September 2011 Meeting Recap

On Wednesday September 21st, 27 members of the Coral Trace community met at the clubhouse to view a PowerPoint presentation of various topics that have developed over the past 2 months. Overview of general topics included:

• Palm Trees-There was a significant cost savings by trimming the palms in the common areas by the volunteers in the community and board members. A big "Thank you" to all those that assisted.
• ARC Board-Give 30 days notice to approve any homeowner improvement forms.
• Leland management-Utilize them more! A complaint should be handled by emailing Amanda and CC the coraltracehoa@gmail.com email, so the board can follow through if needed. Amanda keeps records of all emails in the event of lawsuits or disputes.
• 2012 HOA elections-Start thinking of the next board. Qualifications should include computer skills, ability to interact with others easily, and a sense of how to read financial reports.
• "Exclusively Yours"-This company has a lawsuit against Coral Trace due to a breech in their contract. It is still in the negotiations stage and an offer is being made. President Tadd Smith and the previous HOA will attend court proceedings. The dollar amount is significant, so a small amount is being offered to cover court and lawyer fees. More information will be provided as it continues.
• Construction-A spec home and model home will begin construction ASAP. Please stay off empty lots and away from construction.
• Culverts-(A device used to channel water) around the ponds are sinking. They are used to allow water to pass underneath the embankments. Safety concerns of the deterioration were shown with photos. Estimates are being taken for replacement.
• Pros-cape-Due to unhappy homeowners, a 15 day notice with 12 different concerns has been issued to them. The board is looking at more options for cost savings in winter months due to less mowing but paying the same rate as the summer months. Currently taking new bids that are from Feb 1-Dec. 31 or 41 weeks. Pros-capes contract  re newel date is not until Dec. 30, 2011.
• Lawn upkeep-Stick to the watering schedule! Avoid a fine and check that the timer and clock are set correctly. Many houses have the AM & PM wrong and are watering at the wrong time. Avoid watering just before the lawn is to be mowed. A calendar for mowing vacant lots and treating for weeds has been requested by Pro Scape.
• Clubhouse-The community will save $4000/year by not having a maid to clean the clubhouse. A volunteer rotation schedule has been suggested by the Board, to take 15-20 minutes to take a mop to the floors and wipe down tables after use. Supplies will be purchased to accommodate.
• HOA dues increase-A show of hands was requested to increase the dues by $5 which is 4%. This rate has not increased in 5 years. More homes equals increased risk! See below-a note from your Treasurer Johnny Reed. The budget meeting is scheduled for Oct 19 and ALL home owners are encouraged to attend.

Budget Meeting

For those of you who did not attend the meeting this past Wednesday (Sept. 21), we discussed some very important issues, one of which is the 2012 budget.   We are required to have an official meeting to approve the coming years budget, which will occur on Wednesday, October 19, 2012 at 7:00 PM.

As a preview, here is some current financial information to consider:

1.)  We currently have a surplus of $33,260.12 ($22,880.00 of which is from a settlement)
2.)  We have an average surplus each month of $1500-$2500
3.)  Your current board has saved the community thousands of dollars by volunteering to do things ourselves with the help of other individuals in Coral Trace
4.)  These savings have helped us build up a significant surplus and may allow us to NOT raise your dues
5.)  Dues have not been raised in five (5) years, not even with inflation
6.)  Proposed increase of 4% in dues from Leland = $5.00 per month increase
7.)  We may be able to hold dues the same for 2012, however it will likely mean a larger than 4% increase come 2013, so please think long term, not just short term.
8.)  The board has begun renegotiating contracts in an effort to cut spending
9.)  We need to cut $10,000 - $15,000 from our proposed yearly budget to hold dues the same and we are aggressively pursuing contract negotiations.

What is the bottom line?  Please attend the meeting so we can discuss these things with you.  We all see benefits to keeping the dues the same as well as benefits to raising them.  This budget is strictly for things we NEED in the community, no extravagant projects.   By a show of hands, about 75% of people agreed that raising dues by a small number was the correct course of action.

It has been brought to my attention by previous board members that our management company consistently recommends we  raise the dues by $5.00/month.   In the past, it's not been necessary.   For those of you who don't know me, I take my personal finances and those of the HOA very seriously.  I personally believe we may be able to get through one more year without an increase, however it will be a risk.   I also believe that we can utilize the state of the US economy to our advantage in renegotiating our contracts.

Please attend to discuss.

Thank you,

Jon Reed
Treasurer

Scouts Popping for Fundraiser. What’s Your Flavor?

Whether it’s popcorn of the cheddar, butter toffee, carmel, chocolate or kettle variety, -yes, the kettle is back! -your local Cub Scouts are selling it by the bag-full this fall. The annual popcorn sale helps Scouts raise money for Scouting programs, while curbing the community’s hankering for the crunchy snack.

