April - May 2023 Edition

 

Spring inspections coming soon;

Checklist can give you a head start  

Abbitt Management has agreed to hold off conducting its annual spring inspections until the first week in May, giving Stratford Manor owners some notice so they can reduce the number of easy-to-fix items on Abbitt’s inspection checklist. 

“We want these annual inspections to be a collaborative effort between Abbitt and our owners,” said SMA President John Gullett. “If owners will do an informal inspection of their home’s exterior now, they can get two steps ahead of the inspector and have fewer “reminders” and violations on their report.”

An extensive list of things the inspector will be looking for can be found on the Association’s website at stratfordmanornn.blogspot.com, under the Architectural Compliance heading.  In 2022, the inspections identified 249 “reminder” items that required some sort of repair, cleaning or repainting. Mr. Gullett said that many of the items involved weeds, dirty siding, clogged gutters, or damaged trim boards. 

“Most owners understand that we are all in this together,” he said, “and that we all have a stake in preserving the beauty and value of  our entire community.”<

 

Springtime Brings Out Landscapers:

The Association’s landscaper, Gum Grove Services, began operating under its new full-year contract effective March 1, and wasted no time in getting a multitude of spring work under way.  They have been busy spraying, fertilizing, and mulching, in addition to mowing and picking up debris. 

Mulching the common areas was completed early on, with Gum Grove getting a bit zealous in some places while missing a few others. “As with most new jobs,” said Landscaping Committee Chair Fran Hodges, “there have been a few “hiccups” as Gum Grove gets the lay of the land.”

"With mulch being so expensive these days," said Ms. Hodges, "the Board decided not to buy more to fix these mistakes - - we just want to make sure they don't happen again next year.  But overall, Gum Gove is doing a great job."

Meanwhile, the Landscaping Committee is working on improving soil conditions for fall planting by having samples analyzed, while selecting plants and shrubs for entrance signs that will withstand the drought conditions, be resistant to pet urine, and be beneficial to pollinators.

Know your HOA rules: Vehicle Inspections Must Be Kept Current! 

 A little-known rule in the SMA’s bylaws states that any motor vehicle that is abandoned, inoperable, unlicensed, or does not display a valid Virginia state inspection sticker cannot be parked or stored anywhere in Stratford Manor—even if it is in an owner’s or renter’s own parking space. 

President John Gullett said the SMA Board was reminded of this rule when it learned that there were several parked vehicles that had expired inspection stickers. “We asked Abbitt to send out warning notices to these owners,” he said, “and the vast majority has already complied.” 

He explained that the policy is designed to ensure that all vehicles are in good running condition—including effective brakes and safe tires, along with well-functioning steering systems. “When it comes to our residents’ safety, we have to take steps to minimize any danger—and a vehicle that is not properly maintained represents a danger to pedestrians and property." 

He said residents—whether owners or renters-- who delay getting a valid inspection sticker run the risk of having their cars towed.<

 

Slow down! Speeders Reminded of 15 mph Limit in Stratford Manor 

As more young families move into our community, the need for drivers to look out for children and others in the road becomes even more important. 

The Association already has speed limit and “Children at Play” signs posted in various locations. But responding to an owner’s request, the Board voted to install another “Children at Play” sign on Sloane Place.  

“It’s now commonplace to see children playing outdoors,” said President John Gullett, “but we continue to get reports of motorists who ignore our 15- mile-per-hour speed limit.  

“It doesn’t make sense to risk hitting a child just to save a minute or two.  I'm asking all residents to keep an eye out for speeders and help us remind them to slow down."

Know Your HOA Board: Bob Lucas 

Editor’s note: This Newsletter is featuring a different member of the SMA Board in each issue, so that other Stratford Manor owners can get to know them better. This edition’s profile features Bob Lucas, the Association’s treasurer and chairman of the Infrastructure Committee. 

“I accepted an invitation to fill a vacancy on the Board in 2019,” explained Bob Lucas.  “While I wasn’t eager to get involved at the time, I felt it was my civic duty. Now that I have experienced the inner workings of the Board for a few years, I know that owners can make a real difference.” 

As Treasurer, Bob is responsible for managing the Association’s money, which currently amounts to well over $300,000. “The Board makes all the big financial decisions,” he said. “I just make sure the day-to-day expenses don’t get out of line.” He’s also responsible for the Board’s Infrastructure Committee, which focuses on maintaining the community’s common elements such as fencing, sidewalks and curbs, and the roads and parking lots. 

Bob and his wife of 53 years, Barb, moved into Stratford Manor in 2017, after he retired from working many years as a consultant with the Defense Department. Prior his consulting work, Bob spent time in the Air Force and Marines, including two tours of duty in Vietnam. “I was an Army brat, so I followed in my father’s footsteps.” Despite enjoying flying, Bob turned down an invitation to attend the Air Force Academy because his dream was to go to West Point. “That didn’t work out, so I went to Texas A & M University to study aerospace science. That’s where I met Barb. We hit it off instantly, and on Valentine’s Day, 1970, we got married.” 

Bob was stationed at Langley Air Force Base in Hampton in the 1980s, and he and Barb decided years later that it was a good area to live. Barb was a longtime restaurant entrepreneur, and at various times owned the Briar Patch tea room in Poquoson and the Boxwood Inn in Lee Hall.  “When Barb decided to sell her business, we began looking for a home to retire to,” said Bob. “I was looking in York County, but Barb steered me to this place—and I was so glad she did. It was the right price, a good location and a great neighborhood.” They live at 156 Wellesley Dr.  

