February - March 2020 News

President’s Corner

When your Stratford Manor Association board came together on Feb. 12 for its first meeting of the new year, there was a noticeable sense of both relief and optimism among our nine directors:

 --“Relief” because we have, for the most part, put a tumultuous year behind us. There are still some end-of-the-year loose ends, but Abbitt Management has guided us through an orderly process for closing out the old year.

--”Optimism” because 1) we entered 2020 with a very healthy balance sheet; 2) we now have a very strong new board fully seated (the last new addition was Bob Lucas, who came aboard in December); 3) we added two new committees (See news item on Page 3); and 4) we formally adopted some very meaningful 2020 board goals to guide us.

 We are now focused on the challenges of the new year, and we believe we have all the resources we need to make it our best year ever. Our ambitious goals reflect that optimism. For instance, we will shortly engage a consulting engineer who will help us develop a master plan for infrastructure work (road repairs and paving, sidewalk and curb repairs, etc) and finally launch Phase 1 of what we anticipate will be a multi-year project.

Engaging a consultant for this planning makes perfect sense this year, since we are required by law to have an independent and comprehensive inspection and review of our infrastructure needs in 2020. This new study, which will give us the estimated cost of repair or replacement of major common-area components over the next five years, is aimed at making certain that the association is setting aside enough “replacement” funds to finance these costs.

The last such study, completed in early 2016, calls for us to deposit a total of $15,089 into our replacement reserve funds this year. Our modest increase in owner assessments for 2020 is allowing us to set aside more--a total of $19,838.

The board’s other 2020 goals include conducting a comprehensive review of our governing documents, development of a policy on short-term rentals (e.g., Airbnbs), continuation of efforts to build a heightened sense of community among residents, and beautification of common areas as our budget permits.

In short, we are off and running in the new year—focused on continuing our efforts, individually and as a board, to maintain and perhaps even improve the quality of life in Stratford Manor for all of our residents.

With your cooperation and support, we CAN make a difference!

--John Gullett, President

Save the date: free block party May 16

Reminded of last year’s highly successful neighborhood block party, the SMA board approved Social and Welcome Committee Chairperson Katie Johnston’s request to stage a comparable outdoor event this spring.  This year’s party will be held on Saturday, May 16—typically great weather for an outdoor event!

“We haven’t worked out the details,” said Ms. Johnston, “but we hope to exceed last year’s attendance, since word got around about the benefits of enjoying good food and conversation with neighbors at a SMA-sponsored block party.”

Last spring’s event was held in mid-May in the large common area behind several Wellesley units. It attracted 35-40 residents who enjoyed grilled hamburgers, hot dogs and sides—and games. “It was a great opportunity for residents to meet more of their neighbors,” said Ms. Johnston. “The feedback was all positive.”

Details of the May 16 party will be announced well before the event. All Stratford Manor residents and owners and their families are invited, at no cost to attendees.

Landscapers gearing up for busy spring

It probably doesn’t look like it to most residents, but spring is fast approaching, and Year Round Landscaping (YRL) is already at work tackling items on its spring checklist.

As usual for this time of year, YRL is spending the rest of February and into March trimming crepe myrtles and various grasses, fertilizing the common-area grass, spraying for weeds and putting down mulch.

Landscaping Committee chairperson Nancy Allen said she and YRL are hoping that we dodged serious winter weather again this year. “But we remain prepared to deal with whatever comes our way,” she added.

Rain storm fells tree, overloads drainage

Strong rain storms moving over Stratford Manor in mid-February brought down at least one large tree in the natural area behind Sloane Place and created a small lake in the common area between Sloane and Wellesley Drive.  Luckily, no damage was reported.

Landscaping Committee Chairperson Nancy Allen said one tall tree fell neatly between two other trees without hitting anything. A second tall tree had slammed into an adjoining tree and hung up on its branches.  This “leaning tree” created a hazardous situation that prompted the board to consider it an emergency.

“We contacted Squirrely Jack (Tree and Lawn Care) and they came out immediately to investigate,” said Ms. Allen. “They agreed that it needed to come down right away, and scheduled its removal as soon as they completed work on an emergency already under way at another location.”

It should be removed in a few days, said Ms. Allen. “Until then, we urge everyone to stay away from that area until it no longer poses a threat.” If it does fall, it will not hit any structures.

