
Webmaster
Sing Lee
Homeowner Concerns
No other homeowners attended this meeting, and no homeowner concerns were presented.
Next Board Meeting
Board members agreed to schedule one meeting per quarter in 2023, with each meeting occurring in the middle month of each quarter. The next meeting will happen in mid-February and the date, time, and place will be announced by email and on the Association website.
Meeting Adjourned
After a motion, a second, and unanimous voice vote to do so, Pres. Mockoviak adjourned the meeting at 8:10 pm.
Mayfair of McLean Association
Board Meeting Minutes • November 9, 2022
REGULAR BUSINESS
Call to Order and Approval of October 5 Board Meeting Minutes
Board President John Mockoviak called the meeting to order at 10 am. Board Secretary Julie Warren confirmed that all Mayfair of McLean Association homeowners were notified of the date, time, and location of this meeting via email on October 23 and via the Association’s website. All Board members, including Pres. Mockoviak and Board Secretary Julie Warren, Board Vice President Bill Wilhoyte, and Board Members-at-Large Carol King and Mary Ann Cole, attended the meeting in person. Those attending constituted a quorum. No other homeowners attended this meeting.
A motion to waive reading the Oct. 5, 2022, Board meeting minutes was seconded and unanimously approved. A motion to approve the Oct. 5, 2022, minutes also was seconded and unanimously approved. The Oct. 5 Board meeting minutes are now available on Mayfair of McLean’s website.
NEW BUSINESS
Status of 2023–2027 Five-Year Community Plan
Board Secretary Julie Warren and President Mockoviak completed their revisions of the 2023–2027 Five-Year Community Plan and distributed the document electronically to other Board members for their suggestions and approval. The final 2023–2027 Five-Year Community Plan, which includes updated financial information and contact information for all Board members and committee chairs, will be available on the Association website immediately following the Annual Meeting on Dec. 14. It will not be distributed in hardcopy.
2022 Annual Community Meeting
The 2022 Mayfair of McLean Annual Homeowners Meeting will convene on Wed., Dec. 14 at 7 pm in the Longfellow School Library. Since the 2023 budget will be explained in detail and major planned projects for the coming year will be discussed, it is important for all homeowners to attend this annual event. The meeting agenda is now available online.
2023 Budget Review and Approval
The Board unanimously approved the 2023 operating and reserve budgets. These budgets will be discussed at the upcoming Annual Meeting and detailed in the 2023–2027 Five-Year Community Plan. The 2023 annual assessment per household remains the same as last year’s regular assessment—$2,250—and is due in full in January 2023. For the sixth consecutive year, no special assessment is anticipated.
Committee Updates
Design Review – Chair Mary Ann Cole says the committee continues to work with a Mayfair homeowner to resolve some front landscaping issues, but that progress is being made. The committee recently approved changes to another homeowner’s front garden. A complete report is available on the website.
Hardscape – Despite the challenge getting vendors to visit the community, look at necessary projects, and provide estimates, Chair Bill Wilhoyte expects to bring several proposals to the Board early in 2023 for a variety of anticipated hardscape projects. Other points Wilhoyte highlighted at this meeting include:
ProGrounds’ 2023 proposal for snow and ice removal, including clearing snow and de-icing the public sidewalks along Westmoreland Street and Kirby Road (from Mayfair’s southern border with Westmoreland Square to the northeastern border with Autumn Chase), is under review. Progrounds’ management assured Wilhoyte that the company will continue to be responsive to Mayfair of McLean’s needs with regard to snow and ice removal.
The new mailbox feasibility study is still in play.
Landscape – Chair Ramona Mockoviak provided the following report via John Mockoviak:
The Board approved Mayfair of McLean’s annual maintenance contract with ProGrounds, which includes a 2.5% increase. Landscape services remains the largest line item in the Association’s operating budget.
Pansies have been planted in the two front entrance beds and at the circle.
Monster Tree has made one initial treatment for aphids on the community’s crepe myrtles; a second treatment may be required.
At least one tree—and possibly as many as four trees—will need to be removed in 2023. The Committee and our vendor Monster Tree are monitoring these trees closely.
ProGrounds crews have done two large leaf removals in the community. They will be in the community every week through December for leaf removal and general cleanup. They have been reminded to clean up leaves in the common areas behind houses as well as along the street.
Homeowner Concerns
One homeowner asked the Board to look into the source of strong, errant kitchen odors they were experiencing in parts of their house. Design Review Committee records show an application for a 2021 kitchen renovation, including a new through-the-wall exhaust vent, had been submitted from owners of an adjacent home and subsequently approved by the DRC and by neighbors. Since there was no violation to the Design Guidelines, the Board recommended that the complainant reach out directly to their neighbors to remediate the problem.
Upcoming Board Meeting
The next Board Meeting is scheduled for Wednesday, Dec. 14, immediately following the Annual Meeting, which will convene at 7 pm that evening at the Longfellow School Library.
