Stratford Manor

Newsletter

October-November 2022 Edition

 President’s Corner: 

Almost as if it were choreographed, the arrival of fall weather was accompanied by significant changes in your Homeowners Association. First and foremost, we have returned to live meetings for both our bi-monthly Board gatherings and for the Annual Owners Meeting. 

As witnessed at our Oct. 12 Board meeting, in-person get-togethers encourage and enable vigorous debates on the important issues facing our community. Zoom is an effective way of holding virtual meetings when in-person gatherings are not feasible, and we will undoubtedly use this technology in the future—but only when needed. 

 Second, our contract with Year-Round Lawn Maintenance expires at the end of October, and we have launched a search for a new lawn service firm. Meanwhile, we are working to line up a temporary service to pick up leaves and debris over the next couple of months (See story on Page 2). 

 Third, we are pursuing an alternative plan to resume repaving the roads and parking lots in our community. The Board learned at its recent meeting that the Infrastructure Committee is gathering quotes from new paving contractors for a new, less-expensive method recommended by our new consultant, ECS. At the same time, the Board instructed the Committee to obtain quotes on the cost of possibly restriping and renumbering some of our neighborhoods (See story on Page 4).

 Lastly, the Board approved a plan to clean out and inspect Stratford Manor’s storm drainage system. This long-overdue cleanout will allow us to see what repairs, if any, are needed to ward off potential problems (See story on Page 2).

 See you at the Annual Meeting in November!<

                                                                                             --John Gullett, President

    

 

New landscaping service sought as contract with YRL concludes: 

The Landscape Committee is moving full throttle to identify and interview lawn service companies after negotiations with Year-Round Lawn Maintenance fell through. YRL had sought a 20 percent increase in its monthly fee for basic lawn services beginning Nov. 1, and the SMA Board voted at its Oct. 12 meeting to reject it. 

Instead, the Board instructed the Committee to put the contract out for bid by at least three companies. “The Board invited Jimmy Dawson, owner of YRL, to provide us with service on a month-to-month basis until we select a new vendor,” said President John Gullett. “But he declined.”

Mr. Gullett said the Committee is currently interviewing lawn service firms who are willing to provide the community with basic services needed over the winter, including mowing, removing leaves and debris, and providing a resource for snow removal if needed.

“At the same time,” he said, “we are developing a list of our requirements for a long-term service vendor—which may or may not be the same company that provides us with temporary service beginning in November.”

 Mr. Gullett noted that there may be some delays in cleaning up over the next few months. “So if you see trash, sticks or branches on the ground near your home, just pile them up or set them aside. We will pick them up when we can.”

 He also reminded owners that they are responsible for picking up and disposing of leaves on their own property. “Don’t blow your patio leaves out on the common area. We don’t want anything to interfere with the vendor’s main job of clearing the common areas, so we hope that owners will cooperate by bagging their leaves in clear bags for bulk waste pickup, or by putting them in their trash bins.”

 Mr. Dawson said his crew will finish aerating, fertilizing, and seeding in the remainder of October, and wrap up its work in Stratford Manor by Oct. 31. “We regret that our relationship with YRL is coming to an end,” said Mr. Gullett, “but we thank them for their service over the past several years.”

 He added that this change gives the Committee an opportunity to review and amend the terms of previous contracts to better suit the needs of the community.<

 

Know Your HOA Rules: Managing bulk waste                

With all the problems we face these days, it seems odd that we need to talk about bulk waste— the trash we put out on the curb for pickup by the City every two weeks. But if you have had problems getting your old sofa, dead holly bush or bag of clippings picked up, this article is for you. 

“It’s apparent that the City is cracking down on what it will pick up as bulk waste,”said President John Gullett. “In one case, the truck rejected a pile of branches and shrubbery because it contained a small tree that still had its root ball attached.” The telltale sign is orange paint, sprayed on the contents of the rejected pile--which means the City will never pick it up. “The solid waste representative said the truck will not pick up dirt,” explained Mr. Gullett.  “So now you have to cut off the root ball (and put it in your trash bin) if you want them to pick up a small bush or tree.” 

In another case, a large pile of debris that was missed had numerous issues. Several residents and a local handyman, Howard Crear, worked together to pull out any of the items that may have caused the problem. “There was a black trash bag filled with something,” said Mr. Gullett, “which will never get picked up (always use clear plastic bags, and only for yard clippings or leaves). “There was also a plastic bin filled with miscelleanous items (the City can reject boxes or bins filled with items of any kind), a glass shower door (they will not pick up glass of any kind), and some styrofoam (also a no-no). 

When this happens, not only does the HOA have to track down the owner and ask them to find another way to dispose of the items, but local neighbors have to look at the pile of trash for days.   

  Here are some helpful hints, courtesy of SMA Secretary Fran Hodges, on how to avoid some of these problems:

   ●  DO NOT put your bulk trash out prior to the weekend before pickup. Large piles of trash on  or near the curb on the wrong week creates a lot of complaints.

    ● Bulk waste pickup is every two weeks.  Be sure to check SMA’s newsletter for the schedule and place it on your refrigerator as a reminder.

    ● The City requires that clear bags be used for leaf pickup.  You cannot use black bags for trash on curbs.  The city will not pick it up!