At the same time, a major drain behind 91 Wellesley Drive backed up enough to fill the entire common area— in part due to rocks covering the drain opening. “A resident reported seeing neighborhood kids one day moving around the large rocks surrounding the opening,” said Ms. Allen.  “This was a potentially serious problem that, thankfully, we are correcting right away.”

She said YRL, who is doing the work on that drain, has been asked to inspect the other drains in our community to see if they have any obstructions, and to set up a schedule for future drain inspections.

Solar light passes test; Phase 2 OK’d

Responding to residents’ complaints about the darkness of the entrance to Sloane Place at Wellesley Drive, the SMA board late last year installed on a test basis a solar flood light aimed at the entrance sign. The good news: the light actually works most days, despite a warning by our contractor that it might not.  The bad news: it needs strengthening to make it bright enough for everyone to see it.

“Later this year we hope to revisit our plans to replace the entire signage with signs that have built-in lighting,” said SMA President John Gullett. “For now, we are attempting to provide temporary lighting that’s affordable—and that means solar.”

At its February 12 meeting, the board approved the purchase of additional solar lights to boost the lighting at Sloane and add lighting to the only remaining unlit sign, on Kenilworth Drive near Deep Creek Road.

To hold down costs, board members will purchase and install the lights themselves. Mr. Gullett said we should see the new lights in the next few weeks.

Homeowners’ patio leaves add to cleanup costs

The SMA board had to deal with an unpleasant surprise in the aftermath of this winter’s final leaf pick up by its lawn service: large piles of leaves that magically appeared after the crew had gone.

“Year Round Landscaping (YRL)  informed us in January that the piles were not their responsibility and that we would have to pay an additional cost to have them picked up,” said SMA president John Gullett. “We realized—too late—that some homeowners apparently thought it would be okay to rake their patio and flower bed leaves into the common areas.

“Unfortunately, we couldn’t be certain which units the leaves came from, so we had to fork over nearly $1,200 of association funds to clean it all up.”

Mr. Gullett speculated that some residents may not realize that they are responsible for picking up and disposing of leaves on their property, either in their trash cans or in clear bags for regular curbside pickup. “Our contract with YRL does not cover removal of leaves on homeowners’ properties,” he explained.

He said the costly incident prompted the board to commit to doing a better job next fall in reminding residents to pick up their own leaves.

“With everyone’s cooperation,” he said, “we can continue to maintain a well-kept look in our community without incurring unnecessary expenses.”

Board appoints committee leaders

The SMA board filled two committee chair vacancies at its Feb. 12 meeting, giving the association a full slate of committee leaders for 2020.

Donna Groller, who was elected to the board last November, has been appointed chairperson of the newly named Governing Documents Committee (formerly called Rules and Regulations).

Bob Lucas, who joined the board in December, heads up the newly created Infrastructure Replacement/Repair Committee. This new committee will oversee the development and implementation of a master plan for infrastructure work (roads, storm drains, fences, curbs, etc.). Mr. Lucas’s group will also coordinate the 2020 updating of the association’s reserves study (See President’s Corner on Page 1).

“Ms. Groller’s  experience as a human resources executive will prove invaluable as she and her committee tackle a comprehensive review of the association’s articles of incorporation, bylaws and other governing documents this year, “ said President John Gullett. “And Mr. Lucas’s skills as an Air Force officer and Defense Department consultant will ensure that we get maximum benefit from our infrastructure studies.”

Reappointments to committee chairs for 2020 include: Linda Wahlert, Nominating Committee; Satori Gregorakis, Architectural Committee; Nancy Allen, Landscaping Committee; and Katie Johnston, Social & Welcome Committee.

Annual Owners’ Meeting date set

The annual meeting of the Stratford Manor Association’s owners will be held on Wednesday, Nov. 18, at Christ United Methodist Church on Deep Creek Road.

The SMA board settled on the date after reviewing last year’s meeting results. SMA President John Gullett said the shift to a November timeframe from the traditional October dates was necessary in 2019 because of the change in property managers. “But we felt like the later date gave us additional valuable time to more accurately report on the year’s accomplishments and shortfalls.”

He said meeting materials will be sent out with the usual proxy mailing in early November.

Trash Pickup Schedule

February 25—Trash only

March 3—Recycling, bulk pickup & trash

March 10— Trash only

March 17— Recycling, bulk pickup & trash

March 24— Trash only

March 31— Recycling, bulk pickup & trash

April 7— Trash only

April 14— Recycling, bulk pickup & trash

April 21— Trash only

April 28—Recycling, bulk pickup & trash

May 5— Trash only

May 12— Recycling, bulk pickup & trash

May 19— Trash only

May 27—Weds pickup due to holiday. Recycling, bulk pickup & trash

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.

