Town Crier Articles

Hello NTRA Neighbors!

 

Recently the 2024 home exterior inspection schedule was sent to NTRA residents signaling the start of the annual inspection process. This is your association’s way of ensuring all the homes are kept beautiful, making everyone proud of New Town and the area in which we live and play. The program was designed and adopted by the Board in 2018 to maintain the curb appeal of NTRA homes and the overall property values for all invested in New Town.

 

Chesapeake Bay Management Company, assisted by members of the NTRA Asset Maintenance Committee, will begin inspecting all home exteriors starting around July 18th in Village Walk. These inspections will proceed neighborhood by neighborhood to make sure all homes are up to standards reflected in the HOA Master Declaration and Rules and Regulations (available on the NTRA website). The goal is for all homes to be inspected no later than October 31, 2024.

 

Follow-up inspections for any locations with identified deficiencies will be conducted in each neighborhood after a 30-day period to allow for repair.

 

The inspection schedule is:

• Village Walk – Thursday, July 18, 2024
• Charlotte Park – Thursday, August 1, 2024
• Shirley Park – Thursday, August 22, 2024
• Chelsea Green – Thursday, September 12, 2024
• Savannah Square – Thursday, September 26, 2024
• Abbey Commons – Thursday, October 10, 2024

Note: These dates are all weather dependent.

 

Please review the areas we will be inspecting as shown in the 2023 revised Self-Checklist for Owner Inspection of Homes (so you can make any repairs necessary prior to the inspection.)  

Note for Village Walk -- while most exterior surfaces of Village Walk homes are the NTRA’s responsibility to maintain, there are items which are solely a homeowner responsibility. Consult the Village Walk Maintenance Responsibilities Chart.

 

What do I do if I receive a deficiency notice? If you receive a notice, respond with your “plan of correction” within two weeks. Violations come in all forms and the inspection checklist is on the NTRA website. The AMC also has compiled a list of vendors other owners have used in the past for repairs/maintenance. Being realistic, not all violations can be cured in a short period of time. The important thing to remember here is to provide your “plan of correction” to Chesapeake Bay Management (ntraadmin@1cbm.com) as soon as your plan is worked out. A plan could be as simple as,

“I power washed the front of my house and the deficiency is corrected. I am in compliance.”

“I am researching house painters and obtaining bids. I will advise you by ____ (date)”

It is up to you, the homeowner, to maintain communication with Chesapeake Bay Management on progress being made to cure the deficiency.

 

Please understand that failure to communicate your plans and actions to correct inspection deficiencies can result in fines for not keeping your property in accordance with the NTRA requirements.

 

If you have any questions, please contact the Chesapeake Bay Management Office.

Spring and summer bring the end of the school year, summer vacation and - - yes - - dealing with necessary maintenance on our homes. Homes in New Town are part of the New Town Residential Association (NTRA) and are subject to certain rules and restrictions regarding alterations to their exteriors.

 

NTRA’s governing documents establish the Architectural Review Committee (ARC) which is charged with the responsibility of preserving the aesthetic appearance of the community to help protect the value of the homes. To carry out this purpose, the ARC has established guidelines for approving modifications to the exterior characteristics of a home and/or improvements to a lot. Here are reminders of a few of the requirements.

 

Obtain ARC Approval BEFORE Starting: It’s important to remember that an owner must submit an application and obtain ARC approval before starting construction or renovation that changes the exterior appearance of the property.

 

Projects that Require an Application: An Application and approval are usually required for routine maintenance projects such as painting (new color) and re-roofing, and are always required for projects such as the addition of patios or other hardscape features, fences, storm doors, generators, solar panels, trash can enclosures and other exterior changes. General guidelines for these and a number of other exterior changes can be found in NTRA Policy 4.1, Architectural Review Committee Guidelines/Standards. If in doubt, contact NTRA’s Managing Agent.

 

Owners should not rely on the appearance of other NTRA residences as assurance that their project will be approved. Due to differences in home types and great variation in lot sizes and configurations the ARC must sometimes make a determination on a case-by-case basis; NTRA’s governing documents expressly allow for such consideration.

 

Installation of certain ARC-approved features may result in other requirements. For example, owners installing a fence must provide a buffer zone if required by the landscaping contract then in effect, and installation of a fence may limit certain landscaping services. More details about a homeowner’s landscape responsibilities can be found on the website in NTRA Policy 9.2, Landscape Services and Responsibilities. 

