Paint on sale

If you're planning to paint your home exterior any time soon, you might want to head up to Sherwin-Williams.

Sherwin-Williams at Oyster Point sells the SMA-approved paints and has the list of assigned paint colors for your home. They are currently having a sale that will run through the weekend -

• 40% off paints and stains
• 30% off supplies

June - July News

President’s Corner

I am pleased to tell you that the Stratford Manor Association’s board of directors has decided to hire a larger property management firm to help us better meet the growing challenges of managing our community . Our executive committee, comprised of the SMA board’s officers, began its search a couple of months ago, after the board concluded that Stratford Manor and AAMG, a small firm that has managed our property since mid-2017, were not an ideal match.

As we focus on modernizing our management practices, we find that we need more resources than our current agency can provide. So we notified AAMG on May 30 that we will terminate our relationship at the end of July. We are now negotiating with a well-known firm to assume management of Stratford Manor effective August 1. When we have signed a contract, we will let you know.

Meanwhile, it is business as usual as far as the day-to-day management of Stratford Manor is concerned.  AAMG will continue to provide the same services as before, including  paying our bills, collecting assessment payments, processing our financial reports, and handling your concerns.

Robin Stortz, president of AAMG, has assured us that her people will give us their full cooperation during this transition period, including passing all of our records to the new management company at the appropriate time.

Until we hire a new agency and get through this transition period, we are putting on hold the major construction projects we had hoped to initiate this year. But we ask that you continue to notify AAMG and our board with any questions or concerns about our community.

With your patience and support, these next couple of months should be smooth sailing.

SMA’s Rules & Regulations get an update

A comprehensive review of the SMA’s Rules and Regulations has resulted in several changes aimed at bringing the governing document up to date.  The board’s Rules and Regulations Committee, comprised of board members Kevin Leigh, Katie Johnston and Chair person Tonita Hoe, has spent several weeks reviewing our rules—some of them dating back to the early days of our community’s founding— and getting input from others. Last year’s owners’ survey results were also considered.

Many of the changes merely reflect modern terminology or recognize that certain rules are no longer enforced. For example, we have now codified our practice of allowing homeowners who receive violation letters to receive additional time for repairs if they notify the management company or the board early and have a reasonable explanation for seeking an extension.

We have expanded the section on trash and garbage to add a rule on bulk trash, specifying that it can be put out on the curb as early as the weekend before the scheduled pickup date.  This is to accommodate working residents who need the weekend to handle such chores. Also, front porches can no longer be used for storage.

The pets and domestic animals policy has been modified to tighten the rule against tethering a pet outdoors, and to impose a ban on feeding stray animals (except birds) . We know many of you feel passionate about feeding stray cats, but we can’t afford to risk exposing our residents to rabies and other diseases that so often are carried by wild animals.

  

At the same time, we are lifting the ban on residents using the common areas, as long as they don’t disturb the neighbors. In addition, bike and scooter riders are allowed in the community-- but must stay off the sidewalks.

Plus, you will have more latitude in putting up holiday lights and decorations. Under the revised rules, owners will be able to decorate the exterior windows of homes for recognized holidays, not just Christmas. And you can use your choice of colored lights. Just keep in mind that the board reserves the right to order the removal of decorations it considers inappropriate.

The newly amended rules and regulations are effective July 1. A complete copy will be mailed to you soon.

- John Gullett, President

Mid-year assessment payments due

Don’t forget: your mid-year 2019 SMA assessment payment is due July 1. Invoices were mailed in early June to all Stratford Manor owners by AAMG, who will be processing payments as usual through Mutual of Omaha.

You will have the usual 30-day grace period before facing a late fee, but you will want to make your payment well before the end of July. That’s because the SMA’s decision to terminate its contract with AAMG effective Aug. 1 (see President’s Corner) means our bank accounts will be changing. AAMG’s last day for handling these payments is July 26.

Just follow the instructions on the invoice and mail your payment by mid-July. If you prefer, you can pay online by going to www.mutual paypropertypay.com.

Either way, your payment will be processed by Mutual of Omaha and credited to your account as long as it gets to the bank by July 26, after which the SMA’s accounts with Mutual of Omaha will be closed.

