STRATFORD MANOR NEWSLETTER

February - March 2023 Edition

Landscaper Gum Grove Awarded Full-year Stratford Manor Contract -

Gum Grove Services, the lawn service firm that has been taking care of Stratford Manor’s winter needs since last November, has won a contract to provide a full range of basic landscaping services to the community throughout the year. 

The SMA Board approved the Landscaping Committee’s recommendation at its Feb. 8 meeting.  Fran Hodges, Committee Chairperson, said the Board’s vote was unanimous. 

 “The Committee began working in January to develop a Landscape Bid Proposal for the 2023-24 year,” said Ms. Hodges “The bid solicitation went out to seven landscaping companies, and we received bids back from five of them." 

She said the Committee, as well as the Board, “were pleasantly surprised at the great response received, which illustrates how valuable these firms view working for Stratford Manor.” 

 Ms. Hodges said that the superior services provided by Gum Grove over the winter months helped their chances in the bidding war.  “Joe Blount (owner) and his crew have done an excellent job during this interim period,” she said. “But they were also competitive in their bid for the new contract.” 

Mr. Blount said he was excited over being given the opportunity to continue serving Stratford Manor. “I grew up around here, and often drove through the community just to admire how attractive it is,” he said. “It’s like a dream come true to be able to help maintain that beauty.” Mr. Blount said this new contract will allow him to expand his staff and invest in additional equipment so he can continue growing his business. 

He also noted that winning the contract means he can get an early start on spring preparations, including mulching and putting down fertilizer. “It should be a seamless transition,” he said.

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President’s Corner - 

Owners who sit in on the SMA Board’s meetings sometimes complain that they are dry and dull; that they sound too much like a business meeting. Well, that’s exactly what it is: a business meeting that results in several decisions related to managing the Association. 

The apparent dullness might stem from how we prepare for these bi-monthly get-togethers. To ensure that the nine-person Board makes maximum use of everyone’s time, a draft of the agenda is sent out to Board members ahead of the meeting, asking for any topics to be added. Then, when the agenda is approved, members who have items on the final list prepare their reports and typically send out handouts ahead of time. So we all receive an initial “briefing” on many of the topics before meeting day. 

We also know that the report is often the result of the work of a Board Committee. The committees—seven full committees and one subcommittee--meet between Board meeting dates to work on specific projects.  Done properly, the report at the meeting and the handouts give Board members enough of an understanding of an issue to cast an intelligent vote after some discussion.

The most-recent example is the awarding of a landscaping contract to Gum Grove Services (see news item on Page 1). The Board spent a relatively short period of time listening to Landscaping Committee Chair Fran Hodges’s report and asking questions.  That’s because we all knew that Ms. Hodges and her Committee already spent weeks doing the necessary legwork and investigation before coming to a decision on which firm the Committee would recommend. 

That’s called respect for our fellow Board members. But sometimes that respect gets overshadowed by a heated debate on a controversial topic. To ensure that the Board remains focused on finding common ground, we agreed at our last meeting to develop a Code of Conduct that will remind us of our need to be civil and courteous, no matter how strongly we feel about an issue.

 For visitors, this may take some of the drama out of attending a Board meeting. But we hope that you will consider joining us from time to time anyway—if nothing else, to give us feedback on whether we are doing a decent job of representing your interests as members of the Association.<

--John Gullett, President 

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 Noisy Partygoers at Lodge are Target of HOA Push - 

As winter fades, the number of parties held at the Transportation Lodge on Deep Creek Road increases, causing sleepless nights for unlucky residents living close to the Masonic property.  Stratford Manor's Board is on the case and has been promised help by Lodge leadership.

The Lodge, which rents its facility to outside groups throughout much of the year as a source of needed income, has made a number of recent concessions in response to complaints from Stratford Manor.

These include increasing the security deposit required of renters, with a warning that if nearby residents complain, the deposit is forfeited; and reducing the party "curfew" from midnight back to 10 p.m.  In addition, groups that violate the contract are placed on a "do-not-rent-again" list.

John Gullett, SMA president, said groups that already gave contracts cannot be held to the new terms. "But if the Lodge people are true to their word, this problem will become a lot more manageable down the road."

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Know your HOA Board: Nancy Allen 

Editor’s note: This Newsletter will be featuring a member of the SMA Board in each issue, so that other Stratford Manor owners can get to know them better. We start with Nancy Allen, someone who has been volunteering for the community for nearly all of her 30 years of living here. 

“I can’t recall when I started my first term on the Board,” said Nancy Allen. “It seems like forever.” The Peninsula native said she fell in love with Stratford Manor just watching it being built and moved into her brand-new unit at 172 Wellesley in 1993. “Things were a lot more informal in those early days, and the owners did all the work-- before it got too complicated and legalistic.” 