 

When requesting approval, homeowners are responsible for submitting accurate descriptions and drawings for their proposed project. Sometimes projects are given conditional approval and homeowners should take care to ensure that all conditions for their project are followed.

 

ARC Application: The ARC Application and Instructions can be found on the NTRA website. A completed ARC Application must be submitted to Chesapeake Bay - the NTRA's management company, not to ARC members directly or through the NTRA ticketing system. Applications must be submitted at least one week before the ARC meeting which is held on the second Monday of 

May has been a month of change for the administration of our HOA with Chesapeake Bay Management assigning a new community manager and administrative assistant to the New Town Residential Association.

 

 

Jim McEvoy brings years of hands-on management experience which will be valuable for New Town. He has had approximately 15 years’ experience in hotel and resort management in the Atlantic City New Jersey area.  

In addition, he has performed well working in the vacation ownership industry for 16 years with both Wyndham Vacations and Bluegreen Vacations (where he won the Resort Manager of the Year Award in 2014). His prior assignments with community association management were with United Property Associates in Newport News, and Everest Property Management in Williamsburg. At Chesapeake Bay Management he worked as the community manager for seven small communities (all at the same time) in the Williamsburg area. Imagine what managing projects in seven communities, dealing with seven boards of directors, and seven different sets of governing documents must be like!

 

Jim became a Certified Manager of Community Associations (CMCA) in 2022 by completing the required training on financial management, community leadership, association communications and community governance.  He is a lifelong learner and is currently working towards completing the requirements to become a certified Professional Community Association Manager (PCAM).  This coursework includes risk management, legal aspects of community governance, facilities management, and leadership.  Chesapeake Bay Management has confidence in Jim’s ability and potential and shows this by funding his tuition.  He currently has completed one-third of the M-200 courses (a pre-requisite to the PCAM exam) , after which he will be eligible to apply for the PCAM credential.  His goal is to attain this prestigious credential by the first quarter of 2025.

 

Jim enjoys managing community projects that improve and maintain the community.  Several of his past projects have been so large that the execution had to be spread over multiple years.  He excelled at writing specifications and obtaining multiple competitive bids from vendors.  As the projects were executed, he ensured that contract specifications were met.

 

Jim was born in Camden, New Jersey and grew up in multiple locations throughout South Jersey.  He has successfully raised a son and daughter and together with his wife Tina enjoys spending time with his four grandchildren.  When he is not at work he can usually be found reading about American history, history in general, and world literature.  Jim and Tina enjoy traveling and visiting historical sites.  They currently reside in Norge Virginia and have lived in the Williamsburg area since 2010.

 

The New Town Community Pool is set to open Saturday, May 25th for the 2024 season. Your Pool Committee is excited to bring you a number of terrific improvements this year, including a computer sign-in at the gate! Additionally, the NTRA Board has generously approved 5 new umbrellas and stands which will help to accommodate pool patrons, while a new, second lifeguard chair will better accommodate the needs of our very appreciated lifeguards! Keeping the pool area leaf and debris-free is a full time job of the lifeguards, and to help with that, the Board also approved the purchase of a leaf-blower for their use. 

   

This season 2024 pool pass registration is available in-person and easily accessible every Tuesday morning through May and into pool season, from 10:00 – 12:00, and two Wednesday evenings (5/15 and 5/22)  from 4:00 – 7:00PM at the NTRA Meeting Room - 5118 Center Street. Most importantly, you’ll get the 2024 DECAL STICKER that indicates your pass is current for the 2024 Season. (Households with pool passes issued in 2022 and/or 2023 must bring their passes to registration.) 2024 Pool Season information has been sent via eblast to NTRA and NTCA homeowners and is posted on this website’s Pool & Clubs Page. 

     

The safety of pool users, and especially the safety of the children is paramount in the enforcement of Pool Rules and the regulation of pool hours and usage. The lifeguards have a big job, but also truly appreciate getting to know the New Town personalities and create some special relationships over the summer. Stay tuned for several events planned by the Activities Committee at the pool – a real opportunity to meet neighbors and make new friends! 

       

A lot of effort, dedication and time goes into the three months of safe and fun pool days for the residents of New Town. Many thanks go to the friends and neighbors who serve on the committees and the Board to make this all possible! We look forward to seeing you at the pool throughout the season!