December 2019 - January 2020 News

President’s Corner

When board members at our Dec. 11 session began critiquing the Nov. 20 annual meeting of Stratford Manor Association homeowners, the list of suggestions for improvement was slim. Some thought the relatively low attendance (less than 30 owners) indicated a lack of interest. But others said it was a positive sign—an indication that most owners felt well informed by reading a year’s worth of the SMA Newsletter, and had fewer gripes with the board or management.

Take your pick. But one criticism we all agreed on:  Owners who were seated toward the back of the room had trouble hearing some of the speakers. We will fix that next year by using a public address system. But for those of you who couldn’t hear well, or didn’t make it to the meeting, here are highlights of my “President’s Report”:

“When board members sat down early this year to craft our goals for 2019, we had no idea that we would have to deal with the turbulence that comes with changing property managers.

“We had been dissatisfied with AAMG for some time, but the situation got worse in the first few months of this year—so much so that the board came to the painful conclusion that we needed to make a change.

“The reason is pretty simple-- the board was taking on some ambitious challenges in the management of our community, involving both our aging infrastructure and a culture that some have described as “toxic.” The prior firm simply didn’t have the resources to meet our needs in these key areas.

“So in the spring of this year we began an extensive search for an agency that would help us achieve our objectives. And once we were convinced that we had found a viable candidate, we notified AAMG that we were terminating them effective August 1.

“That notice came on June 1, and it changed everything with respect to our relationship with AAMG.  On top of that, we had to hold off starting any major projects until we transitioned to a new firm—which we knew would have its own preferred contractors.

“ I am pleased to tell you that the full transition to Abbitt finally became apparent at last month’s board meeting (on Oct. 9), where we were able to review our first set of financial results that had been prepared solely by Abbitt’s accounting department.

“It’s been a long, frustrating process for all of us involved. And there are still some tasks to perform to get this totally behind us. But it became apparent in our October meeting that we had made the right decision to hire Abbitt.

“Despite the turmoil of those four or five months, we did manage to make progress in pursuing our long-term goals related to the community’s culture. Many of you will remember the high degree of negativity and isolationism in our community just two years ago.  

“So this year we adopted several goals that were intended to help create a heightened community spirit, and make for a more harmonious environment for all residents.

  “It’s a long-term effort that will take more than one year, but things seem better now than they were a year ago, when we talked about the clash between the traditionalists and the progressives.

“Among other things, we are making a deliberate attempt to enforce rules and regulations more consistently, build a greater level of trust between the owners, the board, and the property managers, and enhance the community spirit among residents.

“As part of this effort, we launched a program to welcome new owners with a nice gift basket and greetings from board members…our version of the Welcome Wagon.

“We kicked off a series of outdoor events that are designed to allow all of us to meet more neighbors and enjoy everyone’s company. The fall gathering was canceled due to bad weather, but a holiday version is now in the planning stages.

“We made a commitment to be as transparent as possible in reporting on the board’s actions, principally through our comprehensive, bi-monthly SMA newsletter. This has been a two-edged sword, because it sometimes elevates expectations that are not met due to unforeseen events. But it is essential in our efforts to build trust in the leadership.

“And last but certainly not least, we managed to complete a comprehensive updating of our rules and regulations so that they appeal to a broader group of our diverse population. Among other changes, liberalizing our holiday decorating regulations and loosening rules on bicycle riding and recreational use of our common areas, seem to some of us to have bolstered the spirits of many of our residents with families.

“We have many challenges ahead of us, especially in dealing with the decaying condition of portions of our infrastructure. Our roads, curbs, sidewalks, fences and drainage systems are likely to require big dollars to repair over the next several years.

“This was behind our difficult decision last month to implement a modest increase in owner assessments for 2020—from $715 a year to $750. These additional dollars will go directly into our reserve fund accounts, so that we are a little better prepared for those future expenses.

“But I assure you that the board understands that our relatively low assessments—and they really are low-- represent one of our community’s most valuable assets. And we remain committed to keeping it that way.”

On behalf of your Board members, have a great holiday season with family and friends!

John Gullett, President

2020 SMA officers, meeting dates set

SMA’s board elected its 2020 leadership at its annual organizational meeting on Dec. 11, including a new secretary and a new treasurer.