Meeting Adjourned
After a motion, a second, and unanimous voice vote to do so, Pres. Mockoviak adjourned the meeting at 10:55 am.
Mayfair of McLean Association
Board Meeting Minutes • October 5, 2022
Call to Order and Approval of August 24 Board Meeting Minutes
Board President John Mockoviak called the meeting to order at 10:05 a.m. Board Secretary Julie Warren confirmed that all Mayfair of McLean Association homeowners were notified of the date, time, and location of this meeting via email on September 15 and via the Association’s website. All Board members, including Pres. Mockoviak and Board Secretary Julie Warren, Board Vice President Bill Wilhoyte, and Board Members-at-Large Carol King and Mary Ann Cole attended the meeting in person. Those attending constituted a quorum. No other homeowners attended this meeting.
A motion to waive reading the Aug. 24, 2022, Board meeting minutes was seconded and unanimously approved. A motion to approve the Aug. 24, 2022, minutes also was seconded and unanimously approved. The Aug. 24 Board meeting minutes are now available on Mayfair of McLean’s website.
Status of 2023–2027 Five-Year Community Plan
Pres. Mockoviak and Board Secretary Julie Warren are updating the 2023–2027 Five-Year Community Plan and will ask other Board members to review the revised plan at the November Board meeting. The 2023–2027 Five-Year Community Plan will be available on the Mayfair of McLean website in early December and will remain an online-only document. Please contribute photos of community events or casual neighborhood outings to this important document by sending them to Julie Warren before December 1.
2022 Annual Community Meeting
The 2022 Mayfair of McLean Annual Homeowners Meeting will convene on Wed., Dec. 14 at 7pm in the Longfellow School Library. The meeting agenda will be posted soon on the community website. Carol King’s term as Board member-at-Large expires at the end of 2022, creating an open Board seat for 2023 ̶ 2025. While Carol has volunteered to stand for re-election, other homeowners interested in serving on the Board should contact either John Mockoviak or Julie Warren before Nov. 16 to have their name(s) included on the ballot. Nominations will not be accepted from the floor at the Annual Meeting.
Annual Reserve Study
Board members reviewed the Reserve Funding Analysis and agree that Mayfair of McLean Association’s reserves are 100% funded and the list of components that should be covered by reserves is correct. The 2022 Reserve Study forecast an opening reserve balance of $88,600. The Board expects the 2023 opening reserve balance to be $84,784. A reserve account balance that is more than an association’s planned income—which in Mayfair of McLean’s case is $83,250—is considered “excellent” by most reserve specialists. An in-depth reserve study is required every five years; Mayfair of McLean Association’s most recent reserve study was conducted in 2022. The Commonwealth of Virginia requires segregation of reserve funds and operating funds.
Committee Updates
Design Review – This committee has not met in person recently according to Chair Mary Ann Cole, but members continue to respond to queries from homeowners and monitor homeowners’ resolution of non-compliance. A detailed committee report is posted on the Association’s website.
Hardscape – Chair Bill Wilhoyte described the projects the committee plans to focus on in 2023, including addressing aging accent lights, making additional repairs to the perimeter wooden fence, and having the brick wall tuckpointed as needed now that it has been power washed. Wilhoyte also mentioned Dominion Energy’s plans to prune shared area trees behind several homes that back up to Westmoreland Street in the next week or so. Committee member John Yu will join Wilhoyte and John Mockoviak as they research information about the best mailbox replacement options.
Landscape – Chair Ramona Mockoviak provided the following report via John Mockoviak:
ProGrounds trimmed hedges and borders for the final time this year in September. The next trimming is expected in February. Until then, lawn crews will continue to mow grass and clean up debris weekly as weather permits.
Ten crepe myrtles in the communal areas are infested with aphids, and Monster Tree has been contracted to treat them. Several homeowners also have opted to have crepe myrtles on their properties treated as well.
Wax begonias in entrance beds were recently replaced with pansies.
Homeowners should contact Chair Ramona Mockoviak to have front garden beds flagged to opt out of ProGrounds trimming and mulching.
Hollies will be hand trimmed in 2023.
Homeowner Concerns
The Zoom meeting on community and home security measures presented by Fairfax County Police Representative Carolyn Beyer took place on Tuesday, Oct. 4, and was modestly attended. Homeowners should be aware that the Fairfax County Police Department’s non-emergency number is 703/691-2131.
Upcoming Board Meetings
The next Board Meeting is scheduled for Wednesday, Nov. 9 at 10 am, in person at John Mockoviak’s house (#2025). The Mayfair of McLean Association’s 2022 Annual Homeowners Meeting is scheduled for 7 pm on Wednesday, Dec. 14, 2022, at the Longfellow School Library.
Meeting Adjourned
After a motion, a second, and unanimous voice vote to do so, Pres. Mockoviak adjourned the meeting at 11:40 am.
