Board Meetings

Portsmith Condominium Association

NOTICE OF SPECIAL BOARD MEETING

Notice is hereby given, in accordance with the by-laws of Portsmith Condominium Association and Florida’s Condominium Act, that a Special Meeting of the Board of Directors will be held at date, time, and location noted below.

March 9, 2025

Time:  1:00 pm

Place:  Jubilee Room 2 and 3

South Clubhouse

1224 Newpoint Loop

Sun City Center, FL, 33573 

Call to Order

Roll Call  

New Business:

Discussion and Vote about Reserve Fund Financial Institution (RBC)

Adjournment

 Portsmith Condo Association Organizational Meeting Minutes

Date: February 2, 2026

Place: North Club House Banquet Room

DRAFT

1. ROLL CALL- Members present were Gary Brian, Andy Grieshaber, Megan Kryszak,

John Petruch. Elaine Curtis (excused absence).

2. CALL TO ORDER – Meeting was called to order by Todd Gates, Portsmith CAM. Todd confirmed a quorum and called the meeting to order at 2:30 pm.

3. APPROVAL OF MINUTES:

MOTION - Moved by John Petruch and seconded by Megan Kryszak to approve the 2025 Organizational meeting minutes with revisions noted by Director Petruch. PASSED with 5 YEAS.

4. NEW BUSINESS: No new business

A. APPOINTMENT OF DIRECTORS:

Five Directors were appointed as below with no vacancies.

B. ELECTION OF OFFICERS:

MOTION – Megan Kryszak moved to nominate the officers for the year 2026-2027.

John Petruch seconded. All approved. Motion Passed.

The new officers for the 2026-2027 year are:

President – John Petruch

Vice President – Gary Brian

Treasurer – Elaine Curtis

Secretary – Megan Kryszak

Director-at-Large– Andy Grieshaber

POC Buildings/Architecture – John Petruch

POC Critters – Dave Barrett

POC Irrigation and Communications – Gary Brian

POC Landscape – Dave Barrett

Noted that any changes to the board designations above requires a 48 hour notice to convene the board for such purpose.

C. APPROVAL OF BUDGET

MOTION - John Petruch moved to defer the budget approval to a noted meeting

called for that purpose, but before end of fiscal year, March 31, 2026. Tentative

date for the next budget review/approval is March 9, 2026 to allow time for

paperwork and meeting letters to be prepared and mailed (14 day notice required).1Second – Megan Kryszak

Discussion – Previously at the membership meeting it was determined that the

board is developing a new budget and it was not necessary to vote on the budget submitted to the membership through mailings.

All approved. Motion passed.

Todd will begin the preparation for the mailing to residents. There is a 14 day

notifications required before the meeting can be held. Megan will look for a meeting room at least 4 weeks from today.

D. SELECTION OF CPA FIRM – CPA firm of Mataj Consulting Group was selected to perform the financial audit for 2025-2026 fiscal year. Engagement letter was sent on December 20, 2025.

OTHER BUSINESS:

A. Authorized bank signatures were accepted with signers being John Petruch and Elaine Curtis

B. Eric Appleton was retained as Registered Agent and Legal Counsel.

C. Papers were signed for the Authorization of Operations designees as mentioned above for the board designations.

D. Add Elaine Curtis as additional approver for invoices on AVID

.

ADJOURNMENT: Moved by John to adjourn and seconded by Gary. Meeting adjourned at 2:45 pm.

RECONVENE: Meeting reconvened at 2:47 for the purpose of adding a motion requested byJohn Petruch.

MOTION – John moved to establish a Standing Finance Committee reporting to the Treasurer. Committee will consist of Treasurer, one other board member, and two residents. Gary Brian seconded, there was no discussion. All approved. Motion passed.

Motion to adjourn at 2:55 pm.

Respectfully submitted,

Megan Kryszak, Recording Secretary for the meeting, and John Petruch, President.

