Dear East Stratford C&D Residents,

I hope this email finds you well.

The East Stratford C&D HOA Board of Directors is continuing the Quarterly Rental Parking Program for the 2nd quarter of 2025 (April-June). Each quarter, the Board allocates a limited number of visitor spaces within Section C (townhomes on Baish, Rusert, and Ebaugh Drives) for rental by homeowners in good standing.

If you are interested in securing a rental parking space, please submit your application by March 20. If you are already enrolled in the program, you do not need to reapply—your previous application will automatically be resubmitted unless you notify us otherwise. If you currently rent a space and no longer wish to participate, please let us know, as spaces are limited.

Program Details

• A maximum of 15 visitor parking spaces will be available for rental.
• The rental fee remains $150 per quarter, and regular HOA dues.
• If demand exceeds 15 spaces, the Board may consider adjusting the fee for future quarters.
• Each participating homeowner will receive one (1) hangtag valid for the quarter, allowing parking in any open visitor space.
• The hangtag must be visible to prevent towing and is transferable between the homeowner’s vehicles and guests.
• New hangtags will be issued each quarter—please ensure you use the correct hangtag for the current quarter to avoid towing.

Application & Payment Process

• Rental fees are due at the same time as quarterly HOA dues.
• Homeowners may apply for one (1) rental space per household each quarter.
• Spaces are not assigned, and parking is available in any open visitor spot.
• Future rental fees may be adjusted based on demand and program participation.

Important Reminder: This program does not impact existing HOA parking rules, including regulations on second cars in driveways that block sidewalks. All current HOA parking policies will continue to be enforced.

You can download the application here. If you wish to apply for a rental space for the second quarter of 2025, please complete and submit your application by March 20, 2025.

If you have any questions, please don’t hesitate to contact me at Sequoia Management at 703-803-9641 or email [email protected].

Thank you for your attention, and we appreciate your cooperation in making our community a great place to live.

The Board of Directors for all three East Stratford Associations has scheduled the 2025 Annual Meetings for Tuesday, March 11, 2025, with staggered start times. This arrangement addresses previous quorum challenges while making it more convenient for residents to attend.

Important: If any association fails to achieve quorum during its scheduled meeting, a Second Attempt meeting will be convened 5 minutes later. Per our bylaws, this second meeting requires only half the original quorum requirement to conduct official business.

Below, please find and read the narratives relating to each Association you belong to for attendance at the Annual Meeting.
 

East Stratford Phase A&B Homeowners Association, Inc.

** Phase A&B must reach a quorum of 10% (20 homes) to conduct this meeting.

East Stratford Residential Community Association, Inc.

** East Stratford Residential must reach a quorum of 10% (37 homes) to conduct this meeting.

NOTE: All East Stratford residents are members of the East Stratford Residential Community Association and should attend this meeting.

East Stratford Phase C&D Homeowners Association, Inc.

** Phase C&D must reach a quorum of 10% (17 homes) to conduct this meeting.

We recognize that not everyone can attend the Annual Meeting. If you cannot join us, please complete the attached proxy form for each association you belong to and return it to our office by 5 PM on Monday, March 10.  Please note that your proxy remains in effect unless you personally attend the meeting, which automatically revokes it.

FREE Reusable Shopping Bags Available at Annual Meeting

At the upcoming Annual Meeting, we’ll distribute free reusable shopping bags provided by Loudoun County as part of their plastic reduction initiative. Each household represented at the meeting will receive two bags (while supplies last).

If you can’t stay for the entire meeting? No problem – simply visit the Clubhouse, complete your proxy form, and pick up your complimentary bags. We look forward to seeing you there.

Thank you for helping to achieve quorum for all East Stratford associations this year. Your participation, whether in person or by proxy, is greatly appreciated.

East Stratford Homeowners Association
c/o Sequoia Management Company, Inc.
13998 Parkeast Circle
Chantilly, VA 20151

Please see below updates and reminders –

Oaklawn Data Center Public Hearing Reminder

As a reminder a public hearing is scheduled on January 28, 2025, at 7 PM at the Town Council Chambers, 2nd Floor, 25 West Market Street, Leesburg VA 20176. All residents are encouraged to attend. Additional information is available by contacting the Town’s project manager, Christopher Murphy at [email protected]

Pond Safety Reminders

It had recently been brought to our attention that there are children who have been playing near and on the pond while frozen. The safety of our residents is a major concern for the Board of Directors and we would like to advise all parents that the pond is not safe for children to play on.