Mayfair of McLean Association
Board Meeting Minutes • August 24, 2022
Call to Order and Approval of July 27 Board Meeting Minutes
Board President John Mockoviak called the meeting to order at 10:11 a.m. Board Secretary Julie Warren confirmed that all Mayfair of McLean Association homeowners were notified of the date, time, and location of this meeting via email on Aug. 12 and via the Association website. Pres. Mockoviak and Board Secretary Julie Warren, Board Vice President Bill Wilhoyte, and Board Member-at-Large Carol King attended the meeting in person. Those attending constituted a quorum. No other homeowners attended this meeting.
A motion to waive reading the July 27, 2022, Board meeting minutes was seconded and unanimously approved. A motion to approve the July 27, 2022, minutes also was seconded and unanimously approved. The July 27 Board meeting minutes are now available on Mayfair of McLean’s website.
2023–2027 Five-Year Community Plan
Board members discussed updating the community’s ongoing Five-Year Plan. Pres. Mockoviak and Board Secretary Julie Warren will work together to prepare the 2023–2027 Five-Year Community Plan for Board approval, which will remain an online document. Portions of this important report are included in Welcome Packets that new Mayfair of McLean residents when they move into the community.
2022 Annual Community Meeting
The Board hopes to schedule the Mayfair of McLean Annual Homeowners Meeting for early- to mid-December at the Longfellow Middle School Library pending Fairfax County Public Schools’ approval. Carol King’s term as Board Member-at-Large expires at the end of 2022, creating an open Board seat for 2023 ̶ 2025. While Carol has agreed to stand for re-election, other homeowners interested in running for this open Board position should contact either John Mockoviak or Julie Warren before Nov. 16 so that their name(s) can be included on the ballot. Nominations will not be accepted from the floor at the Annual Meeting.
Annual Community Gathering – Sunday, September 11 – Celebrating Mayfair’s 30th Anniversary
Residents will be celebrating a significant milestone at Mayfair of McLean’s Potluck Social on Sunday, Sept. 11—the Association’s 30th Anniversary! We’ll gather from 5 to 8 pm in the northwest parking area (closest to the circle). Plan to bring a food item—appetizer, main course, or dessert—to share with neighbors. Board members will provide paper products, ice, and some wine, beer, and soft drinks. Volunteers are needed to help set up tables and chairs around 4 pm. Contact John Mockoviak or Julie Warren to volunteer to set up or supervise games. No rain date, so cross your fingers for good weather. And please move any vehicles from the party area by 3:30pm that Sunday.
Committee Updates
Design Review – Chair Mary Ann Cole reported to the Board in writing that, although the committee has not met since early this summer, members continue to monitor and respond to non-compliance (to Design Guidelines) notices. One application for alterations to a front garden bed was approved and has subsequently been implemented.
Cole also indicated that the committee recently made recommendations to revisions to the Design Guidelines, which the Board approved, clarifying the use of security devices like doorbell cameras, small security cameras, and motion-activated lighting. See “Lighting G.26 and G.30 Security Devices and Outside Speakers” in the Design Guidelines on the website for details before making alterations to your home’s exterior.
Hardscape – Chair Bill Wilhoyte provided the following updates on this committee’s activities this summer:
The irrigation system control box was replaced recently.
The exterior of the perimeter brick wall was power washed.
The wooden fence caps were replaced.
The yellow “no parking” curbs and guest parking areas were repainted.
In cooperation with the Landscape committee, trees around the solar panel at the circle were trimmed, allowing for more light to reach the panel that powers the circle lights.
Still to do this year—review all the walkways throughout the community to prevent tripping hazards.
Landscape – Chair Ramona Mockoviak reported the following:
The committee spent a lot of time walking the community with representatives from Monster Tree, which completed trimming the community’s trees in mid-August. Pres. John Mockoviak says the company is “a pleasure to work with.”
ProGrounds applied mosquito treatment throughout the community in addition to regular grounds maintenance and planting additional rose bushes in the exterior beds along Westmoreland.
A malfunctioning water valve, which has since been repaired, caused damage to the begonias in the left side of the front entrance bed.
Chair Ramona Mockoviak reported that all the begonias at the front will be replaced with pansies at the end of September.
Committee member Carol King said the committee is “really conscious of its budget.”
After the committee reports, President Mockoviak commented that the three committees are doing “a fabulous job.”
Annual Reserve Study
The Board will review the Reserve Funding Analysis at the October Board meeting. Mayfair of McLean Association’s 2022 Reserve Study forecast an opening reserve balance of $88,600. Going in to 2023, a reserve account balance that is more than an association’s planned income—which in Mayfair of McLean’s case is $83,250—is considered “excellent” by most reserve specialists.
Homeowner Concerns
There were no additional homeowner concerns reported at this meeting.
Upcoming Board Meetings
The next Board Meeting is tentatively scheduled for Wednesday, Oct. 5 at 10 a.m., in person at John Mockoviak’s house (#2025).
