December Meeting

DRAFT

Portsmith Condo Association Meeting Minutes

Date: December 17, 2024

Place: North Forum 2020 Building

President Chris Robinson called the meeting to order at 2:30 pm. Members present were: Chris Robinson, Carol Frank, Steve Caldwell, John Petruch, Dennis Douglas, and Dave Barrett and Doug Yingling Chris led everyone in the Pledge of Allegiance

APPROVAL OF THE MINUTES:

Moved by Carol Frank and seconded by John Petruch to approve the November 2024 minutes. MOTION APPROVED 7 YEAS

TREASURER’S REPORT:

The October report was e-mailed to the board and the November figures were not ready yet. The October balance was $88,756.00

BUILDING COMMITTEE:

John reported that the gutter cleaning was done and it was used by more than half of the units. For the year so far John had 51 items to work on and 39 have been completed at about $5,000. John made a motion to replace the circuit panel at 2016-2018 for $5410.00. seconded by Chris. MOTION APPROVED : 7 YEAS

John asked to move the drainage issue at 2025 for about $5,000 total. Moved by Doug Yingling. Seconded by Dennis Douglas. MOTION APPROVED: 7 YEAS

John asked about stucco repair and was told that the painter will take care of it as his prep before painting.

CRITTER COMMITTEE:

Dennis reported that he had a call from 2070 about moles. The association does not remove moles.

HURRICANE COMMITTEE:

We had about $3,300 hurricane repair to date but made out real well for having, predicted by the insurance co, 90 mile per hour winds

IRRIGATION COMMITTEE:

Chris reported that the last few days they were doing an irrigation check in the association

SOCIAL COMMITTEE:

Lori reported that the social committee was reforming at this time, so contact her if you want to help the social committee

LANDSCAPE COMMITTEE:

Dave reported $4,500 on hurricane cleanup and that he was still experimenting with various lawn repairs

WEBSITE: No report

UNFINISHED BUSINESS:

The Corporate Transparency Act has been put on hold. Chris did not send in the paperwork

NEW BUSINESS:

No new business

PRESIDENT’S REPORT:

Chris reported that it was not in the contract for the landscapers to remove debris after a situation. The association needs to hire some one to do it

OPEN FORUM/GOOD AND WELFARE: 

It was asked what the light was for replacement on the units. It is the Hampton Bay Medium Exterior Wall Lantern 240-367

ALTERATIONS:  There was 1 alteration form signed for acceptance

ADJOURNMENT:

Moved by Chris and seconded by Doug to adjourn at 3:08pm. MOTION PASSED 7 YEAS

Respectfully submitted,

Steve Caldwell, secretary

DRAFT

Portsmith Condo Association Meeting Minutes

Date: November 19, 2024

Place: North Forum 2020 Building

President Chris Robinson called the meeting to order at 2:30 pm. Members present were: Chris Robinson, Carol Frank, Steve Caldwell, John Petruch, Dennis Douglas, and Dave Barrett.

Chris led everyone in the Pledge of Allegiance

APPROVAL OF THE MINUTES:

Moved by John Petruch and seconded by Carol Frank to approve the October 2024 minutes.

MOTION APPROVED 6 YEAS

TREASURER’S REPORT:

As Doug was not present, there was no report

BUILDING COMMITTEE:

There was 18 reports for hurricane damage mostly fascia and soffit and Lanai screens, costing about $2500.00. John wanted to talk about the Meter/Main Breaker boxes on the outside of the residence’s houses. After discussion, It was  decided that the association picks up the maintaining and cost for the Meter/Main Breaker boxes as needed and the resident is responsible for the breaker and wiring. It was decided to have the Meter/Main Breaker boxes

checked for replacement.

CRITTER COMMITTEE:

There was no report

HURRICANE COMMITTEE:

There was no report

IRRIGATION COMMITTEE:

Report to Chris if there is any issues

SOCIAL COMMITTEE:

No report. There are no more tickets for 5 Amigos party

LANDSCAPE COMMITTEE:

Dave showed a report for the landscaping budget so far for this year. He will be over budget for the year. Dave reported on the cleanup and damage from the hurricane. 4 trees had to be removed because of damage. Total cleanup cost about $4000.00 which helped with being over budget for 2024. Dave thanked the people of Portsmith Association who helped clean up and did a lot of work getting things done.

WEBSITE: Gary reported that there were 2338 visits to our website this past year

.UNFINISHED BUSINESS:

No old business

NEW BUSINESS:

Chris reported that there was issues with generators running 24/7 and one unit that ran a generator in their lanai (very unsafe). He mentioned the new board will take this up when they

start in January as hurricane season is over. He told the board that they had to fill out the Corporate Transparency paperwork even though it really does not pertain to us and was put into effect because of the large building COA’S.