 DRAFT

Portsmith Condo Association Annual Meeting Minutes

Date: February 2, 2026

Place: North Club House Banquet Room

1. OPENING:

A. PROOF OF NOTICE: Todd Gates, CAM, Vesta Property Services, noted that there was an affidavit on file for the first and second notice of the Annual Membership Meeting.

B. Todd confirmed a quorum (62 residents present).

C. CALL TO ORDER: President John Petruch called the meeting to order at 1:05 pm. Members present: John Petruch, Dennis Douglas, Doug Yingling, Gary Brian, Megan Kryszak. Elaine Curtis, (Excused absence).

2. INTRODUCTION: John introduced board members to the membership.

Doug and Dennis are completing their term at this point, and this will be their last board meeting. We thanked Doug for his past five years as Treasurer. He has been a steady voice during the board of director transitions.

We thanked Dennis for his two-year term. He has been the point person for helping to prevent further intrusion of the “Critters” into our community. And he has been a concerned board member and resident, supporting the board, and being an advocate for residents. Both were thanked for their

service.

3. ELECTION: An election was not required. There was one opening and there was only one candidate announced, Andy Grieshaber. On the new board are John Petruch, Gary Brian, Elaine Curtis, Megan Kryszak, and Andy Grieshaber. Exiting the board are Douglas Yingling and Dennis Douglas.

Everyone stood for the Pledge of Allegiance.

4. APPROVAL OF THE MINUTES:

Moved by Joe Gullo and seconded by Chris Robinson to approve the 2025 annual meeting minutes.

Motion approved unanimously.

5. TREASURER’S REPORT:

Doug noted that the October Financial Report has been posted. Bank reconciliations and statements were reviewed and verified, as was the General Ledger Summary. No action required. The November and December Financial Reports were recently received from Vesta and will be reported next month.

There were some delinquencies, two accounts at 90-day, one of those is an estate issue, but none were at the level of lien or foreclosure. Vesta is managing the delinquency notifications, and the board is monitoring them.

6. PRESIDENT’S REPORT:

John provided a report asking for the community to come together as community members and business partners of the not-for-profit corporation of Portsmith. John also noted that for all the committees there is a need for volunteers so sign up at the table today.

7. COMMITTEE REPORTS:

• LANDSCAPE COMMITTEE:

mulch.

o Dave Barrett was not available to report. Residents have said they see a need for additional mulch.

• BUILDING COMMITTEE:  John reported that we had 74 recorded issues with properties this year to date. Only two were not completed. He advised residents to contact him when they have an issue with their unit. And he also asked for volunteers to sign up at the table in the back of the room.

• HURRICANE COMMITTEE:

o Jeff Taylor had no report. John noted that we did not have any hurricanes last season and that was a blessing.

• IRRIGATION COMMITTEE:

 Gary noted that he had 10 issues logged and that the Master team is trying to keep up with all the issues. Also, if you have an issue, send a photo of the problem. Videos are nice, but they cannot be posted on the UPKEEP software.

• CRITTER COMMITTEE:

§ Dennis reiterated that the association does not remove critters. Dave Barrett has been helping Dennis with critter issues by spreading a deterrent on the areas where there is activity. Dave will now be the contact person for critter issues.

• SOCIAL COMMITTEE:

Lorie noted that there is a lady’s luncheon on March 5, and tickets are on sale starting today for a Soup and Chili party on March 26, 2026. See Lori.

8. UNFINISHED BUSINESS:

There was no unfinished business

9. NEW BUSINESS:

A. Todd requested a vote for the following resolution: “Be it resolved that any excess of membership income over membership expenses for the year ending March 31, 2026, shall be applied against the subsequent tax year member assessments as provided by IRS Revenue Ruling 70-604. The funds will be applied to the operating account. Seconded by Doug.

Vote passed - 2 opposed.