The SMA hired its first property management firm in 2017, and Ms. Allen was on the selection committee. “We were all stretched pretty thin,” she said, “and then the owner who did our bookkeeping moved away. That’s when we realized we couldn’t do it all.” 

Ms. Allen always loved nature and gravitated to looking after the landscaping soon after moving into Stratford Manor. “I wasn’t always on the Board, but I attended all the Board meetings to report on the landscaping.” She was also part of the search team for a landscaper many years ago. They interviewed a half-dozen firms and chose Year-Round Landscaping, which she supervised for several years until they left last year.

Today she is Chairperson of the Tree Maintenance Subcommittee, which works closely with the SMA’s arborist year-round, making sure that hazardous trees or limbs are removed as soon as they are discovered. “She loves all the trees,” said President John Gullett, “and goes to great lengths to save any that’s ailing.” 

Ms. Allen is also proud of her work with jail inmates over the past 25 years. “I was looking for a job with the city years ago”, she explained, “and was told the only opening was helping prisoners at the City Farm prepare for their GED.” She said she was reluctant at first but got more comfortable as she got to know the men and realized that most of them were very protective of her. 

“Over the years, I helped over 600 men get their GEDs at the City Farm and in the City Jail,” she said proudly, “and I occasionally run into some of them. I was in a large retail store recently when the manager came up to me, introduced himself, and told me how grateful he was that I helped him get his GED years earlier. That was a great feeling.” The Covid pandemic ended her work with prisoners, but Ms. Allen can’t be kept down. “I’m getting ready to start volunteering at the Food Bank,” she said. “I just enjoy helping people.”

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Spring is just around the corner—Don’t throw out those old plants!

With the fabulous warmer weather, we have been having, are you ready to think about ‘sprucing’ up the landscape around your home?  If you have hostas, iris, day lilies or any flowers that need dividing or you no longer want to use them, don’t throw them away!  Contact the Landscape Committee and we will “recycle” or “repurpose” any plants or shrubs that you may not want. 

 With that in mind, the Landscape Committee is striving to plant more shrubs, flowers, and trees that will benefit the local wildlife.  Just send an email to the HOA: stratfordnn@gmail.com if you have any plants/shrubs that you wish to donate, and we welcome any suggestions or ideas that you may wish to provide.  

Thank you for your support and remember - - Spring:  a lovely reminder of how beautiful change can truly be!     (Submitted by Landscaping Committee Chair Frances Hodges)

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Stratford Manor News Briefs - 

Reserve Study Update Ordered—The SMA Board has approved a proposal from Treasurer Bob Lucas to commission a new Reserve Study for the Association.  The Study, which is a tool the Board uses to determine annual funding of the Association’s replacement reserves, was last done in 2020. Virginia law requires HOAs to conduct the study every five years, but the Board felt it needed to be done sooner. 

“Given the high inflation we have experienced recently,” said Mr. Lucas, “we need an outside expert to update the estimated costs for anticipated infrastructure repairs. “  The Study, which will be done by the same architectural firm that conducted the 2020 Study, will provide the Board with an updated recommendation on the level of reserve funding. The exact timing of the Study has not been set. 

Storm drainage work about to begin—Longhill Excavating will be starting work on our community’s storm drainage system in the next week or two, according to the company’s owner. The SMA Board hired Longhill late last year to clean out our entire system and inspect it for breaks. “We don’t know what they will find,” said Infrastructure Committee Chair Bob Lucas, “because we can’t find a record of when this was last done.” 

Mr. Lucas said once the system is cleaned, Longhill will run a camera through all the drains to identify any possible breaks in the pipe or seams. “Then we will be given a report on what sort of repairs are needed. “Aiding in the effort is a map created for Stratford Manor by the City’s Engineering Dept., showing which lines are public (and maintained by the City) and which are private (the Association’s responsibility). 

“It’s essential that we get this work done now,” said Mr. Lucas, “prior to any further paving work.” He added that once the repairs are made, the Board will establish a maintenance schedule that will involve inspecting the drains on a regular basis, “so we can catch problems early.” 

Governing document signing drive resumes—Governing Documents Committee Chair Donna Groller told the Board at its February meeting that the Committee has 88 signed owner votes for the proposed new Declaration, only 13 votes short of the required total. 

Ms. Groller said the Committee has identified several prospects to approach and plans to launch its 2023 campaign with a mailing that will include an owner survey aimed at finding out why certain owners have not yet signed the ratification form. “Many of them are absentee owners we have had difficulty contacting,” she explained. “So, we think there are enough of them to put us over the top, given the opportunity to explain the importance of it.” 