The pond is an important part of the community but can pose a grave danger to children including drowning and injury. Please relay to your children that this area is dangerous and to refrain from playing close to or on the pond.

If you see someone playing on the frozen pond, please contact the non-emergency Leesburg police directly at 703-771-4500 to file a report or dial 9-1-1 in the case of an emergency.

East Stratford C&D Reminders & Updates –

February 2025 Board of Directors Meeting – Rescheduled

Please be advised the East Stratford C&D Board of Directors meeting has been rescheduled to February 19, 2025 at 6:30 PM via ZOOM. If you wish to join the meeting, please contact Shannon Cook at [email protected] to obtain the login information. All are welcome and encouraged to attend.

East Stratford A&B Reminders & Updates –

Exterior/Outdoor Lighting – Light Fixtures/Light Posts

During recent community reviews, we’ve noticed several homes have exterior lighting that needs attention – specifically light fixtures and posts that have been modified, have mis-matched fixtures, and those that are simply not working properly. The East Stratford A&B Design and Maintenance Standards (page 21) requires all exterior lighting to be uniform and in working order.

To help everyone prepare for the 2025 inspections, we’re asking homeowners to review their exterior lighting and make any necessary updates by March 31, 2025. Please take a moment to check your light fixtures and ensure they:

• Fixture designs must match (lamppost fixture, stoop/porch fixture, garage fixtures)
• Must function properly
• Must have proper approvals for any modifications

If you need to replace your fixtures and cannot match the original design, please submit an architectural application to the Architectural Covenants Committee before making any changes. For those who have already modified their lighting without prior approval, please contact the management team to discuss next steps. These standards help maintain our community’s appearance and protect our property values. Thank you for your attention to this matter and your ongoing commitment to keeping our neighborhood beautiful.

Help Shape Our Community’s New Playground! – Volunteer Opportunity

Our East Stratford A&B playground equipment is scheduled for replacement in 2026, and we want your help in planning this exciting update! Based on recent community feedback from our playground survey, the Board is now forming a special committee to guide this important project. We’re seeking engaged residents to join our Playground Planning Committee. Committee members will:

• Evaluate our current playground facilities
• Research and recommend new equipment options
• Help create a vision for this vital community space

This is your chance to directly influence one of our neighborhood’s most popular amenities. If you’d like to participate, please email Shannon Cook, [email protected] by January 31, 2025. Committee appointments will be made in February 2025 to begin the planning process.

Thank you for considering this opportunity to enhance our community for years to come!

Happy New Year East Stratford!  Please find 2025 updates & reminders below – 

2025 Board of Directors Meeting Schedule 

Please find below the 2025 Board of Directors meeting dates for East Stratford A&B, C&D & Residential.  
All meetings are held via ZOOM & begin at 6:30 PM. If you wish to obtain the login information, please contact Shannon Cook at [email protected] 
All are welcome and encouraged to attend. 
 

East Stratford Residential:

• January 14, 2025
• March 11, 2025 – Annual Meeting – In Person
• March 25, 2025
• May 27, 2025
• July 22, 2025
• September 23, 2025
• November 25, 2025

East Stratford A&B:

• February 11, 2025 
• March 11, 2025 – Annual Meeting – In Person
• April 22, 2025 
• June 24, 2025
• August 26, 2025
• October 28, 2025
• December TBD 

East Stratford C&D:

• February 26, 2025 
• March 11, 2025 – Annual Meeting – In Person
• May 28, 2025
• August 27, 2025
• November TBD

 
Any changes to the scheduled meetings will be sent via email. 

URGENT CALL TO ACTION: Social Committee Volunteers Needed!

Our Community’s Future Events are at Risk!
Our cherished community traditions and social events for 2025 are in jeopardy!! Without new volunteers stepping forward, we face the reality of canceling beloved community gatherings that have brought our neighbors together for years.  Current Social Committee members are stepping down and they need to be replaced with new volunteers. The Board of Directors is making an urgent appeal for support. We are at a critical turning point, and without additional volunteers, we simply cannot sustain any events that make our community special.

