August/September 2021

Contracts awarded for repaving and curb and sidewalk repairs

Good news for Stratford Manor owners: After extensive studies and exploration, work will begin soon on repaving the community’s roads and parking lots, along with sidewalk and curb repairs.

The Infrastructure Maintenance Committee, headed by John (Bob) Lucas, has been working for months with TAM, the engineering company hired by the SMA Board to help with this major work. At its August 11 meeting the Board officially accepted the recommendations of both TAM and the Committee to award contracts to Basic Construction Co. for the repaving and curb repairs, and Concrete Jack for the sidewalk repairs. Both are Virginia companies.

There is no current timetable for doing the work. but Mr. Lucas said he is hopeful that the sidewalk repairs will be done by September. He said we are likely to see the repaving work start within the next several weeks.

The costs associated with this infrastructure work are high. The sidewalk repairs are expected to cost $32,000 or more. Repaving and curb repairs will cost roughly $261,000.

“This will be a major blow to our reserves,” said President John Gullett. “Fortunately, we have enough to cover the costs as currently estimated.” He said many Associations spending this amount would impose special assessments on their members. “We do not see this happening here.

“That’s because our Board and its predecessors set aside funds each year for this inevitable expense.” He added that the Committee recommended postponing any immediate replacement of the community’s perimeter fencing, in part due to the currently high price of lumber.

The Committee is now focusing on how to minimize the disruption to our community’s routine during construction. Mr. Lucas said the primary concern is how to handle the parking.

“We will be notifying owners as far in advance as the contractors let us,” he said, “through emails, flyers, and other means. This will be essential to keeping our costs down, because if there are any cars in the way when the work crews are ready to start, our Association will be hit with a severe fine.”

He added that if any owners leave their vehicles in the way after being alerted, the Association will have no choice but to have those vehicles towed.

Betty Blackburn joins SMA Board,  to help "keep the magic of Stratford Manor"

Betty Blackburn, a two-year resident of Stratford Manor, has already been volunteering her time to support the current signing campaign for the Association’s proposed new Declaration. But she wanted to do more to help the community that has become her favorite place to live. So when a vacancy arose, she accepted an invitation to join the SMA Board—an action that became reality at the Board’s Aug. 11 meeting.

Ms. Blackburn was appointed to fill the remaining term of Satori Gregorakis, who resigned in early August. “We are indebted to Mr. Gregorakis for his three-plus years of service on the Board,” said President John Gullett. “He was successful as chairman of the Architectural Control Committee and he recently created a handy, comprehensive Exterior Painting Guide, which owners can access on our website.”

Mr. Gullett added that the Board was extremely fortunate to have Ms. Blackburn come forward and become a Director. “Betty told us she loves the beauty of our community and wants to help us keep it that way.” Ms. Blackburn was a lab technician for Riverside Hospital for 34 years before retiring.

She moved into Stratford Manor after a friend urged her to check it out. “She told me that this was a quiet but conveniently located community  that is well kept,” said Ms. Blackburn. “When I pulled in here for the first time,  I knew she was right,” she added. “I am looking for forward to working with other members of the Board to help keep it that way.”

At that same Aug. 11 meeting,  Mr. Gullett was appointed interim chairman of the Architectural Control Committee, and Secretary Fran Hodges was added to the Committee. “Fran will be our point person on issues in the Sloane neighborhood, giving us excellent coverage of the community,,” said Mr. Gullett.

More than 60 owners have approved SMA’s new Governing document; Campaign extended to reach goal

The SMA Board heard some encouraging words at its Aug. 11 meeting about the campaign to achieve owner approval of a proposed new Amended and Restated Declaration. That updated core governing document, deemed necessary to allow the Board to utilize its traditional tools to manage the Stratford Manor community, had received more than 60 owner votes as of Aug. 11. 

Donna Groller, Chairperson of the Governing Documents Committee, said most of the votes have come through the staging of three signing events over the past several weeks. “And we are going to keep the ball rolling until we reach our goal,” she added. A total of 101 votes is needed.

Ms. Groller stressed that the proposed new Declaration is intended solely to conform to Virginia law and court decisions that have made our current governing document obsolete. “Without the approval of our owners to change this Declaration, the Association will be unable to fulfill its fiduciary responsibility to protect the interests of our owners.”