On April 19th, the NTRA Board of Directors held a meeting to update Association Members on exterior maintenance issues in the Village Walk neighborhood. (For detailed information owners may view the Fortress Building report and the Board’s presentation on the NTRA website.)

 

The Board signaled a shift from an information-gathering stage (documenting design and construction defects present in many units in the Village Walk neighborhood of New Town), to the more difficult challenge of deciding:

• when and how repairs will be made and, importantly,
• how funding for those repairs will be apportioned among owners of Village Walk units.

The Board emphasized that no decisions have been made yet, and requested feedback from owners.

 

Estimated costs to carry out the repairs are:

• Near-term building repairs - $900,000 to $1,000,000 (siding, painting, and Fortress report identified repairs),
• Rebuilding of all 43 rooftop decks to prevent leaking - $2,150,000, and
• Other future repairs identified by the NTRA Board - $500,000 to $1,000,000,

The Board stated that a near-term funding requirement of $1,400,000 could be met with a special assessment of $14,000 per owner of a Village Walk unit, spread over one to two years. The Board has not made this decision yet, and is considering options. 

 

Approximately 40 individuals attended the meeting. Jeff Martin of Fortress Building Envelope Consulting, Inc., presented their findings and recommendations, and answered questions.  Jack Espinal, NTRA Board President, then briefed attendees on the status of various Village Walk exterior maintenance issues including siding repair and replacement, leaking in 8 of the 43 rooftop decks, and questions related to the next steps to be taken.

 

There are 21 buildings in Village Walk, comprising 99 townhouses of which 43 units are four-story townhomes that have a rooftop deck, which was offered as an option by Eagle Homes, the builder. Eight (8) of the townhouses with rooftop decks have known leaks, and the Board anticipates leaking among the other rooftop deck units in the future.

 

Village Walk townhomes were purchased subject to an Exterior Maintenance agreement requiring the Association to maintain the exteriors of each unit (in short, the roof and exterior building surfaces, with some exceptions).  Village Walk owners pay an amount over and above their NTRA HOA general assessment to fund these maintenance requirements.

 

The Board hired Fortress Building to perform an inspection and condition assessment of exterior walls and certain roof sections (not including most shingle areas).

 

The big-ticket items for repair are the so-called low-slope roofing issues (leaks from the rooftop terraces). There are 8 units with this feature that are known to be leaking. For the leaking rooftop decks Fortress recommends, in general, first removing the existing decking materials, some siding, and the existing door, and then rebuilding the deck and scuppers and replacing the door, incorporating flashing and caulking, in a manner to prevent all future leaks. Fortress did not provide an estimate for this work, but the Board has estimated this at $45,000 to $50,000 per unit. Fortress also suggested that, in the short-term, a gutter could be installed above the sliding door to the terrace to minimize the amount of water falling directly on the terrace floor.

 

Fortress also provided a listing of current issues and recommendations for repairs. The defects identified included cracks and buckling in some siding, numerous defects in flashing installation and sealing/caulking, and installation issues for some metal panel roofs. These defects often resulted (or likely will result) in water intrusion. Various repairs were identified and recommended; no cost estimate was provided, but some are lower cost repairs.

 

Jack Espinal reiterated that the Village Walk reserve accounts have been underfunded for some time, despite significant recent increases in Village Walk fees. Jack explained Eagle’s contribution to shingle roof repairs and that negotiations with Eagle over the rooftop deck repairs are on-going. Siding repairs on one building have been completed and no construction defects were identified. The Allura siding that was installed on most buildings has been identified as defective, but the class-action suit on this matter is closed, so there is little chance of any recovery from the manufacturer. Siding repair and painting is expected to cost approximately $100,000 per building or $20,000 per townhome; some of this work can be deferred.

 

The Board estimates near term building repairs (siding, painting, other Fortress Report repairs) at approximately $900,000 to $1,000,000, excluding rooftop deck repairs.

 

The Board has considered several options for funding repair of the rooftop terraces: spread the cost over all 99 homes in Village Walk (including homes without a rooftop deck), spread the costs over the types of homes receiving the repair services, or charge each homeowner when the service is provided. The Board recognized the relative unfairness of these approaches and solicited ideas for additional workable alternatives.

