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Changes are in the works!

 

The New Town Residential Association Board of Directors has been engaged in review of two pending construction projects that will impact life in and around New Town. The first of these is the development of the Eastern State Hospital property north of New Town and adjacent to the Charlotte Park neighborhood. The second construction project will involve the repair of two large retention ponds (BMPs) located on the east side of the Village Walk neighborhood. Specific information about both of these projects can be found elsewhere in the May Town Crier.

 

 

The Board of Directors is also currently considering the transfer of land owned by New Town Associates (Larry Salzman) to the NTRA. The proposed land transfer is shown on the map below. This planned transfer would give the association ownership of additional 42.74 acres and would include more of trail system in New Town and the land located along the northern part of the BMP-04 in Village Walk. All of the land in the proposed transfer would become part of the NTRA common area.

 

 

 

Starting this month, our Association will be supported by two new Chesapeake Bay Management Company employees. Ahmed Desouky will be replacing Anne Ingram as our Community Manager.  We thank Anne for her tireless work and wish her well as she starts a career enhancing position elsewhere. The NTRA also has a new administrative assistant, Imani Harris, who has been on board for a few weeks.  Both of these new staff will be adjusting during the first part of May 2023. We will be working hard helping them learn about our community and associated NTRA processes. As a result, responses to some tickets and homeowner requests may take a little longer than they have in the past.

 

 

Your Board of Directors is currently short one of its authorized Board members. This shortage has significantly increased the workload for the existing four board members. Requests for volunteers to fill this vacant board position have gone unanswered until now. Recently, Glen Mitchell, a past NTRA Board member, volunteered to run for the Board. As a result, a special election will be held at the end of May 2023 to fill this position. The Board decided to honor requests from several community members to hold a formal election rather than make an appointment to the Board as had been already done for this seat. Please consider running for the Board.  Other individuals in the community who wish to volunteer and run for this vacant position should provide their statement of intent/resume to the NTRA Board of Directors at ntra.secretary@gmail.com. There is still time to be added to the ballot.

 

Our governing documents require a minimum of a 21-day notice to be given to Members for all special meetings. Therefore, the earliest that election meetings can be held is during the last part of May. Two meetings will be held using the Zoom Video software:

• The first Zoom meeting will formalize the election and allow candidates to address the community. Association members in good standing will also be able to be nominated from the floor at that meeting. 
• A second special Zoom meeting will be held to announce and certify the voting results.

When these meeting dates are established, they will be posted on the NTRA website. Electronic voting using the EZ vote software as in past NTRA elections will be used again for this election.  The EZ vote platform will be open for voting for several days after the first Zoom meeting. Paper ballots will not be used in this election.

 

 

 

 

The end of the year is always a busy period for the Board of Directors as contracts and budgets must be put in place for the new year.  Here is a recap of some of our key recent actions: 

The results of our efforts to revise the NTRA governing documents will be tallied on December 14th at the Continued Special Member Meeting on the vote. Because of the Developer’s unauthorized filing of two Supplemental Declarations for Shirley Park, 40 lots have to be removed from the total pool of votes, which reduces the 2/3 threshold for passage of the documents from 411 to 385 NTRA Members. 

 

At our 2022 Annual Meeting you will be asked to approve an amendment to the Amenities Use Easement and Agreement between the NTRA and the New Town Commercial Association (NTCA). This is an important action to keep the NTRA in compliance with this agreement. The Amendment would remove language which prohibits us from having a management company that is different from the NTCA. The Board is very happy with the services provided by Chesapeake Bay Management and has no plans to rehire Town Management LLC. Please vote in favor of this amendment. (See related article.)

 

This month brings to a close my service for the past 2 years on the NTRA Board of Directors. In December 2020 I never envisioned the roller coaster that would follow. I was requested to serve, submitted an application and the Board elected me to fill a remaining 2-year vacancy created on the very first homeowner-control Board. Miracle of miracles, I stuck it out.

 

A big THANK YOU to all those volunteers who have served diligently with me on the Board as well as those who worked tirelessly on our Committees to advise the Board and keep our community engaged and beautiful.  Volunteer to be part of the solution and keep New Town moving forward! Almost all of our Committees are seeking multiple new members as vacancies abound at the end of 2022.

 

As volunteers, the current Board of Directors has done our very best to represent homeowners while protecting the overall interests of our Association as a corporation. Please be mindful of this responsibility as we welcome a new Board for 2023-2024 – give them your trust and the benefit of the doubt before jumping to conclusions, and treat them with respect. Boards are required by law to follow the governing documents of their Association. Civil discourse when you disagree with a decision without name calling or maliciousness is the least that you owe your neighbors.

