Oct. 27 Chili Potluck cancelled due to weather

Unfortunately, due to the forecast of rain, the Chili Potluck planned for this Sunday, October 27, has been cancelled. As of this posting, it has not been re-scheduled. Watch this blog and the SMA newsletter for upcoming SMA social events.

October - November News

President’s Corner

The just-completed transition to our new property management firm was far from seamless, and took many months to complete. But now that we are fully aligned with Abbitt Management, our community’s future seems brighter than ever.

The change in management, which officially took place on August 1, took several more weeks to fully seat. The Association’s cash accounts had to be closed out at the old firm and then put into our new bank chosen by Abbitt. Further, all of the financial information from the first seven-eight months of this year had to be tied in by Abbitt’s accountants with current data.  That was easier said than done, in part because our old firm used the accrual system of accounting and Abbitt’s reports are on a cash basis.

Finally, on Oct. 9 the SMA board held its first regular meeting where all of the financial reports and other agenda items were under the Abbitt banner. For your directors, this became our “Aha!” moment, when we knew it was all coming together. It must have felt something like this at Promontory Summit, Utah, at the May 10, 1869, golden spike ceremonies that connected the rails of the first transcontinental railroad.

Okay, maybe I’m being a little melodramatic. But I can honestly say that it was at that moment I felt, for the first time in months, that everything was going to be alright. Our new property manager, Tricia Wells, expertly facilitated our board meeting while also alerting us to areas that need special attention, such as gaps in our insurance coverage.

Among other things, we voted to adopt a new collections policy that will reduce our exposure to past-due accounts.  We also agreed to pay for a one-time comprehensive legal review of all our governing documents so that we can correct any inconsistencies and be confident which documents prevail. Further, we voted to have accountants do audit reviews of the Association’s books for 2018 and 2019, which will ensure the accuracy of our books before and after the changeover.

Lastly, we addressed our 2020 budget. While we are blessed with a healthy balance sheet, we had unusually high expenses this year, and we know that we will be facing more issues with our aging infrastructure next year and beyond. To help ensure our continued financial viability and avoid any special assessments to pay for unexpected events, the Board voted a modest increase in owner assessments for 2020: from $715 annually to $750. We recognize that our relatively low assessments represent one of our community’s greatest assets, and we are committed to keeping them as low as possible going forward.

We are grateful for the extraordinary efforts put forth by Tricia Wells and others in her organization to bring us under the Abbitt Management umbrella in the least disruptive way. Directors come and go, but a solidly professional management team is essential to ensuring that we remain a vibrant and healthy community.

As Casablanca’s Rick said in that movie’s final scene, “Louie, I think this is the beginning of a beautiful friendship!”

- John Gullett, President

Fall Block Party Oct. 27—A Chili Potluck affair!

The Stratford Manor Association’s new series of neighborhood block parties continues this fall with a Chile Potluck event on Sunday, Oct. 27.  All Stratford Manor owners and residents are invited to attend this afternoon function in the common area behind Sloane Place.

The outdoor event, which runs from 3 to 5 p.m., is free but you are asked to bring a pot of chili, toppings, or a dessert to share. “The idea is for neighbors to come together on a beautiful fall afternoon to enjoy fun and fellowship in our community,” said Katie Johnston, chairperson of the social and welcome committee. She said the May 18 block party was a big success, with some 35 to 40 residents attending, showing there is a demand for this type of activity.

If you have not already sent in your RSVP, you can do so and sign up for what to bring by emailing Ms. Johnston at kjohnston813@gmail.com, or by calling Linda Wahlert at (757) 570-1296.  Please bring your own beverages and lawn chairs.

“We look forward to continuing our social activities and getting to know more of our neighbors,” said Ms. Johnston.

If the party is called because of bad weather, a new date will be announced.

Don’t forget: Annual Meeting is Nov. 20

The annual meeting of the Stratford Manor Association’s owners, where you will get to elect new board members and ask questions of the board as well as our new property management firm, will be held on Wednesday, Nov. 20. The meeting, which will be held at Christ United Methodist Church on Deep Creek Road, will begin promptly at 7 p.m.

“This should be a particularly informative meeting,” said SMA President John Gullett, “since we are under new management.” He said having Tricia Wells, Abbitt Management’s community association manager, on hand to explain Abbitt’s approach to managing the Stratford Manor community should be very  helpful.