B. Todd requested vote for an “amendment to the Declaration of Condominium Article XIII Section C, Pets”. (This vote was to allow two pets per unit as noted in the straw vote of the 2025 Annual Meeting). Show of hands for those who did not file a proxy. Total votes, including proxy is 54 yes and 7 no. (88% of voting members are yes. ). The criteria for passage will be

reviewed by our legal counsel and reported.

C. Todd requested vote for an “amendment to the Declaration of Condominium Article XV “Limited Common Elements”, Lanai Extension. (This vote was to allow the extension in rear of the unit from five feet to eight feet, as noted in the straw vote of the 2025 Annual Meeting). Show of hands for those who did not file a proxy. Total votes, including proxy is 46 yes and 14 no. (76% of voting members are yes.). The criteria for passage will be reviewed by our legal counsel and reported.

Review of the 2026-2027 Budget – John Petruch made the following statement: We have heard from some in the community of the concerns with the proposed budget. The board is currently re-evaluating the budget and there will be another duly called meeting within the coming weeks to achieve a vote of a new budget proposal. Todd Gates, Portsmith CAM, will

follow the process and send out the necessary information and paperwork as soon as it is available.

10. ANNOUNCEMENT/GOOD AND WELFARE

Discussion about the new Reserve Study and Budget. Discussion about the oak trees being removed and not replaced, or not having adequate input into the removal of trees. Question about who selects the Irrigation Company (Master Assoc). Question asked about why we are not painting in 2026.

11. ADJOURNMENT

Moved by Chris Robinson and second by Joe Gullo. Motion passed 2:25 pm.

Respectfully submitted, John Petruch, President, and Megan Kryszak, Director; Recording Secretaries for Annual Meeting

 Portsmith Condominium Association Board Meeting Minutes

Date: January 13, 2026 2:30 pm

Place: North Forum 2020 Building

Call to Order at 2:30 pm by John Petruch, 21 residents in attendance.

Roll Call:  John Petruch, President, called the meeting to order at 2:30 pm.  Members present were Dennis Douglas, Doug Yingling, John Petruch, Megan Kryszak (present via Zoom), and Elaine Curtis. (Gary Brian was absent with excuse.). A quorum was established.  Todd Gates, CAM, in attendance.

Pledge of Allegiance

Approval Of Minutes – MOTION to approve 12/18/2025 board minutes made by Doug, seconded by Dennis, all in favor yea, Motion passed.  

President’s Update:  Organizational chart overview - volunteers needed for POC committees.  Handouts provided at meeting with information on committees and reserve study.

Treasurer’s Report: Financial update, Doug Yingling. Review of Sept with Oct review in process.

Committee Reports: 

 Building/Architectural:  John Petruch – POC.  Need new POC.

 Critter Committee:  Dennis Douglas. Need new POC.

Paver Committee: Megan Kryszak and Dave Barrett (chairpersons), John Petruch, and Tom Van Nelson. (Chris Robinson volunteered to be Chair of this committee.  John is preparing a committee charter for them to follow.)

 Irrigation:  Gary Brian – POC, 20 reports in UPKEEP.

 Landscaping:  Dave Barrett – POC, clean-up of dead palms and branches.  Berm clean-up work in process.

 Social Committee: Lori Brezec, upcoming event - ladies luncheon, ice cream social at the annual meeting, and chili/soup event planned. 

Website and Email:  Gary Brian (No report due to absence.)  John noted that podcasts need to be reviewed to determine effectiveness and if we should continue this effort.

Unfinished Business:

·  Appoint Audit Committee (schedule first meeting January 20, 2026).  Doug Yingling and Renee Childs volunteered to be on the committee.  Motion – John made Motion to have Doug be named the Chair and Elaine be the board liaison.   Motion seconded by Megan, all in favor yea, Motion passed.

·  Discussion about CPA for audit and tax return.  Engaged CPA firm of Mataj Consulting Group CPA LLC.  Audit is expected to start after the fiscal-year end financials are received.