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 • July 27, 2022
Call to Order and Approval of June 8 Board Meeting Minutes
Board President John Mockoviak called the meeting to order at 10 a.m. Board Secretary Julie Warren confirmed that all Mayfair of McLean Association homeowners were notified of the date, time, and location of this meeting via email on July 7 and via the Association website. Pres. Mockoviak and Board Secretary Warren, Board Vice President Bill Wilhoyte, and Board Member-at-Large Carol King attended the meeting in person. Board member-at-large Mary Ann Cole was present via Zoom. Those attending constituted a quorum. No other homeowners attended this meeting.
A motion to waive reading the June 8, 2022, Board Meeting minutes was seconded and unanimously approved. A motion to approve the June 8, 2022, minutes also was seconded and unanimously approved. The June 8 Board meeting minutes are now available on Mayfair of McLean’s website.
Annual Community Gathering – Sunday, September 11
Mark your calendars for the upcoming Mayfair of McLean Potluck Social on Sunday, Sept. 11, from 5 to 8 pm. Plan to bring a food item to share with your neighbors and bring your favorite beverage for yourself. Board members will provide paper products and ice. Volunteers are needed to help gather tables and chairs and help set up at around 4:30 pm. Contact John Mockoviak or Julie Warren to volunteer to set up or supervise games. Details to come in a couple of weeks.
Second Quarter Report
Pres. Mockoviak shared the mid-year budget report and reminded the Board that the Association’s financial position continues to be “very healthy.” Operation budget spending is slightly under budget for the year—$31,504 to date—despite some major planned expenditures like power washing the exterior of the perimeter brick wall and planting additional rose bushes along Westmoreland Street.
It is not unusual to be under budget mid-year according to Mockoviak, since major projects—like the upcoming tree trimming by Monster Tree—are often scheduled to take place during the third quarter. The community’s irrigation system also may require repairs in the near future, he says.
Pres. Mockoviak thanked Association Treasurer Larry Warren and Assistant Treasurer Paul Mallarkey for their “checks and balances” throughout the year and reminded Board members that former Mayfair homeowner Bruce Louiselle continues to provide advice on the community’s reserves, which has a current balance close to $90,000. See details below.
Bill Wilhoyte, Board vice president, added that the Association’s insurance is negotiated and updated regularly, contributing to Mayfair of McLean’s financial health.
Update on Neighborhood Watch Proposal
The Association’s pro bono attorney, Mark Friedlander, discouraged the Board from establishing a Neighborhood Watch program in Mayfair of McLean. He said such a program would place responsibility for the community’s security on a few people when community safety should be the responsibility of all residents. As a result of his comments, the Board agreed to take several measures that we hope will encourage all residents to participate in the safety and security of our homes and neighborhood, including:
Amend the Design Guidelines to promote the installation of state-of the-art security cameras and motion-activated lighting on individual homes. (Homeowners should contact the DRC before proceeding with camera or light installations.)
Encourage all residents to leave outside lights on through the night.
Provide and promote all residents to take part in a video presentation on community and residential safety available through the Fairfax County Police Department. The Board will announce a date and time for the Fairfax County Police video presentation on Neighborhood Safety via Zoom.
Encourage residents to let their adjacent neighbors know when they will be out of town so neighbors will be aware of unusual or unexpected comings and goings.
Committee Updates
Design Review – Although this committee has not met since June, Chair Mary Ann Cole updated the Board on homeowners’ remedies to any noncompliance to the Design Guidelines. Cole provided a written report that will be posted on the Association website.
Hardscape – Chair Bill Wilhoyte provided the following updates on this committee’s activities:
The exterior of the perimeter brick wall has been completed, and the wall looks much better. Next step: Brite Construction will provide an estimate for any necessary repairs to the wall.
Replacing the wooden fence caps should be completed by Aug. 1.
The yellow “no parking” curbs will be repainted on Aug. 4, as will the guest parking areas.
The Committee continues to research appropriate replacements for the community’s mailboxes.
Wilhoyte thanked Pres. Mockoviak for his involvement in several of these projects.
Landscape – Although she was unable to attend this meeting, Committee Chair Ramona Mockoviak provided the Board with minutes of this committee’s July 8 meeting, which has been posted on the website. Highlights of the committee’s recent activities include:
On July 8, committee members and representatives from Monster Tree reviewed the community’s trees. Within a few weeks, Monster Tree submitted a proposal of $5,750 for trimming, shaping, and deadwooding trees—a substantial savings over previous similar work in the community. The Board unanimously approved this expenditure.
As of June 30, landscaping expenditures are substantially less than the Association’s average mid-year expenses.
ProGrounds applied the first mosquito control treatment in June.
ProGrounds planted additional rose bushes along Westmoreland Street and completed the warranty work in several common areas, including the front entrance beds.
