Home

This is the official definition but for this Board Buzz article, you can throw out the culinary definition. This article will focus on a smorgasbord of updates from your Board of Directors. 

And that’s what is taking place in our annual AMC Exterior Inspection, for 2021, of the Savannah Square and Abbey Commons neighborhoods. The 2021 inspection process commenced on March 1st with the first inspection of townhomes and notification of violations were sent out so that homeowners could begin planning for their action on the necessary corrections. On April 5th, the second inspection was conducted and after these two inspections and notifications, 75% to 80% of homeowners have responded by taking care of the issue or providing their plan of correction. The final inspection will be conducted on May 3rd and those items that have not been acted upon, either by correcting the issue or by providing a corrective action plan, will be cited for non-compliance and face potential penalties. 

This is a busy time for contractors so actual completion of work may not take place until much later, into the summer months. Some homeowners facing the need for shutter painting are trying to coordinate, with adjoining townhome owners, the timing of painting of all shutters. This will maintain a uniform appearance and a much better “curb appeal”. So, remember that the important thing to do is respond and not remain silent.

The Board has approved a contract to open the pool for the 2021 season on Memorial Day weekend; we will be following Virginia’s Covid requirements.

Back by popular demand, the 2021 summer season will, once again, include Ironbound Gym’s ever-popular Aqua Zumba classes at our community pool. The classes will be conducted on Tuesday’s and Thursday’s beginning Tuesday, June 15th and continuing through September 2nd. A couple of major details about timing are yet to be determined. If there are no Covid space limitations, then there will be one class starting at 9:30 AM. If Covid space limitations are in effect, then there will be two separate classes: 9:00 AM and 10:00 AM. Stay tuned!

April was “National Volunteer Month”, and we wouldn’t want this to pass without expressing our heartfelt thanks for all that our New Town Residential Association Volunteers do to help make our community the special place that it is. Did you know that this community is primarily governed and run by the volunteer homeowners who call this wonderful place home? New Town needs support in so many ways and luckily, we are able to find the talent from the members who live here. Let’s take a look at the scope of work that our volunteers generously provide to their neighbors.

There is always a need for members on these committees. Being on a committee allows you an opportunity to use your skills to serve your neighbors. The New Town Residential Association is dependent on our volunteers, past, present and future!!! 

Our community relies on your dedication and diligence and we say, THANK YOU, THANK YOU, THANK YOU for all that you do in the service of others. You are the UNSUNG HEROES!!

• The Good: The Board has completed orientation training for all Directors and reviewed its insurance coverage in anticipation of a new contract later this year. At our February meeting, the Board adopted two new policies – a collection policy for delinquent assessments and a new policy on the transition of assets from the Developer to the Association. Under this policy, the NTRA will use both a neighborhood working group from the area being transitioned and an independent engineering firm to examine the final common area/asset’s condition. The Board has also approved funds to remove dead trees and replace certain street trees. This work should begin shortly. 

The other “ugly” news is that several Village Walk homeowners have experienced a series of roof leaks and water problems. The NTRA is responsible for the “repair, maintenance and replacement of roof shingles, sheathing, felt and flashing” in Village Walk, which is part of this neighborhood’s separate assessment fee. The number of these leaks is troubling. Forensic inspections are underway as we plan next steps. It behooves all Village Walk homeowners to inspect and clean their gutters, drains and collector boxes to be sure they are clear of debris. (See February Town Crier article “Best Practices for Roof Maintenance.”)

 

My message essentially is that your fellow homeowner Board of Directors is doing our best to balance community expectations and our fiduciary responsibilities. Stay informed, join in our Board meetings which are posted on the NTRA website calendar, and read minutes and other important NTRA communications. As the Irish also say, “Life isn’t about waiting for the storm to pass...it’s about learning to dance in the rain.” 

 

Have a happy and healthy St. Patrick’s Day!