“This is necessary if we want to keep our community beautiful and protect everyone’s investments,” she said. “Committee members have gone door to door to speak with homeowners,  to answer any questions and tell them about the next signing opportunity. Once we explain why we need to update our core document, most owners are ready to approve it.

“It’s just a matter of getting the word out and assuring owners that we simply want to restore the ability to utilize our previous rules and regulations,” she added. “Contrary to allegations coming from those who oppose this resolution, we have no intention of  creating new rules or raising assessment fees.”

Owners have been provided with copies of the proposed new document, as well as a printed form for voting. “The challenge is in getting those votes notarized,” said Ms. Groller. “For the convenience of owners, we have been providing a notary public at our signing events, but owners can opt to take the form to their bank or place of employment and get it notarized there instead.”

The Committee was expected to meet during the week of Aug. 16 to plan its next steps in the ongoing campaign.

President’s Corner

 As made clear in this edition of our community newsletter, your Homeowner’s Association is at a critical period in its history—one that every Stratford Manor owner can help the Board get through in a successful way. Board committees are putting in overtime to face major challenges; something they probably didn’t envision would happen during their term of volunteerism in Stratford Manor.

With age comes maturity, but also wear and tear. That’s the only way I can  explain why so many elements of our infrastructure are in dire need of repair. Based on our Replacement Reserves study, we knew that we needed to address this issue immediately. That’s why, early last year, we created the Infrastructure Replacement/Repair Committee. 

That Committee, headed by Board member Bob Lucas, utilized the knowledge of an engineering firm to help them drill deep down into the details of a workable plan. We owe that Committee, which includes owner Richard Wahlert and Board member Nancy Allen, our gratitude for doing what was necessary to bring us to the point where we signed contracts for work that will begin soon. More importantly, we all can help by following advices on when to move our cars so the work can be done. (See story on Page 1).

A second group of Board members, comprising the Governing Documents Committee, has spent the last several months working on the development and passage of a proposed Amended and Restated Declaration. This committee, including Chairperson Donna Groller, Ms. Allen, Fran Hodges, and Linda White, has been conducting a campaign to get votes for the new Declaration in a tireless effort of signing events, mailings, and door-to-door talks with owners. (See story on Page 3).

A small group of owners seems determined to avoid allowing your HOA to restore the authority it needs to properly manage the community. When you speak with your neighbors, you can help by asking them if they have stepped forward to vote for this resolution.

The bottom line is, we have no choice but to pass this resolution if we want to preserve this jewel of a community. We are all in this together. Please help when you can.<

                                                                                                                             --John Gullett, President

Stratford Manor Briefs

Landscaping Service goes to war against fungus, moles and voles—YRL, the SMA’s landscaping service, has launched an attack on a fungus that it is endangering the community’s Nandina shrubs and other plants. At the same time, YRL is attempting to eliminate the problem of moles and voles attacking plantings in the common areas. Landscaping Chair Nancy Allen said the one-time fungus spraying will be done this month, while the mole/vole treatment, in granular form, will be applied over a three-month period. Ms. Allen also reported that the common areas will be aerated, fertilized and seeded at the end of September, and that R & K Tree Service will make an inspection of the tree population for its annual trimming when the leaves turn later in the fall.

 Dog days of summer  (By Stratford Manor owner Frances Hodges) --When walking your pets, they should be leashed and not allowed to run loose on the property.  Pets should not be allowed to walk, urinate, or defecate on the shrubs in the common areas nor on the private property of other homeowners.  Pet owners should IMMEDIATELY clean up after pets defecating in the common areas.  There are two “doggie” stations within SMA for your convenience.  If you let your pet “potty” in your backyard, be a kind neighbor and clean up after your pet.  Proper disposal of pet waste (in bags) will help eliminate the smell and bugs.  We all want to enjoy being out in our backyards and no one wants to smell foul odors.  Be courteous! 

A reminder: You still need to get Association approval for new roof—Coincidentally, two separate homes in Stratford Manor were getting new roofs recently on the same day—and neither one had received Board approval. “Even if you are replacing your old roof with a new version of the same thing, you still need to get approval by submitting an Architectural Review Form (found on the SMA website),” said President John Gullett. “Some people make the mistake of assuming that as long as they plan to put on the same type and color of roof, they don’t need approval. But to protect the homeowner from making a costly mistake, we ask that they submit the application so the Board has the opportunity to intervene if the roofer has made an error.”  Once approval is granted, the owner can have the new roof installed without any fear of a mistake.