    ● All food items must be disposed of in a garbage can or disposal.  Please do not leave food items for bulk pickup.  Food items left on the curb will welcome “creatures” to our neighborhood.

    ● The City will NOT pick up anything with glass, tires, paint cans, bricks, bags of clothes, styrofoam, dirt, and other things listed on the city’s website under “Bulk Waste”.

    ● Don’t jam up bulk waste against garbage and recycling bins; nothing will get picked up.

    ● Call 311 if you need an appliance picked up, as a different truck collects appliances.

    ● Items not picked up by the City may be taken to the Recovery Operations Center at 520 Atkinson Blvd. in Denbigh, if your vehicle is registered in Newport News.<                            

 Stratford Manor News Briefs: 

Three Board seats on ballot for Nov. 16—A total of three seats on the SMA’s Board will be filled by owners at our Annual Owners Meeting next month, with two current Board members seeking reelection. The third seat, currently held by Linda White, will be open because she is not seeking reelection. 

Vice President Donna Groller and Secretary Frances Hodges are running for reelection, and a third candidate, Doug Marmon, owner of 121 Sloane Place, is also seeking a seat on the Board.  Both Ms. Groller and Ms. Hodges have said they really care about the community and want to do what they can to ensure a bright future for Stratford Manor. 

“Ms. Groller, as head of our Nominating Committee, found an outstanding candidate in Doug Marmon,” said President John Gullett. “He’s retired Navy and works at Naval Supply System Command in Newport News, and is currently president of his James Landing neighborhood’s HOA.” Mr. Marmon is involved in several community activities and as a new Stratford Manor owner wants to help his new neighborhood. Additional nominations may be made from the floor at the upcoming Annual Meeting on Nov. 16.< 

Board approves 2023 budget—The SMA Board has approved next year’s budget, including the first dues increase in three years. “Inflation has hammered our expenses these past couple of years,” said Treasurer Bob Lucas, “and  issues with our aging infrastructure have somewhat diminished our replacement reserves. To ensure our future financial viability and replenish our reserves, we are increasing annual owner assessments by $74, or $37 more per semi-annual payment. This is the equivalent of only $6.17 per month .” 

Mr. Lucas noted that “While we never like to raise dues, we believe this relatively modest increase is necessary, and preserves an important community asset: our reputation for having low assessments.” 

Paving Plan update: New contractors sought—The soil testing on various parking lots and roads in Stratford Manor showed that the support under the paving in the Sloane neighborhood is stronger than in the Wellesley section, the Board was told at its Oct. 12 meeting. With this knowledge, the Infrastructure Committee was instructed to obtain bids from at least three paving firms to repave the Sloane section using an alternative method recommended by our new consultants, ECS. 

“This is not the type of specialty work that Basic does,” said Bob Lucas, chairman of the Committee. “So we are reaching out to other firms that have this expertise.” Once the new firm is selected by the Board, said Mr. Lucas, “the work will be scheduled for the dry season next summer. When that work is done, the Committee will determine what the HOA can afford to do in the remaining areas.” The Committee was also asked to make a recommendation on the feasibility of restriping and renumbering some neighborhoods before paving.< 

Vote count for Declaration rises—Donna Groller, Chairman of the Governing Documents Committee, told the Board on Oct. 12 that the campaign to get the required 101 votes to approve a proposed new Declaration continues to make progress, reaching 91 votes following a recent signing event. Efforts are continuing.<

Storm Drains:  Board wants to see what's down there!

Stratford Manor's storm drains seem to be working okay, so why did the Board approve a thorough cleaning and inspection of the entire storm drainage system at its Oct. 12 meeting? 

“It’s two-fold,” said Bob Lucas, chairman of the Infrastructure Committee. “It’s been several years—we don’t know how many—since our drainage system was cleaned and inspected. Secondly, we want to make sure that any repairs needed will be done before any future repaving work.” 

Mr. Lucas explained that the Committee wants to see what kind of shape the drainage system is in, “to avoid any surprises down the road.” He noted that we have had sinkhole issues with two different curb-opening inlets in recent years, requiring repairs of leaky pipe connections. “It’s time to identify any other potential problems before they get to be big ones,” he said, “and to set up a regular multi-year maintenance schedule.” 

He added that there are likely to be some repairs needed. “But we won’t know until the system is thoroughly cleaned by the contractor, Longhill Excavating.” 

The work will be done in early 2023.<  

 Trash Pickup Schedule

Oct. 25--—Recycling, bulk pickup & trash; Nov. 1—Trash only; Nov. 8—Recycling, bulk pickup & trash.

 Nov. 15—Trash only; Nov. 22—Recycling, bulk pickup & trash;  Nov. 29—Trash only.

 Dec. 6—Recycling, bulk pickup & trash; Dec. 13—Trash only; Dec.20--Recycling, bulk pickup & trash.<

SMA BOARD MEMBERS:

• John Gullett, President (2023)
• Donna Groller, Vice President (2022)
• Bob Lucas, Treasurer, (2024)
• Frances Hodges, Secretary (2022)
• Nancy Allen (2024)
• Betty Blackburn (2023)
• Lisa Hall (2023)
• Madoline Wallace (2024)
• Linda White (2022)

Association's Website:  stratfordmanornn.blogspot.com

Need Assistance?  Have a question?