 

As tumultuous as the past year has been, the Association has much to be proud of. Our transition to Chesapeake Bay Management and the tireless contributions of our community manager has been key to many of these improvements – for which I am also very grateful. At our Annual Meeting on December 14th, we will review the accomplishments of 2022 together. Plan on attending both the Continuation of the Special Meeting on the governing documents vote starting at 6:30PM, and the NTRA Annual Meeting at approximately 7PM in Legacy Hall.

 

Wishing all a happy and healthy holiday season. 

 

With the end of this year approaching, it is time for the Finance Committee and the Board of Directors (BOD) to tackle next year’s budget.  This is no small task given the impact of inflation and the uncertainties surrounding Village Walk, both continued maintenance and the potential turnover of common areas.

 

The Board is holding the line on costs where possible. To help with the workload for our management company, more administrative support is needed. Additionally, staffing at the pool next summer will be increased for weekends and holidays. Significant BMP maintenance and repairs will be funded from the NTRA reserve fund. Do not forget to attend the Budget Town Hall Meeting at Legacy Hall on November 16th to hear all the details.

 

Due to the on-going maintenance challenges, the BOD has been negotiating with Eagle Construction to come up with an agreeable solution to roof and siding issues in Village Walk.  We have made some progress in that regard and hope to see the start of roof repairs very soon.  

 

The Williamsburg Area Transit Authority (WATA) has informed the Association that they are planning to increase their bus service through New Town.  They propose additional stops on Casey Boulevard and more frequent service. This new service has already been approved by James City County, City of Williamsburg and the WATA Board. Two options for an inbound route stop on Casey Boulevard (Bus Route 15) are possible. Please see the related Crier article and direct any questions and/or comments to info@goWATA.org.

 

Once again we would like to give a big thank you to the Activities Committee for the great job they did with the Fall Festival! They had a great turnout and the multigenerational attendees really enjoyed themselves. There is one remaining Bake Off and Dessert Fest planned for December, more information to come soon. Each event is a great way to meet your neighbors and make new friends. Don’t miss out!

 

See more of the Board’s news from this month in the Crier articles on the October 18th Special Meeting and the selection of a new landscape contractor. 

 

My term as a Director ends in December. It has been an interesting and enlightening year. I urge you to consider running for election to the 2023-2024 Board of Directors. 

 

 

I have two objectives for this month’s Board Buzz. First, to let you know what it’s like becoming a NTRA Board member and second, to update you on four critical issues facing our community that will have a significant impact on our future.

 

Becoming a Board Member. On a cold and rainy Saturday afternoon last December I decided to relax and read through the NTRA documents to prepare for my new volunteer job as a NTRA board member. I don’t like reading from a computer screen so I printed the documents to have them available for future reference. After using over a ream of paper and part of new toner cartridge I begin wondering what I had gotten myself into. Why were these documents so voluminous? But I began my reading anyway. I was familiar with many of the concepts from my previous experience on HOA boards. It was not long before I started noticing apparent contradictions about requirements that I had already read. I kept having to go back and reread items to understand what was really correct. I tried to do electronic searches to find the contradictions, but that wouldn’t work. The developer governing documents are just not searchable electronically. The only solution was to manually scan and then reread.  Now I understood why there had been such a push to revise these obsolete developer documents over the previous year. I continued to read late into the night.

 

I concluded that I was going to have to juggle my time between dealing with normal day-to-day Association management issues, the ongoing task of working the homeowner suggested changes and additions into the new documents, and answering homeowner questions about the existing documents. I figured that when the revised documents were approved by the community things would get much easier. That day is not here yet, but I hope that it’s coming soon with the passing of the revised NTRA documents. It is also my hope that no other Board member will have to endure reading and researching the current developer-oriented documents. They are a real mess.

 

That said, I promised to address four of the recent day-to-day issues that your Board of Directors has been working on. 

 

Landscaping.  We are currently in the process of selecting a contractor to provide landscaping services to the Association for the next three years. Your Landscape Advisory Committee (LAC) took the first step by developing a Request for Proposal (RFP) based upon the Association’s needs and sample RFPs from other communities in the area. The LAC produced an excellent, well written document. The Board reviewed and edited it and then it was circulated to five landscape contractors in the Williamsburg area. 

 

We gave interested contractor representatives a half-day tour through our New Town community pointing out the work that would be performed under both service scenarios. We visited each neighborhood and discussed their own unique requirements.