John Gullett and Linda Wahlert were reelected president and vice president, respectively.

Filling the treasurer’s post is Satori Gregorakis, who succeeds Tonita Hoe. Mr. Gregorakis has been on the board for two years and will continue to head up the architectural compliance committee.

Frances Hodges, who was elected to the board at our Nov. 20 annual meeting, was named secretary, succeeding Ann Turner. She previously served as secretary and newsletter editor in 2017.

 In addition, the board confirmed that it will continue its recent practice of meeting every other month in 2020. Starting on Feb. 12, the board will hold its regular meetings on the second Wednesday of every other month next year.

The remaining 2020 meeting dates are April 8, June 10, Aug. 12, Oct. 14, and Dec. 9, with reminders in the SMA Newsletter. In addition the board may call a special meeting at any time, as long as it gives owners adequate notice. Unless otherwise notified, all board meetings will be held in Abbitt Management’s conference room in Abbitt Professional Park, at 11835 Fishing Point Drive in Newport News, Suite 205.

The annual owner’s meeting for 2020 will be held on Wednesday, Nov. 18.

Annual Meeting routine, except for rentals

The Stratford Manor Association’s annual owners meeting on Nov. 20 was, for the most part, fairly routine. A relatively small number of owners—less than 30—listened quietly while board members and Tricia Wells, Abbitt Management’s property manager for Stratford Manor, made their presentations and conducted board elections.

Three new directors—Donna Groller, Fran Hodges, and Linda White—were elected to fill board seats vacated by the expiring terms of Ann Turner, Tonita Hoe and Kevin Leigh (See separate story on Page 3).

One of the few complaints aired at the meeting had to do with a  dumpster placed in front of a unit on Kenilworth Dr. Ms. Wells took care of that complaint the next day by contacting the contractor doing the renovations and asking him to remove the overflowing container. (By the end of the week, the dumpster was gone.)

  

But when SMA President John Gullett introduced the topic of rentals—both short-term rentals, often called Airbnbs (an online broker who offers home stays to people who want to avoid hotels), and full-time rentals arranged by absentee owners of units in the complex—many attendees became animated and spoke up about their feelings on the topic.

“We don’t want Stratford Manor to become an apartment complex,” said one resident who wanted to limit the number of renters. “We should be able to make some extra income by renting out a room for the weekend,” said someone who favors Airbnbs.

Mr. Gullett pointed out that SMA has no rules regarding rentals, short-term or otherwise. “In researching this topic, I also learned that the debate on limiting rentals in the community—they call it imposing a rental cap—can seriously divide owners.”

“As with anything your board does,” he added, “we must strive for a balance that considers the rights of property owners to do as they wish, with neighbors’ rights not to be harmed or inconvenienced. That’s why we added this topic to our agenda.”

He noted that the topic of Airbnbs is being addressed by the City of Newport News, by holding public hearings and developing requirements that will include permits. “It’s a hot topic,” Mr. Gullett said, “and City Council is having difficulty agreeing on the exact legislation. But some form of regulations is coming, and they will either apply to us or give us a model for changing our bylaws to conform to the new law.”

Meanwhile, he said, we need to come to grips with the rising number of rentals in Stratford Manor. (As of Dec. 11, Abbitt’s records indicate that some 37 units are managed by absentee owners, representing 28 percent of our community).

“Did you know that if our rental units rise to the 50 percent mark,” he said, “that FHA will no longer grant mortgages to potential buyers? And if that happens, you are likely to have a harder time selling your home if you ever decide to put it on the market.”

When asked for a show of hands, considerably more members of the audience indicated they are in favor of imposing a rental cap. But there were dissenters, and everyone was encouraged to express their opinions.

Mr. Gullett ended the meeting segment by promising owners that if the SMA decides to pursue a rental cap, they will be given a chance to vote on the issue.

Four new directors take their seats

When the SMA board convened its Dec. 11 organizational meeting, four of the nine director seats had changed. Donna Groller, Linda White, and Frances Hodges were elected to the board at Stratford Manor’s annual owners meeting on Nov. 20. They replaced Tonita Hoe, Ann Turner and Kevin Leigh, who did not run for reelection.

In addition, board member Caroline Langdon, who still had two years left on her 3-year term, resigned from the board on Dec. 1 for personal reasons. So the board voted at the start of its Dec. 11 meeting to fill her position with John (Bob) Lucas, of 156 Wellesley Dr.