In addition to the election of three board members (See separate story on page 3), he said he hopes to initiate an in-depth discussion of the pros and cons of having a policy on rentals, including short-term rentals like Airbnb. “Our rules don’t address this at all,” he said, “and we need to decide if we want to put something in place that controls this type of activity.”

“This meeting is one of those rare opportunities for all owners to help forge the future of Stratford Manor,” he added. “Please try to be there!”

The usual pre-meeting mailing of annual meeting materials, including proxy statements, will be sent to owners in November.

Board tackles speeding problem

The SMA’s Oct. 9 Board meeting saw Board members vigorously debating what to do about residents and neighbors who reportedly use excessive speed to get in and out of Stratford Manor. As a result, the Board promised action on two fronts: new speed limit signs will be posted within the community; and the Board will work with the Newport News police for assistance in slowing down traffic on Wellesley Drive between Warwick Boulevard and Kenilworth Drive.

“We can’t measure exactly how many drivers speed into our community on a daily basis,” said SMA President John Gullett, “but the perception among many residents is that it is a significant problem.” He added that Board members’ concerns were heightened by the recent liberalization of SMA rules on riding bicycles, scooters, etc., in Stratford Manor.

“Currently, our speed limit of 15 miles per hour is posted in small letters on our Stratford Manor entrance signs,” Mr. Gullett noted, “but nowhere else. We asked Nancy Allen Wednesday night to research types of signage and give the Board a recommendation.”

Meanwhile, Mr. Gullett said he spoke with Newport News Police Lt. Jessica Pennington of the Central District about helping with the slow-down effort. “She was very receptive to the idea, and pledged to spearhead actions to help us meet our objectives. “

“Among other things,” he said, “the speed box that displays motorists’ exact speeds will be utilized along Wellesley after the box returns from a technology upgrade. If we can get motorists to slow down on the public portion of Wellesley, it will go a long way toward slowing down traffic in Stratford Manor.”

The other two previously announced Board meeting topics—shorter deadlines for non-architectural violations and towing for curb parking—were tabled until a later meeting.

Three owners seeking Board seats

Three Stratford Manor resident owners have answered the call for candidates to fill Board of Director seats opening up in November. Linda White, a 21-year resident who lives at 142 Kenilworth Dr., has submitted a nomination application. Also stepping up to volunteer their service on the Board are Donna M. Groller, 141 Kenilworth, a former director of human resources, safety and training; and Frances B. Hodges, 123 Sloane Pl., a former legal assistant for the Department of Justice.

Three members of the current Board, Kevin Leigh, Ann Turner, and Tonita Hoe, are not seeking reelection when their terms end on Nov. 20, paving the way for nominees to fill the seats being vacated.

Ms. White said serving on the Board “gives me a chance to give back to my community and make a positive difference for my neighborhood, and a chance to socialize and get to know more people”

Ms. Groller said she wants to be an integral part of the community, “to ensure our properties are well maintained and try to help the residents live in a harmonious environment.”

Ms. Hodges said she cares about the community, “and I want to see that it continues to be the best community in which to live. I care about people and enjoy helping others.”

Linda Wahlert, chairperson for the nominating committee, noted that the nominating process will remain open until the Nov. 20 annual owners’ meeting, and that nominations may also be made from the floor during the meeting. Nominating applications may be obtained by contacting Ms. Wahlert at (757) 570-1296, or lindawahlert@hotmail.com.

Dry weather prompts delay in seeding the grass

Year Round Landscaping (YRL) is keeping busy aerating the grassy common areas, trimming shrubs and cleaning up yard debris—but putting down seed has been delayed due to the abnormally dry weather conditions.

Landscaping Committee Chairperson Nancy Allen told the Board on Oct. 9 that YRL is hoping that “Mother Nature will cooperate and provide us some moisture, so the fall seeding can be done in a timely way.”

Meanwhile, the normal grass cutting, edging, and leaf-blowing activities are continuing.

Solar may be answer to Sloan entrance lighting issue

The long-delayed project to light the two remaining Stratford Manor entrance signs may see some movement soon. After hearing renewed complaints about how difficult it can be to see the entrance to Sloan Place off Wellesley after nightfall, the Board voted at its Oct. 9 meeting to obtain quotes for a solar-powered light as a test of its long-term effectiveness.