HOA's email:  stratfordnn@gmail.com

Property Management:

Abbitt Management:  Ms. Tricia Wells, Manager;  Ms. Jennifer Norman, Assistant Manager

Abbitt's Email:  associations@abbitt.com  (Telephone:  757-874-4900)

REMAINING 2022 MEETING DATES:

Annual Meeting will be held on November 16, 2022, at 7:00 p.m. at Christ United Methodist Church on Deep Creek Road.

The next board meeting will be held on December 14, 2022, at 5:30 p.m. and will be held at Abbitt Management, 11835 Fishing Point Drive, Newport News).

 

 

AUGUST - SEPTEMBER 2022 EDITION - 

PRESIDENT'S CORNER:                                    (John Gullett, President)

As you will see in this issue of the Newsletter, the SMA Board's frustration over supply chain issues are easing a bit, prompting many of us to feel like we have broken free from the bonds of the so-called "summer doldrums."

The long-delayed repair work on the large Kenilworth lot finally got done in mid-August, and further testing of the soil under other paved areas is offering encouragement that we may be closer to a solution to our concerns about unstable soil complicating our other repaving plans.

Meanwhile, our electrical contractor came up with a solution to our lack of replacement parts for the community's street lamps.  The Board's various committees are reengaging with issues affecting all of us, and a campaign to obtain the remaining needed votes for our proposed new Declaration is launching on August 25th.

Now, if we can just get through hurricane season without a major storm hitting us, we will be in a great position to enjoy the rest of the year!

Feeling left out because of all the Zoom meetings?  Relief is in sight!  While Stratford Manor owners are always welcome to sit in on the Board's virtual meetings, only a handful do.  Technology can be an obstacle for some; for others, it's simply not that interesting to watch a meting on a computer monitor.  Recognizing this, the Board voted at its August 10th meeting to meet in person at Abbitt Management for its next regularly scheduled date of October 12th.

The Board also voted to hold the Annual Stratford Manor Owners' meeting in person at Christ United Methodist Church on November 16th.

The format for other future meetings will be decided later, based on whether there are any remaining COVID health concerns. 

SAFETY ISSUES KEPT ARBORIST BUSY TAKING DOWN DEAD TREES / LIMBS:

R & K Tree Service, Stratford Manor’s official arborist, received several emergency calls  from us in recent weeks, as numerous hazardous tree conditions seemed to surface at the same time. 

In June, an owner on Kenilworth notified Abbitt that a large tree near their townhome was dead and needed to be removed. Nancy Allen, member of the SMA’s Infrastructure Committee summoned Russ Kenwood, R & K’s owner, who confirmed that the large oak had been killed  by carpenter bees. He removed the tree within days. 

In July, a homeowner on Sloane reported a large broken branch hanging over their patio and roof from the common area. R & K  was able to remove the branch safely through a complicated procedure involving two trees. At the same time, another large tree nearby was found to be rotting from within and leaning toward a group of townhomes. Later in the month, R & K was called back to remove another broken branch, and a large tree nearby also had to be taken down. 

The total cost of all the July work was $7,500.  "We hated to see the bills for this work," said Ms. Allen.  "But R&K came right away when we called, and took appropriate action to eliminate the safety concerns these problems represented.  And the cost was reasonable.

BOARD CONVERTING STREET LAMPS TO LED:

Frustrated over the inability to fix a busted street lamp for weeks at a time, the SMA Board voted on Aug. 10 to begin converting all of its street lights to LED lights. The HOA’s electrical contractor agreed to convert the non-working lamp to LED at no additional cost.

 “Converting our old sodium lamps to LED has many advantages,” noted President John Gullett. “It will extend the life of the lights, reduce our maintenance costs, and lower our electric bills.” 

He said the conversion will take place gradually, as each old lamp needs to be repaired.

CAN YOU SAY "EFFLORESCENSE"?   (By Lisa Hall, Member, Architectural Control Committee)

The annual inspections done by Abbitt Management this spring brought to light a problem with my chimney, so I wanted to share with you what I learned through this process in case some of you are dealing with the same issue.

Abbitt's inspection requested that I clean the white residue off of the chimney.

The residue on the brick, I learned is called efflorescence.  Efflorescence forms as a result of "excess water in the structure that has evaporated and left behind salt deposits".

This alone can be cleaned (pressure washed) off fairly easily and is mostly aesthetic.  Efflorescence, however, is a sign that there is excess water and leakage present within the structure.  This is typically due to chimney structure cracks, broken bricks, a missing cap, or a chimney that has not been properly sealed.

 After much research on the internet, I decided I needed to have a company come out to inspect my chimney, I contacted ACE Chimney Sweep (Ryan Wilson).

Ryan recommended a three-trip process:  the first to wash and make minor repairs, the second to make the bulk of the repairs, and a third trip a few days later to apply a sealer to the entire repaired chimney, top to bottom to protect and prevent further water absorption and retention - related issues.  (ACE uses Chimney Saver Water Repellant which has a 10-year warranty).  I am incredibly pleased with the work provided by ACE.  The repair work was completed in a timely manner, broken bricks were replaced, mortar matches well, and water now repels off - leaving no absorption.  I would recommend ACE/Ryan should you need chimney repair work.