• Incorporation of Savannah Square into the Association

• Updating/Re-writing Committee Charters

• Identify and documenting key operating policies and procedures

• Reviewing existing association contracts

• Developing and adopting the 2021 Budget

During January, the Board’s focus has been on:

 

Beginning with the January meeting, the normal Board monthly meetings will be held from 3-5PM, generally on the fourth Thursday of the month. This is a change from the 6-8PM time.  Although evening meetings will be held when necessary, the Association must pay TM an after-hours charge which we would like to avoid unless it is necessary. Members are still encouraged to participate via Zoom. All the planned monthly meetings as well as quarterly landscape reviews (new) are now available on the website calendar.

Chuck Stetler has announced his resignation from the Board for personal issues.  Over many years, Chuck has contributed to the Association in key leadership roles.  His wise counsel and considerable experience will be greatly missed.  We wish Chuck and Susan the very best.

This has been a very unsettling year for our country and our little community. But we are all hoping for a healthy, prosperous New Year.

Unfortunately, we had to cancel our holiday party in December. Plus, the Covid virus impacted opening of the pool .. Despite the restrictions caused by the coronavirus, the Activities Committee carried out a successful and well attended Halloween party and parade at Sullivan Square.   

The Board of Directors is searching for a person to fill the non-voting position of Secretary.  This is such an important job, which was performed by Dave Holtgrieve who will be resigning in December.    

Recently we had informative Town Hall meetings to explain the proposed 2021 NTRA budget and the proposed exterior maintenance program for Village Walk. This assessment was increased because both painting and power washing the homes in Village Walk were not included in the 2019 Reserve study.

The transition to homeowner control of the NTRA has been challenging and demanding of the newly elected members of the Board of Directors. Thanks to these volunteers who have contributed their time to work and resolve many issues.

Thank you to all volunteers who participated on our committees this past year. Your help was appreciated in carrying out the necessary activities that benefit our HOA.

This coming year we will need new volunteers to participate on both the Landscape and Communications committees. Consider joining one of these important groups.

The 2020 Annual Members Meeting has been scheduled for December 10th. Please watch for more information and use the website calendar Zoom link to the virtual meeting.

Welcome to the New Year....2021!!!!

Community service and participation is very important—not just to me, personally, but to the long-term success of our neighborhood.  We very much enjoy the location and atmosphere we’ve found here, after having had a home in the Williamsburg area for more than 20 years.  The volunteer committees ensure that the quality of life we all enjoy will be maintained; even though the two committee charges (our “charters”) are vastly different.  That has appealed to me, since the Activities Committee is all about the “social” aspects of New Town; providing a way to enjoy the company and camaraderie of our neighbors and friends.  Together we’ve planned pool parties, Kentucky Derby celebrations, Oktoberfest, billiards, Halloween parades, the great Noon-time Talks, and several other events, all designed to bring us together as a community.  It’s a lot of work and the committee needs help to maintain (and expand) those social interactions.  COVID 19 has forced us to rethink the kinds of events we’ve done and I assume that in the future (when life returns to some semblance of social interaction in addition to social distancing) we will discover the “right” blend of those opportunities. 

The Asset Maintenance committee charter couldn’t be more different—our charge is to annually coordinate the “inspection” of all of the “built” assets of the New Town Residential Association, including residences of our homeowners and the shared community assets (like the pool buildings, our white fences, and our green spaces), to ensure that all those remain of a quality that is representative of a first-class community and reflect positively on our neighborhoods. 

As you are well-aware, many of our homes, beyond those newly constructed in Village Walk, Roper Park, and Shirley Park, are beginning to “come of age.”  Karen and I live in Abbey Commons and our home was built in 2006.  Unfortunately, in developments like ours, builders don’t always use top of the line, first-class materials and equipment, which means for all of us our own personal assets are beginning to need attention.  We’ve just replaced one of our air conditioning units, both inside and outside.  We’ve replaced the flooring in the first floor, had shingles replaced and gutter systems redone.  The paint on many of our homes are beginning to show their age.  I’ve noticed as I walk around New Town that even some of the brickwork is beginning to need attention.  My point is that the volunteer work on the Asset Maintenance committee will become increasingly important as our homes and community assets continue to age. As our committee members reach the end of their terms, it is gratifying to see others step forward to help, but we always need more.