The Board approved installing lights at all three entrances over a year ago, and got the first one put in rather quickly. But the Board put a hold on the rest of the project after learning that Dominion Energy would charge several thousand dollars to provide electrical connections to the remaining two lights.

Later, the Board voted to get quotes on the cost of replacing the entire signage with new versions that incorporate lighting. Then, with the change in property management firms effective Aug. 1, this and other major projects had to be postponed until the transition was complete.

“We still want to find out what it would cost to replace these aging signs with something more contemporary,” said John Gullett, president of the SMA. “But with winter coming on, we want to provide some relief as quickly as we can.”

Abbitt Management, SMA’s property management company, will help the Board determine whether solar power will work in the shady area around the Sloane entrance, and then get the work done.

Trash Pickup Schedule

October 22—Trash only

October 29—Trash, recycling & bulk

November 5—Trash only

November 13—Weds pickup due to holiday. Trash, recycling & bulk

November 19—Trash only

November 26—Trash, recycling & bulk

December 3—Trash only

December 10—Trash, recycling & bulk

December 17—Trash only

December 24—Trash, recycling & bulk

December 31—Trash only

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

Trash and recycling receptacles should be curbside no earlier than the evening before scheduled collection day and removed from the street by the morning after collections. Bulk trash, which is collected on the same schedule as recycling, may be put out the weekend before scheduled collection.

Chili Potluck on October 27

Join us for fun and fellowship at the upcoming Chili Potluck on Sunday, October 27 from 3:00 to 5:00pm in the communal lawn section behind Sloane Place. This event will be a potluck, so please plan to bring a pot of chili, toppings, or a dessert to share. Everyone can bring their own beverage and lawn chair.  

You can sign up for what to bring and RSVP for the event by emailing Katie Johnston at kjohnston813@gmail.com or calling Linda Wahlert at 757-570-1296.

We look forward to continuing our social activities and getting to know more of neighbors.

August - September News

President’s Corner

With Labor Day just around the corner, we can all be enthused about the fact that this all-too-hot summer is nearly over. For those of us involved in work for Stratford Manor’s homeowners’ association, our enthusiasm is bolstered even more by the changes we are making in our property management team. 

As earlier reported, effective August 1 we came under the management of Abbitt Management, a leader in the area in association management. The process of switching property management firms is a complicated one, especially in the middle of the year. While our former firm, AAMG, works to close out the partial-year books and transfer them to Abbitt, your board has had to pretty much sit back and wait. We had developed an ambitious agenda for this year and we made considerable progress until we decided to switch firms.  At that point, we had to hold off engaging any new projects until the transition could be completed.   That transition is still under way (see separate story on our annual meeting date).

Tricia Wells,  Abbitt’s community association manager , heads up that firm’s property management team for Stratford Manor and several other associations.  She has 15 years’ experience at helping associations operate at maximum efficiency and effectiveness, so this is not her first sword dance. “I am really looking forward to this new challenge, “ said Ms. Wells. “Stratford Manor is a well-established community with a large group of homeowners who are dedicated to the community’s well-being. That’s a formula for success in any organization.”

Ms. Wells’ team includes Kathy Anderson, Abbitt’s community association bookkeeper, and Jennifer Norman, assistant community association manager.  Questions about your account should be addressed to owneraccount@abbitt.com, or you can call (757) 874-4900. All other questions should be addressed to Ms. Wells or Ms. Norman, at the same phone number or by emailing Associations@abbitt.com.

However, the Abbitt team prefers any complaints be put in writing . “Phone messages are not documented,” explains Ms. Wells, “but emailed complaints give us a record we can rely on as we investigate.” 

Despite the changes we are going through, we did make progress on a number of items, including modernizing our rules and regulations designed to improve the quality of life for our community and its residents. Not that these changes were universally hailed.  Some residents expressed dismay that liberalized holiday decorating rules mean we will have a less uniform look next Christmas. Others are unhappy that we have loosened the rules on bicycle riding and recreational use of the common areas, especially from a safety standpoint.