Mulch Used in Common Areas Passes Safety Check: 

A Stratford Manor owner asked the HOA a very good question recently: With all the talk in environmental circles about the alleged toxicity of mulch, is the mulch our landscaping contractor uses in our common areas safe? 

“This inquiry, which we are very grateful for, rang alarm bells for those of us on the SMA Board,” said President John Gullett. “It never dawned on us that this mulch, which is prevalent throughout our community, might be toxic.” 

Mr. Gullett said he decided to do the necessary research to find some answers, starting with Year-Round Landscaping, Stratford Manor’s landscaping service. “I spoke with the supervisor of the crew that puts down the mulch in our flower beds and other locations. He said he thought that the ingredients were all natural except for a brown dye, which is applied by the supplier for cosmetic reasons.”

Mr. Gullett then spoke with the owner of Peninsula Hardwood Mulch, who supplies all of the mulch YRL buys for Stratford Manor. “He was very forthcoming, telling me that the mulch comes from branches, bark, twigs, etc., but no recycled wood. This is important, because concern about toxicity levels in mulch has sometimes been traced to chemically treated wood added to the mix (for example, wood recovered from construction and demolition sites, and old pallets that chemicals might have leaked on).” 

Peninsula Hardwood’s owner, Larry Wilson, also said that he does use a mulch dye, but one that is standard for the mulch industry and used universally by mulch suppliers around the country. “I asked him for a safety data sheet for the dye,” said Mr. Gullett, “and he faxed it right over to me.” 

The Safety Data Sheet, which is required by the federal government, stated that the material used in the dye is not environmentally hazardous . Also, that releasing it into the environment would not represent any significant environmental  hazards, and that no respiratory protection is required under normal handling conditions.

 “In short,” said Mr. Gullett, “my inquiries suggest that the mulch used by YRL contains a harmless dye and no potentially harmful recycled wood. But we will continue to monitor this.  I want to thank the homeowner who prompted this research. Better safe than sorry.”<

Stratford Manor News Briefs: 

Soil testing for additional paving continues—If you thought you imagined seeing a large dump truck cruising slowly in your parking lot recently, don’t worry. It was a Basic Construction truck, loaded with heavy material, and it was being used as the instrument for a sophisticated test of soil stability.

ECS, a geotechnical engineering firm working for the Infrastructure Committee, earlier had collected core samples that showed a variety of soil mixtures throughout the community. This required another stage in the testing process called “proof rolling”, or driving a heavy truck over the old pavement to look for any movement that would suggest unstable soil. Both the ECS engineer and Infrastructure Committee Chair Bob Lucas walked behind the truck as it rolled over the old pavement during the methodical testing process. 

 “It was noteworthy that no section being tested showed any movement,” said Mr. Lucas. “But while this is encouraging,  it wasn’t conclusive. “we are still awaiting the engineer’s recommendations on how to proceed.” 

                                                *************************                                                                        

Landscaping review under way—The Landscaping Committee, headed by Chairperson Nancy Allen, met recently to begin an in-depth performance review of Year-Round Landscaping, the SMA’s landscaping service. “The point of the review was to grade YRL on how well it is living up to the requirements of our contract,” said Ms. Allen. “ She added that the landscaping crew scored well on most aspects of their performance. 

“At the same time,” she said,  “we identified a few items for improving. The next step is to sit down with YRL management and go over the results with an eye toward helping them enhance their service in those areas.”  

She stressed that the committee feels that YRL is doing a good job in most areas, but that a probable survey this fall of owners regarding their views of the landscaper’s work should add more insight. <

                                             **********************************

The Dog- Waste Wars Continue—Another Perspective  

 By SMA Secretary Fran Hodges 

It doesn't take much to remember that we have pets in our community.  In fact, if you don't watch your step, you are liable to step in one such reminder. 

Besides being unsightly and smelly, animal waste can be hazardous to the health of our children who play in the community, as well as pets.  One of the most common forms of disease transmission between dogs is through fecal matter. 

When walking your dog(s) within our community, remember that it should be leashed.  Also, it is important to remember to immediately clean up after your pet.  Take along a baggie with you to pick up waste and dispose of it properly. 

By taking a few simple steps to clean up after your pet, you can contribute not only to the beautification of our community, but also towards the elimination of one of the most irritating nuisances in our community. (Editor’s note: The HOA makes it easy for you by maintaining stations where you can get free “poop bags.”) 

Food for thought –<

Trash Pickup Schedule:

August 23—Trash only. August 30—Recycling, bulk pickup & trash.

Sept. 7—Trash only (Wednesday pickup due to holiday). Sept. 13—Recycling, bulk pickup & trash.

Sept. 20—Trash only. Sept. 27—Recycling, bulk pickup & trash. Oct. 4—Trash only.

Oct. 11 - Recycling, bulk pickup & trash

NEXT STRATFORD MANOR HOA'S BOARD MEETING IS SCHEDULED FOR

OCTOBER 12TH AND MEETINGS START AT 5:30 P.M. AND WILL BE HELD AT  ABBITT

MANAGEMENT, 11835 FISHING POINT DRIVE, NEWPORT NEWS.

THE ANNUAL MEETING IS SCHEDULED FOR WEDNESDAY, NOVEMBER 16TH AT 7:30 P.M.