2025 Budget was revealed and then very little discussion. Chris motioned to make the budget increased to $726.00 per month per unit, seconded by Carol. This was after subtracting an item and adding an item and making a one time payment for another. This is an increase of $16.00 per month. Steve brought up reducing the budget by taking landscaping down and other places once budget was given to the board. He was told that we can not do it for the

third year. MOTION PASSED 5-1 Steve Caldwell opposed

PRESIDENT’S REPORT:

Chris mentioned that he was now the president of the Master’s Board and would not rerun for the Portsmith Association. There are 4 spaces up on the board and at least three will be vacant. People need to run when they get their First Service paperwork so we will not have to hire the board out.

OPEN FORUM/GOOD AND WELFARE: Tom from 2019 Sifield thanked everyone for the conversations about the hurricane so snowbirds knew what was going on and how things fared. There was a question on how items got to the board discuss and work on. That was explained and just talk to a board member to get it discussed.

ALTERATIONS: There were 5 alteration forms signed for acceptance

ADJOURNMENT:

Moved by Chris and seconded by Dennis to adjourn at 3:35pm. MOTION PASSED 6 YEAS

Respectfully submitted,

Steve Caldwell, secretary

DRAFTChris Robinson called the meeting to order at 2:31 pm. Members present were:

Chris Robinson, Steve Caldwell, Doug Yingling, John Petruch, Dennis Douglas, and Carol Frank

Chris led everyone in the Pledge of Allegiance

APPROVAL OF THE MINUTES:

Moved by Steve Caldwell and seconded by Doug Yingling to approve the September minutes with one amendment. MOTION APPROVED 6 YEAS

OPEN FORUM:

None

TREASURER’S REPORT:

No report per the earlier meeting date

BUILDING COMMITTEE:

There was one roof repaired.

CRITTER COMMITTEE:

No report

HURRICANE COMMITTEE:

There was no report

IRRIGATION COMMITTEE:

Chris reported that we are in a rain delay mode because of all the rain and potential rain

SOCIAL COMMITTEE:

There a still some tickets left for the 5 Amigos Christmas Party on Dec.5th from 5-9pm. See Lori Brezec for tickets.

LANDSCAPE COMMITTEE:

John reported for Dave and stated that everything looked in good shape

WEBSITE: No report

UNFINISHED BUSINESS:

John talked to the Master’s Assoc about the flooding at 2025 Sifield and waiting to hear back from their foreman

NEW BUSINESS:

Chris moved and seconded by John to put the motion of extending the Limited Common Area and additional 3’ in back of the unit to a total of 8’. This will be a vote by the owners at the annual meeting in Jan. There was a roll call vote and it PASSED 4-2 with Carol and Dennis objecting

Chris moved seconded by Dennis to have the owners vote on the use of pavers, to be funded entirely by the owners, on driveways and walkways at the annual meeting in Jan. Motion PASSED 5-1 with John objecting

Carol motioned and seconded by Chris to send the motion to the owners at the annual meeting in Jan to allow two pets per unit. PASSED 5-1 with John Objecting

PRESIDENT’S REPORT:

Chris THANKED all the people who were out helping people get ready for the weather. The annual meeting will be Jan 29th at 1pm in the banquet room

Portsmith will be using channel 3 on the radios for cleanup and whatever after the storm

GOOD AND WELFARE:

ALTERATIONS:

ADJOURNMENT:

Moved by Steve and seconded by Chris to adjourn at 3:27pm. MOTION PASSED 6 YEAS

Respectfully submitted,

Steve Caldwell, secretary

Portsmith Condominium Associatiom

NOTICE OF BOARD MEETING

Notice is hereby given, in accordance with the by-laws of Portsmouth 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

.

Oct 7th, 2024

Time: 2:30 pm

Place: North Forum, 2020 Center

Call to Order

Roll Call

Pledge of Allegiance

“Open Forum” 3 minute time limit

Approval Of Minutes.  September 17th meeting

Treasurer’s Report: Doug Yingling

Committee Reports: 

Building/Architectural: John Petruch

Critter Committee:  Dennis Douglas

Hurricane Committee: Chris Robinson

Irrigation: Chris Robinson

Landscaping: Dave Barrett

Social Committee: Barbara Robinson

Website and Email: Gary Brian

Unfinished Business: Cont. action at 2025 Sifield Greens — John Petruch

New Business:

1)ANNUAL MEETING

1) Make “Limited Common Area to 8’ in the rear of a unit

2) Residents may install pavers with board approval at their cost and their cost for upkeep — NOT the associations

3) Residents are allegedly allowed to have up to 2 pets

Alteration Requests

President’s Report:

“Good and Welfare”: 3 minute time limit

Adjournment

DRAFT

Portsmith Condo Association Meeting Minutes

Date: September 17, 2024

Place: North Forum 2020 Building

President Chris Robinson called the meeting to order at 2:31 pm. Members present were: Chris Robinson, Steve Caldwell, Doug Yingling, John Petruch, Dennis Douglas, and Dave Barrett.