Homeowner Concerns
The estate sale originally planned for July 27–29 at Denise Waldrop’s residence at 2005 actually took place the previous weekend, July 22–24, and was probably one of the most unobtrusive estate sales conducted in Mayfair of McLean. “No Estate Sale Parking” signs posted throughout the community kept vehicle traffic to a minimum. Homeowners are reminded that Board approval is required before conducting an estate sale in the community. The Design Guidelines prohibit garage sales and yard sales.
Some residents continue to park regularly in guest parking despite an email reminder in mid-June that the 16 guest parking spots are for visitors’ use only. There is fewer than one guest parking spot per every two houses, so residents should make an effort park their vehicles in their personal driveways and garages.
Next Board Meeting
The next Board Meeting is tentatively scheduled for Wednesday, August 24 at 10 a.m., in person at Julie Warren’s house (#2027).
Meeting Adjourned
After a motion, a second, and unanimous voice vote to do so, Pres. Mockoviak adjourned the meeting at 11:20 a.m.
Mayfair of McLean Association
Board Meeting Minutes • June 8, 2022
Call to Order and Approval of April 13 Board Meeting Minutes
Board President John Mockoviak called the meeting to order at 10 a.m. Board Secretary Julie Warren confirmed that all Mayfair of McLean Association homeowners were notified of the date, time, and location of this meeting via email on May 23rd. All Board members—including Board Secretary Julie Warren, Board Vice President Bill Wilhoyte, and Board Members-at-Large Mary Ann Cole and Carol King, attended the meeting in person, which constituted a quorum. Homeowner Bethany Jones, who is a member of the Landscape Committee, also attended.
A motion to waive reading the April 13, 2022, Board Meeting minutes was seconded and unanimously approved. A motion to approve the April 13, 2022, minutes also was seconded and unanimously approved. The April 13 Board meeting minutes are now available on Mayfair of McLean’s website.
Neighborhood Watch Discussion
The Board continued its discussion about initiating a Neighborhood Watch Program. President Mockoviak has learned from Fairfax County Police Officer Carolyn Beyer that if such a program is established, participants would be trained by FFX police on effective procedures, and the community would be provided with signs indicating that a Neighborhood Watch is in effect and a direct contact with FFX police. The Board plans to survey residents to determine if there’s sufficient interest in establishing such a program, and Pres. Mockoviak will contact the community’s attorney to get details on the Board’s liability if a program is created. The Board will continue discussion on this topic at its next meeting.
Relevant to this topic, homeowner Bethany Jones commented that some end units in particular have ground floor windows that are outside of the individual privacy fence areas. She also emphasized that there is no community lighting, other than two post lights in front of her house, around the stormwater drainage area at the northwest corner of the community. She suggested that the Board consider installing a new light fixture that focuses on this area. Pres. Mockoviak responded that the Board has plans to upgrade the community’s lights in that area in 2023.
On this topic, residents should be aware that, other than a few incidents involving prowlers, there have been no major break-ins in the community since 2014.
Committee Updates
Design Review – Committee Chair Mary Ann Cole announced that the committee completed its 2022 annual review of home exteriors in late May and informed individual homeowners of any infractions. “With very few exceptions, people are responding positively (to the notices),” she said. Cole also said that, while back gardens are not within the DRC’s authority, several of these private garden areas need attention. The Board is drafting a notice to send to all residents and homeowners in a few weeks to remind them of their responsibility per Mayfair of McLean’s Design Guidelines to maintain back gardens “in good order” and to trim vines so they are within the private area.
Cole also said that one homeowner (#2011) has installed the newly approved carriage lights, and they are very attractive.
Hardscape – Committee Chair Bill Wilhoyte recommended that the Board prioritize the following projects:
Replace the nearly 140 wooden fence post caps with aluminum caps. The wooden fence extends along the community’s eastern boundary from Kirby Road to Westmoreland Square and, on the south, along the boundary with Westmoreland Square to Westmoreland Street. The Board voted to fund this project at an estimated cost of $4,000 from the Reserve account.
Power wash the entire exterior of the brick wall, including the concrete column caps and the monument entry. The Board approved approximately $3,370 for this work and selected ProGrounds as the contractor. Once the power washing is completed, the committee plans to contract with Bright Construction to tuckpoint the brick wall as needed.
Paint yellow fire lane curbs throughout the community.
Prepare a feasibility study on replacing the community’s mailboxes.
President Mockoviak said that residents will be notified as to when these projects will take place. He also explained that while there is a specific schedule for funding each component in the Reserve Account and for paying for their replacements and repairs, the actual expenditures may differ from the Reserve estimates due to inflation or a component’s accelerated deterioration.
Landscape – In Committee Chair Ramona Mockoviak’s absence, Pres. Mockoviak shared the following report:
ProGrounds will finish planting roses along Westmoreland Street in front of the electrical box. The company will also replace some of the small liriope, or decorative grass, in the entrance beds.