And he and Barb took full advantage of their neighborhood, walking through the other sections of Stratford Manor and out onto Wellesley on a daily basis. They were featured in our Newsletter in 2020 for their dedication to picking up litter along the road and sidewalks on their walks. “We take a strong trash bag and collect items that others have tossed away.” Why? “It offended us, so we did something about it,” said Bob. 

If you haven’t seen Bob and Barb on their trash pickup activities recently, it’s because they now do it only on weekends. “We did it every day for years,” said Bob, “ but I recently took a full-time consulting job at Ft. Eustis, so our trash collection is now restricted to the weekends.” Barb does reconnaissance during the week, taking note of the trash building up. This lets Bob know how many bags to take along on their weekend strolls. <

 

Trash pickup schedule 

 April 25—Recycling, bulk pickup & trash; May 2—Trash only; May 9--Recycling, bulk pickup & trash.

May 16—Trash only; May 23—Recycling, bulk pickup & trash.

 May 31—Trash only (Wednesday pickup due to holiday); June 6—Recycling, bulk pickup & trash.

June 13—Trash only; June 20—Recycling, bulk pickup & trash.

Stratford Manor News Briefs: 

Don’t forget to clean those roof dryer vents—Stratford Manor owner Phyllis Bunn, who lives at 115 Wellesley, was having difficulty getting her clothes dried. Typically, she would have to add another 30 minutes to normal drying time in her dryer, and decided to find out why. She ended up calling a professional dryer vent cleaning firm ( As is the case with most Stratford Manor units, Ms. Bunn’s dryer vent goes straight up to the roof, making it difficult to clean on her own) . Based on recommendations from other owners, she contacted Atlantic Vent, a Newport News-based company, to take a look. 

Employing a system which uses a combination of rotating brushes and suction from a high-powered vacuum, Atlantic cleaned Ms. Bunn’s vent and checked for loose connections.  “The lint was really piled up,” she said.

, “and it scares me just to think of how a fire could have started.”  She said the price was reasonable, and her dryer now runs so well she doesn’t need those extra 30 minutes of drying time. 

 If you need further convincing, know this: every year firefighters in the U.S. respond to nearly 14,000 home fires that are caused by clothes dryers.  Roughly 27 percent of those fires are caused by an accumulation of lint.  (The Association cannot recommend a vendor, but Ms. Bunn enthusiastically endorses Atlantic Vent. Their number is 757-595-7660.)<

 

Street lamp repair turns out to be a challenge—When Abbitt contacted Atlantic Wiring recently to repair a darkened street lamp near 111 Sloane, all involved assumed it would be routine. The SMA Board decided last summer to convert all of its street lamps to LED lights, one at a time, when repairs are needed.  But after the electrician replaced the old sodium lamp with a  longer- lasting LED system, it didn’t light up.  The problem: power wasn’t getting to the light. 

This called for digging up dirt to locate any breaks in the wiring leading to the lamp. “It took him digging six holes,” said Tricia Wells,  Stratford Manor’s Property Manager, “but he found the damaged section.  It had burnt up under the root of an old oak tree.”  He had to pull the wire up and rerun that section, but it’s now shining brightly in the night.<

 

Storm drainage work delayed—Longhill Excavating’s plans to work on Stratford Manor’s storm drainage system in February were altered when their camera equipment stopped functioning and had to be repaired. Those repairs were completed last week, but Longhill still has to finish previous work already under way.  A new schedule has not been issued.inute or two. I’m asking all residents to keep an eye out for speeders and help us remind them to slow down.”<

At Long Last, Entrance Sign on Kenilworth Lights Up!

The SMA Board has been telling owners for quite some time that the entrance sign on Kenilworth is destined to be lit. But the lack of electricity-- and shade from nearby cedar trees-- made it challenging. 

Finally, thanks to recently elected board member Doug Marmon , a bright light is now lighting up the signage.  The commercial grade, solar-powered light has a 675-lumen bulb—making it much brighter than the small, 125 lumen light at the Wellesley entrance to Sloane. 

The equipment cost the Association $241, but installation charges were avoided because Mr. Marmon and his son, Nathan, volunteered to do the work (The landscaping Committee earlier cut back the tree branches blocking the sun). 

“I can’t say this was easy,” said Mr. Marmon, “but we were happy to provide this service to the community. “ 

President John Gullett said the Board has already approved the same work for the dimly lit Sloane signage. Mr. Marmon cautioned the Board that it remains to be seen if there will be enough sunlight to allow the solar unit to work as well as the new light. 

A third sign at the Wellesley entrance is hard-wired to a nearby street lamp.<

SMA Board:

John Gullet, President (2023)

Donna Groller, Vice President (2025)

Bob Lucas, Treasurer (2024)

Frances Hodges, Secretary (2025)

Nancy Allen (2024)

Betty Blackburn (2023)

Lisa Hall (2023)

Doug Marmon (2025)

Madoline Wallace (2024)

Association Website:  stratfordmanornn.blogspot.com

Contract the Board via email:  stratfordnn@gmail.com or through Abbitt

Property Management:  Abbitt Management

Tricia Wells, Manager

Jennifer Norman, Assistant Manager

Email:  associations@abbitt.com - phone number 757-874-4900

Board Meeting Dates:

June 14, 2023 - August 9, 2023 - October 11, 2023 - December 13, 2023

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

Annual Meeting:  Wednesday, November 15, 2023 at 7:00 p.m. - Christ United Methodist Church

"Let's all DO OUR PART to continue to make Stratford Manor a beautiful place in which to live"..........

 

 

 

 

 

 

     

 

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).