But we received positive feedback as well.  Jan Murtoff, who lives at 145 Wellesley said, “I have been here nearly 20 years, and over that time I have known several parents who would complain about the restrictions on their children’s activities.  Seeing kids on bicycles is so refreshing. And people should have the freedom to put up (most) whatever they want at Christmas.”

Fran Hodges, of 123 Sloan Place, said she was okay with the changes. “I think everyone should be able to live with them; I don’t see them as that much different.”

  

Betty Hertz, 119 Wellesley, has been living in Stratford Manor for 33 years. She said she liked the new rule about being able to put out bulk waste the weekend before, and was glad to see the board “ease up” on rules regarding children and Christmas lights. “We are not Colonial Williamsburg,” she said, describing the “look” that some residents prefer to see over the holidays.

Undoubtedly, this discussion will continue at our annual meeting in November. Meanwhile, I hope all of us will give these changes a chance to work.

- John Gullett, President

Annual Meeting Set for Nov. 20

The annual meeting of the Stratford Manor Association’s owners will be held later than usual this year: Wednesday, Nov. 20.  As is customary, it will be held at Christ United Methodist Church on Deep Creek Road, starting at 7 p.m.

SMA President John Gullett said the association’s practice in recent years has been to hold the meeting in October, but the bylaws allow it to be held anytime between October and the end of the year. “In this case,” he added, “the transition to a new property management firm has prompted the board to set a date that will allow Abbitt Management’s reign as property manager to become better seated.  Abbitt is still in the throes of receiving  our files and incorporating them into Abbitt’s system.  Until the transition is complete, we can’t even put together a budget for 2020.”

He added that many of Abbitt’s clients already hold owners’ meetings in October, leaving very few opportunities to “squeeze us in” on Abbitt’s schedule.

The election of three new directors headlines the meeting, along with the association’s outlook and plans for 2020. “We are still looking for candidates for the board seats being vacated (See separate article below). Plus nominations may be made from the floor at the owners’ meeting.

Detailed information about the meeting will be mailed to homeowners in early November.

Are you a leader? The board wants you

The SMA board of directors will be losing three members this fall, and the search continues to find qualified successors.  Nominating Committee Chair Linda Wahlert said she has been contacted by a few interested persons since the search began in June, but is still short of having a sufficient number of candidates lined up for election at the Association’s annual owners’ meeting this fall.

“The qualifications are straight forward,” said Ms. Walhert. “If you own a home in Stratford Manor and have an interest in helping the Association strengthen its ability to help protect everyone’s investment, I would love to talk to you.”

Board membership involves six regular board meetings a year, the annual owners’ meeting, and possibly committee work.

Ms. Walhert may be contacted at (757) 570-1296, or lindawahlert@hotmail.com. Or, contact Nominating Committee member Nancy Allen, at (757) 930-8161, or nallen16@cox.net. Nominations may also be made from the floor at the owners meeting.

Owner info form needed for Abbitt’s files

If you haven’t returned Abbitt management’s owner information form, please do so soon. Why? It represents the official record of your contact information, and all that data may not have been passed along to Abbitt by the previous management firm.

If the form’s request for your social security number kept you from responding, please know that you can simply write in the last four numbers. Abbitt also needs to build a file on our rental units, so if you are renting out your home please complete that section of the form as well.

If you have questions about the form, write to Associations@abbitt.com, or call 757-874-4900.

Fences repaired; tree trimming next

Rosenbaum Fencing Co. made fast work of major repairs to Stratford Manor’s perimeter fencing in August,  securing some sections of fence that were in danger of collapsing.

Nancy Allen, Landscaping Committee chair, supervised the project, which involved installing several new wood posts in concrete, next to existing ones that had rotted away.  “Our fencing is really old,” said Ms. Allen, “and Rosenbaum told us that we will have to replace it before too long. But these repairs will give us another few years of fence life.”

A large section of fencing between Sloan Place and Deep Creek Road was in particularly bad shape, said Ms. Allen, and had to be repaired without being able to work on the other side.  “Since there are private homes on Deep Creek that back up to our fence, Rosenbaum had to do all of its repairs on our side only.  I think they did a remarkable job.”

Meanwhile, Squirrely Jack Tree & Lawn Care was scheduled to come in late August to take care of overgrown and dead tree limbs. Some two dozen areas were identified earlier this summer as needing a “haircut”, and should be looking better by September.

