December 2020/January 2021

Engineering firm hired to guide work on roads, other infrastructure needs

 SMA Board members voted at their Dec. 9 meeting to hire TAM Consultants, a Virginia engineering company, to help develop a master plan for addressing Stratford Manor’s infrastructure needs.

“The Reserve Study we received last month gave us a general sense of what needs to be done with our roads, curbs, etc. and roughly when,” said President John Gullett. “Now the real work begins, and we need some professional help to guide us through the intricacies of the planning and actual work.”

The Reserve Study, which is commissioned every five years, was conducted by DLM Architects over this past summer. It concluded that the overall condition of our community’s roads and parking spaces is “variably poor” and has a remaining life of only three years.

The study’s authors also estimated that the community’s perimeter fencing has a remaining life of three years, but rated curbs, gutters and sidewalks in “variably good”  ( i.e., some good, some not so good) condition. Analysis of our lighting, community signage and storm water system was also part of the study, with no significant problems found.

More importantly, said Mr. Gullett, “the study’s estimates of the cost of repairs overall suggests that we may have adequate reserves to address the issues—assuming we plan and execute smartly.”

The SMA’s Infrastructure Repair/Replace Committee, headed by Bob Lucas, will interface with TAM and oversee the projects. “It’s important to understand that we will be developing a multi-year plan,” said Mr. Lucas, “and that there will undoubtedly be surprises. That’s why we wanted the engineers to give us a hand."

TAM’s first step will be to draft a layout plan for the Committee to follow, and to develop bid documents and specifications for the work planned. The Committee hopes to have work under way by next Spring.

 Owners to decide future of rental policy 

The SMA board of directors voted at their Dec. 9 meeting to ask Stratford Manor homeowners to consider a proposal to restrict the number of homes in the community that can be rental properties.

“We recognize that this issue is controversial,” said President John Gullett, “ but we felt it was time to put the idea out there and let the owners decide if they want to limit this activity.” He added that a large majority of respondents in the Association’s recent owner survey said they were in favor of restrictions, prompting the board to take this latest action.

The Association’s bylaws do not limit the number of homes that can be rented, and the number of rental units has increased in recent years. In 2017, there were 27; today there are 30, or 23 percent.  Proponents of a cap contend that having a large number of rentals can make it difficult for buyers to get financing, and that rental units typically suffer more wear and tear than owner-occupied homes.

The Governing Documents Committee, chaired by Donna Groller,  will work with the SMA’s attorney to develop a proposed bylaws change that will spell out a specific rental cap and any “grandfathering” (exemption) provisions. “We don’t have an exact timetable.” Said Ms. Groller, “but we do know we want to get the proposed change in the hands of owners in 2021.”<

Leaves, leaves everywhere…What to do?

Year Round Landscaping (YRL) is busy this month gathering up the enormous quantities of leaves that fell in the common areas. If you are tempted to add your own leaves to those piles, don’t do it!

Leaves that have landed in your yard or patio are yours and yours alone to deal with. “YRL’s contract does not include picking up individual owners’ leaves,” said Nancy Allen, Landscaping Committee Chair. “They are considered your property, just like any other trash you may have. So you need to bag them and put them in your trash can or on the curb.”

She said that when the landscaper spots owners’ leaves in the common areas, “they won’t pick them up unless the Association agrees to pay extra.” In addition, the landscaper will report the violators to Abbitt.

The landscaper has already reported that its leaf machine stopped working recently when it tried to pick up leaves that were wet because they had been piled up on someone’s patio. “We are asking for every owner to take responsibility for picking up and disposing of their own leaves,” added Ms. Allen.

President’s Corner

We are now in the busy holiday season, as anyone who has driven in town lately can confirm. But it’s also a time to pause and count our blessings for surviving another year. Politics were at a fever pitch all year,  and there were winners and losers on Nov. 5. But our wonderful democracy is steering us to another peaceful transition of power in Washington. That’s truly a blessing.

The coronavirus caused all of us to hunker down and try to stay safe as the nightmare dragged on. And now the vaccines that will end this dark period are being approved and distributed to those who need it the most, as we speak. It may take a few months for all of us to get our shots, but it’s still a blessing.

And Stratford Manor is intact, lovely as ever and filled with caring neighbors who go out of their way to help all of us when we need it. As noted elsewhere in this issue, your board is busy preparing for 2021, including seating a new board member, electing officers, setting meeting dates, and planning a comprehensive response to the newest Reserve Study. It’s truly a blessing that we have so many caring owners who unselfishly volunteer their time and energy to this effort.

Having said all that, we may not be moving fast enough for some of you. And that is fair criticism.  But we take our responsibilities seriously, and we believe that we are moving forward in a responsible way—one that will best serve our community’s long-term interests.  