Your involvement isn’t just helpful – it’s essential for preserving the vibrant community spirit we all value. Even a few hours of your time could make the difference between keeping or losing these important social traditions. Remember: Strong communities are built by people like you who step up when needed. The time to act is now! 

Don’t let 2025 become the year our community events disappear. Take action now by contacting Shannon to learn how to help us maintain the traditions that bring our neighbors together. (Shannon Cook at [email protected])
 

Community Clubhouse Rentals

The East Stratford Residential Community Clubhouse is available to book year-round!  Reservation requests must be made in advance, no later than ten (10) days prior of the event. Go to the East Stratford website for pictures. Click here to submit a reservation request.

Contact Shannon or Alexandra to schedule your next event!
Phone: 703-803-9641
Email:  [email protected] / [email protected]
 

Tree & Shrub Pruning Reminders 

Trees need regular pruning to prevent potential property damage or injuries caused by falling or dead branches. Homeowners are required to maintain trees and shrubs to avoid obstructions on sidewalks and roads for the safety of pedestrians and vehicles. Additionally, trees and shrubs obstructing community street signs or traffic safety signs must be pruned to ensure clear visibility. Visit the East Stratford website for a guide.

The Associations landscaping company, Premier Turf and Landscaping, is offering a 10% tree trimming & replacement/removal discount to all East Stratford residents. If you would like your trees trimmed or are considering any removals and/or replacements, please feel free to contact Premier directly to discuss pricing and details.  

Please call Premier’s office at 703-754-3326 and ask for Scott Trumble between the hours of 8 AM to 4 PM or by email [email protected]. 
NOTE: The Association would not be involved in this transaction; the contract would be between Premier and the homeowner. 
 

East Stratford C&D – Parking Committee Effort Updates

As part of our ongoing efforts to address parking concerns within the community, an Ad-Hoc Parking Committee, composed of volunteers from the neighborhood, convened in 2024. The committee’s purpose was to review and discuss potential amendments to current parking policies, explore alternative solutions, and revisit findings from previous parking committees and boards.

Recent efforts included attempts by the Association to negotiate additional parking with Stryker, which unfortunately were not successful. The Association also explored the possibility of opening the pool parking lot for general use; however, this proposal was similarly declined.

After reviewing past research, evaluating potential options, and considering the uncertainties surrounding the potential development of a nearby data center, both the Board and the Parking Committee have decided to pause further exploration of new parking solutions. At this time, the current parking policies will remain in place.
If you have any questions or concerns, please feel free to reach out to your management team.
 

East Stratford A&B – Playground Project – Volunteers Needed!

As part of the ongoing efforts to improve our community, the A&B Board recently distributed a survey to gather feedback from residents regarding possible replacement of the playground equipment. According to the current replacement reserve study, the existing equipment is scheduled for replacement in 2026.

In preparation for this project, the Board of Directors is forming an Ad-Hoc Committee to assess the current playground, explore options for new equipment, and provide replacement recommendations back to the Board. We are looking for volunteers to join this committee and contribute their insights and ideas. If you are interested in volunteering, please contact Shannon Cook at [email protected] before January 20, 2025. The Board plans to appoint committee members in January 2025 so that we can begin the planning process. Thank you in advance for your interest in helping shape the future of our community’s playground!

Attention East Stratford Residents, 

Do you want to make a real impact in our community? Love bringing people together and creating memorable experiences? Then we need YOU on the Social Committee! 

After many years of hosting amazing events, our current committee members will be stepping down at the end of 2024. Without new volunteers, there won’t be any community events in 2025.

Why Should You Join?

• Make a Difference: Help shape the future of our neighborhood.
• Get Creative: Bring your ideas to life and plan those fun and meaningful events!
• Build Community: Meet new people and strengthen connections within East Stratford.
• Have Fun: Enjoy the thrill of organizing and attending exciting activities!

Volunteering with the Social Committee is your chance to contribute, connect with fellow residents, and help plan events that everyone will enjoy. Whether you want to lead an event, share ideas, or simply lend a hand, we’d love to have you! Volunteerism time commitments can range from 1 hour a month to 4-6 hours a month depending on the number of volunteers & the number of events planned. 