Abbitt takes reins of lawn service activity

At Landscaping Committee Chair Nancy Allen’s request, the SMA board has asked Abbitt Management to assume the day-to-day supervision of Year-Round Landscaping (YRL) , SMA’s lawn service. Ms. Allen and her committee will still be responsible for beautification projects.

“We are deeply grateful for Nancy’s tireless work in managing our landscaping service for a very long time,” said SMA President John Gullett, “and we respect her desire to hand over the reins to someone else. We are also relieved to know that she will continue to head up the board’s ongoing efforts to make improvements to SMA’s common areas.”

This change means that if an owner has any issue with YRL, they should submit a complaint in writing to Abbitt’s property manager, Tricia Wells,  at Associations@abbitt.com, or in the mail to 11835 Fishing Point Drive Suite 101. As before, any complaints or suggestions about YRL’s work should be reported to the management firm—not to the lawn service crew.

At next board meeting: towing, parking, etc.

The SMA board’s Oct. 9 meeting may see some fireworks over the age-old question of what steps we should take to reduce illegal curb parking and to slow down speeders.  At the same time, directors will deal with a less-controversial issue regarding the length of time we give homeowners to fix minor issues like overgrown gardens.

SMA President John Gullett said some board members want to better utilize the association’s power to tow vehicles that are illegally parked on curbs, especially across from parking spots where it may cause difficulty for owners backing out of their space.  “The argument is that we need to be more aggressive in towing so that everyone gets the message,” he said. “At the same time, we are all concerned about the danger to children and others by drivers speeding through the complex—especially now that the rule on riding bicycles, scooters, etc. has been liberalized.”

Meanwhile, board members have expressed an interest in establishing shorter deadlines than 30 days for non-building violations. The 30-day notification rule has been used on all violations, except in the case of emergencies. “If an owner has 30 days to cut their grass,” said Mr. Gullett, we all will have had to live with that eyesore way too long.”  He said a deadline in the 7-10-day range is being considered.

“Whatever we decide on these issues, it will be based on what is in the best interests of our residents and the community,” Mr. Gullett said.  “If any of our owners have an interest in expressing an opinion on any of these topics they are welcome to do so at our next board meeting.”

Caring neighbors come to the rescue

If anyone tries to tell you that Stratford Manor owners are a bunch of strangers wrapped up in their own lives, relate to them this item: a true story that shows how we can and do pull together in a crisis.

Recently a resident was walking her dogs early in the morning after a fierce thunderstorm the night before, when she noticed shattered glass behind a home on Wellesley.  Then she saw that a large window on the sun porch was destroyed, and that no one was home. She immediately contacted two neighbors who live nearby and was told that the owner had gone out of town.  They volunteered to immediately contact her by phone, to see what she wanted them to do. Regrettably, the owner was on an airplane and could not be reached.

SMA President John Gullett, who lives nearby, inspected the damage and decided to call the police to make sure there was no intruder hiding inside. The police officer determined that the glass had broken outward, perhaps by a trapped bird or a lightning strike during the previous night’s storm.  He concluded that there was no intruder, and there appeared to be no damage inside the sun porch. When the owner was finally contacted later that day and was able to talk to her insurance company, she asked her neighbors to see if “Handy Howard” Crear, a popular handyman in the community, would install plywood to protect the home from animals and more rain. Mr. Crear responded immediately and installed plywood in the opening that afternoon.

“We want to thank all our neighbors who came together to help out a fellow resident in an emergency,” said Mr. Gullett, “and especially Howard for dropping what he was doing and coming over immediately. This happy ending reminds us of the importance of the safety slogan, ‘See something, say something’.”

Trash Pickup Schedule

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

September 10—Trash only

September 17—Trash, recycling & bulk

September 24—Trash only

October 1—Trash, recycling & bulk

October 8—Trash only

October 15—Trash, recycling & bulk

October 22—Trash only

October 29—Trash, recycling & bulk

November 5—Trash only

November 13—Weds pickup due to holiday.  Trash, recycling & bulk

November 19—Trash only

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

Trash and recycling receptacles should be curbside no earlier than the evening before scheduled collection day and removed from the street by the morning after collections. Bulk trash, which is collected on the same schedule as recycling, may be put out the weekend before scheduled collection.