On behalf of the entire board, have a wonderful Christmas and a happy New Year!
--John Gullett, President

News Briefs

Board seats filled—The Annual Homeowners Meeting was historic for its first-ever virtual meeting via Zoom, but its main purpose was traditional: the election of three directors to the SMA board for new three-year terms.  Current board members John Gullett and Satori Gregorakis were reelected, and Lisa Hall, a first-time board member, was elected to the third seat.

Ms. Hall has lived in Stratford Manor for several years, but this was her first attempt at getting involved with the Association’s leadership. “I have great respect for the owners who served on the board over the years, “ said Ms. Hall. “Because of them, we have a wonderful community. Now, it’s my turn to help."               

Officer, Committee Chairs elected—The SMA board elected its 2021 leadership at its Dec. 9 meeting, including one new officer and a new Committee Chairperson. Donna Groller, who has been on the board since 2019, was named Vice President, succeeding retiring board member Linda Wahlert. Linda White, who also came on the board a year ago, was elected Nominating Committee Chair.  The other officer and Committee Chair assignments from 2020 were renewed for another year.

The board also established its 2021 bi-monthly meeting schedule, beginning  Feb. 10.

What to do with those holiday pumpkins!—Stratford Manor owner Barb Lucas wants to spread the word: “Don’t throw out your pumpkins and decorative squash after the holidays,” she pleaded. “The SPCA/Petting Zoo on J. Clyde Morris Blvd. will accept them as food for their animals!” Great idea!

Trash Pickup Schedule 

Dec. 15— Trash only

Dec. 22—Recycling, bulk pickup & trash

Dec. 29— Trash only

Jan. 5*— Recycling, bulk pickup & trash

Jan. 12— Trash only

Jan. 19*—Recycling, bulk pickup & trash

Jan. 26—Trash only

Feb. 2—Recycling, bulk pickup & trash

Feb. 9—Trash only

Feb. 16*—Recycling, bulk pickup & trash

Feb.23*—Trash only

 *Tentative dates. City had not released 2021 holiday schedule by press time. 

If your container or bulk waste was missed during collection, call 757-933-2311 within two days.

Trash and recycling receptacles should be curbside no earlier than the evening before scheduled collection day and removed from the street by the morning after collections.

Bulk trash, which is collected on the same schedule as recycling, may be put out the weekend before scheduled collection.

October/November 2020

 President’s Corner

As you may know, your board has been stymied these past several months by coronavirus concerns that have kept us from conducting regular board meetings.  Thanks to Abbitt Management’s determination to help its HOA clients find a solution, we were finally able to hold a board meeting on Oct. 14—by way of Zoom, a video conferencing service.

This virtual meeting allowed us to vigorously debate and take action on a number of timely issues, several of which are reported on elsewhere in this issue. I am pleased to note that several owners also signed on to participate in our virtual meeting—a first!

Consistent with that new normal, board members decided to go virtual with the upcoming Annual Owners’ meeting on Nov. 18, instead of meeting in person at the church on Deep Creek Road.  Because owners can be nominated for our board from the “floor” at the meeting, we will hold a second meeting on Dec. 1, to complete elections for the three seats needing to be filled. This virtual approach is being taken out of an abundance of caution.

You will be receiving details of these meetings in early November. For now, if you are not familiar with Zoom, I urge you to get with a family member or a neighbor who can help you learn how to log into our annual meeting. We want your participation!!

The board meeting also allowed us to approve a new contract for our landscaping service, okay repairs to the perimeter fence, and discuss a much-needed upgrade to our insurance policy.

Last but not least, we discussed and adopted our annual budget for 2021 without having to impose an increase in the level of owner assessments! That’s good news for all of us!

--John Gullett, President

 New Landscaping Contract Okayed

The SMA Landscaping Committee has forged a new contract with Year-Round Landscaping that more clearly defines what the Association expects from Year Round, while giving the lawn service its first pay raise in four years. The Board approved the new two-year agreement at its Oct. 14 meeting.

Nancy Allen, Chair of the committee, said the increased fee was long overdue, but she and her other committee members wanted to spell out certain service items that have been issues in the past. “For example,” said Ms. Allen, “we gained a commitment from Year Round to frequently trim shrubs and ornamental trees in the common areas, rather than let an area get so overgrown that it requires a special, extra-cost effort.”

The new contract also spells out the procedure for approving a special cleanup after a summer storm or winter snow. The new procedure allows the president to request immediate work on storm debris or snow without getting full board approval. “This ensures that we don’t get put at the back of the line of requests for special help because we took too long to ask,” said Ms. Allen.

Other members of her committee include Linda White, Donna Groller, and Fran Hodges.

Fence repairs needed on Deep Creek side

Sagging sections of Stratford Manor’s perimeter fence facing the homes on Deep Creek Road behind Sloane Place will be repaired by Rosenbaum Fencing, but it’s probably not the last work to be done on that fence in the coming months. Nancy Allen, who coordinates fence work for us, said Rosenbaum can shore up the leaning sections, but warned of possible future problems with other sections near that location.