·  Portsmith 2026-2027 Budget review discussion.  Charts on past and present financial data was presented.  The budget will be in the next mailing and presented at the February 2, 2026 meeting; the budget will be voted on by the newly appointed board.

New Business:  

·  Portsmith Annual Meeting and Organization Meeting (February 2, 2026).  If you do not attend, please submit your proxy.

Alteration Report/Requests: No alteration forms presented at this time.

Open Forum:  Discussion on budget.

Adjournment:  Motion to adjourn at 4:06 pm made by John, Doug seconded, all in favor yea, Motion passed.

 Portsmith Condominium Association

NOTICE OF BOARD MEETING

Notice is hereby given, in accordance with the by-laws of Portsmith Condominium Association and Florida’s Condominium Act, that a Regular Meeting of the Board of Directors will be held at date, time, and location noted below.

January 13, 2026

Time:  2:30 pm

Place:  North Forum, 2020 Center

Call to Order

Roll Call: Introduction of Board members - Establish quorum.

Pledge of Allegiance

Approval Of Minutes: December 18, 2025, Special Board meeting. 

President’s Update

Treasurer’s Report: Financial update, Doug Yingling.

Committee Reports: 

 Building/Architectural:  John Petruch - POC

 Critter Committee:  Dennis Douglas

Paver Committee: Megan Kryszak and Dave Barrett (chairpersons), John Petruch, and Tom Van Nelson. (On hold)

 Irrigation:  Gary Brian - POC

 Landscaping:  Dave Barrett - POC

 Social Committee: Lori Brezec

 Website and Email:  Gary Brian

Unfinished Business:

·  Appoint Audit Committee (schedule first meeting January 20, 2026)

·  Discussion about CPA for audit and tax return

·  Portsmith 2026-2027 Budget review discussion

New Business:  

·  Portsmith Annual meeting and Organization meeting. (February 2, 2026)

Alteration Report/Requests: Review and sign (if any).  

Open Forum:  3-minute time limit

Adjournment

 Portsmith Condominium Association Special Meeting Minutes

Date: December 18, 2025 2:30 pm

Place: North Forum 2020 Building

Call to Order at 2:30 pm by John Petruch, 12 residents in attendance.

Roll Call:  John Petruch, President, called the meeting to order at 2:30 pm.  Members present were Dennis Douglas, Doug Yingling, John Petruch, Megan Kryszak (present via Zoom), and Elaine Curtis. (Gary Brian was absent with excuse.). A quorum was established.  Mabel Corcuera, LCAM in attendance.

Pledge of Allegiance

Approval Of Minutes – MOTION to approve 11/18/2025 board minutes made by Doug, seconded by Dennis, all in favor yea, Motion passed.

Purpose of this meeting -review the history of the reserve funding portion of the Portsmith Budget and review the reason behind contracting for a 3rd party reserve specialist, Reserve Advisors.

An overview of the current status of the reserve funding was presented, which included showing a timeline of historical total assessment (going back 15 years), with the breakout of Operating, Reserve, and loan funding.  The presentation is available by request to the board.

Matt Maracallo from Reserve Advisors presented via a zoom meeting presentation.  He went over the study process, the significance of a reserve study, and then he showed the reserve funding for the capital assets out to the future years.  He also informed residents of the Board’s fiduciary responsibilities per Florida Statute.  The reserve study is available request to the board.

Going forward we will use an independent reserve firm, the board will be responsible for the reserve study – not the management company.

Open Forum:  Included discussion on driveways, exterior electrical panels, and painting.  The painting was moved to 2027.  Sherwin Williams rep toured the community, the condition of the paint was good, and we could extend the life until 2027.  Also, we did not have 3 bids as required by Florida Statute.  Our prior management company advised us about the 3 bid requirements just before being terminated. There was not adequate time to get the other bids, due to the transition to our new management company.  The board will begin that process soon.  

