Board Meetings

 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

Portsmith Condominium Association Meeting Minutes

Date: October 21, 2025, 2:30 pm

Place: North Forum 2020 Building

 DRAFT

Call to Order at 2:30 pm by John Petruch.

John moved to appoint Megan Kryszak as Secretary Pro Tem. There were no objections.

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.  Absent:  Elaine Curtis.  A quorum was established.

Pledge of Allegiance

MOTION – John asked to add an agenda item to reinstate the Landscape POC. Doug moved, and Gary seconded. Motion passed and agenda item added.

MOTION – John asked for a motion to reinstate Dave Barrett as Landscape POC. Doug moved and Gary seconded. No discussion, vote unanimous to approve. Motion passed.

Approval Of Minutes – MOTION to approve 9/16/2025 board minutes made by Gary Brian, seconded by Doug Yingling, motion passed.

President’s Update – Board is working on several issues: Appeal of the portable generator policy and number of members of the board. Master Association election is upcoming on November 12, 2025. Urge all residents to keep up to date and bring concerns to John before the vote. 

Treasurer’s Report:  Aug financial update, Doug Yingling, waiting on statements from banks (Truist and RBC). (Per Vesta, Sept and Oct will be available in Nov. Vesta is working through the transition of financial records from FSR.) John and Doug met with VPS for initial consult on financial reporting. 

Building/Architectural Committee:  Repair pending for some gutter repairs.

Hurricane Committee:  Jeff Taylor states no updates, but there is tropical storm (Melissa) just south of us. Keep a watch for updates.

Landscape: no report

Irrigation:  Gary noted they are working on an issue with 1207-1209 Peterborough.

Generator Committee – John reported - No feedback from residents on the draft permanent generator policy, which was provided in last month’s meeting. (Jeff Taylor requested a copy for his review, John will email him). Pending changes to the approved portable generator policy have been reviewed by legal. Meeting with ad-hoc committee after the board meeting.

Paver Committee – No updates.  Anyone who wants to volunteer to head this committee or be on the committee, please contact John.

Website and Email:  Gary – Enumerate does not have the bandwidth that we need for a website. Gary will continue to work with VPS to determine the feature available, but if it doesn’t meet the criteria, we will have to renew our website again in 2026.

Unfinished Business:  

·  Pet policy and Lanai extension policy – board approved documents have been provided by legal. Documents will be provided for the annual meeting and unit owner vote.  VPS CAM indicated we are still on track for end of January meeting. 

·  1210 PB Alteration Form Challenge Letter regarding plantings around TECO transformer/utility pad box was reviewed by the board and was unanimously denied.  Response mailed on 10/10/2025 to resident was damaged by USPS. John handed Jeff a new copy at the meeting.

·  Hurricane Preparation – reminder to still be prepared.  If you decide to go, please communicate that to a fellow neighbor, so we can be prepared for after storm inspections.

New Business: 

·  3rd Party Reserve Funding Study was received from Reserve Advisors on 10-20-25.  Board will discuss the report and provide input to VPS for the 2026 budget year. 

·  Federation vote for investigating possible merger of the Federation Association and the Master Association. Our association voted “No”. (26 residents responded to President email, 18 no, 8 yes). The rest of the associations voted, and the result was to pass the motion (3274 to 1146).

·  The board is reviewing the possibility of reducing the number of board members. There is past history of a smaller board (5 members) (2017-2019).

Alteration Requests:  One alteration request was reviewed and approved.

Open Forum:  1. Jeff Taylor thanked the board for repairing the area behind 1210 PB. 2. Landscape POC provided detailed input regarding irrigation and landscape efforts.

Adjournment:  Motion to adjourn at 3:00 pm made by Doug Yingling, seconded by Dennis Douglas - 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.

October 21, 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

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. 