“We know that some of our fencing is in its last stages of life,” said Ms. Allen, “and we will be addressing this issue soon.” The latest repairs will cost $660.

Lucas is Elected Association’s New Treasurer

John (Bob) Lucas, chairman of the board’s Infrastructure Replacement/Repair Committee, has agreed to take on the additional duties of Association treasurer.  “We are delighted to have Bob overseeing our financial activities,” said President John Gullett. “This appointment speaks to the depth of our current management team.”

Mr. Lucas was elected to fill the treasurer’s position that was vacated recently by Satori Gregorakis.  Mr. Gregorakis will continue as a board member and Architectural Control Committee chairman.

Stratford Manor News Briefs

Board nominee files for seat—Lisa Hall, who lives at 133 Wellesley Dr. in Stratford Manor, has tossed her hat into the ring for the SMA board. A total of three board seats are opening up in November, including the one currently held by Linda Wahlert.

Current board members John Gullett and Satori Gregorakis are running for reelection, and Ms. Hall is seeking the third position.  “Having lived here for 15 years,” said Ms. Hall, “I feel I could be a contributor to Stratford Manor’s community board.”

Under Association rules, additional nominations may be made from the “floor” at the upcoming two-part virtual annual owners meeting on Nov. 18 and Dec. 1, which will be held via Zoom. 

*** 

More trees found to be storm-damaged—At the SMA board’s request, Squirrely Jack has inspected the trees throughout Stratford Manor for damage from the tropical storm that hit us in August. The findings: some $5,000 worth of work is needed to remove a dead tree and several damaged limbs, to thin out a group of trees at the Wellesley Drive entrance to Sloane Place, and to remove a large oak tree behind 154 Wellesley.

Kenneth Keeton, owner of the tree service company, said thinning the cluster of trees at Wellesley and Sloane will help them survive future high winds. “The large oak tree is coming down”, said Nancy Allen, Landscaping Committee chairperson, “because it has numerous dead limbs every year, and has become too expensive to maintain.” 

Squirrely Jack continues to deal with a backlog of customer demands due to storm damage but is expected to get this work done this fall.

***

Reserve study draft received—A first draft of the long-awaited reserve study for Stratford Manor was received shortly after the board’s Oct. 14 meeting, and is now being reviewed by board members. This study, which is done every five years, determines the remaining lifespan of our roads, fences and other infrastructure items. It also estimates the costs of certain items, and calculates whether our Association is setting aside adequate funds for those future costs.

President John Gullett said the board hopes to finalize the report soon so it can be shared with owners at the upcoming annual meeting.

 “Meanwhile,” he said, “our Infrastructure Replacement/Repair Committee, headed by Bob Lucas, is looking for a few good men or women to join his committee to help develop and oversee a long-range plan to make all necessary improvements over the next few years. He is especially interested in volunteers who have experience in engineering work.”  Mr. Lucas can be reached at lucasb@att.net.

Trash Pickup Schedule 

Oct. 27— Recycling, bulk pickup & trash 
Nov. 3— Trash only 
Nov. 10—Recycling, bulk pickup & trash 
Nov. 17— Trash only 
Nov. 24— Recycling, bulk pickup & trash 
Dec. 1— Trash only
Dec. 8— Recycling, bulk pickup & trash 
Dec. 15—Trash only 
Dec. 22—Recycling, bulk pickup & trash 
Dec. 29—Trash only 

If your container was overlooked during collection, call 757-933-2311. Trash and recycling receptacles should be curbside no earlier than the evening before scheduled collection day and removed from the street by the morning after collections. Bulk trash, which is collected on the same schedule as recycling, may be put out the weekend before scheduled collection.

August/September 2020

President’s Corner

After learning that the coronavirus was spiking this summer in our area, the  board decided to cancel its August 12 meeting. This is the third-straight board meeting we had to skip. We have discussed with Abbitt the alternatives: virtual or remote meetings, or an in-person meeting that would allow for social distancing. We must try one or the other soon.

Meanwhile, we were able to complete our second owner survey, with over 50 owner responses received. Among other things, we learned that 63% of those who responded feel that hiring Abbitt Management one year ago was an improvement; 85% said they made most of the repairs Abbitt’s inspector cited last spring;  and 36 out of 43 respondents are in favor of a cap on rentals.

These surveys are tremendously helpful to your board, for they give us guidance on what owners consider priorities for our HOA. More later.

What are Top 10 things All new residents should know?

What are some of the things you wish everyone in Stratford Manor would remember to do? We posed that question to SMA board members recently, and came up with the list below. See if you agree.

 Some of us notice that newer residents often commit violations of rules that most of us take for granted. Some are trivial, but others can be downright annoying to the rest of us.