Question was asked about why our reserve funding was not adequate in 2025-2026 budget. The reserve funding plan was prepared by First Service Residential and visibility to the calculations was not available.

Adjournment:  Motion to adjourn at 3:30 pm made by Doug, Elaine seconded, all in favor yea, motion approved.

Portsmith Condominium Association

NOTICE OF BOARD MEETING

SPECIAL MEETING

Notice is hereby given, in accordance with the by-laws of Portsmith Condominium Association and Florida’s Condominium Act, that a Regular Meeting of the Board of Directors will be held at date, time, and location noted below.

December 18, 2025

Time:  2:30 pm

Place:  North Forum, 2020 Center

Call to Order

Roll Call: Introduction of Board members - Establish quorum.

Pledge of Allegiance

Approval Of Minutes: November 18, 2025, meeting.

Special Meeting – The purpose of this meeting is to:  

1.  Review the history of the Reserve Funding portion of the Portsmith Budget. 

2.  Review the reason behind contracting for a 3rd Party Reserve Study.

3.  Facilitate a Zoom meeting with Matthew Maracallo of Reserve Advisors (3rd Party Reserve Study Company) to educate residents and to review the Reserve Study prepared at the request of the Portsmith Board of Directors.

Note: While the Reserve Study is a portion of the Portsmith Budget, there will not be any discussion of the 2026 budget at this time. The board is working with Vesta to develop the 2026 budget, and we will hold a board budget review and board approval meeting on Tuesday, January 13, 2026, in the 2020 Building, North Forum room, at 2:30 pm. A separate agenda notice will be sent one week prior to the budget meeting.

While we will have a board quorum, there will not be any business transacted at this meeting, it is a board and resident educational opportunity.

Adjournment

Portsmith Condominium Association Meeting Minutes

Date: November 18, 2025 2:30 pm

Place: North Forum 2020 Building

Call to Order at 2:30 pm by John Petruch, 21 residents in attendance.

Roll Call:  John Petruch, President, called the meeting to order at 2:30 pm.  Members present were Dennis Douglas, Doug Yingling, John Petruch, Megan Kryszak, Gary Brian, and Elaine Curtis, all members present. A quorum was established.  Mabel Corcuera, LCAM in attendance.

Pledge of Allegiance

Approval Of Minutes – MOTION to approve 10/21/2025 board minutes made by John, seconded by Doug, all in favor yea, Motion passed.

President’s Update – Annual meeting set for 2/2/2026.  First letter to go out 12/4/2025.  Researched reducing board seats to 5.  Reduction due to 2 of the member’s term is up in 2026 and they will not be rerunning, along with lack of resident interest in serving.  Those interested serving on the Board need to apply by 12/29/2025, see the Dec mailing. Agreement has been reached on the portable generator rules with the hurricane committee and interested residents.  Please review the updated generator rules and submit the required forms, if you want to use a portable generator for possible hurricanes.

Treasurer Report:  Doug Yingling – Sept financials expected next week.  Delay has been caused by the transition of accounting data from FSR.  Going forward, Vesta will provide the financials by the 21st of each month.  Next month the reserve study will be discussed, and the independent advisor will be in attendance via Zoom.

Building/Architectural Committee:  No update.

Hurricane Committee:  Jeff Taylor will ask residents if any preparation items are needed for the next hurricane season.

Irrigation:  Gary Brian - Lawn flags were placed, researching who placed and why. 

Generator Committee: With the approval of our revised policy, everyone who plans to use a portable generator for temporary power is required to complete a Portable Generator Approval and Information form acknowledging that you have read the rules and policy for portable generator use.  No updates on the ‘permanent’ generator draft policy and no resident feedback received. 

 MOTION – to approve revised portable generator rules and usage guidelines by John, seconded by Gary, all in favor yea, Motion passed.

Paver Committee: No updates.  Anyone who wants to volunteer to head this, please let the Board know.