Monster Tree will review the community in mid-June to plan this season’s tree trimming.
ProGrounds recently requested a 3.7% increase on Mayfair’s 2022 contract for regular monthly maintenance. Erik Hildreth, our ProGrounds representative, explained that wholesale increases of nearly 50% for fuel, fertilizer, and other materials made the request necessary. The committee and the Board unanimously approved the increase. “We’re getting the best service we’ve ever had (from ProGrounds),” said Pres. Mockoviak, and thanked the Landscape Committee members, Bethany Jones and Carol King, for their diligence.
Homeowner Concerns
Bethany Jones asked for ideas on the best way to contact other homeowners about sharing service providers for major repairs. Several years ago, a number of homeowners worked together to get a substantial group discount on roof replacements. Homeowners who now may be considering similar expensive replacements, such as windows, might also want to share a vendor to get a group discount.
Board member Carol King suggested that the Board convene a community get-together sometime this summer to get acquainted with our newest neighbors and to remind all residents of the community’s rules and policies regarding parking, exterior décor, and landscaping. Pres. Mockoviak articulated the Board’s philosophy of relying on residents’ cooperation to observe the Mayfair of McLean’s rules rather than a using a somewhat punitive approach like levying fines or suspending privileges. The Board will discuss planning a community-wide get together at the next Board meeting.
Next Board Meeting
The next Board Meeting is tentatively scheduled for Wednesday, July 27th, at 10 a.m., in person at John Mockoviak’s house (#2025).
Meeting Adjourned
After a motion, a second, and unanimous voice vote to do so, Pres. Mockoviak adjourned the meeting at 11:45 a.m.
Mayfair of McLean Association
Board Meeting Minutes • April 13, 2022
Call to Order, Attendance, and Confirmation of a Quorum
Board President John Mockoviak, who attended the meeting via Zoom, called the meeting to order at 10 a.m. Board Secretary Julie Warren confirmed that sufficient notice had been given to all Mayfair of McLean Association homeowners about this meeting, including the change of venue from what was originally announced. Board Secretary Julie Warren, Board Vice President Bill Wilhoyte, and Board Member-at-Large Mary Ann Cole attended the meeting in person. Board Member-at-Large Carol King and Landscape Committee Chair Ramona Mockoviak attended the meeting via Zoom. All Board members were present, which constituted a quorum.
A motion to waive reading the Feb. 16, 2022, Board Meeting minutes was seconded and unanimously approved. A motion to approve the Feb. 16, 2022, minutes also was seconded and unanimously approved. The Feb. 16 Board meeting minutes are now available below.
Neighborhood Watch Discussion
The Mayfair of McLean community is a relatively safe neighborhood, having experienced only one or two serious incidents in the past two decades. However, because a prowler was recently captured on video on the patio of a Mayfair home in the early morning hours, the Board discussed whether it might be a good idea to organize a neighborhood watch effort. While the Board ponders this question, we would like to point out several steps individual residents can take to protect their property:
Install security cameras at exterior entrances, particularly patio doors under the decks, and at back gates. (Please consult Mayfair’s Design Guidelines before making any changes to the exterior of your home.)
Lock cars parked in driveways.
Install deadbolt locks on all exterior doors.
Install padlocks on back gates.
The Board also has posted a slide presentation, provided by Fairfax County Police, that can help residents make their homes more secure.
Update on 2022 Planned Projects
See Committee Reports below. Funding for the projects discussed at this meeting is either in the 2022 Operating Budget or in the Reserve Account.
State Filings and Resale Packets
For several years, Board Secretary Julie Warren has been Mayfair of McLean’s contact person for purchasers and title companies that request a Disclosure Packet whenever a home in the community is offered for sale or refinanced. A Disclosure Packet, which is a contingency for the sale of any home in a common-interest community and is required by the Commonwealth of Virginia, is a collection of documents that confirms to a purchaser the legitimacy of the Corporation and reveals its governing documents and financial status to a potential homeowner. More information about Disclosure Packets and Virginia’s laws regulating the management of common-interest communities is available through Virginia’s Common-Interest Community Board, which is under the jurisdiction of the Commonwealth’s Department of Professional and Occupational Regulation (DPOR). Mayfair of McLean Association is registered with the DPOR, and as such has access to many benefits including a newsletter with updates about legislation affecting common-interest communities, a state ombudsman, and directions for compiling a Disclosure Packet. Mayfair of McLean’s registration with the DPOR is renewed annually (filing number 0550006044) as is its registration with Virginia’s State Corporation Commission (filing number 2010142473787).
2022 First Quarter Financials
President Mockoviak reminded Board members that most of the Association’s spending activity occurs in the second and third quarters of the year. To date we have spent about 19.8% of the 2022 operating budget on scheduled items, including utilities (electricity and water), as well as $7,300 on planned landscaping and $3,192 for snow removal, which is slightly under budget. The good news is that the Reserve Fund balance is $91,026, some of which will be applied to hardscape projects discussed under Committee Updates below and planned to take place sometime in 2022.