 

Jack responded to a number of questions posed by owners including queries about establishing accountability for the current situation. The Allura siding question appears to be settled: since the class action was available only for owners (NTRA did not have standing to be part of the class action) and the time for entering the class has passed (NTRA earlier provided VW owners

information about this potential remedy). Negotiations with Eagle about the rooftop decks are ongoing.

 

The meeting ended with an acknowledgement that there are no easy answers, but the Board wants to develop workable and fair solutions.

 

 

 

The landscaping contract that the New Town Residential Association (NTRA) has with James River Grounds Management (JRGM) is for specific commercial services provided in our common areas and the areas around our residences.  It does not include custom services for each resident.  The March and April Town Criers outlined the services that residents should expect to receive during the spring cleanup, mulching, and turf management activities.  Here are the additional services that are provided to lots under our contract.

 

Application of herbicides and pesticides.   JRGM is required to notify Chesapeake Bay Management (CBM) about the application of all herbicides, pesticides, insecticides, and fertilizers used throughout or community at least one week in advance of those applications. CBM advises the community regarding all pending applications.  Information about the specific materials that are being applied by JRGM is available by request from CBM. The MSDS data sheets for every chemical that is being used are available. In addition, notices will be posted in each area one week in advance of every pesticide and herbicide application.

 

There will be applications of pre-emergent crabgrass and weed control materials applied to all turf areas and in all mulch beds two times a year based upon the site and seasonal conditions. Two applications per year of fertilizer with the proper nutrient blend for the fescue’s turf or warm season (Zoyzsia) grass will be applied to all turf areas throughout our community. Of course, weather conditions sometimes govern and can change the actual application date.

 

Three applications per year of a broad leaf weed control chemical to control chickweed, broad leaf plantain, and other broadleaf weeds are provided.  They will be applied in the spring, summer and late summer as appropriate based upon the site and seasonal conditions.

 

Weeding.  Every two weeks, all landscape beds, shrubbery beds, tree beds, cracks in walkways, driveways, parking areas, and curbs will be weeded. This can be done either mechanically or chemically to prevent the growth of grass and weeds.  Weeds and grass killed chemically will be subsequently removed to retain a neat and manicured appearance throughout our community.

 

Our contract does not provide for customizing any these landscaping services.  Homeowners cannot pick and choose the specific landscaping services that they wish to receive.  However, there is some flexibility.  Homeowners may elect to opt out of JRGM landscaping services every year.  Once homeowners opt out of services, those services will not be provided for the rest of the calendar year.  Residents may begin receiving services again the following spring if they so desire.  CBM maintains a list of homes that have opted out of receiving landscaping services and updates them each year.  Homeowner annual assessments will remain the same whether or not homeowners opt out of landscaping services.

 

A new NTRA Meeting Policy recently approved by the NTRA Board of Directors has been posted on the website. This policy and meeting room rules replaces prior meeting space requirements as well as the website automatic registration system. 

Here are some key points of the policy:

• The meeting room is available for use only by the NTRA Board of Directors, NTRA Committees, and NTRA Clubs, or for Board-approved charitable activities.
• Groups using the room must be comprised of NTRA members.
• The room is not available for private parties.
• The NTRA Board of Directors has the right to preempt other groups scheduled for the room as necessary
• Groups using the room must adhere to behavioral and other guidelines in the General Rules statement, use room equipment properly, clean up after themselves, and make sure door is properly locked upon exit. A Responsible Person named on the Approval Form will be charged with responsibility for ensuring the room is used appropriately, as well as opening and closing/locking the room.

All meetings approved for the meeting room will be posted on the website calendar to avoid confusion, and problems double-scheduling of meeting room space.

A final note: our President, Jack Espinal did much of the work in drafting the new policy so that it easily met the approval of John and Sue Tarley, NTRA’s legal counsel. We have both Jack and the Tarleys to thank for this effort to ensure that we have clear and complete guidelines for our Meeting Room.

Information gathered from the community will be used by your Board of Directors in developing a comprehensive  plan to address the exterior maintenance problems that Fortress has identified.  (Owners can access the reports from Fortress on the NTRA website - Association section, Committees & Policies page under "Village Walk Information.")

 

Please put Friday, 19 April 2024 on your calendar and plan to attend this critically important meeting that will affect everyone’s future in Village Walk.