Reminder to get okay for spring work—The Architectural Compliance Committee is reminding owners that if they are planning to put on a new roof, replace their front door or paint their shutters a different color, they need to get approval by sending a completed Architectural Review application to Abbitt before starting any work. John Gullett, Interim Chairman of the Committee, said there are restrictions on the type of roof shingles owners can install, as well as a color requirement. 

“The Association is required to ask owners to correct any violations of the standards established for Stratford Manor,” he said, “the most expensive being the wrong-color roof shingles. Getting prior approval guarantees you will not be inadvertently violating the rules.”  The form can be downloaded from the Association’s website, stratfordmanornn.blogspot.com, or owners can request one via email from Abbitt at associations@abbitt.com.

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Trash pickup schedule

Feb. 22—Trash only (Wednesday pickup due to holiday); Feb. 28—Recycling, bulk pickup & trash.

March 7—Trash only; March 14—Recycling, bulk pickup & trash; March 21—Trash only.

March 28—Recycling, bulk pickup & trash.

 April 4—Trash only; April 11—Recycling, bulk pickup & trash; April 18—Trash only;

April 25—Recycling, bulk pickup & trash. 

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SMA Board of Directors:

John Gullett (2023) - President

Donna Groller (2025) - Vice President

Bob Lucas (2024) - Treasurer

Frances Hodges (2025) - Secretary

Nancy Allen (2024)

Betty Blackburn (2023)

Lisa Hall (2023)

Doug Marmon (2025)

Madoline Wallace (2024)

Association Website:   stratfordmanornn.blogspot.com

Contact the Board via email at stratfordnn@gmail.com or through Abbitt

Property Management:

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

Email:  associations@abbitt.com - Telephone:  757-874-4900

BOARD MEETING DATES:

April 12, June 14, August 9, October 11, and December 13 (Annual Meeting to be held November 15, 2023, at 7:00 p.m. at Christ United Methodist Church on Deep Creek Road).

Meetings are on Wednesdays and start at 5:30 p.m. unless notified otherwise and each meeting will be held at Abbitt Management located at 11835 Fishing Point Drive, Suite 205, Newport News, VA.

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Stratford Manor
Newsletter

December 2022 / January 2023 Edition 

  President's Corner:

The holiday season is a wonderful time of the year, and I think most of us felt joy - perhaps even relief - to see it arrive.  It has been a difficult and challenging year for all of us, and perhaps the most frustrating one for me over the five years I have served as your President.

Two of the Association's Board's important goals for 2022 - winning the handful of owner votes needed to ratify our proposed new Declaration and completing our paving project - went unfulfilled.  That, in turn, prevented us from tackling some of our other goals for 2022, including updating other governing documents and developing a comprehensive policy on short-term rentals.

We also experienced a significant boost in expenses, many of which were related to the aging of our community and made worse by high inflation.  As a result, our expenses for 2022 exceeded our income, forcing the Board to increase annual owner assessments for the first time in three years.

But we also can point to a few bright spots in Association activities, including a return to in-person Board meetings and a live Annual Owners Meeting last month.  The latter was especially welcome, with nearly, 40 owners represented in person or by proxy.

Last year also saw us launch a conversion of streetlamps to LED lights, reducing the need for future repairs, and make extensive repairs to our perimeter fencing, thus extending its life by a few more years.  In addition, we continue our efforts to remove diseased trees and dangerous tree limbs hanging over owners' homes, with the goal of protecting us all from damaging winds.

Last but not least, we managed to overcome a crisis involving the sudden loss of our landscaping service in October.  With only a couple of weeks' notice that Year-Round Landscaping was leaving, select members of the Board managed to identify and interview several firms and select one to recommend to the Board to Serve us during the winter months until we can establish our long-term needs.  That firm, Gum Grove Services, has gotten off to a great start with picking up leaves and debris, as well as mowing.

Yes, we have had our share of disappointments in 2022, but the Board's commitment to Stratford Manor owners kept us all going, and we are already busily preparing for a new set of opportunities in the new year.

(John Gullett, President)

HOA LEADERSHIP AND GOALS SET FOR 2023 -

The Stratford Manor Association's Board for 2023 dove right into preparations for next year's work at its final 2022 meeting in December, electing officers and committee members and adopting a new set of operating goals to guide its efforts in the coming months.

John Gullet, Donna Groller, Bob Lucas and Frances Hodges were reelected to their respective officer positions, and newly elected board member Doug Marmon has already volunteered for two committees and a couple of special assignments.

The Landscaping Committee has new leadership in 2023, with Frances Hodges assuming the role of Chairperson.  She succeeds Nancy Allen, who chose to step down after several years of heading up that committee.  "Nancy has agreed to chair a new subcommittee of Landscaping, called Tree Maintenance," said President Gullett, "so we will continue to benefit from her extensive experience."