 

Four of the five contractors elected to provide proposals. The written responses to the RFP and cost data were then used to rank each of their proposals. Next, representatives from the top two contractors were interviewed separately. These companies will return their best and final offer to the Board soon based on our questions and expectations.  The next step in this process will be the selection of a new three-year landscaping contractor. The Board will invite our new contractor to an information meeting with owners to share their company’s landscaping practices and expectations.

 

Common Area Acceptance.  For developer-owned property to be accepted by the Association, that Common Area property and all its improvements must be in an acceptable condition as judged by the Association.  The three neighborhoods that are candidates for future turnover have not progressed to the acceptance stage yet. Let me explain.

 

Charlotte Park Phase 11 has just begun the process of County acceptance that precedes any possible turnover. In September James City County conducted its initial inspection of the Roper Park limited to streets, curbs and gutters and drop inlets. Our Giles and Flythe engineer accompanied the inspectors and will be submitting a report on all items in these areas.  This report will baseline the condition of the neighborhood for us.  The Roper Park Working Group of residents will also walk the area in October to inventory and document their concerns.  ABVA will be working on the items identified by the County, including curbs and patching.  Given past timelines, it will likely be 2023 before the problems are corrected, reinspected, etc.

 

For Charlotte Park Phase 10, James City County is still working with ABVA on the drainage situation in Ercil Way, so that issue has not been resolved since our community meeting in May. No formal request has yet been made for turnover of this area.

 

Village Walk: Members of the Board have met with James City County executives to discuss the developer turnover status in Village Walk. We learned that although the County no longer holds the construction bonds for the Village Walk common areas, more work is needed to the streets for their VDOT acceptance.  James City County must now absorb the cost of those road repairs. 

 

While Settlers Market/Eagle has formally asked for the Association to accept the common areas (green space, walkways, etc.) within the residential area, the Board has not agreed to accept them.  We provided a detailed list of issues to Eagle and based on lack of progress to date, anticipate it will be a drawn-out process. Regardless of the status of the James City County’s acceptance or the bond release, the NTRA still has the right and responsibility to ensure that the property is in an acceptable condition to the Association before it is accepted.  The Board is looking after all owners’ interests in this process.

 

Construction Defects in Village Walk.  The Board Is also dealing with roofing and siding installation deficiencies in Village Walk. Roofs are leaking and, in several cases, have had to be replaced after only four or five years of service. Fiber cement siding is cracking and coming off numerous Village Walk buildings. NTRA hired engineers to determine the cause of the failures and they determined that the issues are caused by improper installation and do not result from design features.  Board members, representatives of Eagle Construction VA, and lawyers from both sides have met to work on an acceptable solution for these problems.  Again, the Board is looking out for your interests in this area.

 

New Development. The Manor on the Green development is undergoing James City County site plan review. In anticipation that this apartment complex will move forward, the Board plans to develop a resident parking only system for our private roadways to help alleviate parking issues. Unfortunately, the Board does not have the same authority on the VDOT owned streets in New Town.  James City County experts have asked the Manor on the Green developers to address a number of items including parking issues and stormwater retention concerns. 

 

Final Thoughts. It is my hope that the New Town owners will vote “for” the revised NTRA documents so that the Board can direct its full efforts towards resolving the above problems and others like them for the benefit of our Association and its members. I have read both sets of HOA documents and have concluded that everyone, including a few current vocal detractors, will be far, far better off under the revised NTRA documents once they are approved. If the necessary two thirds vote of our membership is not received, the only winners will be the developers and the litigation lawyers.  The losers will continue to be the property owners and residents of New Town.  

 

This is a critical time for New Town and we really have only two choices to make:  we can continue to operate under obsolete, convoluted, and developer-oriented documents with missing sections or we can move forward with simpler, shorter, and easier to read and understand revised documents. Our Association will be governed by this decision for a long time into the future. The passage of these revised documents is critical and will allow all future Boards to operate more efficiently and effectively dealing with the multitude of problems facing the New Town community.

 

Please vote in favor of approving the revised documents.

 

As your newest Board Member, I want to thank the many community members who have reached out to me to express their appreciation that the vacant Board Member position has now been filled.  (In fact, I even had one gentleman offer to take me out to lunch at his expense so he could personally bring me up to speed on the problems in the community.)  Having served on two prior Boards for Associations in the past (New York City and Vienna, VA), I can certainly appreciate the amount of time and effort it takes to help out in the community … and with many of us having full-time jobs and families, it is not always an easy task to undertake.  But I stepped up to help in whatever capacity I can, and I encourage all of you to find ways to volunteer and do your part. 