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

 Irrigation:  Gary Brian 

 Landscaping:  Dave Barrett

 Social Committee: Lori Brezec

 Website and Email:  Gary Brian

Unfinished Business:

·  Pet policy and Lanai Extension policy

·  1210 PB Alteration Form Challenge Letter

·  Schedule meetings with the paver review committee, to review draft legal amendment on pavers, develop paver specifications for design, style, and installation. (October 2025)

·  Generator policy wording/clarification and portable/permanent

New Business:  

·  3rd Party Reserve Funding Study

·  Federation vote for investigating merger of the Federation Association and the Master Association. 

·  Board discussion

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

Open Forum:  3 minute time limit

Adjournment

Portsmith Condominium Association Meeting Minutes

Date: September 16, 2025 2:30 pm

Place: North Forum 2020 Building

Call to Order at 2:30 pm by John Petruch.

Roll Call:  John Petruch, President, called the meeting to order at 2:30 pm.  Members present were Dennis Douglas, Doug Yingling, John Petruch, and Elaine Curtis.  Absent: Dave Barrett, Megan Kryszak, and Gary Brian.  A quorum was established.

Pledge of Allegiance

Motion – to add to New Business on agenda, resignation of VP and landscape POC, Dave Barrett; and to accept new agenda with addition to New Business, made by Doug, seconded by John, all in favor yes. 

Approval Of Minutes – MOTION to approve made by John, seconded by Doug to approve the May 20, 2025 meeting minutes, all approved, motion passed.  (Jun-Aug no summer meetings)

President’s Update – Robert Rules, Meeting Decorum, Vesta Property Management (new CAM, Donna Shepherd and Lead CAM, Mabel Corcuera were present at the meeting), Treasurers’ Forum, and Presidents’ Forum.

Treasurer’s Report:  July financial update, Doug Yingling. (Aug is not available yet.). 2024 Tax return has been signed and submitted.

Building/Architectural Committee:  There were 50 projects reported and completed during the summer.  Most issues were for clogged downspouts and gutters.  Also, a new TECO electrical panel was installed at 2016/2018, the old panel was damaged due to overheating.  Lastly, low spot in rear yard 1210 PB was corrected.

Hurricane Committee:   Hurricane preparedness literature is now available on the website.  Hurricane Chair made a request to hold a community meeting regarding our new generator rules/policy.

Irrigation:  Update by John on UPKEEP board access (to report irrigation issues).  Now there is multiple board member access.  Working with the Master irrigation team to identify Portsmith’s major irrigation issues, still in work.

Social Committee – Happy hour on postponement due to weather.  Flyer for 5 Amigos Christmas Part, to be held on 12/11 Thursday.  Tickets are still available.  Also, volunteers are needed for the social committee.

Generator Committee – This committee has been retired, although an addendum is needed to the approved policy for use of permanent generators.  Reminder, an alteration form and a signed acknowledgement form is required for use of a portable generator.

Website and Email:  The new property management is Vesta.  They will use Enumerate Engage app, and our Portsmith page is in work by Vesta. 

Unfinished Business:  

·  Schedule membership meetings to approve the limited common space and pet policy amendments. Desire to schedule this meeting after October 2025, more info to come.

·  Paver review amendment – this effort has been tabled for now until there is enough resident interest to establish a committee.

·  1210 Peterborough Alteration Form Challenge Letter regarding plantings around TECO transformer/utility pad box – board reply letter to be sent to owner on decision details regarding denial of plantings around utility boxes. 

·  2026 Audit, the Federation is researching a potential bulk rate for the communities.

·  Hurricane Preparation and reminder for portable generator use, the need for an approved alteration form. Clarification/amendment to existing policy, portable versus permanent generator handouts were available to residents at meeting for their review – discussion at a later date.

New Business: 

·  New property management company effective 9/2/25, is Vesta.  (Introduced Mabel Corcuera (Lead CAM and Manager) and Donna Shepherd (Portsmith CAM) to the board and community.