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June - July Newsletter

 

STRATFORD MANOR NEWSLETTER

June / July 2022 Edition

PRESIDENT'S CORNER:

    I don't have to tell you about the terrible inflation, manpower and supply chain problems our country is now experiencing.  It should be no surprise to any of you that these same issues have had a negative impact on our community's HOA as well.

    The price of everything is going up, and that is making it difficult for your Board to maintain a balanced budget.  With at least one large contract due to expire at the end of this year, the challenge of managing our expenses is likely to get tougher before it gets better.

    Supply chain problems are sometimes global in scope, as in the case of our paving contractor who was scheduled to do some remedial paving on our Kenilworth lot earlier this year.  He is not able to get a key ingredient from his regular supplier - a bombed-out factory in Ukraine - but offered to look for another source at twice the price.  The Board chose to wait until the contractor's supplier is somehow able to resume shipments.

    A similar problem is affecting our community's street lamps.  When a lamp went out in the rear section of Wellesley, our electrician determined that the ballast had gone bad.  Unfortunately, ballasts for our old-style lights are currently hard to find.  So that corner of Wellesley has remained dark for several weeks while we wait for repair parts.

    At the same time, our landscaping service is falling behind schedule because they are unable to find enough qualified workers - the same problem that has been affecting restaurants and other retailers for months.  So if a common area near you hasn't yet been mulched for the spring, or debris hasn't yet been picked up, be patient.  Year-Round Landscaping will get to it as soon as they can.

    As you know, the Association's business never stops.  You will see elsewhere in this newsletter that we did manage to complete repairs to our perimeter fencing, resolve a serious drainage issue, repair some curbs and gutters, and remove a large tree that endangered nearby townhomes.

    As always, thank you for  your understanding and continued support. 

                (John Gullett, President)

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SPRING INSPECTIONS GO WELL:  OWNERS BUSY MAKING REPAIRS

    Abbitt Management's annual inspections were completed in one day this spring, and since then numerous homeowners have been busy addressing the items noted on their individual inspection reports.

    "We identified 249 'reminder' items that require some sort of repair, cleaning or repainting, " said John Gullett, SMA president, "but we uncovered only a handful of architectural violations (mostly mismatched colors on doors and shutters).

    Only 90 owners were cited for one or more infractions, with the most frequent issues being clogged gutters, dirty siding, and damaged trim boards.  This is down from last year's 95 cited owners and 2020's 126.

    "This suggests to me that our owners are being very cooperative when it comes to ensuring that the community retains its unique beauty and well-maintained look," said Mr. Gullett.

    Mr. Gullett and committee members Madoline Wallace and Linda White accompanied the Abbitt inspector.  "This marks the third year that Abbitt has conducted these inspections," he said, "which I think contributed to the inspections' improved efficiency."

    He also noted that the inspector - and committee members - focused on identifying practical and important issues, rather than ones that are more obscure and have little or no impact on the community.

    Among the more unusual issues noted were missing house numbers on one house and an old bird's nest under the roof overhang on another.  Surprisingly, several chimneys were showing a white substance on their brick  - a sign of "efflorescence", or moisture moving through the masonry.  "This is the sort of thing that we urge the owners to have checked by a professional," said Mr. Gullett.  "It could do serious damage over time."

    The committee heard from a few owners who said there were errors on their inspection reports.  "We try to be as careful as possible to make these reports 100 percent accurate,"  Mr. Gullett said, "but the comprehensive inspections are by necessity very fast.  Occasionally, mistakes are made - especially when it involves something near the back of the unit, where the house numbers can't be seen."  He suggested owners report any errors to Abbitt so the record can be corrected. 

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My First Inspection Tour!    (By Madoline Wallace, Member, Architectural Control Committee)

    I recently had the opportunity to join our president and the representative from Abbitt Management for the annual property inspection tour.  It was interesting and informative.  For the first time, I looked at each property as an individual dwelling as opposed to looking at it as part of a building.  It was fascinating to see how uniquely individual each unit is depending on landscaping, fence types etc.

    In addition, I learned a lot about property maintenance.  I learned what to look for and where to look.  I learned which things are purely cosmetic and which things would require a minor repair if handled now, but if ignored could turn into a much more expensive repair down the road.  I learned that because we looked very carefully at each property, our aim was to pinpoint those items that might typically be missed during daily comings and goings.  We wanted to inform homeowners to small problems before that turned into BIG problems.  I will certainly look at my own unit with a much more informed eye from now on.

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KNOW YOUR HOA RULES:      UNDERSTANDING PAINT GUIDELINES

Editor's Note:  The prospective new Stratford Manor owner is given mountains of information about living under the Association's rules, but seldom takes the time to read it all.  This can lead to a shocking revelation  at a later date, when the owner is challenged about a change in the home's exterior that doesn't meet the HOA's specifications.  To help avoid such unpleasant surprises, our Newsletter is publishing examples of the more common rules.  Additional information is available on the SMA's website  @stratfordmanor.blogspot.com.

    Three Stratford Manor homeowners recently received notices of an architectural violation regarding "mismatched doors and shutters" as part of  their spring inspection report - a problem that could have been avoided if they (or the previous owners) had familiarized themselves with the rules regarding exterior paint colors.  "Mismatched" means that the color of the door isn't the same as that of the shutters, or vice-versa.  The common defense is that "it was that way when we moved in".  Not a solid argument, but one that the Board takes into consideration when confronting the offender. 