“Bob is highly qualified to fill the remaining two years of Caroline’s term,” said SMA President John Gullett in presenting the nominating committee’s choice for the vacancy. “He retired from the Air Force in 1990 at the rank of major, and has spent the last 30 years providing consulting services to various Department of Defense organizations.”

Lucas and his wife, Barbara, moved into Stratford Manor in 2017. He said he agreed to serve on the board because he wants to be a contributing factor to the welfare of the community, “by actively helping to make Stratford Manor an even safer and more welcoming place.”

Ms. Groller, of 141 Kenilworth, said she believes her extensive experience as a director of human resources and safety training “will be a valuable asset to the Stratford Manor community. My role as a former military wife is an added bonus.”

Ms. White, of 142 Kenilworth, said she has lived in Stratford Manor for 21 years. “I know the rules and want to keep them and Stratford Manor as beautiful as it can be,” she said. “Volunteering for the board gives me a chance to give back to my community.”

Ms. Hodges, who lives at 123 Sloane Place, is a former legal assistant for the Department of Justice, and wants “to help our residents get to know each other, have fun in socializing together, and help create new and interesting activities for all who wish to participate.”

Towing policy debated, but remains unchanged

SMA’s directors waged a vigorous debate about the Association’s towing policies at their Dec. 11 meeting but, in the end, decided to keep the same for now.

The topic got on the meeting agenda because of complaints about vehicles—many of them work trucks-- parking on curbs in the community.

As everyone in Stratford Manor knows, parking is at a premium: two parking spaces for each unit but no visitor parking. Our current contract with Midatlantic Towing calls for them to patrol our community from midnight to 6 a.m. nightly and tow anyone double parked or on a curb during those hours (Midatlantic has an exclusive right to tow vehicles in Stratford Manor).

In addition, residents can call Midatlantic at anytime if someone is parked illegally in their parking space, if they spot an abandoned vehicle, or if an illegally parked vehicle represents a safety hazard.

SMA President John Gullett said vehicles have been towed from time to time, sometimes because they are blocking a road that an emergency vehicle would not be able to go through. “But most of the time we are able to avoid towing by encouraging the ‘good neighbor’ approach. Many visitors simply don’t know our parking rules, and we don’t want to put people through the significant expense and inconvenience of being towed unless their violation is blatant.”

Some residents may want to crack down on parking violators and have a steady stream of tow trucks going in and out of Stratford Manor. “But that’s not the kind of community we want to promote,” said Gullett. “Be considerate and see if you can find out who the driver is visiting, then warn them of the danger of being towed.”

“We recognize that contractors and others working in the community don’t always have access to private parking spots,” he added. “And we don’t want to force them to park on Kenilworth unless absolutely necessary. But it’s the responsibility of the homeowner to clear their own parking spaces for their project’s workers.”

He added that the homeowner could also ask permission from a neighbor to allow the contractor to park in their spot for a few hours. “But if you are throwing a party for a lot of guests,” he said, “you need to give them clear directions on where they can park on Kenilworth or other public streets.”

What can I put in my recycling bin?

Residents of Newport News have the convenience of mixing our recyclables (plastic, paper, glass, etc.) in the big blue recycling containers provided by the city. Recycling is picked up every other week. This is wonderfully convenient, but what exactly can be recycled?

What you CAN recycle:

• Beverage and food cans, emptied and rinsed
• Plastic tubs (like yogurt, cream cheese, etc), emptied and rinsed
• Plastic and glass bottles, jugs and jars, including lids, emptied and rinsed
• Paperboard (like cereal boxes, file folders)
• Cardboard, flattened, no larger than 3ft by 3ft
• Paper (like newspaper, copy paper, junk mail, magazines)
• Foil pans, rinsed
• Cartons (like milk, juice, wine, etc), emptied, rinsed, and recapped.  Do not flatten—cartons must retain 3D shape for sorting

What you CANNOT recycle:

• No plastic bags
• No plastics other than those listed above (no toys, for example)
• No Styrofoam, packing peanuts
• No paint cans

Trash Pickup Schedule

December 24—Trash, recycling & bulk

December 31—Trash only

January 7—Trash, recycling & bulk

January 14—Trash only

January 22—Weds pickup due to holiday; Trash, recycling & bulk

January 28—Trash only

February 4—Trash, recycling & bulk

February 11—Trash only

February 19—Weds pickup due to holiday; Trash, recycling & bulk

February 25—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.