3 board seats opening in the Fall

SMA board members Ann Turner, Tonita Hoe, and Kevin Leigh have told the board they will not seek reelection when their terms expire in October. As a result, Nominating Committee Chair Linda Wahlert is launching a search for three qualified candidates to fill those seats.

Nominations may be made from the floor at next October’s annual owners meeting, but the nominating committee is starting its search now to ensure that enough nominees are found to fill all three seats. “This can be a challenging process,” said Ms. Wahlert. “A lot of people would like to have an active role in ensuring Stratford Manor’s future, but some are concerned about the commitment it might take.”

She said board membership involves only six board meetings a year, the annual owners meeting, and whatever committee work the individual has an interest in. “And it’s fun to work with such a great group of individuals that we have on our board.”

If you think you might want to volunteer, or just get a few questions answered, contact Ms. Walhert at  570-1296 or lindawahlert@hotmail.com

Fence repairs, tree trimming slated

With Stratford Manor’s common areas looking good these days, the Landscaping Committee’s attention is currently focused on some major fence repairs and extensive tree trimming.

Nancy Allen, who heads up the landscaping effort, asked the board of directors on June 6 for funds to have Rosenbaum Fencing Co. do repairs on several problem areas on our perimeter fences. She said a large section of fencing between Sloane Place and Deep Creek Road is in danger of collapsing due to rotting posts.

 Rosenbaum will add new posts next to the old and anchor them in concrete, plus repair broken pickets and other parts of our fencing throughout the community.  The project will be completed as quickly as possible this summer.

“This is also the time of year for us to take care of overgrown and dead tree limbs,” said Ms. Allen, “and we have hired Squirrely Jack Tree & Lawn Care once again to take of this for us. At the same time, they will ‘uplift’ lower limbs on certain trees on the islands to let in more sun and enhance their beauty.”  She said this work will also be done in the coming weeks.

Meanwhile our lawn service, Year-Round Landscaping, continues to cut our grassy sections weekly, and spray for weeds whenever weather permits. “And thanks to several volunteers, the beautiful annuals planted at three different areas survived the extreme hot we endured in May, “ said Ms. Allen.  Homeowners who regularly watered the flowers during that hot spell included Ann Turner, Sarah Krause, Linda White, Lorraine Winall, and Ms. Allen.

A meandering property line? Go figure!

The recent land survey done to locate Stratford Manor’s property line behind the unfenced portion of Sloan Place produced a bit of a surprise:  the line winds and turns like a river.

SMA board president John Gullett said the survey shows a significant portion of the wooded area separating Stratford Manor and the Pinecroft Apartments is on SMA property.  “It starts out on Wellesley Drive about 45 feet farther east than we thought,” he said. “Then it curves in closer to the rear of several units before veering off into the woods toward the end.”

He said the largest section belonging to Stratford Manor is bordered by the existing fence on the northern end of the woods. “It’s really a lovely natural setting, and the board decided to preserve it instead of opening it up to landscaping. “

Landscaping Committee Chair Nancy Allen said knowing where the property line is located will have only a minor effect on the lawn service work.  “We may cut some tall grass and weeds around the edges of the large wooded area, or clear leaves from the hedges along what we thought was the property line,” she said. “But most of the work will be minor.”

Mr. Gullett lamented that some people have dumped grass clippings and other trash along the edge of the wooded areas, “which really detracts from the beauty of it all.” He urged residents in that area to keep an eye out for anyone tossing debris, and to report them to our property management company.

He said there are no plans to erect a fence.

Inspections prompt numerous fixes

Stratford Manor’s spring architectural inspections spotted over 60 violations, considerably more than a year ago. On the plus side, a little over a month later some 72 percent of them were either corrected or slated for correction.

 Satori Gregorakis, SMA’s architectural compliance chair, conducted both the initial round of inspections and the follow-up trips on June 10-11, and said he was pleased with the high degree of compliance.

“It was obvious to me that our residents took these notices seriously,” he said, “and with very little complaining.” He said that many issues this time around involved the back of the units, especially with debris and dirty surface mold on sheds.

“As our townhomes get older, this inspection process becomes even more important to the owners, as well as to the community,” he said. “Good maintenance really makes a difference in the overall beauty of our beloved Stratford Manor.”  He added that he continues to be impressed with how well most gardens and flower beds are maintained.