Trash Pick Up Schedule

August 24—Trash only

August 31—Recycling, bulk pickup & trash

Sept. 8—Trash only (Wednesday pickup due to holiday).

Sept. 14—Recycling, bulk pickup & trash

Sept. 21—Trash only; Sept. 28—Recycling, bulk pickup & trash.

Oct. 5—Trash only

Oct. 12—Recycling, bulk pickup & trash 

Oct. 19—Trash only 

Oct. 26—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 scheduled collection.

 

June/July 2021

President’s Corner

During a recent conversation, a homeowner expressed doubts about the need to adopt new governing documents that will restore the SMA’s eroded authority. He said it didn’t seem neighborly to give our HOA more power to enforce rules in our community.

It reminded me of a recent essay in the Wall Street Journal titled, “Welcome to Homeowners Hell”, which warned home buyers to avoid those evil HOAs. The writer’s experience was with condo boards, but many of her criticisms have been laid at the feet of all types of HOAs, including those for townhomes. Among other things, she said larger HOAs “mean more mercurial, invasive rules, up to and including those governing home paint colors, hedge height, the number of cars you may have, and when you have to put out and take in your garbage cans.”

Rules on taking out the garbage didn’t strike me as overly strict.  I intended to write a letter to the editor suggesting that the writer obviously had a poor understanding of the real damage that poorly run HOAs can do. But I got busy and failed to write. It didn’t matter. The following week the newspaper devoted a half-page section to letters from other readers, many of whom cited the benefits of well-managed HOAs.

Here’s one: “Drive into a nice, well-maintained suburban neighborhood and think, ‘I’d like to live here.’ But ask yourself why the neighborhood is so nice and you must come to grips with the existence of covenants and the HOA. “  Some rules are needed, the reader argued, or disorder occurs and your property values begin to decline.

My own brother told me, “Moving into an HOA community is the dumbest thing you could do.” When I became President some 3 ½ years ago, I feared that it was punishment for a misspent youth. But the more time I spent dealing with our Association’s issues, the more I realized that an HOA’s purpose isn’t to make rules to limit member activities. Its true purpose is to ensure that each resident can enjoy the community free from the disruptive or harmful behavior of others, while seeing their property values rise in a seller’s market.

I learned that developing rules for the sake of having rules is unnecessary. We must make sure that we are adopting policies that have a purpose; policies that are fair, reasonable, and enforceable.

I believe that’s what your current Board has been doing, but you be the judge. If you believe a rule fails the “reasonable” test, come before the Board and tell us why. We will listen to your complaint, and consider how we can improve the rule.  Better yet, run for a seat on the Board and work with us to make improvements where they are needed. We will need to fill at least one seat at November’s annual meeting, and so far no one has agreed to fill it.

We are always looking for new faces. Consider being one of them.

                                                                                                        --John Gullett, President

Bids sought for paving, curbs, etc.

The Infrastructure Maintenance Committee is currently seeking bids for road repaving and sidewalk and curb repairs, and hopes to award its first contract soon.

John (Bob) Lucas, chairman of the committee, said TAM, the engineering company hired by the SMA board to help with this major project, has completed development of the bid documents and is now contacting prospective contractors on the SMA’s behalf. “We have received a handful of bids,” said Mr. Lucas. “But we still need to get a few more so we can properly evaluate all of them.”

He said that the committee wants to get the curb and sidewalk work under way first, followed by the repaving. “Paving contractors won’t start their work until the curbs are repaired,” said Mr. Lucas. He noted that only the damaged or sinking portions of the curbing and sidewalks will be repaired, but the repaving will include all of the roads and parking lots.

To help avoid having to impose a special assessment on owners, replacing our perimeter fencing may have to wait, even though bids are being sought for that work as well. “We spent a lot on fence repairs over the past couple of years,” said President John Gullett.  “By getting another year or two out of our current fencing we can afford to go ahead with fixing the roads and parking lots, as well as repairing the sidewalks and curbs.”

Mr. Gullett noted that once the committee selects its preferred vendors, the full board will have an opportunity to review the proposals before authorizing any work.