 

As you know, the Board has been working for the last year on the new governing documents. The Board is required by Virginia law to follow the Association’s current documents (regardless of whether the Developer Board followed them). These documents are old, overly complex and contain errors and omissions. It’s past time for their overhaul.

 

We recognize that the new governing documents may not meet with 100% approval from all members – but we believe the new governing documents are a big step in the right direction and will benefit the community.  If these revised documents are not approved by 2/3 of the community, the current Developer documents remain in force – and keeping the current documents in force will continue to balloon our legal expenses, complicate our assessment calculations, and limit lawn service to fenced yards. 

 

On Wednesday evening August 17, the Board had a Zoom Informational Meeting for NTRA owners. Several valid questions were asked and answered regarding the new governing documents – and others were submitted via email and responded to. The slides from this meeting are available on the NTRA website along with a summary of the Board’s response to specific statements that had been widely circulated to owners. The Board posted this document to correct misleading and incorrect information. Read our explanations and form your own opinion. 

 

One question in particular that seemed to create a lot of confusion at the Informational Meeting was the threshold for calling a Special Meeting of Members. Although our legal counsel recommended a change to 20% to conform with the majority of other associations in the area and for a number of valid reasons, e.g., expense, time, etc., the Board decided to revise this proposal and keep the Special Meeting threshold at 10%.  

 

We are happy to report that the Association will not need your mortgage holder information after all. We learned of this after the Zoom meeting. So your mailed packet for the upcoming vote will only contain the Special Meeting Notice and absentee/paper ballot.

 

The proposed documents are being finalized and EzVote links will be sent soon.  Vote yes for progress and affirm that we are one community in New Town. 

 

More positive steps… We have now received our spring financial reports from Chesapeake Bay Management – you will recall this was a problem noted by our Treasurer, Everett Lunsford last month. The May and June reports are posted on the website, and the Board is reviewing the July data. This leaves only the reconciliation and audit corrections to our 2021 year-end records.

 

As to the financials, please keep in mind that all expenses and invoices are increasing with inflation, labor, and supply issues.  For example, a recent bill for the proposed winterization of our pool has increased by 15% in one year!  Which reminds me that during August we had an After Hours Social at the pool where I donated $120 to cover the NTRA cost of one lifeguard!

 

I see this Board working really hard to keep people happy…I look forward to meeting other New Town owners and appreciate your support as I work with my fellow homeowner Board Members to improve the community.

 

Welcome to our newest Board Member, John Ryan, a Chelsea Green owner. John was appointed at our July Board meeting for a position through December 2023. Mr. Ryan is a patent attorney and intellectual property counsel for a Virginia based corporation.  He has prior experience on HOA boards in New York City (where he served as condominium association President) and Vienna, Virginia.

 

The engineering contract for a Roper Park transition study was approved at the July Board meeting, along with the charter for a Roper Park Transition Working Group of residents. (See July Town Crier for more background).  At least one more volunteer for the working group is still needed.  Contact me at eplunsfo@gmail.com if you are interested in assisting the Association in identifying improvements needed to the common areas in Roper Park.

 

All exterior inspections of homes have been completed through the efforts of our Asset Maintenance Committee volunteers. Reinspections of homes with violations in Chelsea Green is complete and Charlotte Park’s reinspections will start soon. Be sure to respond to any violation notices that you receive.

 

Our last Lemonade and Listening session with individual neighborhoods will be Saturday, August 13th with Charlotte Park’s home owners (Roper Park was scheduled earlier). Thanks to all those who have joined us for a chat so far.

 

 

We appear to be slightly over budget at this point, but doing better than 2021. The biggest overage in our operating budget is late attorney fees for 2021 work (Town Management did not set aside funds for these monthly charges.) Similarly, pool skimmers and filter repairs approved in 2021 from replacement reserves and assumed to be completed, were only recently installed and billed. On the Village Walk operating side, the Board authorized hiring independent engineering and roofing contractors to conduct in-depth evaluations of the roof issues across Village Walk. This investment is already paying dividends in our discussions with Eagle Construction over how to correct this situation.

 

Some community members have asked about the lack of complete financial statements on the website; no balance sheets for 2022 have been posted, only income & expense statements for January-April.  There are 2 reasons for this:

Even without these full reports, we are continually able to monitor Association expenses. Chesapeake has a robust and transparent payables invoice processing system that remains operational, and NTRA has daily access to that system.  Spending data can be extracted from that system, but it does not contain internal charges like Chesapeake’s management expenses.  Chesapeake is also providing monthly bank statement copies, so checking and investment account balances and activity can be monitored. Bear with us and we will update the website when we are comfortable the data is solid.

