Mayfair of McLean Association

Minutes of the 2019 Annual Meeting

December 10 • 7 p.m.

Call to Order, Attendance, and Confirmation of a Quorum
Board President John Mockoviak called the meeting to order shortly after 7 p.m. est. Board Secretary Julie Warren confirmed that sufficient notice of the meeting was provided to all homeowners, and 20 households were represented at the meeting either in person or via proxy, thereby confirming a quorum. A list of attendees and designated proxies is attached to these minutes.

Minutes of Previous Homeowners’ Meetings
By voice vote, association members unanimously waived reading the 2018 Annual Meeting minutes, which were approved by unanimous voice vote. Homeowners also unanimously voted to waive the reading of the minutes of the Special Homeowners Meeting, held April 23, 2019, to vote on an amendment to Mayfair of McLean Association’s CC&Rs. These minutes also were approved by unanimous voice vote.

Recognition of Community Volunteers
President Mockoviak recognized all of Mayfair of McLean’s volunteers for their service on the three committees and as members of the association’s board. In particular because they recently sold their homes and are leaving the community, Mockoviak thanked Bruce Louiselle and Harold and Harriet Damelin: In addition to serving as Board President several years ago, Louiselle has been a longtime member of Mayfair’s Landscape Committee and has been responsible for overseeing the community’s reserve study and reserve analysis for many years. Harriet Damelin was Mayfair’s Treasurer for the last 20 years, collecting and depositing assessment payments and making sure the association’s bills were paid on time. In addition to serving as Vice President of the association board for several years, Harold Damelin also served as chair of Mayfair’s Design Review Committee. On behalf of the Mayfair community, Mockoviak thanked these three volunteers for donating their time and energy to conducting association business and presented them with Tiffany crystal bowls.

Pres. Mockoviak also introduced Mayfair’s newly appointed Treasurer—Larry Warren—and Assistant Treasurer - Paul Mallarkey and announced that Terry Marlowe has agreed to chair the Design Review Committee, the position recently vacated by Harold Damelin.

2019 Committee Highlights
For details of the committee reports, please see Power Point slides 6 through 8.

• Design Review Committee
  Harold Damelin, who recently is no longer a Mayfair homeowner, said he had spoken to a number of new homeowners about architectural review policies and directed them to the website to access the Design Review Guidelines and the application for exterior changes to their homes. He reminded all homeowners that when an application is approved by the DRC, the exterior changes must be made as they are described in the submitted application. Homeowners must reapply for any deviation from the original approved application. Damelin says that overall, homes in the community are in good condition and there are no outstanding issues with the DRC. The committee received four applications for alterations in 2019, and a number of queries. Only one application was denied in the last three years.

• Hardscape Committee
  Chair Bill Wilhoyte described 2019 as “an active year” for the Hardscape Committee and briefly reviewed completed projects—such as changing the streetlight bulbs to LED, correcting drainage pathways, repairing sections of the perimeter wooden fence, and repairing damaged sections of the sprinkler system—and those that are anticipated, such as major repairs to the brick wall support columns and replacing the automatic streetlight sensor and some accent lights. Wilhoyte also anticipates reinstalling lighting to the Circle, which was damaged during Fairfax Water Authority’s road work a couple of years ago.

• Landscape Committee
  After thanking committee members for their time and efforts, Chair Ramona Mockoviak briefly discussed the committee’s 2019 accomplishments, which included reshaping the hollies along the outside of the brick wall, re-sodding several sections of common area, and pruning many trees on interior common areas. In 2020, the committee plans to add more seasonal color with pansies and begonias and install a Little Free Lending Library in the Circle. Mockoviak also emphasized that by getting bids on major planned projects, the Landscape Committee hassaved about $9,000.

Revised Reserve Analysis Funding
Bruce Louiselle explained Mayfair of McLean’s revised reserve study methodology, including how the association will conduct reserve studies and determine the amount of money to designate as reserve funds each year. He also listed the five new components included in the reserve analysis—brick wall maintenance, drainage, tree replacement, sprinkler system, and accent lighting. Details are available in the attached Power Point slides 10 - 12. Pres. Mockoviak added that, along with Mayfair’s general liability and property damage insurance policies, the association’s reserve fund is part of a comprehensive risk management program.

2020 Operating Budget
President Mockoviak presented the 2020 operating budget, approved by the Mayfair of McLean Board at its Nov. 14 meeting, and emphasized that Mayfair’s finances are “in good shape.” He drew attention to the Landscape Committee’s excellent expense control, which reduced the 2020 Landscape budget by more than $4,000, making more funds available to cover increases in other line item expenses such as Repairs, Snow, and Trash Removal Services. Most important, according to Mockoviak, for the fourth successive year, there is no increase in dues and no request for a special assessment. Regular dues in 2020 continue to be $2,385 per household, and payment is due Jan. 1. After a 30-day grace period, there is a $100 fine for annual dues received after Jan. 31, 2020. Other highlights of the budget:

• The retention pond at the northwest corner of the community is functioning well. We are working with Fairfax County Storm Water Management Division to make some enhancements in 2020.

• Snow removal will have some impact on the budget.

• Money has been added to the snow removal line item in the budget to keep the sidewalks along Kirby Road and Westmoreland Street clear of snow and ice.

• The line item for trash removal and recycling has been increased approximately $400 to address Republic Services contract increase.

$10,000 was added to the reserves.

Update on 2020-2024 Five-Year PlanPresident Mockoviak briefly discussed the contents of the updated Mayfair of McLean Association Five- Year Plan, which includes an explanation of the 2020 operating budget and the new reserve analysis.

Copies were available to homeowners as they left the meeting and also will be distributed to those homeowners who were unable to attend.

Two Board Members ElectedBy voice vote, meeting attendees unanimously elected two board members: Carol King was elected to a three-year term as board member at large, and Bill Wilhoyte was re-elected to a second two-year term as board member at large. King’s and Wilhoyte’s brief bios are included in Power Point slide 14.

Homeowners Concerns
Due to home sales in the last few years, the number of young children in the Mayfair community has increased, and attendees briefly discussed the need for a speed limit or caution sign in the community to encourage residents to drive slowly to protect these young residents.

Meeting Adjourned
After a motion, a second, and unanimous voice vote to do so, President Mockoviak adjourned the meeting at 8:20 p.m.

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