There are six additional committees, all staffed by volunteers, that cover most of the aspects of our community, in addition to the Board of Directors (also, all volunteers), so there are so many ways you can contribute.  Those of us who are retired (and seem to have more time to give) also need the balance of younger residents, so that we benefit from all perspectives.  Please think about how you might help?

I, along with all Board members, welcome your questions and comments.  See you around the neighborhood!

• Susan Tarley of Tarley Robinson, PLC as the NTRA attorney provided instructions on the roles and responsibilities of board members.

• TM provides management services to the NTRA. TM is hired by the NTRA Board specifically to assist the Board to fulfill its responsibilities as defined in the Association documents, including assisting the Board to educate, encourage, and enforce owner compliance with NTRA rules. Helps the Board to manage the assets, funds, and common properties and interests of the NTRA. Supports the efforts of the Board to nurture a lively, healthy, and vital community. NTRA going from a Developer’s board to a Residential board needs a management company that can provide continuity, history, an abundance of experience and professionalism in addition to the services mentioned above. TM brings that to the table for us.

• Committee support in governance is a treasure to a thriving community. We foster good working relationships and saw the need to formulize Roles and Responsibilities of the Board of Director with Committees.

• Plan: provide each non-voting homeowner with a paper ballot and a stamped envelope to return to NTRA . New Town residents would get a doorknob bag that included the ballot.  Addresses outside of New Town (approximately 158 of the 500 New Town properties) would have the ballots mailed to them.

To develop a budget, NTRA’s Finance Committee takes into account all financial aspects of the association, including both sides of the income/expense equation. On the expense side, the Finance Committee asks NTRA’s Committees to submit estimates of the funds needed to accomplish that Committee’s particular objectives in the following year. Working with Town Management, the Finance Committee considers these requests, along with the known and forecasted expenses that NTRA must incur to continue operations and maintain its assets in a manner that meets owners’ expectations for the development. In other words, the Finance Committee considers what it will cost to accomplish the things it must do plus the things it wants to do.

On the income side, by far the largest source of income is the annual assessment or HOA dues that each owner pays. The NTRA assesses a fee for each home based on the home type: detached homes, townhomes, and cottages. The other significant source of income is fees collected at closing on sales of both new homes and resales. As discussed at the November 2019 Budget Town Hall Meeting, the addition of new homes in NTRA will slow in the upcoming years as the development nears final build-out. This will result in a decline in income from closing fees and that income will have to be replaced with income from HOA dues.

If NTRA’s expenses (for both needs and wants) outweigh its income, the Finance Committee must re-evaluate and prioritize the association’s expenses and also consider what increase in the annual assessment is warranted to fund those expenditures required bring the development up to a level that the owners expect. In prior years this has resulted in an increase in HOA dues. In large part that increase was necessary just to pay for the needs of the association.

A new development’s assets require little maintenance at first, but more maintenance (and expense) is to be expected over time. Our pool is just one example: the NTRA pool was new in 2012 and required little maintenance. Now however, after a number of years of normal wear and tear, the NTRA must incur some expense to maintain that important asset to a standard consistent with the development.  

The final steps in NTRA’s budget process are the Finance Committee’s submission of the proposed budget to the Board of Directors for review, presentation of the proposed budget to homeowners at the Annual Budget Meeting (usually in late November), and the Board’s adoption of the budget which includes the annual assessment for the upcoming year. 

In my application for the Board election I stressed the importance of balancing current needs/expenses with expenses that are projected for the future.  I believe that balance is essential to building a strong community and maintaining property values. Thank you for the opportunity to serve on your Board and to maintain NTRA’s secure financial position.

As the September weather cools, I hope we can all find time to enjoy a stroll in the beautiful neighborhood that we call home and to think about what it takes to preserve it. I hope to see you (socially-distanced, of course) outside this fall.