Website and Email:  Gary Brian – This past month our Portsmith web site has had 281 visits.  More podcasts are expected.

Landscape Committee:  John provided Dave Barrett’s update, the berm along Vilamont is continuing to be worked.  A grass issue on Peterborough is being worked with Vesta.

Social Committee:  Lori mentioned that 2 tickets remain for the 5 Amigos.  The cul-de-sac gatherings will be the 2ndThursdays from 4-6pm.  A soup and chili night will be scheduled in Mar.  Possible movie night  being researched by Gary.

Unfinished Business:  

·  Pet policy and Lanai extension policy – board approved documents have been submitted to legal.  After legal review, the documents will be available for review will be mailed with the annual meeting notice.  There will be a ballot or proxy for these items.

·  Reduction of Board members discussion. Create more POC committee positions to help committee heads and board members.  This will create more resident involvement, participation in our community, and transparency.

  MOTION – reduce board from 7 to 5 members, effective 2/2/2026 after the annual meeting, made by John, seconded by Megan, all in favor yea, Motion passed.

·  Reserve funding study conducted by Reserve Advisors to ensure compliance with current state statute.  In Dec a Zoom meeting will be scheduled with residents to discuss the study (meeting details being finalized).

New Business: 

·  CAM, Donna Sheperd resigned - a replacement has been hired.  During transition, can contact Mabel.

·  Master Association election held and there are new board members.

·  Master Budget expected increase of around $6.49 per unit.  Pattern & Coverage paused, not in the Master 2026 budget.

·  Federation Budget, reduction expected due to insurance (no hurricanes this season).

·  Portsmith Budget, Vesta working on the details, and we are providing input from the Reserve Study.

Alteration Requests:  One form pending, Board to approve after the meeting.

Open Forum:  Included discussion on parking on grass near main entrance; could signed be added.  This should be brought up at the Master Meeting.

Adjournment:  Motion to adjourn at 3:05 pm made by John, Doug seconded, all in favor yea, motion approved.

Portsmith Condominium Association

NOTICE OF BOARD MEETING

Notice is hereby given, in accordance with the by-laws of Portsmith Condominium Association and Florida’s Condominium Act, that a Regular Meeting of the Board of Directors will be held at date, time, and location noted below.

DRAFT

November 18, 2025

Time:  2:30 pm

Place:  North Forum, 2020 Center

Call to Order

Roll Call: Introduction of Board members - establish quorum.

Pledge of Allegiance

Approval Of Minutes – October 21, 2025, meeting.

President’s Update 

Treasurer’s Report: Financial update, Doug Yingling. 

Committee Reports: 

 Building/Architectural:  John Petruch - POC

 Critter Committee:  Dennis Douglas

Hurricane Committee: Jeff Taylor (chairperson), John Petruch, Jerry Hubbard, and Val Sudduth.

Generator Committee:  John Petruch (chairperson), Doug Yingling, Elaine Curtis, and Rod Jonas.Update and approval of new Portable Generator Rules.

Paver Committee: Megan Kryszak and Dave Barrett (chairpersons), John Petruch, and Tom Van Nelson. (On hold)

 Irrigation:  Gary Brian - POC

 Landscaping:  Dave Barrett - POC

 Social Committee: Lori Brezec

 Website and Email:  Gary Brian

Unfinished Business:

·  Pet policy and Lanai Extension policy, legal review update.

·  Reserve Funding Study results, resident meeting to be scheduled. 

·  Reduction of board member positions, from 7 to 5.

New Business:  

·  Vesta CAM update. 

·  Master Election and 2026 Budget

·  Federation 2026 Budget

·  Portsmith 2026 Budget

·  Portsmith Annual meeting and Organization meeting. (February 2, 2026)

Alteration Report/Requests: Review and sign (if any).  New procedure required.

Open Forum:  3 minute time limit

Adjournment