No solution yet for lights on remaining signs

Lighting our entrance sign at the end of Wellesley Drive last year was easy, since we were able to tap into a nearby Stratford Manor light pole. But the SMA has struggled to find an economical way to light the two remaining entrance signs on Wellesley and Kenilworth Drive.

A major problem is the power source.  Dominion Energy would charge several thousand dollars to allow us to hook up to their network, and solar energy offered by two different electrical contractors wouldn’t be cheap, either.

The next step: board members voted on June 6 to look into replacing the signs—which are showing their age—with new signage that incorporates lighting. Stay tuned.

Block party a big success; more coming

The SMA-sponsored block party held on May 18 in the back section of Wellesley Drive was, in some respects, a test of our residents’ interest in being part of our community. “We received very few RSVPs early on,” said Katie Johnston, who organized the event in her role as social and welcome committee chair. “Then, in the last day or two before the party, a flood of people called or emailed that they were coming.”

In the end, 35-40 residents showed up for food, games, and good company on a beautiful spring afternoon. Attendees mingled with neighbors while enjoying homeowner Neal Shawen’s grilled hamburgers and hot dogs. “Neil was terrific,” said Ms. Johnston. “He stepped in and volunteered to handle the cooking at the last minute, and it worked out great.”

SMA president John Gullett commended Ms. Johnston at the board’s June 6 board meeting, stating that “the event reflected well on the board’s efforts to build more community spirit among residents.”

Planning will begin soon on a fall event—possibly a chili cook-off-- as well as a holiday gathering in December. If you would like to volunteer to help, please contact Ms. Johnson at kjohnston813@gmail.com, or phone at 703-477-2243.

Trash Pickup Schedule

June 18—Trash only

June 25—Trash, recycling & bulk

July 2—Trash only

July 9—Trash, recycling & bulk

July 16—Trash only

July 23—Trash, recycling & bulk

July 30—Trash only

August 6—Trash, recycling & bulk

August 13—Trash only

August 20—Trash, recycling & bulk

August 27—Trash only

September 4—Weds. pickup due to holiday.  Trash, recycling & bulk

September 10—Trash only

September 17—Trash, recycling & bulk

September 24—Trash only

Trash receptacles should be curbside for collection no earlier than 3pm on Monday and removed by 6pm Wednesday. 

Board to meet June 6

The SMA board of directors will meet on Thursday, June 6 at 5:30 p.m. Please note that the location of this meeting will be at the home of Nancy Allen, 172 Wellesley. Our property manager Robbi Henry will be away and unable to attend this meeting, so the board will not be meeting at the AAMG office.

Block Party on Saturday, May 18!

Saturday, May 18 from 3 to 6 p.m. in the common area between 118 and 120 Wellesley Drive.

Don’t miss this fun, FREE event for ALL residents of Stratford Manor! 

We’ll have hamburgers and hot dogs on the grill. All you need to bring is a beverage, a lawn chair, and your favorite lawn games.

RSVP the number in your party to Katie Johnston, kjohnston813@gmail.com or 703-477-2243, no later than May 13. 

In case of bad weather, party will be re-scheduled.

April - May News

President’s Corner

Yogi Berra, who was as famous for his zany quotes as he was for his baseball skills, was speeding down a highway when his pal said, “Yogi, I think we’re lost.”  Yogi responded, “Yeah, I know. But we’re making great time!”

Sometimes board meetings feel like that—until someone asks, “Does this support our plan?” That brings us back to earth and steers us in the right direction: focusing on activities that will help us achieve our 2019 goals.

Yes, you cynics, we have a plan!

The board began working on its new goals early on, starting with input from last fall’s opinion survey about Stratford Manor.   Several owners said we need to do a better job of enforcing our rules and regulations consistently; we need to work toward a sense of community among residents; and we need to build greater trust among owners/residents, the board, and AAMG.

These became part of SMA’s 2019 goals, as adopted by the board on April 4. We discussed and analyzed numerous other suggestions, and rejected many that were either too expensive or impractical.