·  New community site, Enumerate Engage. The site allows for access to the Master and there is a link for the Portsmith community (still in work).  It will be the go-to site for news, alteration forms, budget documents, etc.  Sign up for Enumerate access and stay tuned.  

·  Resignation of Dave Barrett effective 10/1/2025, VP and landscape POC.  Anyone interested in being the landscape POC, please let the board know.  Note: Brian Newhouse is the new Vesta Landscape CAM at Vesta.  MOTION – per the by-laws of Portsmith COA, John moved to appoint Gary Brian as interim VP for the remaining term of 2025.  Seconded by Doug, all in favor yes.

Alteration Requests:  Alteration requests were reviewed by the board prior to the meeting.  The board went over the requests and all were approved.

Open Forum:  Included discussion on insurance coverage and the Master is looking into automatic activation of the Starlink system during disasters, with the possibility of having it at the South Clubhouse.

Adjournment:  Motion to adjourn at 3:12 pm made by Doug, Dennis seconded, 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.

September 16, 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 – May 20, 2025 meeting (Jun-Aug no summer meetings)

President’s Update – Robert Rules, Meeting Decorum, Vesta Property Management, President’s Forum, Treasurer’s Forum

Treasurer’s Report: Financial update, Doug Yingling. 

Committee Reports: 

Building/Architectural:  John Petruch

Critter Committee:  Dennis Douglas

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

Irrigation:  Gary Brian, update on UPKEEP access.  Multiple Board Member Access. 

Social Committee: Lori Brezec

Website and Email:  Gary Brian

Unfinished Business:  

·  Schedule membership meetings to approve amendments on limited common space (LCS) and pet policy to allow 2 pets (October 2025).

·  Schedule meetings with the paver review committee, to review draft legal amendment on pavers, develop paver specifications for design, style, and installation – tabled.

·  1210 Peterborough Alteration Form Challenge Letter regarding plantings around TECO transformer/utility pad box.

·  2026 Audit, the Federation is researching a potential bulk rate for the communities.

·  Hurricane Preparation and reminder for portable generator use, the need for an approved alteration form.

·  Clarification/amendment to existing policy, portable versus permanent generator.

New Business:  

·  New property management company effective 9//1/25, Vesta.

·  New community site, Enumerate Engage. 

Alteration Requests: Review and sign (if any).

Open Forum:  3 minute time limit

Adjournment

Portsmith Condominium Association Meeting Minutes

Date: May 20, 2025 2:30 pm

Place: North Forum 2020 Building

Call to Order at 2:30 pm by David Barrett.

Roll Call:  David Barrett, Vice President, called the meeting to order at 2:30 pm.  Members present were Gary Brian, Dave Barrett, Dennis Douglas, Megan Kryszak, Doug Yingling, and Elaine Curtis.  John Petruch was absent.  A quorum was established.

Pledge of Allegiance

Approval Of Minutes – MOTION to approve made by Dave, seconded by Elaine to approve the April 18, 2025 meeting minutes, all approved, motion passed.

Guest Speaker:  Tim Keogh from Paul Davis Restoration Company, our new remediation firm.

Add to new business section of May Agenda- Pattern and Coverage Irrigation Improvements. MOTION- moved by Dave, seconded by Elaine to approve new agenda item, motion passed.

Treasurer’s Report:  April financials are not available at this time.  Upcoming audit in April 2026.  Doug, John, and Elaine are preparing for this audit by ensuring we have the correct internal controls/procedures in place for approvals of expenditures, etc. (Accounts Payable Workflow document)

MOTION- David moved to approve the Accounts Payable Workflow document, seconded by Elaine, motion passed.

Building/Architectural Committee:  Slight increase in reported building issues now that some rain has shown that gutters and downspouts are clogged with leaves.  Five new items added.  Since April 1, 2025 there are 7 projects reported and 1 completed.

Critter Committee:  We now have repellant.  Please contact Dennis if you are having critter issues.