This year the popcorn sale includes a range of products: including the hard to resist white chocolate pretzels, equally as decadent as chocolate covered popcorn, our ever popular cheddar cheese popcorn, and more. The popcorn sale is a fundraiser and a primary source of revenue for the year. It gives Scouts the opportunity to earn their way to summer camp and helps pay for needed equipment, special trips and outings. Helping to offset these costs is essential in making sure every Scout has the opportunity to participate in these activities. Selling the buttery snacks also helps Scouts develop life skills such as salesmanship and goal setting. We have popcorn from $10 - $20.

If you would like to support your local Pack, please send an email to John McKinney at pack72cubmaster@gmail.com. I live at 674 Coral Trace Blvd and the popcorn can be picked up at any time.

We need you!

Looking for volunteers in the following areas:

Welcoming Committee-Put on that smiling face and welcome new homeowners to the neighborhood! Every new resident will be given a plant from the local florist and should receive all frequently used phone numbers and Coral Trace email information.

Activities Committee-Have a knack for organizing events? Looking to entertain 4 events per year along with Clubhouse social events. Many requests for Yoga, community motorcycle ride, and kids events have been mentioned. Ideas?

Neighborhood Watch Committee-Seeking volunteers with experience on how to keep our neighborhood safe from theft and vandalism. Is this up your ally?

Please email coraltracehoa@gmail.com so the board can put these committees in motion.

JULY 19th Update

HOA Meeting set for Wednesday July 20th   Don't miss out on the next HOA meeting held at the clubhouse 7PM. The Board has welcomed renters to the meeting, in hopes that more involvement from them will make them better tenants and future homeowners in our community. This weeks meeting will feature a power-point presentation on the financials of Coral Trace, by your treasurer Jon Reed.  The manager from Proscape will present photos and details about our community, reference to yards & irrigation. We look forward to seeing you! Welcome to the neighborhood! A welcoming committee is a need for our community. We haven't had any interest as of yet, but are still interested in forming one. So we need your assistance!  If anyone spots a new homeowner from a possible short sale or foreclosure, please give them the coraltracehoa@gmail.com address. Instruct them to email us their names, and addresses so we can add them to the email distribution list. Thank you to Bob for picking up the 15 Peace Lilly’s from the florist and Tadd for delivering all them to the homes that were missed the last few months. We are happy you have chosen Coral Trace as your place of residence! If anyone spots a new homeowner in their area to please give them thecoraltracehoa@gmail.com address. Instruct them to email us their names, and addresses so we can add them to the email distribution list.  Welcome to

RUSTY NEEDS A HOME!!    Sweet dog, RUSTY, is in need of a new home. This 60 pound, rescue, 6 year old, mixed-breed thinks he is a lap dog so is looking for a loving owner. He is a healthy boy and is in great shape. Ideal home would be cat free (as he has never been socialized) and without small children (as a toddler was tormenting him). Rusty is well trained, up to date on shots and comes with heart guard, a crate (for evacuation) and flea meds. You will fall in LOVE with him when you meet him!  He would be perfect for you if you are looking for a loyal, loving companion to follow you around your house and yard!  If you are interested in finding out more about RUSTY, please call 386-290-2024. forward to a friend         9:30 a.m. to 10:30 a.m 4TH Saturday of each month July 23 August 27 September 24 October 22 November 26 December 17 (third Saturday due to Christmas holiday) Serene Garden Decor  1607 West Canal Street New Smyrna Beach, FL 32168 386-402-7810 serenegardendecor.com Light refreshments will be served The purpose of this group is to share with Serene Garden Decor container gardeners how easy it is to decorate with glazed clay pottery of all sizes, shapes, finishes and colors. Master gardeners and special horticulturists will give presentations on how to successfully container garden and share education on integrating containers into your existing landscape, developing herb and vegetable gardens or for interior decor use. Through the Serene Container Gardening Group we will share knowledge, experience and ideas to develop and support the love of container gardening. We will be offering hands-on potting demonstrations, special purchases and most of all we’ll have some fun! Call today to reserve your seat this Saturday. Please mention Coral Trace resident, Stacy Smith referred this event. Thank you and have fun! Do you have a safety net in case of the unexpected?  In today’s economy, many do not.  A major life change – a serious illness, an extended hospital stay – often creates expenses you don’t see coming. For example, if you became seriously ill today, how would you cover: • Mortgage, rent, and other household expenses? • School tuition? • Health insurance deductible and co-payments? • Travel costs for out-of-town treatment? • Child care? You’re invited to an upcoming free workshop where you’ll learn how to start building your family’s safety net. Protecting your income, savings and health is not as difficult as you think. Attend a no-obligation, informative workshop at one of the following locations: Complimentary meal provided New Smyrna Beach Tiano's @ New Smyrna Beach Golf course 1000 Wayne Avenue Friday, July 22 1:00 PM Tadd Smith 386-527-0136 9 a.m. to 5 p.m., Monday - Friday  Seats are limited, reserve your space today!  unsubscribe from this list | update subscription preferences