Rather than count on new buyers finding all the do’s and don’ts in the binder they receive before closing, we developed this cheat sheet that focuses on what we see as the common offenses, large and small.  It will be added to the Welcome Basket for newcomers, but we thought all of us could benefit from these reminders. Here they are:

1.       Do not put out your bulk trash prior to the weekend before pickup. Nothing we can think of causes more complaints than a large pile of trash on or near the curb in the wrong week. Neighbors yell “eyesore”, and want somebody to do something about it. It’s easy to get the collection weeks mixed up, but a solution is handy: clip out the trash schedule in each newsletter and tape it to your refrigerator door. It will tell you when the next bulk waste pickup is scheduled (the truck comes every two weeks; the same day as the recycling truck).

2.       Don’t leave your trash or recycling bins out for days at a time. So you follow the schedule and set out your bins on time. But then, you let them linger at the curb for days. Do us all a favor and retrieve your bins by the next morning. It’s a rule. And when you put out your bins, remember to leave 3-4 feet between them. If the truck can’t grab your bin, it won’t get emptied.

3.       If you decide to change your exterior paint colors, get approval before doing it. Most owners appreciate uniformity in the exterior look of homes in our community. Before picking up that paint brush to change the color of your door, windows, porch or trim, submit an architectural review application, downloadable at stratfordmanornn.blogspot.com.  If for no other reason, it will protect you in the case of an error.

4.       Do not allow your visitors to park on the curb. We all recognize the need for contractors doing work in  our community to sometimes park on the curb nearest their customer. Also understandable is the brief stay of a case worker checking on a patient. Otherwise, parking on a Stratford Manor curb is prohibited. That’s because it can be a hazard to others. Curb parking could also result in the offender’s vehicle being towed, so if your visitor needs to find a parking space, direct them to a nearby public street.

5.      Do not use your front porch as a storage area. It may seem inconsequential to you, but if we all stored coolers, tools, and bikes on our front porches, Stratford Manor could pass for a junk yard!

6.      Do not speed anywhere in Stratford Manor. Our speed limit throughout the community is 15 mph. Any faster, you run the risk of hitting seniors walking or children playing. Please slow down! It only takes a couple of minutes more to get where you are going.

7.       If you see a crime being committed, call the police at 911. Sending an email to Abbitt or calling a SMA board member the next morning will be too late. The SMA does not have a police force or security, nor do we have the power to arrest. If you witness something illegal, call 911. That’s what it’s for!  Just keep in mind that violating an SMA rule is not the same as a crime. The police do not enforce SMA rules.

8.       If you have a complaint about a neighbor, contact Abbitt. Sending an emailed complaint to Associations@abbitt.com is the preferred method for registering a complaint about a neighbor or situation. This will ensure that the message gets seen by Abbitt and the appropriate board members.  And please don’t send in hearsay evidence of a violation.  If you are complaining, we assume you witnessed it yourself.

9.       Question about a board decision or activity? Send a note to our Gmail address. If you are unclear about a rule, or want the board to consider an idea of yours, write to the SMA email address, stratfordnn@gmail.com.

10  Last but not least, follow proper dog etiquette.  If you are a dog owner, remember that your pet must be leashed while outside, no matter how cute and friendly you think he is. Also, you are required to pick up any dog waste your pet creates, on your property or in the common areas. That includes your patio, which may be fenced in but becomes a source of offensive odors for your neighbors if dog waste is allowed to sit.  

If you have a pet peeve about your neighbors that you think should be on this list, drop a note to the SMA Newsletter at our email address,stratfordnn@gmail.com. Who knows? We may get enough nominees to do a “Top 10—Part 2” in a future issue.

Stratford Manor News Briefs

Board nominees sought—Nominating Committee Chair Linda Wahlert is looking for at least one good man—or woman—to run for a seat on the SMA board in November. A total of three seats—those currently held by John Gullett, Satori Gregorakis and Ms. Wahlert herself—will be up for grabs at the annual meeting.

But Messrs. Gullett and Gregorakis have informed Ms. Wahlert that they intend to run for reelection, leaving hers as the only seat currently without a candidate. Nominations may be made from the floor for any of the three seats at next November’s meeting, but the nominating process starts now so that the board is assured of enough candidates to fill all vacancies.

If you think you might want to volunteer, contact Ms. Walhert at 570-1296 or at lindawahlert@hotmail.com.

 Latest Reserve Study under way—Virginia law requires home owner associations to conduct a reserve study every five years, largely to ensure that the HOA is setting aside enough reserve funds every year to cover the cost of future repairs and replacement projects. In Stratford Manor’s case,  our current reserve study will serve another important purpose: to help the board decide the order and timing of several infrastructure projects over the next several years.

 President John Gullett said the field inspector for DLM Architects, the firm conducting the new study update, visited the community on August 17. “The physical analysis he conducted is one of two parts of the study,” said Gullett. “The other is a financial analysis that provides information necessary to help us determine if we have sufficient reserves.”  He said the study should be completed by September. 

Storm damages 2 homes

 

When Tropical Storm Isaias hit Hampton Roads on August 4, Stratford Manor residents braced for the worst-- but with two exceptions we dodged a bullet. 