Committee Updates
Committee reports were discussed in the context of 2022 Planned Projects.
Design Review – Committee Chair Mary Ann Cole will send a notice to homeowners in the next couple of weeks announcing the upcoming review of home exteriors, which will take place in May. The notice will also describe what exterior issues the committee will be looking for and what are some common non-compliant issues. The DRC also presented the Board with suggestions for replacements for the exterior carriage lights, which seem to be showing their age on several homes. The DRC will announce the approved replacement carriage lights in the next few weeks and incorporate those replacements in Mayfair’s Design Guidelines. Minutes of the Design Review Committee meeting, held electronically on April 4, are available under Design Reveiw Committee at left.
Hardscape – This Committee recently conducted a review of hardscape components, including the wooden stockade fence on the perimeter of the property and the brick wall, its support columns, and concrete caps. Committee Chair Bill Wilhoyte reminded the Board that homeowners were invited to accompany Committee members and the professionals who reviewed the hardscape components. The good news is that the brick wall is safe and stable, despite needing some minor repairs and power washing. Capital Masonry provided an estimate of $7,500 to power wash portions of the brick wall. Bright Construction declined to provide an estimate to tuckpoint the brickwork and repair the concrete caps until the power washing is completed.
Wilhoyte also reminded Board members that, based on the current 8.5% inflation rate, the cost of materials is going up. One estimate to replace the caps on the wood fence, which are badly deteriorated, was $2,400. Wilhoyte says that it’s difficult to find contractors to bid on the scope of work, but he will continue to research those willing to do so.
The search for appropriate mailbox replacements has been suspended temporarily until other capital spending has been completed.
Landscape – Minutes of this Committee’s meeting on April 6 are available under Landscaping Committee at left. Highlights include:
The replanting around the electrical box on Westmoreland Street has been completed. Additional rose bushes may be planted in this area to complete the border along the sidewalk.
There will be a walk-thru of the common areas to determine the extent of Mayfair’s annual tree pruning.
ProGrounds has completed the community’s annual spring clean-up and early season weed control and mulching. ProGrounds also has inspected and made minor repairs to the irrigation system.
The front garden beds will be planted in early May.
Homeowner Concerns
Several residents collaborated in organizing an Easter Egg Hunt for neighborhood children on Saturday, April 16. By all accounts, it was a big success and everyone who attended enjoyed themselves.
Bill Wilhoyte commented on the increase in helicopter traffic over the community in the last few months.
Julie Warren reminded other Board members of two as yet incomplete initiatives discussed at prior meetings – how to replenish the Friendship Fund (formerly referred to as the Flower Fund) and joining the Community Associations Institute (CAI), which offers members discounts on educational materials and events on all aspects of common-interest community management.
Next Board Meeting
The next Board Meeting is tentatively scheduled for Wednesday, June 8, at 10 a.m., in person at John Mockoviak’s house (2025).
Meeting Adjourned
After a motion, a second, and unanimous voice vote to do so, Pres. Mockoviak adjourned the meeting at 11:30 a.m.
Mayfair of McLean Association
Board Meeting Minutes • February 16, 2022
Call to Order, Attendance, and Confirmation of a Quorum
Board President John Mockoviak called the meeting to order at 10 a.m. 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 Mockoviak, Warren, Board Vice President Bill Wilhoyte, and Board Members-at-Large Mary Ann Cole and Carol King, were present, which constituted a quorum.
A motion to waive reading the Dec. 15, 2021, Board Meeting minutes was seconded and unanimously approved. A motion to approve the Dec. 15, 2021, minutes also was seconded and unanimously approved. The Dec. 15 Board meeting minutes are now available on Mayfair of McLean’s website.
2021 Annual Meeting Review
Thirty-two of Mayfair’s 37 homes were represented—about half in person and half via proxy—at the Association’s 2021 Annual Meeting on Dec. 15. The meeting was considered especially successful, not only because it was so well attended, but because “a lot of information was presented in a short time” (the meeting lasted about an hour) and several members who attended in person participated in the dialog. While this was one of the most well-attended Annual Meetings in the Association’s recent history, according to Pres. Mockoviak, the downside is that those who are represented by proxy miss the PowerPoint presentation and the in-person conversation about any issues that are presented.
Update on Association Website
The Association’s website experienced fewer than 140 visits to the site in 2021—an average of less than a dozen visits per month. The site contains meeting minutes, financial reports, a directory of all homeowners and residents, and the Association’s ByLaws, CC&Rs, and Design Guidelines and other governing documents. Because of the lack of activity on the site, it has been deemed a static archive rather than an active information resource.
To encourage more participation on the website, Board members will post meeting minutes and attachments, as well as announcements about upcoming activities, on the site and forgo sending this information via email attachments. The website URL and password are at the bottom of this page.