Board asks owners to adopt new core document on rules

Owners in Stratford Manor are being asked to adopt a new Amended and Restated Declaration—the core legal document that allows the SMA to utilize a variety of tools used in prior years to manage our community. “The Declaration’s redraft was made necessary because our governing documents, which date back to the ‘80s, are out of date,” said SMA President John Gullett in a June 2 letter to owners.

“This new Declaration will bring us into compliance with current law,” Said Donna Groller, chair of the Governing Documents Committee, “but we need owners to approve its adoption before it can go into effect.  Until then, our only recourse in a dispute with any homeowner is to take them to court.”

The Committee is hosting a Saturday afternoon, June 19 outdoor event to collect owners’ ratification forms.  The signatures have to be notarized, and the committee has arranged to have a notary public on hand to handle this part of the voting, at no direct cost to owners. The event will be held from 2 p.m. to 5 p.m.

To help board members explain this proposal, a question-and-answer document was developed. Below are excerpts from that document.

Questions and answers about updated Declaration

Q--Are other Associations going through this process?  Is it common?

A—It is very common for Associations that were founded back in the ‘70s and ‘80s, when HOAs were not regulated very well. Court decisions and new laws were issued over the years that imposed strict standards and discipline on all HOAs in Virginia. The Stratford Manor Association hasn’t been accused of any abuse of power, but our attorney informed us that our governing documents do not reflect current laws.  Adopting the Amended and Restated Declaration will bring us into compliance with those current laws.

Q--If this new Declaration is adopted by the Owners, what else needs to be done to bring our governing documents up to date?

A—there will still be some more legal work done on documents like the Bylaws.  But our attorney assures us that if this Declaration is adopted by the owners, the Board‘s ability to utilize the variety of tools we used in prior years to effectively manage our community will be restored.

Q--What will happen to Stratford Manor’s HOA if this doesn’t pass?

A—Then the Board will have only the lawsuit option for any dispute with a homeowner; that is, we would have to take them to court or simply allow the homeowner to win the dispute.  In short, we will not be in a position to enforce the standards our owners expect us to enforce. And our legal costs will rise substantially.

Q--Is there a time limit on when this resolution has to be approved?

A—There is no time limit on obtaining the necessary votes, but the longer the election remains open, the less likely enough votes will be obtained.

Q--Exactly how many owners have to approve this for it to pass?

A—We need 75 percent of the owners to approve it; that amounts to 101 units out of 134.

Q--Is there anything in the revised document that might make owners uncomfortable?

A—No. Stated simply, it’s a restoration of the authority we used to have; nothing more, nothing less.

Q—some owners think that this sounds too much like Big Government. Why can’t we just run our community in a neighborly way? If we all cooperate, there shouldn’t be any need for a powerful HOA.

A—I would submit to you that if we have any hope of upholding community standards, we need an HOA to manage the effort. And this Amended Declaration allows the Association to be more neighborly, if that’s the term we are talking about, by working with individual owners in  a confidential way to resolve any disputes. Without the new Declaration, our only option is to take the owner to court. That doesn’t seem very neighborly to me.

Stratford Manor Briefs

Spring inspections completed without a hitch—The annual exterior inspections conducted this spring went far better than last year, said Architectural Compliance Committee Chair Satori Gregorakis. He and committee member Linda White accompanied Abbitt’s inspector, and all of the inspections were completed in one day. “It helped that the inspector had the benefit of doing these same inspections last year,” said Mr. Gregorakis, “and that we had an improved inspection form. It also helped that most owners took last year’s inspections seriously and made needed repairs.” In 2020, 126 units (out of 129) were written up. This year, some 34 units passed without any marks, and only 20 had architectural violations—comprised mostly of mismatched colors on doors and shutters.

New tree service hired—Landscaping Chair Nancy Allen reports the owner of the SMA’s longtime tree service, Squirrely Jack, has retired. After a search, she came up with R & K Tree Service, owned by Russ Kenwood. Mr. Kenwood has already completed his first job for the Association—the removal of three large trees that were invading the foundation of a home. Ms. Allen also reports  that our YRL landscaping service has completed its spring mulching and has applied weed killer to get rid of the clover and other weeds. She also thanked owners Lorraine Winall, Betty Blackburn, and Sarah Krause for volunteering to water the annuals planted near the Stratford Manor signs.

Trash Pickup Schedule 

 

June 15--— Trash only

June 22—Recycling, bulk pickup & trash

June 29— Trash only

July 7— Recycling, bulk pickup & trash

(Wednesday pickup due to holiday).