        But there are other rules that an owner needs to keep in mind when deciding it's time to give their exterior a fresh coat of paint.  For example, did you know that you need to choose your exterior colors from 22 Colonial Williamsburg colors selected by the Architectural Control Committee in its comprehensive review of our HOA's paint policies in 2021?  The list - - found on our website - - includes a variety of grays, blues, browns, greens, whites, blacks and reds.  In short, something for everyone.

    Why these 22?  Because they are classic colonial paints, reflecting those found in early American design.  The founders of our community wanted to preserve the beauty of our colonial architecture, which meant establishing rules limiting paint colors to those used in colonial times.  Originally, each home was assigned specific colors, but the rule was relaxed as owners asked for more flexibility in creating a new but acceptable look for their homes.

    If you are planning to repaint any part of your exterior using the same SMA color you currently have, feel free to do so.  But if you want a change, the Association asks that you fill out an Architectural Review Application (downloadable from our website) and submit it to Abbitt Management.  The committee and the Board will review the request and respond with an approval or request for additional information in short order.

    There are many other rules that you need to take into consideration when considering a color change, all of which are spelled out in the "Exterior Painting Guide" on our website, under "Architectural Compliance".  Also remember that you may purchase your paint at a store of your choosing.  Sherwin- Williams on Oyster Point Road offers Stratford Manor owners deep discounts.

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TRASH PICK UP SCHEDULE:   *

June 21 - Recycling, bulk pickup & trash;  June 28 - Trash only

July 6 - Recycling, bulk pickup & trash (Wednesday pickup due to holiday); July 12 - Trash only;   July 19 - Recycling, bulk pickup & trash;  July 26 - Trash only

August 2 - Recycling, bulk pickup & trash; August - 9 - Trash only

* Trash and recycling receptacles should be curbside no earlier than 3 p.m. the day before the scheduled pickup.  Bulk trash may be out the weekend before the scheduled collection.

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EXTENSIVE FENCE REPAIRS ADD TO INFRASTRUCTURE COSTS:

    A stark reminder of the rising costs of maintaining Stratford Manor's infrastructure came about in May, as "routine" repairs to our perimeter fence on Kenilworth Drive turned out to be a much larger problem.

    Nancy Allen, a member of the Infrastructure Committee, responded to a report from a homeowner of a collapsing fence on the west side of Kenilworth. "It looked fine one day and then all of a sudden it tipped over," said Ms. Allen.  Rosenbaum Fencing, the SMA's long-standing fence repair contractor, came out and diagnosed the problem as the rotting of underground portions of the wooden posts.

    "The committee asked the contractor to inspect the rest of our perimeter fencing," said Ms. Alen, "since we have had so many issues with it in recent years."  In mid-2019, Rosenbaum made major repairs to a large section of fencing behind Sloane Place that was in danger of collapsing.  Additional repairs were made to the same stretch of fencing in 2020.

    The major source of much-needed repairs are the original wooden fence posts that have rotted over time.  The solution, short of replacing entire sections of the fence, is to install new posts next to the old ones and anchor them in concrete.  This time, Rosenbaum had to install 22 fence posts and repair or replace several fence pickets.  The total cost:  just under $5,000.  "This should hold us for a while," said Ms. Allen. "But eventually we will need to replace our perimeter fence with something more lasting."

    In other infrastructure news, the committee managed to eliminate a drainage issue near 197 Wellesley by having a contractor run piping and outlet valves under the perimeter fence to into a public drainage ditch.  "This was a perplexing problem," said Bob Lucas, chairman of the Infrastructure Committee.  "But we finally found a contractor who was creative enough to solve the problem at a reasonable cost (about $1,800)."

    Basic Construction's sub-contractor completed its concrete repair work on Kenilworth and Sloane Place, and the SMA's arborist removed a large, dead tree near 147 Kenilworth.  "The tree, which was the victim of carpenter ants, was large enough to cause a lot of damage if it fell," said Mr. Lucas, "so we are grateful that a homeowner reported it to us".

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STRATFORD MANOR NEWS BRIEFS:

Assessment payment notices mailed - Abbitt Management has mailed mid-year assessment statements to all Stratford Manor owners, with a due date of July 1.  At the SMA Board's request there is a 30-day grace period, which means you have until July 31 to pay the amount due.  A late fee will be applied on August 1.

Summer is in the air - and so is the smell of dog waste!  Most dog walkers in our community are considerate enough to pick up after their pet relieves itself in the common area.  But a bigger problem exists when owners let their pets defecate on their patio and leaves it for later clean up.  "It's that time of year when a lot of us want to sit out back and enjoy the smells of summer," said SMA President John Gullett.  "When the dog poop aroma from someone's patio reaches a neighbor's, it definitely ruins the moment.  Please be considerate and promptly dispose of your dog's waste, no matter where it occurs."  He added that "poop bags" are available free from stations maintained by a volunteer owner.

Reminder - Curb Parking is Not Allowed:  Some Board members remarked recently that there are times when cars are regularly parked along the curb on our roads and medians.  Owners need to remind their guests that these cars will be towed if a neighbor reports it.  Ask t hem to park on nearby public streets.