When the dust settled we had 13 goals for the year, many of which reflect work we are already doing.  For instance, we created a new report that gives all board members frequent updates on violations cases, which allows us to make sure that each violation is being handled in a consistent and fair way.

We have been brutally honest in our reporting in this newsletter and other communications for quite some time, which we feel is essential to achieving greater trust among all parties. But we recognize it will take time.

The goal of building a sense of community is a long-term, multi-faceted goal that each one of us has a responsibility to work toward. The newly announced block party on May 18 (see separate article) is our first SMA-sponsored social event in quite some time, and we hope everyone makes it a point to come out and mingle with their neighbors.

Social and welcome committee chairperson Katie Johnston is spearheading that project, as well as managing another important goal for 2019: to provide a better welcome for new residents.  She calls on new owners soon after they move in, bringing official greetings from board members as well as a nice gift basket of Virginia-made products.

Another one of our 2019 goals reaffirms our commitment to continue beautifying the common areas in our community. Last year’s beautification of the islands on Kenilworth was a big step toward that goal, and we will be on the lookout for affordable projects in 2019.

Specific projects round out the list of 2019 goals, including: updating our rules and regulations to present a broader spectrum of residents; getting the re-paving project under way; lighting the two remaining unlit Stratford Manor signs; and developing a comprehensive policy for rental activities.

Underpinning all of the objectives is the first item on our goals list: Avoid the need to raise assessments by staying within our annual budget.  That is our hope.

And with your support, we think we can avoid getting lost.

- John Gullett, President

Block part planned – save the date!

The Stratford Manor Association is throwing a neighborhood block party, and all Stratford Manor owners and residents are invited!

The outdoor event will take place on Saturday afternoon, May 18, at the back section of Wellesley Drive. Social and welcome committee chair Katie Johnston said the SMA will provide hamburgers, hot dogs, and some light snacks.

Attendees are encouraged to bring their own beverages, lawn chairs and lawn games.

Ms. Johnston said the hours of the outing will be 3 p.m. to 6 p.m. If the party is called because of bad weather, a new date will be set.

“It’s been awhile since the association has sponsored a block party,” said Ms. Johnston, “and we hope all of our residents take advantage of this low-key opportunity to meet some of their new neighbors.”

The best part? It’s free to the families living in Stratford Manor!

There is one requirement, however.  To help plan for the proper amount of food, Ms. Johnston asks that you RSVP your attendance and the number in your party to her at kjohnston813@gmail.com, or by phone at 703-477-2243, no later than May 13.

A cautionary tale? 

Why Exterior Work Needs Approval—A play in Five Acts

Act I: A Stratford Manor owner decides to launch a major project to repair or replace a part of their townhouse exterior.  But this owner is in a hurry and doesn’t stop to think about our community’s rules and regulations requiring pre-approval before doing any such work.

Act II: The work is done.  It was expensive, and the owner is proud.

Act III:  A board member spots the work but doesn’t remember hearing about it from the Architectural Committee.  The Committee chair has no record of it; the property management firm knows nothing. The owner is contacted and swears that not getting approval was an innocent oversight. She now faces the possibility of having to remove the unauthorized work and start all over.

Act IV: An investigation ensues, and the Architectural Committee concludes that the work, while not authorized, does comply with SMA standards.

Act V: Homeowner is contacted and told that no action will be taken, but is asked to complete an architectural review form (available on the SMA blog site) for the record. She is relieved.

( End of play)

So it’s not a cautionary tale after all — the violator did not come to an unpleasant fate—but it is a cautionary reminder to us all.  You may be confident that you know what you are doing, but why risk having to spend hundreds or thousands of dollars to correct the one big mistake you ever made!

Get pre-approved, and you are likely to be protected from any cost, criticism or complaints. That includes exterior painting (information about our approved paint colors is available at Sherwin-Williams  at Oyster Point Road and Warwick Blvd.).

And that makes for a happy ending!

Get ready! Spring inspections set for May 1

In case you need an added incentive to get out and repair your gutter or paint your shutters this spring, take note of Stratford Manor’s first 2019 architectural inspection date:  May 1.