Ready to Get Started? Contact Shannon Cook at [email protected] to find out how you can help. Don’t wait—let’s work together to keep East Stratford vibrant and connected!

We’re excited to hear from you! Let’s make magic happen! 🎉

Attention Residents:

The East Stratford A&B Board is considering replacements for the playground located on Shirley Square. Please complete this survey so the Board can consider feedback from residents in any replacement decisions. Please complete the survey NO LATER than October 15, 2024.

Submit feedback

Attention East Stratford C&D Residents:

C&D Parking Application

Residential Quarterly Rental Parking Program

Each quarter the HOA Board of Directors allocates several visitor spaces within Section C of the community (the townhomes – Baish, Rusert, Ebaugh Drives) for rental by homeowners. HOA members in good standing can apply for a hangtag that authorizes them to park in any open visitor space throughout the quarter. Applications for the 4th quarter of 2024 (October – December) are due NO LATER THAN September 25, 2024. If you are already enrolled, you DO NOT need to resubmit a new application, as your prior application will automatically be resubmitted for consideration. If you are currently renting a space and are no longer interested in participating in the program, please let us know, as spaces are limited.

At this time the Board has voted unanimously to continue to allow a maximum of 15 spaces with the quarterly charge remaining at $175.00. If the amount of interested parties exceeds the 15 allocated spaces, the Board may reconsider the charge for the next quarter and all interested parties will be contacted regarding any additional increase to the cost. All hangtags are issued for a one-quarter period and are subject to a price adjustment in future quarters depending upon demand.
 

How It Works

The rental fees will be in addition to the regular HOA quarterly dues and are due at the same time as the quarterly HOA dues. Each homeowner who participates will be given a single hangtag to place on their rearview mirror. The hangtag will be valid for three (3) months and can be used as needed between the homeowner’s vehicles and guests. If a vehicle is displaying the current-quarter hangtag issued to the homeowner, the vehicle will not be towed from a visitor space, provided that the hangtag is readily visible through the windshield and that the homeowner and vehicle are in compliance with all other HOA rules, local ordinances and state law.
 

Homeowners will be able to park in any unused visitor parking spaces when displaying the hangtag. No specific visitor parking space will be assigned. Homeowners will be able to apply for a new hangtag/rental each quarter. Note, however, that the cost will be determined by the number of residents applying to participate in the program. The rental fee will be subject to change, as described below.
 

Under this program, only one (1) additional space will be available per home. The proposed rental charge will be finalized by the Board based upon the number of homeowners that apply for the spaces. If during a course of a quarter additional homeowners indicate an interest in renting a visitor parking space, the Board will consider the rental charge at the next quarterly meeting and raise the amount accordingly prior to issuing hangtags for the following quarter. The price will be to set in order to achieve maximum parking flexibility as houses are sold or growing families need additional space.
 

New hangtags will be issued each quarter and are only valid for that quarter, you MUST ensure you are using the current/valid hangtag during the appropriate quarter OR you may be towed. For example, if you are currently enrolled in the 3rd quarter (July – September) and reenroll for the 4th quarter (October – December) you MUST assure that you are using the proper hangtag within those date frames to avoid being towed, DO NOT replace the 3rd quarter hangtag with your 4th quarter hangtag until the start of the 4th quarter. The color/content will change from quarter to quarter and cannot be reused. In addition to potential cost increases, the Board may re-evaluate the number of visitor spaces assigned to residential rental and increase or decrease the spaces allocated as experience indicates. Revenue from the rentals will be deposited into the HOA common funds and will be factored into the annual budgeting process. In time, the extent of participation in the program should establish a fairly predictable rental charge.
 

This program will have no effect on the existing parking rules within the East Stratford C&D community. All existing HOA regulations will continue to be enforced, including the towing of second cars parked in driveways that are blocking a portion of the sidewalk.
 

Here is the application for a quarterly residential parking program. If you are interested in signing up for an additional parking space (one per household) for the 4th quarter of 2024 (October – December) please complete the attached form and submit it no later than September 25, 2024. Again, if you are already participating in the program, no additional application is necessary unless your information has changed or you wish to withdrawal your application.

If you have any questions, please feel free to contact me at Sequoia Management (703-803-9641), fax (703-968-0936), or email [email protected].