2022 Planned Projects
See the list (below) of prioritized 2022 projects. Funding for these projects is either in the 2022 Operating Budget or in the Reserve Account. See attached Mayfair of McLean Budgets for funding details.
Mayfair of McLean 2022 Potential Significant Projects
Design Review Committee
Provide the community with an email explaining the scope and timing of the 2022 review by the end of March.
Schedule the 2022 community review for late April to late May.
Provide a recommendation to the Board on potential replacement of garage carriage lights and front door entrance light.
Make community-wide general recommendations based on 2021 findings and Board member input.
Hardscape Committee
Prepare a Project Budget from the unspent 2021 and 2022 Reserve Fund Budgets to determine the total funding available for Potential 2022 Significant Hardscape Projects.
Develop a priority list of projects based on available funding.
Projects that we may wish to consider are as follows:
Examine brick columns/wall and repair as required.
Repair wooden fence caps and perform any other fence repairs.
Repaint yellow “No Parking” curbs.
Power wash all concrete white wall caps and portions of the brick wall where necessary.
Power wash wooden fence where necessary.
Prepare feasibility study on mailbox replacement.
Landscape Committee
Complete Westmoreland Street garden, i.e., additional roses/ground cover.
Annual pruning of community trees—Monster Tree of No. Va.
Plant additional shrubs and trees as necessary.
Provide up to $3,500 from landscape budget for other appearance projects.
Manage the ProGrounds Landscape Management Contract to achieve a “pristine” community appearance.
2021 Year-End Financials
Also below is the 2021 year-end Operating Budget. Highlights include:
At the close of 2021, the Association’s reserve balance was $88,626—which is considered strong by industry standards—with annual budget amounts 11% above required additions. The Association’s operating budget designates $2,500 per quarter to go to the Reserve Account, along with any under-run in the operating budget at the end of the year.
Despite substantial expenses for snow and ice removal in January, we still have not spent all that was budgeted in the 2022 Operating Budget for this line item. 2021 Year-End Financials.
Committee Updates
Committee reports were discussed in the context of the 2021 Annual Meeting Review and 2022 Planned Projects. See those entries above for details.
Design Review – Pres. Mockoviak encouraged this committee to schedule the annual review of home exteriors early in the year – perhaps March or April – so that homeowners can be alerted about needed maintenance and repairs in time to schedule contractors during spring and summer when the weather is more accommodating. Per the attached list of 2022 Planned Projects, all homeowners will receive information about what the DRC will be looking for prior to the review of home exteriors.
Committee Chair Mary Ann Cole addressed the issue of statuary in front garden beds. Homeowners are reminded that, per the Design Guidelines, any changes to front garden landscaping requires an application and approval by the DRC, and plastic ornaments of any kind are prohibited.
Hardscape – A number of 2022 Planned Projects are assigned to this committee, in particular the continued research regarding an adequate solution for replacing the community’s mailboxes, which are currently too small. Chair Bill Wilhoyte affirmed that keeping the exterior brick wall in good repair is the committee’s highest priority.
Landscape – Priority projects for this committee include completing the redesign of the front entrance flower beds and reconstructing the garden along Westmoreland Street, as well as power washing the white caps and discolored areas of the brick wall. “We are very conscious about how we spend allocated money,” adds Board Member-at-Large Carol King, who is also a member of the Landscape Committee. See attachments for details.
Homeowner Concerns
Friendship Fund
Board Secretary Julie Warren suggested that what was formerly referred to as the “Flower Fund” now be called Mayfair of McLean’s “Friendship Fund.” Homeowner and Past Board President Cherry Taylor established this fund many years ago to commemorate residents’ personal milestones, i.e., to congratulate a birth, send get-well flowers for an illness or injury, or to send sympathy when someone passes. Since we cannot use money from the Association’s operating budget or reserve fund for such gifts, the Friendship Fund was supported in past years through an annual Halloween “Trick-or-Treat” campaign, proceeds from games at community events, and personal donations. The Friendship Fund’s balance currently needs replenishment, and the Board is seeking suggestions for a fundraising campaign.Snow Removal
Bill Wilhoyte, chair of Mayfair’s Hardscape Committee, has asked ProGrounds to deposit snow removed from our street and guest parking areas in the southwest guest parking spaces (closest to Westmoreland Street). This will allow water from melting snow to run into Westmoreland Street and an adjacent storm drain rather than puddling in the southeast guest parking area (near the mailboxes). When snowmelt refreezes in this area it is a hazard for pedestrians trying to access the mailboxes.
Next Board Meeting
The next Board Meeting is scheduled for Wednesday, April 13, at 10 a.m., in person at John Mockoviak’s house (2025).
Meeting Adjourned
After a motion, a second, and unanimous voice vote to do so, Pres. Mockoviak adjourned the meeting at 11:30 a.m.