Chris led everyone in the Pledge of Allegiance

APPROVAL OF THE MINUTES:

Moved by Doug Yingling and seconded by Dave Barrett to approve the April minutes. MOTION APPROVED 6 YEAS

OPEN FORUM:

None

TREASURER’S REPORT:

Doug reported August balance 0f $60,822.00. Reserve balance of $172,818.00. Loan balance of $97,337.00 which expires 5/4/2025

BUILDING COMMITTEE:

There were 32 projects logged so far for 2024. Approx $7,000 spent on repairs.

CRITTER COMMITTEE:

There were three issues and all were taken care of

HURRICANE COMMITTEE:

There was no report

IRRIGATION COMMITTEE:

Chris reported the Pattern and Coverage test has been done and we are waiting for results

SOCIAL COMMITTEE:

We are having the 5 Amigos Christmas Party again on Dec.5th from 5-9pm. See Lori Brezec for tickets. We only have so many so first come first serve

LANDSCAPE COMMITTEE:

Dave reported that they have trimmed all the palms which were about 500 of them. He has also trimmed all the pygmy palms. He has also dug out some of the dead bushes on the side of condos that have been reported to him. They are still trying Black Cow on some lawns and are also trying new sod in some areas.

WEBSITE: No report

UNFINISHED BUSINESS:

No old business

NEW BUSINESS:

John reported that there are four condos entry ways that sit below the grade of the ones next to them. This causes flooding in the entryways every time it rains. They are trying some ways to add drainage to take care of these issues. John is to get quotes from companies on getting the drainage fixed. John made the motion “ That the Portsmouth rules and regs be revised to allow gravel our stones to be used for drainage or in landscape areas where lawn mowers are not used”. Seconded by Steve for discussion purposes. After discussion and where it is already ok to use them for drainage MOTION FAILED 2-4 (Robinson, Caldwell, Yingling, Douglas). Gutter cleaning was discussed and it was told that gutter cleaning is the responsibility of the condo owner. John and Dave will check with Garcia and get a bulk price for anyone who wants it done at the appropriate time.

PRESIDENT’S REPORT:

Chris THANKED Dave and John for all the hard work they have been doing above and beyond their directorship scopes.

GOOD AND WELFARE:

Chris mentioned about the ongoing Emergency Squad recruitment sessions

It was also mentioned to start thinking about being on the board as there will be 4 vacancies coming up.

ALTERATIONS:  There was 1 alteration form signed for acceptance

ADJOURNMENT:

Moved by Doug and seconded by Dennis to adjourn at 3:47pm. MOTION PASSED 6 YEAS

Respectfully submitted,

Steve Caldwell, secretary

Portsmith Condominium Association Agenda

NOTICE OF BOARD MEETING

Notice is hereby given, in accordance with the by-laws of Portsmouth 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.

Sept 17th, 2024

Time: 2:30 pm

Place: North Forum, 2020 Center

Call to Order

Roll Call

Pledge of Allegiance

“Open Forum” 3 minute time limit

Approval Of Minutes. May 21 Regular mtg and May 21 Executive mtg

Treasurer’s Report: Doug Yingling

Committee Reports: 

Building/Architectural: John Petruch

1) Gutter Cleaning — Dave Barrett

Critter Committee:  Dennis Douglas

Hurricane Committee: Chris Robinson

Irrigation: Chris Robinson

Landscaping: Dave Barrett

1. Planting — Dave Barrett

Social Committee: Barbara Robinson

Website and Email: Gary Brian

Unfinished Business: 

New Business:

1) Action on 2025 Sifield Greens — John Petruch

Alteration Requests

President’s Report:

“Good and Welfare”: 3 minute time limit

Adjournment

DRAFT

PORTSMITH BOARD OF DIRECTORS MEETING MINUTES

JANUARY 24,2024

WATERSIDE ROOM. NORTH CLUBHOUSE

Meeting was called to order by President Carol Frank at 1:48pm. Members present were Carol Frank, Chris Robinson, Steve Caldwell, Doug Yingling, Dan Johnson, Dennis Douglas, and John Petruch. LCAM Stacey Taracek was also in attendance

.