 

Two homes on Wellesley Drive   suffered damaged roofs as large tree branches slammed into their units at about 4 a.m. Thankfully, there were no injuries.

 

The homeowners called their insurance companies to repair their roofs, and the SMA arranged for its landscaping firm and tree service company to clean up the common area and trim the damaged trees.

 

Elsewhere in Stratford Manor, most homes saw the lights flicker but stay on during the storm, and the heavy rain drained away quickly.

 

What was left was tons of storm debris throughout the community—debris that Year Round Landscaping (YRL) began cleaning up the same day as the storm.

 

Nancy Allen, who supervises YRL, said the workers hauled away some five 16-foot trailer loads of debris through August 18. “And that was mostly from the front of the homes,” she said. 

 

At press time, the landscaper was concentrating on cleaning up the smaller branches and other debris, which may take another two trailer loads. “It was a huge amount of storm debris,” said Ms. Allen, “but they will get it done.” 

Owner Spotlight: Barb and Bob Lucas

They are a familiar sight in Stratford Manor: An older couple walking the length of  Wellesley Drive twice a day. But look a little closer and you will see something unusual—they are picking up litter along the road and sidewalks, all the way up to the bus stop on Warwick Boulevard!

“It’s just something we started when we moved in here three years ago,” said Barb Lucas. “We walk for exercise, but the trash thrown on the ground tarnished the beauty of the walk, so we decided to do something about it.” She and her husband, Bob Lucas, carry plastic bags with them to contain all the “treasures” they pick up.  Their finds have included underwear,  a new shirt with tags, and even spent ammunition.    

Barb and Bob, who live at 156 Wellesley Dr., came to the Peninsula in 1984 when Bob was in the Air Force. She operated the Briar Patch tea room in Poquoson years ago, sold it and bought the Boxwood Inn in Lee Hall. She sold that restaurant when they moved into Stratford Manor in 2017.

Bob, who recently retired from consulting work with the Dept. of Defense, joined the SMA board at last November’s owners meeting. He heads up the board’s Infrastructure Replacement/Repair Committee.

“We love it here,” said Bob. “It’s a nice quiet and safe neighborhood, and we have made lots of friends.” And the new shirt they found? She washed it and donated it to Goodwill.

Do you know someone who might make an interesting “Spotlight on Owners” subject? Send your suggestion to stratfordnn@gmail.com. They must be an owner who lives in Stratford Manor. 

Trash Pickup Schedule

Aug. 18—recycling, bulk pickup & trash

Aug. 25—Trash only

Sept. 1—recycling, bulk pickup & trash

Sept. 9—Wed. Pickup due to holiday—Trash only

Sept. 15----Recycling, bulk pickup & trash

Sept. 22---Trash only

Sept. 29---Recycling, bulk pickup & trash

Oct. 6---Trash only

  Oct. 13—recycling, bulk pickup & trash

Oct. 20—Trash only

Oct. 27--Recycling, bulk pickup & trash 

   If your container was missed, call

 757-933-2311 within 24 hours.

Trash and recycling receptacles should be curbside no earlier than the evening before scheduled collection day and removed from the street by the morning after collections.

June - July 2020 News

President’s Corner

When I last wrote you in early April, most of us were still reeling from the dramatic “stay-at-home” orders our Governor issued as part of his battle plan for dealing with the coronavirus. Many of us were scared, and those of us on the Stratford Manor Association board were frustrated because of the impact the restrictions had on our ability to lead our community.

But we persevered, voting on timely projects via email (our April and June meetings were cancelled due to the social distancing requirements and continued concern about the virus). Over the past two months we have taken action on hiring a CPA firm to review our books for the years 2018-19, engaged an attorney to redraft one of our core governing documents to bring it up to 21^st century standards, made certain that our landscaping firm continued to keep our campus beautiful, and assisted Abbitt Management in early May in conducting a comprehensive review of maintenance and architectural issues in our annual inspection tour. At the same time, we are eagerly awaiting the results of our reserve study this summer so we can deal with infrastructure issues such as repaving.

Some  of these items are expounded on in news articles on the pages of this newsletter. The point I want to make here is that our nine-member board recognized the need to continue moving forward with projects that cannot be put on the shelf, and voted unanimously in favor of all but one emailed motion. In other words, board members embraced the need for unity under these extreme conditions and supported each other in making these important decisions.

I also want to proudly note that you, our owners, showed great cooperation in tackling the maintenance issues brought up in our spring inspections. It illustrates that most of you support the argument that having well-kept homes throughout our community will benefit us all.

With that attitude, we are certain to be proud of living in Stratford Manor for years  to come.

                                                                                     --John Gullett, President

Spring inspections hit most owners

 Abbitt Management’s first-ever exterior inspection of Stratford Manor townhomes was perhaps the most comprehensive scrutiny in the history of our community, with 126 units (out of 129) written up.