July 13— Trash only

July 20—Recycling, bulk pickup & trash

July 27—Trash only

August 3--Recycling, bulk pickup & trash

August 10—Trash only

August 17—Recycling, bulk pickup & trash

August 24—Trash only

August 31—Recycling, bulk pickup & trash

If your container was missed during collection, 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.

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

April/May 2021

Sloane beautification work wins Raves--and help-- from residents

The decision to launch a major beautification project on the Sloane Place median earlier this year turned out to be a good one, based on positive feedback from residents throughout Stratford Manor. The work, featuring  two visually connected groups of trees and strategically located decorative grasses, was completed by Year-Round Landscaping in March.

But a lack of rainfall for several days after the planting threatened to scuttle the work—until several residents answered the call by Landscaping Committee Chairwoman Nancy Allen to bring out the water hoses and provide some emergency relief.  

“Not having an irrigation system, we designed the work around drought-resident grass,” said Ms. Allen, “but the lack of rainfall put a lot of this new vegetation on life support.”

Several residents pitched in, borrowing hoses and giving permission to use their water to give the median a thorough watering. Leading the effort was owner Neal Shawen, who borrowed hoses from a church and spent two days watering sections of the area that divides the winding two-lane road on Sloane.

Ms. Allen said the volunteers who helped in the effort literally saved the new landscaping. “They truly are our heroes.”  Mr. Shawen rejects the hero label. “I was just trying to help out,” he said. “So far, so good,” he added. “It helps the appearance of our neighborhood a lot.”

Sloane owner Rosalie Grogan said “the new green islands of grass and plants truly enhance the neighborhood. A wonderful improvement—great job!”

Former  board member Linda Wahlert said the improvements add freshness and curb appeal to our community. “Thank you. Well done!”

Annual home inspections due in May; it’s time to pull out your ‘to-do’ list!

Abbitt Management’s annual spring inspections will be conducted in Stratford Manor sometime in May. The inspector, accompanied by a member of the SMA’s Architectural Control Committee, will be looking for peeling paint, broken railings, loose shingles and a host of other exterior issues with your townhouse.

Last year marked the first time that Abbitt conducted these inspections, and they were very comprehensive. A total of 126 units were cited for infractions-- mostly routine maintenance issues.

“We received pushback from some owners last year,” said Architectural Control Committee Chair Satori Gregorakis, “but most  just got busy fixing problems like loose gutters or broken screens. It was encouraging to see such a positive attitude on their part. Most owners understand that we are all in this together, and that one home in disrepair can adversely affect the beauty and value of all our homes in Stratford Manor.”

Mr. Gregorakis said there was some confusion last year over the interpretation of the forms sent to homeowners, largely because they had numerous hard-to-read handwritten notes on them. “The Committee took that complaint seriously and improved the form so that there is less reason for the inspector to write notes on it.” He added that last year’s inspections included taking photos and making other notes needed to set up an electronic file on each townhouse. “Now that Abbitt has this detailed historical information, the inspections should go faster and be more accurate.”

He explained that the Board overruled some inspector citations last year due to the lack of historical data and the inspector’s newness to the community. “But we will be expecting the same level of compliance this year.” He could not give an exact date for the inspections, and urged owners to begin preparing for them as soon as possible. Among other things, owners can check the list of annual inspection items on the Architectural Compliance Page on this site. 

President’s Corner

Progress continues on the SMA board’s major projects. The Governing Documents Committee received the  board’s approval at its April 14 meeting of plans to introduce an amended key legal document for owner approval. This effort should be launched sometime this spring. At the same time, the Infrastructure Maintenance Committee is finalizing its Request for Proposals documents and hopes to seek contractor bids for repaving and other work within the next week or two. Details on both of these projects will be forthcoming.

What a wonderful time of the year! Right on time, spring is giving us beautiful azaleas, dogwoods, roses and green grass, lifting the spirits of all of us in Stratford Manor—especially the dog walkers who had to brave the cold all winter. Thanks to Year Round Landscaping and the watchful eye of Nancy Allen, our common areas are looking great. Adding to that great feeling is the beauty of the median on Sloane Place—spruced up earlier this year and saved from drought conditions by caring residents.