APRROVAL OF MINUTES:

Motioned by Chris and seconded by Doug to accept the minutes of the 2023 Board ofDirectors meeting . PASSED

NEW BUSINESS:

The new officers for the 2024-2025 year are:

President: Chris Robinson

Vice President: John Petruch

Treasurer: Doug Yingling

Secretary: Steve Caldwell

Director: Carol Frank

Director: Dennis Douglas

Director: Dan Johnson

POC Irrigation: Chris Robinson

POC Landscape: Dan Johnson

POC Buildings: John Petruch

POC Critter: Dennis Douglas

There was some discussion on the 2024-2025 budget. The motion from the first meeting adding $3.00 to the budget and mulching at $4.00 and $3.00 going to the reserve budget wa accepted. The final outcome was a monthly payment from residents of $710.00. Moved By Chris and seconded by Doug. PASSED with one opposing vote

OTHER BUSINESS:

Authorized Bank signatures were accepted with the signers being  ChrisRobinson and Doug Yingling. Eric Appleton was retained as Registered Agent and Legal Counsel. Papers were signed for the Authorization Operations designees as mentioned above and for the board designations

ADJOURNMENT:

Meeting was adjourned at 2:30 pm

Respectfully submitted:

Steve Caldwell, Secretary

DRAFT

PORTSMITH ANNUAL MEETING

JANUARY 24,2024. 1PM

WATERSIDE ROOM, NORTH CLUBHOUSE

The meeting was called to order at 1:06pm by President Carol Frank. Carol led everyone in the Pledge of Allegiance. Board members present were Carol Frank, Chris Robinson, SteveCaldwell, Doug Yingling, Dennis Douglas, John Petruch, and Dan Johnson. Stacey Taracek from First Service certified that with proxies (16) and members present (41) that we had aquorum.

We have three board vacancies and three candidates so an election was not required. The Secretary cast a vote for the unopposed candidates. The candidates were: Doug Yingling, Dennis Douglas, and Dan Johnson. They were all put on the board for a two year term.

APPROVAL OF MINUTES:

Doug made a motion to approve the minutes from the 2023 annual meeting. Seconded by Chris. PASSED

Treasurer’s Report

Doug reported the operating balance as $57,646.00. The loan balance of $131,076.00 at a 4.05%. The loan will be payed off on 5/4/2026.

COMMITTEE REPORTS:

Building Committee:

Make sure if you have a problem to call John so he can log your issue.

Critter Committee:

No Report

Hurricane Committee:

Chris reported that we did not have a hurricane

Irrigation Committee:

Chris reported on the Pattern and Coverage initiative and thought we would be done perhaps in June and then it would take 1 year for the work to be done.

Social Report:

No report

Landscape committee:

Dan talked about Palm trees and how 5 have been replaced and we have 8 more to take care of. He then talked about grass and how there have been and will be experimental tests done in various areas around. He then talked about plants and that there are about 50 plants that need to be replaced. Dan also mentioned about oak tree branches overhanging your house or lanais

that have been cut and if there were more to advise him.

OLD BUSINESS:

There was no old business

NEW BUSINESS:

A) Be it resolved that any excess of membership income over membership expenses for the year ending March 31,2024 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. Moved by Joe Horwath and seconded by Tom Grace. PASSED

B) Resolution to waive the requirement for an Audited Financial Statement and provide in lieu thereof, a Report of Cash Receipts and Expenditures for the fiscal year ending March 31,2024 in accordance with Chapter 718.11(13) of the Florida Statues and 61B-22.006 of the Florida Administrative code. Moved by Chris and seconded by Barbara. PASSED with

1 opposed

.

C) Resolution to partially fund the pooled reserves for roofing, painting, and paving for budget year beginning April 1,2024. Moved by Doug seconded by Chris. PASSED

D) Add $3.00 into the budget to fund the Rescue Squad, the COA and the remaining amount to the budget. Moved by Chris and seconded by Doug. PASSED

E) Review of the 2024-2025 proposed budget

PRESIDENT’S REPORT:

Carol reflected on the past year and everything that went on. She said goodbye to residents that moved out and greeted the new residents that moved in throughout the year. She thanked the board for their commitment and effort throughout the whole year. She also thanked the committees for their commitment and efforts throughout the past year. She also thanked the

residents who participated and showed their support throughout the past year.

GOOD AND WELFARE:

There were two residents who expressed thanks to the board for their work throughout the year

ADJOURNMENT:

Moved By Chris and Seconded by Dennis Adjourned at 1:40pm

Respectfully Submitted,

Steve Caldwell. Secretary