 

 Planning for the 2023 Budget

 

The 2023 budget cycle started in July with the Finance Committee sending budget request forms to all NTRA committees. 

 

We are quite aware that the community does not like the assessment increases that were necessary for 2022.  Unfortunately, there is no way for NTRA to avoid noticeable increases again in 2023.  The major drivers are:

As a Board, we will work to control all discretionary expenses for 2023.  

 

Finally, editing the new Governing Documents is nearly complete and then we will move expeditiously to a Member vote.  Look for a Zoom community information meeting on August 17th to present the changes and answer any questions. (An in-person Q&A could be scheduled later in August as well.) Engage in the process and become advocates for us to move ahead.  

 

I know this is a somber ending to our monthly message.  If you don’t like what is happening, please consider the following:

 

Welcome to the heat of summer! A song from the musical Oklahoma says “June is bustin out all over” and June definitely “busted out” the Board’s work plan as we tackled a variety of new challenges and actions.  

 

Two long-awaited projects have been completed. The Lydias Park Zoysia grass has been installed and the gutters in Village Walk have been cleaned.  A Request for Proposal (RFP) has been issued for a new 3-year landscape contract, and RFPs will be released shortly for the first phase of siding repairs and power washing/painting in Village Walk.

 

The Board completed its review of the November 2021 Member comments on the proposed draft revisions to our NTRA Governing Documents. In late July we expect to receive a revised set of documents from our legal counsel incorporating our agreed changes, and will be moving forward towards a Member vote likely starting sometime in August.

 

Upcoming this month, the final round of home exterior inspections will take place in mid-July in Village Walk. You will also see orange warning cones being installed where sidewalk trip hazards exist, until we have some repair action from VDOT. A VDOT concrete contractor assessed the condition of the sidewalks about 2 weeks ago and we are awaiting VDOT’s decision. Marking the most severe areas is the best we can offer at this time. Please continue to be mindful when walking. 

 

We are bringing back “tags” for trash can violations as part of our enforcement process. (This approach was last used in 2019.) If you see a yellow tag on your trash can, please take action to appropriately store your can inside your garage or trash enclosure to avoid a fine. Better yet, get in the habit of storing your trash can properly now and avoid seeing it tagged!

 

This month the Board responded to a request from Eagle of VA on behalf of ME Settlers LLC to start the conveyance process for the Common Areas in Village Walk to transfer to the NTRA. The Board has advised ME Settlers that there are numerous corrective actions that remain to be made in Village Walk, and we cannot accept the property in its current condition.  A photo inventory of the deficiencies has been sent to Eagle as well. Much of the information we have compiled is due to the hard work of Village Walk volunteers who served on a Village Walk Asset Acceptance work group in 2020. Many thanks to them for laying the groundwork for the Association’s position.

 

The James City County acceptance inspection process for Roper Park (Charlotte Park Phase 11) will likely start in the a few months. To help us assess areas needing improvement, the Board will task a working group of Roper Park residents to collect information on site plan discrepancies and needed improvements. (See related July Town Crier article) Everett Lunsford will be our Board liaison for this group. Any Roper Park Owner interested in volunteering should contact Everett at eplunsfo@gmail.com. We also plan to hire Giles & Flythe for an independent engineering inspection of the Roper Park area, similar to what was done for Charlotte Park Phase 10.  

 

The Board has initiated a series of informal neighborhood listening sessions to provide Owners an opportunity to ask questions and share ideas. Our newest communities of Roper Park and Shirley Park were our first audience and the evening was an opportunity for the Board to get input from some happy owners – always a nice thing. Look for an email invitation when it is your neighborhood’s turn to chat!

 

If you can’t make your scheduled listening session, come to a monthly Board meeting. Members are always welcome to attend – see the NTRA website calendar for dates, generally the third Thursday of the month. 

 

So lots and lots of things are going on…What we did not accomplish in June is that we did not welcome a new Board member. There were no applications to fill the advertised vacancy on the Board for someone to serve until December 2023. I cannot stress strongly enough that the next 18 months are critical for setting the future path of the Association. Two more Board seats will open for election in December.  Joining the Board now will help put you ahead on the learning curve.

 

Please seriously consider helping us to tackle these challenges together by sending an application to the Board Secretary, Monique Stevens at ntra.secretary@gmail.com.