Robbi Henry, AAMG’s association manager for Stratford Manor, and Satori Gregorakis, our architectural compliance officer, will be conducting their spring inspections on that day. They will be looking for missing mullions in your windows, loose shingles on your roof, peeling paint on your shutters, a dirty shed, and a wide range of other possible problems.

“Some residents don’t like to see us coming,” said Gregorakis, “but they all know that keeping our townhomes looking sharp and clean benefits all of us. And sometimes we point out something they hadn’t even noticed, like rotting wood on a window.”

Homeowners who are written up for one or more violations will be sent a letter asking them to correct the problems within 30 days. Then another inspection is done 30 days later to verify that all the repairs, etc. have been done.

A detailed list of items subject to inspection can be found under “Architectural Compliance” here on our website. 

Spring is here! Landscapers busy

The neighborhood is looking really good right now, thanks to Mother Nature and Year Round Landscaping (YRL), Stratford Manor’s landscaping firm.

Landscaping committee chair Nancy Allen said the weeds have been sprayed, the crape myrtles trimmed, and fertilizer and weed control applied to the grass. “You can see the crew out on the property, cutting grass and mulching the flower beds,” said Ms. Allen, “and summer flowers are about to be planted in key areas. Isn’t Stratford Manor beautiful in the spring!”

The landscaping committee also received the board’s approval to bring in a tree service to remove a large branch hanging high in a tree behind Sloan Place. While they are here, the workers will also take down a dead tree and clear a fallen tree. “Until we can get that hanging branch removed, people need to be careful walking along the common area behind Sloane,” said Ms. Allen.

Land survey prompts questions

A recent land survey along Stratford Manor’s property line shared with Pinecroft Apartments caused at least one homeowner to be concerned about what might be planned for the area—a reminder of the importance of keeping residents well informed.

“We ordered the survey because the current board could not find a record of the property line behind the units on that part of Sloan Place,” said John Gullett, SMA’s president. “But we haven’t had an opportunity to review the results yet.“

“Unfortunately, the sight of the surveyor’s wooden stakes with flags on them to mark the property line didn’t go unnoticed by residents,” he said. “We had a homeowner come to our last board meeting to express concern about our plans to build a fence behind her property. When we told her we have no plans to build a fence, she seemed relieved.”

Gullett said the board should have alerted homeowners earlier about the survey’s purpose, and he apologized for any confusion about it. “We want to be as transparent as possible,” he said, “and this just illustrates that we need to try harder.”

Gullett also urged residents who have questions about Stratford Manor’s operations to ask a member of the board or Robbi Henry, our association manager.

2 leaky storm drains repaired; more possible

Sinkholes around the edges of a storm drain collection box are the first visible sign that there are leaks in the drainage system. That’s bad news, because repairing them can be costly.

Stratford Manor suffered this problem at two different storm drain boxes recently, both located in the rear section of Wellesley Drive. According to Excel Paving, which repaired the breaks recently, the sinkholes develop when dirt is sucked into the underground piping system over a long period of time due to a break in the piping or its connection to the box.

It could take years before enough dirt has been washed away by a small leak to cause a sinkhole.

One contractor who bid on the project said the storm drains, which were installed in the 1980s, lasted longer than they typically last today. He also suggested that we may experience more failures in the future, but that there is no way to predict which ones or when.

Together, the two repairs cost several thousand dollars. As a result, the board wants to include the storm drainage system in the next reserves study. In the meantime, we will be monitoring the other storm drain boxes for possible sinkholes. Our experience with this over the next couple of years will help determine if the SMA needs to set aside reserves to handle the cost in the future.

Trash Pickup Schedule

April 16—Trash, recycling & bulk

April 23—Trash only

April 30—Trash, recycling & bulk

May 7—Trash only

May 14—Trash, recycling & bulk

May 21—Trash only

May 29—Weds pick-up due to Memorial Day holiday. Trash, recycling & bulk

June 4—Trash only

June 11—Trash, recycling & bulk

June 18—Trash only

June 25—Trash, recycling & bulk

July 2—Trash only

July 9—Trash, recycling & bulk

July 16—Trash only

July 23—Trash, recycling & bulk

July 30—Trash only

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

Remember: Trash receptacles should be curbside for collection no earlier than 3pm on Monday for collection on Tuesday and removed from the street  by 6pm on Wednesday.