Other Committee Chairpersons include:  Donna Groller, Governing Documents Committee; Madoline Wallace, Nominating Committee; and Betty Blackburn, Social and Welcome Committee.  "We also continued our outreach to other owners who are willing to help various committees with their activities," said Mr. Gullett, "with the addition of Joey Thompson, of 120 Wellesley, to the Landscaping Committee."  Non-board members reappointed include Richard Wahlert on the Infrastructure Committee and Barbara Lucas on the Social and Welcome Committee.

At the same Dec. 14 meeting, the Board adopted a new set of goals for 2023, including: developing and implementing a revised, affordable plan for improving roads and parking lots; obtaining the remaining votes needed for approval of the new Declaration, followed by work on a short-term rental policy, as well as selecting a landscaping firm to a full-year contract.

Hiring a permanent landscaper involves considerable work for the Landscaping Committee, which is developing an RFP (Request for Proposal) to send out to interested vendors, including the current landscaping service, Gum Grove.  The Committee will also conduct evaluations of our community's landscaping challenges due to lack of irrigation and come up with solutions that are both effective and environmentally friendly.

Staford Manor News Briefs - 

Let there be light! —The SMA Board has approved a proposal from newly elected Board member Doug Marmon to replace the old solar light on the entrance sign at Wellesley and Sloane with a more-powerful light utilizing newer solar technology. If it does the job, a second new light will be installed at the unlit entrance sign on Kenilworth.  The third entrance sign, at the Wellesley neighborhood entrance, is hardwired to a nearby lamp. 

Tree work pays off in windstorm—One of the SMA’s expense items that skyrocketed in 2022 involved tree maintenance, as an unusually high number of reports of problem trees and limbs prompted several service calls by R & K Tree Service, Stratford Manor’s official arborist. 

“It’s difficult to plan for tree work,” said Nancy Allen, Chairperson of the Tree Maintenance Subcommittee. “Mother Nature has a mind of her own,” she said, “and she has kept us busy eliminating hazardous tree situations. The safety of our residents is our guiding principle, even as costs climb. And we can all take comfort in knowing that our well-maintained trees withstood the severe winds that swept through our community just before Christmas.”

Kenilworth paving issues addressed—In response to owner concerns expressed at the Annual Meeting about imperfections in the pavement work on Kenilworth’s parking lot, the Infrastructure Committee asked an asphalt repair contractor to inspect the lot and provide them with an objective analysis. “He said the seal coating, which was applied after the remedial repair work, was applied too thick,” said Committee Chairman Bob Lucas. “Owners were then allowed to resume driving on it before it had fully dried, thus creating many of the marks that are the subject of owner complaints.”

 Mr. Lucas said the contractor, Asphalt Repair Corporation, stressed that the issue is strictly an aesthetic one, and that the pavement itself is solid and needs no structural work. “He also said that he wouldn’t attempt any aesthetic repairs until the seal coating fades with age.“  Mr. Lucas said the Committee has no recommendation for additional work on that lot at this time.< 

 

 Trash Pickup Schedule - 

Jan. 4—Recycling, bulk pickup & trash (Wednesday pickup due to holiday); Jan. 10—Trash only;

Jan. 18--Recycling, bulk pickup & trash (Wednesday pickup due to holiday); Jan. 24—Trash only;

Jan. 31—Recycling, bulk pickup & trash; Feb. 7—Trash only; Feb. 14—Recycling, bulk pickup & trash;

Feb. 22—Trash only (Wednesday pickup due to holiday); Feb. 28— Recycling, bulk pickup & trash.<  

 

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Have a wonderful holiday season

And a prosperous New Year!

 SMA Board:

John Gullett (2023), President

Donna Groller (2025), Vice President

Bob Lucas (2024), Treasurer

Frances Hodges (2025), Secretary

Nancy Allen (2024)

Betty Blackburn (2023)

Lisa Hall (2023)

Madoline Wallace (2024)

Doug Marmon (2025)

Association website:  stratfordmanornn.blogspot.com

Contact the Board via email:  stratfordnn@gmail.com or though Abbitt Property Management:

Ms. Tricia Wells, Manager, Ms. Jennifer Norman, Assistant Manager at Email:  associatons@abbitt.com or phone: 757-874-4900

Board Meeting Dates:

Feb. 8; April 12; June 14; Aug. 9; Oct. 11, and Dec. 13. (Board meetings are on Wednesdays at 5:30 p.m. unless notified otherwise, each meeting will be held at Abbitt Management, Suite 205, 11835 Fishing Point Drive, Newport News, VA.  The Annual Meeting is scheduled for Wednesday, November 15th at 7:00 p.m. at Christ United Methodist Church.

 

 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.” 

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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. <

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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.