The early May inspections included some 25 architectural violations, with the rest being maintenance items great and small. “The Abbitt inspector was very thorough, in part because he had no historical information on items that were approved in past years,” said President John Gullett, who was marked up for four maintenance issues.

“All of my items were legitimately written up,” he said, “but one was for posting a hand-drawn rainbow on our storm door in support of a neighborhood project for bored children called  ‘Find the rainbows.’ But it was against the rules, so we took it down.”

Architectural Chair Satori Gregorakis, who accompanied the inspector on about half of the inspections, said items like awnings or sheds on patios were called out because our previous management company did not provide enough historical information to prove prior approval. “That’s one of the real positives coming out of this inspection,” he said, “because Abbitt set up electronic files, including photos, on each Stratford Manor townhome. Now we have detailed historical information to use in future inspections.”

When a recap of the violations and maintenance items was provided to Mr. Gregorakis, he and the President re-inspected nearly all units and found many situations that they had reason to overrule.  “All gardens in the common area, including those adjacent to patio fences, were written up as violations,” Mr. Gregorakis said. “And several citations were for satellite dishes or non-standard doors. We asked the board to override those violations because we had no historical data addressing them, and the board agreed.”

The Architectural Chairman and the President investigated every complaint owners submitted to Abbitt, “and we did it with great care, said Mr. Gregorakis, and some owners noticed. “From what I can see, the board and its representatives showed good faith in resolving numerous issues,” said Donna Groller, who lives on Kenilworth Drive and is a member of the board.

Despite some complaints, many homeowners appeared to be busy in late May and early June repairing broken gutters and repainting peeling gables with a positive attitude, said Mr. Gullett. “They recognized that we are all in this together.”  He added that the board’s action in overruling some inspector citations should not be seen as a sign that standards are less rigid. “We will be expecting the same level of compliance next year.”

SMA’s website gets new manager

Katie Johnston, our board’s social and welcome committee chair, has agreed to assume the additional responsibility of managing SMA’s website, or blog. The site—stratfordmanornn.blogspot.com-- is a handy source for community news, current rules and regulations, and architectural compliance information—including a downloadable “Architectural Review Application” for board approval of exterior home projects.

Stratford Manor News Briefs

Landscaping activity continues uninterrupted—Stratford Manor’s lawn service, Year Round Landscaping (YRL), has been keeping up its regular spring and early summer schedule despite the challenges of the pandemic.

Landscaping chair Nancy Allen said mulching has already started and should be completed by mid-June. Weekly mowing has been going on for weeks. YRL just planted vinca, an annual flowering plant that provides color all summer and repels deer, at two of the Stratford Manor signs and at another location on Wellesley Drive.

Owners who volunteered to water the newly planted vinca include Lorraine Winall and Sarah Krause of Kenilworth Drive and Betty Blackburn of Wellesley Drive.

***

 Tree work slated for August—In response to owners’ requests, Stratford Manor’s tree service contractor inspected all of our trees recently to look for dead limbs and any needed trimming since its last visit.

Kenneth Keeton, owner of Squirrely Jack Tree and Lawn Care, and representatives of the SMA board spotted a dozen places where work needs to be done. The work, which will cost the SMA nearly $3,000, is deemed essential in light of predictions of an active hurricane season this year.

The tree firm already has a backlog of work requests, but said it would get Stratford Manor’s work done in August.

***

Mid-Year Assessment payment notices mailed--Abbitt Management has mailed mid-year assessment statements to all Stratford Manor owners, with a due date of July 1.  As in the past, there is a 30-day grace period. If payment isn’t made by July 31, a late fee will be imposed.

To avoid any handling fees by third parties, you should mail a check and the remittance stub to the Abbitt Management office printed on the form, or hand-deliver them to Abbitt’s office at 11835 Fishing Point Drive (Suite 101).

You can enjoy the convenience of paying online, but there is a fee imposed by a third party.  If you need help with this method, contact Abbitt’s billing office.

Trash Pickup Schedule

June 9—Recycling, bulk pickup & trash

June 16—Trash only

June 23—Recycling, bulk pickup & trash

June 30—Trash only

July 7-----Recycling, bulk pickup & trash

July 14---Trash only

July 21---Recycling, bulk pickup & trash

July 28---Trash only

August 4—Recycling, bulk pickup & trash

August 11—Trash only

August 18-Recycling, bulk pickup & trash

August 25—Trash only 

 If your container was missed, call 757-933-2311 within 24 hours. 

Trash and recycling receptacles should be curbside no earlier than the evening before scheduled collection day and removed from the street by the morning after collections.

April - May News

President’s Corner

In the previous issue of this Newsletter, I boasted that your board is off and running in the new year, full of optimism, hope and aspirations befitting the prevailing spirit of Stratford Manor.  That was in mid-February, before the world changed in the most dramatic way imaginable.

Today we are hunkered down in our homes, with our children and grandchildren out of school and others in our families either working from home or not working at all. In an instant, our world has turned upside down and many of us are too frightened to even go to the grocery store.