With warm weather arriving, so does the desire to invite family and friends over for a get-together. Many medical experts say it’s too soon to relax the rules we have been living with for the past year or more. But if you do, be considerate of your neighbors. First, make sure you direct your guests to on-street parking and not let them block our roads and parking spots by parking on our curbs. Second, make sure any parties have a reasonable ending time and that your music isn’t loud enough to rattle your neighbors’ windows.

If a neighbor’s loud party keeps you awake late at night, call the Newport News Police Dept.’s non-emergency number, which is 247-2500. Explain the situation and ask them to send out some officers to try to break up the party. According to a police spokeswoman I spoke with, the police will come out as soon as possible. If they are tied up in a true emergency, you may have to wait awhile. But they will eventually respond. Making loud noises that prompt neighbor complaints is a violation of the City’s noise ordinance, if it occurs between the hours of 10 p.m. and 8 a.m . If a car is blocking your parking space, you can report it to our towing service, Mid-Atlantic Towing, at 406-9400, and they should respond with a tow truck.

As for those noisy contractors who start their saws and concrete mixing machines early in the morning, you are out of luck. Surprisingly, there is no City ordinance regulating the start time.  

                                                                          --John Gullett, President

Painting this spring? New guide is a must!

If you’re planning  to paint your shutters, trim boards or some other exterior part of your home this spring, be sure to read the Association’s newly developed “painting manual”.  This guide, created by the Architectural Control Committee, contains valuable information on such things as when you need to seek approval, what colors you  can choose from, and where you can get a good deal on your paint.

“The committee devoted numerous hours to researching the history of the Association’s rules about paint colors,” said President John Gullett, “and took an inventory of the colors now on homes in Stratford Manor. They have done a great job in consolidating all relevant information into one concise document and modifying a few rules to make it easier for everyone.”

Among other things, the Committee identified 22 Colonial Williamsburg colors now in use in Stratford Manor and established simple rules for using them.

Mr. Gullett said a printed version of the guide will be available soon, and an online version has been added to the Association’s website here.

Trash Pickup Schedule 

April 27--Recycling, bulk pickup & trash

May 4— Trash only

May 11—recycling, bulk pickup & trash

May 18— Trash only

May 25— Recycling, bulk pickup & trash

June 2— Trash only (Wednesday pickup due to holiday).

June 8— Recycling, bulk pickup & trash

June 15-- Trash only

 June 22—recycling, bulk pickup & trash

June 29—Trash only

 If your container was missed during collection, 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 of the day after collections.

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

February/March 2021

President's Corner 

The Stratford Manor Association’s Board of Directors didn’t hold its first meeting of 2021 until Feb. 10, but we weren’t starting the new year from scratch.

● The Governing Documents Committee was already working with the Association’s outside attorney on modernizing a key legal document that dates back to the 1980’s and no longer meets our needs.

● The Infrastructure Maintenance Committee was guiding our newly retained engineering firm as it began work on a master plan to repair or replace major elements of our infrastructure, including roads, curb, etc.

● The Landscaping Committee spent the month of January working closely with our lawn service to ensure that Fall’s leaves got picked up and, at the same time, helped develop a proposal to beautify Sloane Place’s median.

● The Architectural Control Committee has already taken on the task of researching and redrafting our guidelines for exterior painting of the homes in our community, and it’s a challenging job.

● We also spent time over the holidays and during the frigid winter weather of the past few weeks developing our 2021 goals, culminating in Board approval of a final list at our February meeting. These provide us with an extra-sharp focus on what we want to accomplish this year.

Many of these activities are covered in this issue of your SMA Newsletter. What you won’t see are the many hours of hard work already spent in this new year by the volunteering owners who are Board members and Committee members. We are extremely fortunate to have these dedicated volunteers—your neighbors-- working on behalf of you.

Next time you see one of them, perhaps you should say, “Thank you.” Because of them, our lovely community is as strong and vibrant as ever. 

                                                          — John Gullett, President

Sloane Place median to get facelift

The SMA Board has approved a Landscaping Committee proposal to give the highly visible median on Sloane Place a new look: decorative landscaping designed to enhance the appeal of the two-lane stretch of road in that neighborhood.

Committee Chair Nancy Allen presented the proposal—a concept she and her committee developed in concert with Year Round Landscaping-- to directors at their regular February meeting. “We invested considerable funds a couple of years ago in improving the look of the street frontage strip on Kenilworth Drive, “said Ms. Allen. “Now we want to bring new life to the Sloane neighborhood.”