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2022 BOARED MEETING DATES:

August 10, 2022                October 12, 2022            December 14, 2022

(Annual Meeting is scheduled for November 16, 2022 at 7:00 p.m.)

Meetings are on Wednesdays, and start at 5:30 p.m.  Currently meetings are held virtually via Zoom.  The link for the meeting is emailed to owners prior to the meeting date, if Abbitt has your email address.  To add your email address, email it to associations@abbitt.com.

Everyone is welcome to attend the Board meetings.  We need your support to ensure that Stratford Manor continues to be a beautiful community.

    

 

    

    

    

April / May Newsletter Edition

 

Stratford Manor Newsletter

April-May 2022 Edition

 President's Corner:

With the arrival of spring, our Association’s activities are back in full swing. The landscapers have been busy preparing common areas for new growth, azaleas are in full bloom—a brief but delightful treat—and the Board’s committees have resumed their work after the winter hiatus. Among other things, we are engaging with various contractors to get repair work done deemed essential to maintaining a viable community. 

As usual, this newsletter covers the latest in current Association activities and other news of interest. This reflects our commitment to full transparency. In short, we tell you what we are working on and what we hope to accomplish---even if it shines a light on our failures. 

Despite this, I was startled recently by an owner who claimed that “the Board doesn’t do anything but collect dues.” I accepted the challenge, did my research and wrote back to this unhappy owner with the following selected expense items: We spent $32,590 last year on landscaping; $34,973 on selected sidewalk repairs; $16,495 on tree removal and trimming; and-- in early 2022--$3,900 to quickly remove snow from our roads and sidewalks after a storm. 

I thought I had made a good case for where most of the assessment dollars go. But this particular owner was undeterred, arguing that the City will pay for our sidewalks and the other items I mentioned.

If only it were so! We are on private property, and must pay our own way. The lesson I learned from that exchange is that the Board must continually look for ways to better inform all owners of what we are doing to help the community. Related to that incident, I also heard from an owner who said we don’t remind them enough about what rules they should be following as owners in Stratford Manor.  He has a point. Beginning with this issue, we will be tackling this concern with a feature called “Know Your HOA Rules”.

 Enjoy your sprin                                                       --John Gullett, President 

Safe trees make good neighbors; a tale with a happy ending:

 Investigating an owner’s concern  about dead trees on the other side of our perimeter fence facing Deep Creek road,  President John Gullett and Landscaping Chair Nancy Allen found themselves fighting underbrush in a thickly wooded lot. What they discovered were two large trees that were old and severely weakened,  looking as if a stiff breeze might blow them down-- in the direction of our perimeter fence and two Wellesley townhomes just inside. 

“The first thing we had to do was determine who owned the property,” said Ms. Allen. “It sits across the street from the United Methodist Church, but it is undeveloped.”  A few phone calls revealed that the Masonic Transportation Lodge No. 337  owns it but doesn’t use it. “I spoke with a representative of the Lodge (Mr. William Gorman) who asked for photos of the trees in question,” said Mr. Gullett, “since they never go into those woods. We sent photos to him and he said he would forward our concern to the appropriate leaders of the organization. The next thing we knew, the trees—plus a third one they identified as also dead—were being toppled by an arborist they promptly hired.” 

 “The Lodge people were very neighborly,” said Ms. Allen, “and did the right thing without hesitation. We offered them many thanks for their quick action.” 

Mr. Gullett added that he was glad that a Stratford Manor owner alerted him to the situation. “This was a nasty accident waiting to happen. We are grateful for the heads up from a caring resident.”<

 

‘Rally’ Event Brings in More Votes for New Declaration:

The Governing Documents Committee resumed its campaign to get two-thirds of Stratford Manor owners to support the Association’s proposed new Declaration on March 26, holding a “Rally for Votes” that produced ten additional votes. “We were excited to get so many votes after a long, winter pause,” said Donna Groller, Committee Chair. “It proved that there are still many owners who are in favor of this resolution but just haven’t taken the time to get their forms notarized.” 

Ms. Groller noted that the Association now has 84 owner votes—just 17 shy of the 101 needed to adopt the new governing document. “We are now in the homestretch, “ she said, “but the remaining votes are the most challenging. Among other things, when owners sell, their votes are null and void. So the longer the campaign is extended, the tougher it becomes to reach our goal.”<

Trash pickup Schedule* 

 April 19—Trash only; April 26-- Recycling, bulk pickup & trash.

May 3—Trash only; May 10— Recycling, bulk pickup & trash; May 17--Trash only.

May 24— Recycling, bulk pickup & trash; June 1—Trash only (Wednesday pickup due to holiday).

June 7—Trash only; June 14— Recycling, bulk pickup & trash. 

*Trash and recycling receptacles should be curbside no earlier than 3 p.m. the day before the scheduled pickup. Bulk trash may be put out the weekend before the scheduled collection. If your container is missed,

call 757-933-2311 within 24 hours.

 

Know Your HOA Rules: New roof requires approval:

The prospective new Stratford Manor owner is given a packet of information about living under the Association’s rules, but seldom takes the time to read it all. This can lead to a shocking revelation at a later date, when the owner is challenged about a new roof or fence that doesn’t meet the HOA’s specifications. To help avoid such ugly surprises, this Newsletter is publishing examples of the more common restrictions, as a service to our owners. 