I hope all of you are heeding the advice of the experts on how to minimize your chances of becoming infected by the coronavirus.  I won’t go into the controversial issues of whether healthy people should wear masks, or whether our government should have anticipated the severity of the crisis. Chances are you have had your fill of all the talking heads on TV pontificating about who should have done what and when it will all end.

Instead, I prefer to focus on the positives. In particular, I want to make note of the kindness and compassion so many of our neighbors are showing in this difficult time, and reassure you that your SMA board is continuing to perform its duties—albeit at a reduced level.

First, I direct you to the various news articles in this issue of our community newsletter that chronicle activities that are continuing despite the terrible circumstances.   Further, our landscaping service is keeping up with its regular duties like mowing, edging, fertilizing and general cleanup—so much so that we are welcoming spring in our “Sunday best”. Next on their list is mulching and planting annuals, a reminder to all of us that life goes on.

But the most gratifying development has to do with the heightened community spirit we can all sense. Instead of saying, “Have a nice day”, neighbors are saying, “Do you need anything?”, or “How can I help you?”—and they mean it.

Many of our residents are volunteering their services to fill the urgent need for proper medical supplies, such as those in a local church group making face masks for Riverside Hospital health workers. Others are volunteering at the Food Bank or other agencies dealing with record demand for their services. I learned just today about a group of neighbors getting together to help one of their own get his front yard cleared of weeds and ready for spring. He didn’t ask for the help; they just did it.

Others are putting stuffed bears or rainbow cutouts in their windows.  And many are taking the time to talk on Face Time or Zoom-- or by phone-- with relatives we haven’t thought of for awhile, recognizing the importance of family in a time of crisis.

We will get through this, and we will be stronger than ever before.

— John Gullett, President

Neighborhood block party cancelled

Stratford Manor’s second annual spring block party, scheduled for May 16, has been cancelled due to the social distancing requirements of Virginia’s war against the coronavirus.

“We are extremely disappointed that we have to cancel this fun event,” said Katie Johnston, chairperson of the Social and Welcoming Committee. “But the governor’s restrictions on mingling are in effect until June 10, and we don’t want to take any chances on spreading the virus.”

Ms. Johnston said her committee will be looking at the possibility of an outdoor event in the fall, but it’s too soon to make those plans. Meanwhile, she added, “I want to thank all of our residents for their patience. We will be back!”

Board selects firm for reserve study

The SMA board of directors has retained DLM Architects, the firm that conducted our HOA’s most-recent reserve study, to conduct a reserve study update in 2020.

As noted in an earlier issue of this newsletter, the board is required by Virginia law to have an independent and comprehensive inspection and review of our infrastructure needs every five years. “Since the last study was in 2015,” said SMA President John Gullett, “we need to make sure it’s done again sometime this year. And since we know we have to develop a master plan for addressing our infrastructure needs, we thought it made sense to get the reserve study done first.”

Bob Lucas, chairman of the newly created Infrastructure Replacement/Repair Committee, said DLM, a well-respected architectural firm based in Virginia Beach, was chosen because of its reputation and because of its familiarity with Stratford Manor.  He said the new study is aimed at making certain that the association is setting aside enough funds to finance the cost of repair or replacement of such things as roads, fences, sidewalks and curbs. “But it will also go a long way toward giving us the data we need to develop our master plan for tackling the improvements we have already identified.”

Barring any delay due to the coronavirus crisis, the study should be completed sometime this summer.

Speed-limit signs posted

As part of the SMA board’s ongoing effort to slow down speeders, three “15 mph” speed-limit signs have been erected at the main entrances to Stratford Manor, along with two “children at play” signs. The permanent signs are intended to make sure that visitors and residents alike know the speed limit. Until now, the only speed-limit posting was in small letters on the entrance signs.

“At the same time,” said SMA Treasurer Satori Gregorakis, “we recognize that children are now utilizing our common areas and parking lots more after the board liberalized the rules on bikes and scooters, so we put up the ‘children at play’ signs where we thought it appropriate.”

Meanwhile, the board continues to seek the City’s help in addressing parking and speeding issues on the public portion of Wellesley Drive. “There has been a problem lately with big trucks blocking motorists’ views near our entrance on Wellesley,” SMA President John Gullett noted, “and we are asking the police for help.”

Committee forges ahead in open-air meeting

The SMA’s Governing Documents Compliance Committee (formerly called Rules and Regulations Committee) -- facing the mammoth task of reviewing all of the association’s governing documents over the next several months--refuses to let the coronavirus stand in its way.  Donna Groller and her committee organized an outdoor meeting on Sunday, April 5 in one of the community’s common areas, where committee members could easily observe the required social distancing.  

The committee, which also includes homeowners Nancy Allen, Linda White, Fran Hodges and Katie Johnson, is charged with reviewing the association’s bylaws, declaration, and other documents that guide the board in governing the community. “Most of these documents date back to the 1980s,” said Ms. Groller, “and our new attorney recommended that we make certain that their provisions are consistent and up to date.”