A note from the President
 By Tadd Smith
 

YARD ISSUES

On Monday June 13th, I called Dave, the manager of Proscape, as I drove out of the community to go to work and saw that Proscape had started to cut the grass at the front of the property. I advised them they should not cut the grass this week. Here is a explanation of my decision:

First, the temperature was to average 100 degrees this week according to the local news channel and there was only a 20 percent chance of rain later in the week. The worse thing for St. Augustine grass is to cut it down to four inches or less with triple digit temperatures. It will increase the chances of the grass burning. Second, Proscape was delivering some very potent fertilizer to the whole community starting Monday. The fertilizer works a lot better for your yard if you give it time to soak in and run up the full grown grass blades. Cutting it to 3 1/2 inches right after fertilizing, defeats a lot of the purpose fertilizer brings to your yard. Also by fertilizing, then cutting your grass, then adding 100 degree temperatures, you are taking a huge chance of burning. Lastly, there is not a yard company in this world that would tell you this information any differently. When temperatures are hot, it is better for your yards health to let it be a bit longer and retains water better.

Proscape agreed this idea would be better for the grass' health to not be cut. The entire yard crew took the time to cut back all of the forest areas behind your homes, for those people who live on the outside area of the community, as well as some other projects in the community we asked them to accomplish. Since the decision was made Monday after the newsletter went out reference to not cutting the grass, a sign posting at the front of the neighborhood could have been placed to keep you informed. (Chris, our secretary, was in the hospital that day with labor & delivery and was unable to send out the information via email.) If you ever have any questions in the future, please contact us via email coraltracehoa@gmail.com.  I apologize to any residents who were upset by us not cutting the yards this week, but (and I speak for all of the board and many homeowners who have voiced their opinions) the community is going to look the best it ever has when they start cutting today.

I want to address the push lawn mowers, because it has come up on two separate occasions. There is not a yard crew in the state of Florida that would push mow our whole community. Unfortunately, yard crews will always use heavy, wide equipment to cut these yards. It is one of the natures of the beast with large communities and landscaping. Yards the size of the lots that we have here in our community are not the size lots that do there best with this large equipment driving over it and over it again. With the way drainage on the sides of the homes has been laid out, along with the very small front yards. It is not intended for any kind of riding lawn mower. Proscape does cut some parts of certain yards in here with a push mower, such as the ones that have fences, in the back yards, on the water. The reason behind push mowing these is for safety. The grade is to high to go through a gate that close to the water. So if you see someone getting their yard push mowed, do not think they are getting special treatment.

HOT TOPICS! 

 We the board were elected to make decisions based on what we think is best for the community. With 5 different types of board members from different demographics, and gender, we collectively try to do what is best for our neighborhood. Since the by-laws don't allow us to physically meet with each other while not in front of the community, we have divided up our duties to bring you the best result. We start with going through all of your emails, phone calls, and word-of-mouth when we pass you by on your bikes or walking. We too struggle with this rule by speaking on the phone and emailing each other in between our jobs and leisure time with our families.

 The proper procedure to communicate to us with a complaint, or constructive criticism would be to please email us at coraltracehoa@gmail.com. Stopping by the homes of the Board members is not fair, as there are 4 other Board members to consider hearing your thoughts and opinions. Let's get attendance back up at the meetings, so we can discuss things face-to-face and so we can make things move forward.   Please remember our next board meeting is the second Wednesday of July. I hope to see everyone there. This is our opportunity to all be on the same page, and inform everyone as to what is going on in the community, even more so then just our emails. Thank you for your time and please enjoy your summer with your families and friends. Happy belated Father's Day to all of the Fathers in CT. I hope you enjoyed your weekend
 

EXERCISE EQUIPMENT ISSUE

.
 The HOA is aware that the 2 exercise machines (elliptical & treadmill) in the clubhouse need repair. A service call to get them fixed was placed on Friday June 17th. 

GATE ISSUE

On June 17th, the HOA met with a repair man reference the entrance gates and  found that the circuit breakers had been shut off that provide power for the card readers and gate box . They were reset  and tested for everything. The cause is unknown at this time as to why they were off (not tripped). The repair person's card is now on file  with contact numbers to get him directly in case of any other problems.

LET THERE BE LIGHT

 The light that shines on the front wall by the gate is broken due to vandalism. Handyman Jim Rodgers should be able to fix this and it was placed on his weekly things to do for our community.