Thinking about putting a new roof on your town home? It’s a major but inevitable expense, if you live in Stratford Manor long enough.  What’s the first thing you do? You should check your Association’s regulations, which you can find at our website at stratfordmanornn.blogspot.com, under “Architectural Compliance”.  There, you will be reminded that all exterior structural work must be pre-approved. This may come as a shock to some new residents, but any HOA community is governed by a Board of Directors charged by  its owner-members with enforcing standards designed to make the community look its best and help all owners’ property values.

 If an owner violates those restrictions, the Association is required to ask them to correct the violation. Perhaps the most expensive violation to correct is a new roof of the wrong color. Yes, that’s right: all roofs in Stratford Manor are supposed to be comprised of shingles—either three-tab or architectural asphalt—that are “Weathered Wood” in color.  There have been a few cases over the years where the homeowner mistakenly used a different–color shingle, and had to deal with correcting it at their own expense. 

Why “weathered wood”? The original reason has been lost over time, but an educated guess is that the founders of the HOA wanted a color that fit in with their desire for a colonial look, which also dictates the approved exterior paint colors. Regardless, the approved shingle color is an essential part of the overall look of our community. 

That’s why Board members will sometimes stop and ask a homeowner who is having a new roof installed about its color, and whether it has been approved. It may seem like a control freak is interfering with your project, but they are really trying to protect you against a costly mistake.  And that’s why it’s so important to fill out an Architectural Review Application (downloadable on our website), specifying  the kind and color of shingles you need to use. 

That application, which must be submitted to Abbitt Management, is your safety net. If Abbitt and/or the Association’s Board approves, you are safe to do the work as described on your form.<

 

Home inspections about to take place. Get ready!

A reminder to Stratford Manor owners: late April is the time for Abbitt Management to conduct spring inspections of the exterior of your town home. The inspector, accompanied by members of the Association’s Board, will be looking for peeling paint, loose shingles, sagging gutters, and anything else that might detract from the beauty of your home and our community.  For details, check the Architectural Compliance checklist found at our website, stratfordmanornn.blogspot.com.

 

Stratford Manor News Briefs :

Paving plans put on hold—The Association’s plan to repave the entire Stratford Manor community suffered another setback recently when the paving contractor, Basic Construction, concluded that all of the roads and parking lots not yet paved will require expensive soil stabilization. “We received a revised quote from  Basic for the Sloane Place neighborhood,” said Bob Lucas, chairman of the Infrastructure Committee, “and the soil stabilization part doubled the expected cost.” 

After giving the bad news to the Board at its April 13th meeting, Mr. Lucas was authorized to hire a geotechnical engineer to provide guidance in deciding how to proceed with the project. Until that recommendation is received, work on Sloane and other areas with aging asphalt has been put on hold. Meanwhile, previously scheduled concrete repairs on Sloane and Kenilworth will be done within a few weeks, and remedial paving work and restriping on Kenilworth will be done in the near future. 

Reminder: Some items can’t go in bulk waste—The City of Newport News cited the Association recently because a resident put out a large fish tank for curbside pickup—the second time our HOA has been cited in the past few months. “When a Stratford Manor resident puts anything out for bulk-waste pickup that doesn’t qualify,” said President John Gullett, “the City sends us a notice that we have to remove it within so many days or we will be fined. To avoid that, we have to pay someone to remove it and take it to the landfill.” 

He added that it is difficult to find out who put out the illegal item, so the Association is cited as the culprit. “Since it costs us to have the material hauled away,” he said, “I want to remind readers that the truck will not pick up dark trash bags, tires, automotive parts, glass, drywall and paint, among other items.” For a full list of taboo materials, visit the Bulk Waste section of the City’s website.

 

Social Media presence delayed—Social Media Committee Chairperson Fran Hodges told the Board at its April 13th meeting that plans to create a Stratford Manor group on Facebook were delayed by the lack of volunteers to help develop and manage it.  “We know this will be beneficial in our Board’s overall communications efforts with owners,” said Ms. Hodges, “but it takes a huge commitment of time, and all of us on the Board are currently working on more compelling and timely issues.” 

She said the search for additional volunteers, especially those familiar with Facebook or other social media, will continue. If you are interested, send an email to Ms. Hodges at dhodges452@yahoo.com.

 

Landscaping work pays off—The common areas around Stratford Manor are looking great these days, said Landscaping Chairperson Nancy Allen. That’s because the landscaping service, YRL, has been devoting time to preparing for spring by putting down mulch, spraying for weeds, putting down grass seed and fertilizing. “We asked them to get everything looking its best by Easter,” said Ms. Allen, “and they came through like gangbusters. The grassy areas are bright green and the azaleas are blooming beautifully. ”  She also admitted that the plentiful rainfall was a big help.<

2022 BOARD MEETING DATES:

June 8, 2022        August 10, 2022    October 12, 2022        December 14, 2022

Meetings are on Wednesdays, and start at 5:30 p.m.  Currently, meetings are held virtually via Zoom.  The link for the meetings is emailed to owners prior to the meeting date, if Abbitt has their email address.  To add your email address, email it to associations@abbitt.com.

Everyone is welcome to attend the Board Meetings.  We need your support to ensure that Stratford Manor continues to be a beautiful community.