Ms. Groller said the committee’s work is not expected to result in any major policy changes. “However, we will be submitting our work to members for their approval at the annual owners meeting in November.” 

The committee’s goal is to complete its review by this summer and then present its findings to the board.  This should allow any necessary redrafting and submission to SMA members prior to the annual meeting.

Spring inspections coming-- time to spruce up!

Thinking about fixing that broken screen on the back window? Is your shed looking a little shabby? With spring busting out all over, now is the time to tackle those issues that detract from a great-looking townhouse.

Not convinced? Then ponder this: Abbitt Management, our property management firm, and the Stratford Manor Homeowners Association will be conducting their annual architectural inspection later in April.  They will be looking at the exterior of each residence, making note of things that violate SMA’s governing documents.

In addition to looking for architectural violations, the inspectors will be checking the condition of your roof, shutters, windows, patio, and shed, and whether you are keeping up your garden and flower beds. Residents found to have maintenance issues will receive a notice from Abbitt Management, reminding them of the community’s standards.

“We recognize that these are very stressful times,” said Satori Gregorakis, SMA’s architectural compliance officer, “but the good news is that residents can all take care of most things that need to be fixed without violating the government’s stay-at-home order. Plus, it gets you out of the house!”

Tricia Wells, Abbitt’s community manager, asked that residents who see the inspectors not interrupt their work by asking questions. “This is Abbitt’s first inspection of Stratford Manor,” said Ms. Wells, “so we will be getting photos of each townhouse and taking the time to get familiar with all the units. Having to stop and converse with homeowners will greatly lengthen the process—which will increase the cost to your HOA.”

A detailed list of items subject to inspection can be found under “Architectural Compliance” on the SMA blog site, stratfordmanornn.blogspot.com.

Trash talk: those unsightly piles no one likes

Some Stratford Manor residents started their spring cleaning early last month, much to the dismay of their neighbors. That’s because piles of old bookcases, soiled carpet and other debris suddenly appeared on the curb and sat for a week or more—contrary to the community’s rules on disposing of bulk waste.

As each SMA newsletter issue advises, bulk waste—essentially trash that won’t fit into a trash bin-- is picked up once every two weeks (the same day recycling bins are emptied).  This trash typically includes furniture, carpet, mattresses, yard waste, and debris from remodeling or repair work.

Prior to last summer, SMA’s rules required residents to wait until the day before the scheduled pickup day to put their bulk waste at the curb. To make it easier for those of us who needed to use a weekend to do yard work, the SMA board changed the rule in 2019 to allow putting out bulk waste the weekend before a scheduled pickup day (usually Tuesday).

Lately, some residents seem to have forgotten the HOA rules on this. “We have had a spike in situations recently where old smelly carpeting and broken furniture show up on the curb a day or two after the city’s bulk waste truck rolled through,” said SMA President John Gullett. “That means the rest of us have to put up with it for nearly two weeks.”

  

“If a neighbor knows who did it,” Mr. Gullett said, “we talk with the offender and ask them to take it to the dump or move it behind their unit until the proper time.  More often than not, they express surprise that there is a rule—or even a schedule! Unfortunately, many times we don’t know who put it out.”

Mr. Gullett remarked that one unsightly pile of trash on Wellesley Drive was so offensive that the neighbors took up a collection and paid a local handyman to carry it off to the dump.

Nancy Allen, the SMA’s Landscaping Committee chair, said the trash also interferes with the lawn service’s work, and kills the grass if left there too long.  “Bulk trash should be placed in the gutter next to the curb,” she said, “but some places are so narrow that you have to put it on the common area. That’s when it becomes a problem for the grass.”

Mr. Gullett reminds offenders that each issue of the Newsletter contains a schedule of pickup times so residents can plan when to put their bulk waste out for pickup. “If you just clip out the schedule and put it on your refrigerator, you will never have to wonder when the next pickup is coming,” he said.

He also noted that the city’s Denbigh Drop-Off Facility is now back in operation and will take your waste without charge.  For details of what the City will pick up, please go to the bulk waste program section of the Newport News City website.

Trash Pickup Schedule

April 14— Recycling, bulk pickup & trash

April 21— Trash only

April 28—Recycling, bulk pickup & trash

May 5— Trash only

May 12— Recycling, bulk pickup & trash

May 19— Trash only

May 27—Weds pickup due to holiday. Recycling, bulk pickup & trash

June 2—Trash only

June 9—Recycling, bulk pickup & trash

June 16—Trash only

June 23—Recycling, bulk pickup & trash

June 30—Trash only

If your container was missed during collection, call 757-933-2311.

Trash and recycling receptacles should be curbside no earlier than the evening before scheduled collection day and removed from the street by the morning after collections.

Bulk trash, which is collected on the same schedule as recycling, may be put out the weekend before scheduled collection.