May Financials

I do not have a current chart showing YTD.  I lost all of my charts and graphs when my computer crashed, but am working on recreating it all.  You will notice that we are + $14,636.71 for the year in 2011.  Since we have such a surplus at this time, we decided to FINALLY fix the irrigation system that runs along the front of the neighborhood running East to West.  As we mentioned in a previous update, this will allow the shrubbery to grow (which is no longer being trimmed so low) and give the residents at the front of the community their much needed privacy.

You may have also noticed in the past month that pressure in the entire irrigation system was very low.  This has been fixed and the 2nd (backup) pump has been installed and has been running as well.  As more homes are built, both pumps will need to be utilized at all times to provide enough pressure in the irrigation lines.  Both of these projects were costly and therefore June's YTD number will be significantly lower (though still on the positive side at this time). 

Anyway, here is the financial summary for May 2011:

CURRENT ASSETS

 

BB&T - Operating $ 80,999.44

BB&T - Reserve 152,584.34

BB&T - Petty Cash 1,000.00

_______________
Subtotal Current Assets $ 234,583.78

OTHER CURRENT ASSETS

Assessment Receivable $ 53,824.53

Allowance for Bad Debt (26,756.51)

Refundable Deposits 4,155.00

Prpd Liab / Prop Ins: 07/11 535.59

Prpd D&O Insurance: 08/11 275.82

_______________

Subtotal Other Current Assets $ 32,034.43

TOTAL ASSETS $ 266,618.21

===============

LIABILITIES & EQUITY

 

CURRENT LIABILITIES:

Accounts Payable $ 245.00

Prepaid Assessments 29,303.33

_______________

Subtotal Current Liabilities $ 29,548.33

RESERVES:

Reserves - Clubhouse $ 35,117.84

Reserves - Irrigation 7,290.83

Reserves - Security 6,818.74

Reserves - Streets 57,327.62

Reserves - Pool 26,393.95

Reserves - Gates 9,623.51

Reserves - Lakes / Fountains 7,008.55

Reserves - Contingency 2,631.71

Interest on Reserve Acct 371.59

_______________
Subtotal Reserves $ 152,584.34

EQUITY:

Prior Years Earnings $ 69,848.83

Balance Sheet

As of 05/31/11

Current Year Net Income/Loss +14,636.71

_______________

Subtotal Equity $ 84,485.54

TOTAL LIABILITIES & EQUITY $ 266,618.21

Financials

I am sorry I have not yet updated the graphs for this past month, there is still a very minor discrepancy between my numbers and Leland Management.  I believe the information I had last month was not complete as bills can come in after the report is already prepared.  The new bills or credits are then added to the appropriate month which throws off some of my calculations.  I hope to have this resolved shortly, again, sorry for the delay.

Thank you,

Jon Reed
Treasurer

May 23rd Update

The pool is open! Please enjoy it.
Improvements are in the works for a new company to maintain it, a larger trash can that will keep out raccoons,  as well as rock in the plant beds to prevent mulch and leaves from blowing in.

Change in HOA meeting schedule

Due to low attendance (13 people at May's meeting) and a lot of people heading north for the summer, there will not be an HOA meeting in June. Our next meeting will be Wednesday July 20th at the clubhouse 7PM. The third Wednesday will be easier for the board to receive financial reports and have time for them to be reviewed and presented to the community.

Coral Trace Maintenance

Jim Rogers has been hired to complete small jobs in the neighborhood. Jim and his team are a bonded and insured company to make improvements quickly that are in need. With-in 24 hours of him meeting with the HOA Board he completed the pressure washing of the Clubhouse parking lot and placed the locks in the glass sliding doors. With the security of these doors, the Clubhouse has been open to the community which has been a top priority of the Board. Thank you Jim and we look forward to many more improvements in the near future.

WELCOME COMMITTEE

Interested in joining? Please email the Board so we can include you with new residents entering the community.


YOUR YARD

Pro Scape will be more present in the neighborhood. All the workers speak English, so communication is there if you need to express concerns while they are in your yard. Please increase your watering time 1 extra day either before 7AM or after 7PM to assist with the lack of rain. Your roter sprinklers should now run for 45 minutes, and your pop-ups should run for 30 minutes

Easter Bunny Visited Coral Trace!

Thank you to all residents who came out and celebrated the Easter Holiday with the Coral Trace family.  The Easter Bunny stopped by for a photo shoot, there was an egg hunt, and hot dogs and drinks provided by Adams Homes. 

Photography was provided free of charge by Nicole Reed of Angel Aero Imaging, LLC.  If anyone is interested in ordering pictures, please contact Nicole at nicole@angelaero.com .  A proof sheet showing some of the photographs is posted below.