Hurricane Committee:  Members of the committee attended the Disaster Preparedness Symposium on April 24th.  We are continuing to work on the plan.  The board approved in April to secure a disaster restoration company for Portsmith in the event of damage due to storms, Paul Davis restoration company our guest speaker today.  Ensure emergency forms are updated and please keep an eye on neighbors in need.  (Reminder: we are in flood zone X.)

Generator Committee:  The committee met twice to develop and finalize the documents for approval. The document will be retroactive for all residents.  MOTION- David moved to approve the Portsmith COA Portable Generator Rules and Usage Guidelines and the Portable Generator Form, seconded by Elaine, all in favor except Gary, motion passed.  Upon residents’ requests, board will review and discuss the 20 foot distance and the use of an alteration form for generators for possible refinements.

Irrigation:  To date there are 12 tickets, 2 open and10 closed. 

Landscaping Committee:  Bushes/trees at entrances have been cut for better visibility for cars.  Let Dave know if there are any hanging limbs over condos, that need to be looked at.

Paver Committee:  Still in the research phase but continuing to gather facts.

Social Committee:  May event was successful and had about 50 attendees.

Website and Podcast:  Change of payment for podcast subscription and website fee has been completed, to use the current President credit card and John will be reimbursed through expense form.  Contact Gary if you are interested in dryer vent cleaning and outside faucet replacement; a possible bulk rate might be possible.

Unfinished Business:  

·  Motion light sensor coach lights – The test use of these has been working well.  MOTION- Dave moved to approve these lights, seconded by Elaine, motion passed.  Note: Amendment to Rules and Regulations will be made at next R&R yearly review, but the rule will be in force.

·  A&E TV Show – Sizzle show passed by vote of Federation membership.  More to come.

New Business: 

·  Pet and LCS amendments now need membership vote.  Asking CAM to find out proper protocol to establish meeting. 

·  Pattern and Coverage Irrigation improvements – An estimate was provided by the Master for materials only, labor is provided in assessment.  Payment is due 2 years after completion.  Estimated time frame for our start is 2026.  A reserve budget of $20,000 will be added to next year’s budget.  MOTION- Dave moved to approve signing and approving the Master Association Pattern and Irrigation Project at a cost not to exceed $20,000.  Seconded by Megan, motion passed.

·  Alteration Form Update – Procedures at FSR have been enforced.  Resident forms requesting work where shovel hits the ground require Irrigation Line Check (ILC) and will be sent immediately to the Master for Review. Minimum cost of ILC is $75, which will be charged to the association.  If this happens, the resident will be required to reimburse the association.  Remember – do NOT start any work until the approved form has been returned from FSR.

Alteration Requests:  Alteration requests were reviewed by the board prior to the meeting.  The board went over the requests and all were approved.

Open Forum:  Included discussion on mulch, missing alteration form, and possible irrigation leak.

Adjournment:  Motion to adjourn at 3:35 pm

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.

May 20th, 2024

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 - April 15, 2025 meeting

Treasurer’s Report: Financial update, Doug Yingling.

Committee Reports: 

 Building/Architectural:  John Petruch

 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.

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

 Irrigation:  Gary Brian / Dave Barrett

 Landscaping:  Dave Barrett

 Social Committee: Lori Brezec

 Website and Email:  Gary Brian

Unfinished Business:  

·  Schedule membership meetings to approve amendments on limited common space (LCS) and pets.  

·  Schedule meetings with the paver review committee, to review draft legal amendment on pavers, develop paver specifications for design, style, and installation.

·  Evaluation continues for light motion sensors for exterior coach lights, along the sidewalks.

·  Update on Verizon/Spectrum cable boxes.

·  Update on Reality TV show discussion.

New Business:  

·  Paul Davis Restoration Company Agreement –  guest speaker

·  Hurricane Preparation

·  Alteration Form Update – Procedures – Landscape and Irrigation

Alteration Requests: Review and sign (if any).

Open Forum:  3 minute time limit

Adjournment