The landscaping project, which will get under way in the next week or two, will feature two visually connected groups of trees and decorative grasses at strategic locations in the island. The trees will be connected by top soil and mulch.

“This was a challenging project,” said Ms. Allen. “Without an irrigation system, we have been unable to grow grass there so we had to select elements that are drought-resistant.”

Ms. Allen said the cost was affordable and, given the potential for immediate positive impact, the board voted to move ahead with the work.

Fence repairs behind Sloane just became more challenging

The SMA’s latest reserve study estimated that our perimeter fencing was good for another three years, but that may turn out to be too optimistic. Sagging pieces of the fence behind Sloane Place were repaired last fall, but newly weakened sections were discovered late in the year and required additional repairs.

“This was probably the original Stratford Manor fence in that neighborhood,” said Landscaping Committee Chair Nancy Allen, “which means it’s probably over 35 years old. We may have to consider replacing it sooner than expected.” She said the Infrastructure Maintenance Committee will be looking at various options regarding the material to be used in any new fencing erected there, including wood and vinyl.

“It’s important to keep in mind that other sections of our perimeter fencing are in better shape,” said Ms. Allen, “but if possible we would like to settle on a new standard for fencing throughout our entire community before replacing the section on Sloan.”<

Got a beef with a neighbor? Leaving a note rarely works

An angry homeowner sent Abbitt Management a note she found on her door recently—a note that told her to clean up her yard. Unlike the “friendly reminder” letters Abbitt occasionally sends out, this note was unsigned. It’s no surprise that the homeowner resented the message; most of us would. The correct way, and usually more effective, is to send your complaint to Abbitt Management (at associations@abbitt.com), who will put it in the system for reviewing such messages. Plus, you remain anonymous to the other person.

Stratford Manor News Briefs

Landscaping activity— Most homeowners who still had leaves piled on their patios heeded a January request from the Board to pick up the leaves and put them in a bag or in the trash. “We had an issue last year with patio leaves being swept out into the common areas,” said Landscaping Chair Nancy Allen. “The lawn service refused to pick them up last year without our paying extra,” said Ms. Allen. “So we went on the offensive this time and sent a friendly reminder to all owners who still had leaves on their patio. “It must have worked,” she said, “because we haven’t seen a repeat of last year’s violations.”

Meanwhile, Year Round Landscaping is nearly finished with cleaning up the common areas and has started work on trimming the crepe myrtles and pulling weeds. Still to come: applying pre-emergent, and starting mulching.

Legal review of documents under way— Governing documents Chair Donna Groller gave Directors a status report at their Feb. 10 meeting on a major effort to update the Association’s governing documents, beginning with our “Declaration of Covenants, Conditions and Restrictions of Stratford Manor.” This is a fancy name for a core document that must be modernized to conform to current state law and court decisions.

“It’s highly legalistic in nature,” explained Ms. Groller, so we are focusing on coming up with layman’s terms to explain the changes when we take it to the owners.” She said the revisions are necessary to give the SMA clear authority in today’s environment, “but we don’t envision any changes to our current rules.”

Ms. Groller said owners will be asked to vote on the newly redrafted Declarations in the coming weeks, following the roll-out of a communications strategy to explain the revised document and answer any questions.

Engineer launches work on infrastructure project— TAM, the engineering company hired by the SMA board to help develop a master plan for repairing or replacing major elements of our infrastructure, has begun work on a site plan of the community that will serve as a valuable resource as the multi-year project moves forward.

The engineers have been slowed recently due to Covid-19 restrictions, but they have already created a photo album of our road conditions, curbs, and sidewalks.

“They are in the process of developing a layout plan for the Committee to follow,” noted Infrastructure Repair/Replace Committee Chair Bob Lucas. “After this, they will be developing bid documents and specifications for the work we want done.”

 Trash Pickup Schedule 

Feb. 17— Wed. pickup due to holiday--Recycling, bulk pickup & trash

Feb. 23— Trash only

March 2—Recycling, bulk pickup & trash

March 9— Trash only

March 16— Recycling, bulk pickup & trash

March 23— Trash only

March 30— Recycling, bulk pickup & trash

April 6— Trash only

April 13—Recycling, bulk pickup & trash

April 20—Trash only

April 27—Recycling, bulk pickup & trash

 

If your container was missed during collection, 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.

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

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.