Board Meetings

Portsmith Condominium Association Meeting Minutes

Date: March 18, 2025

Place: North Forum 2020 Building

Call to Order

Roll Call:  President John Petruch called the meeting to order at 2:32 pm.  Members present were Gary Brian, Dave Barrett, Dennis Douglas, John Petruch, Doug Yingling, Megan Kryszak, and Elaine Curtis. MOTION – John moved the Appointment of new Director, Megan Kryszak, Elaine seconded, all approved, motion passed. A quorum was established.

Pledge of Allegiance

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

President’s Introductory Remarks:  All board members have completed the required COA training, except for Dave, who is scheduled for on-line training. 

Treasurer’s Report:  Doug Yingling provided the current balances and no discrepancies are noted.

Building/Architectural Committee:  No major repairs are needed at this time.  

Critter Committee:  No reports of critter issues.  Deterrent was put down to prevent armadillos. 

Hurricane Committee:  MOTION - by John and seconded by Megan to appoint Jeff Taylor as the chair to the committee, all in favor, motion passed. Also on the committee is Jerry Hubbard, John Petruch, and Velma Suddoth.  Jeff and John will attend the 3/20 Disaster Preparedness meeting.

Generator Committee:  No report at this time, members to meet soon. (John Petruch (chairperson), Doug Yingling, Elaine Curtis, and Rod Jonas.)

Irrigation:  Gary Brian has received Master Assoc. irrigation system access (UPKEEP).  Dave has been filling in.  To date there were 9 tickets, 1 open and 8 closed.

Landscaping Committee:  Dave informed that the Master Association has hired irrigation workers and will perform this service effective April 1st.  In the coming month, any required branches will be trimmed for the upcoming hurricane season.  Planting of 36 assorted approved plants to the area along the berm will be done in the coming weeks by Garcia.  Down to Earth is our new landscape company.  Also, 2 new plants were added to the approved list (calla lilly and bougainvillea)

.

Social Committee: Lori Brezec said the Soup Social was a success and they are looking into a possible cookout and pasta event.

Website and Podcast:  Gary Brian has posted our first podcast and more are expected.

MOTION - John motioned to renew the website and to purchase the yearly subscription for the podcast.  Dennis seconded and all in favor, motion passed.

Unfinished Business:  

·  Exterior Coach Lights:  John has been researching and experimenting with light sensing light bulbs.  These were not a solution, due to their sensitivity to motion by palm fronds and rain drops.  John will try a light fixture with a sensor and will report back.  

·  Set up working sessions to review draft amendments from legal on the paver and the limited common space amendments.

·  Set up working sessions to create generator use procedures/guidelines.

·  Elaine to contact Stacey to notify our Spectrum POC to check their utility boxes for possible clean up.  Dave and Elaine to contact Verizon to either clean, paint, or replace utility boxes that are currently being used by residents.

New Business:  

Pets – The First Service agreement, which is required of all pet owners, also has rules.  Discussion on the new wording added to our rules and regulations on pets.  

MOTION –  John moved to amend the declaration of condominium of Portsmith, Article VIII-Use and Occupancy, Section C- Pets, to allow two pets per unit (ref. mark up of existing declaration), per the straw vote of the 2025-2026 annual meeting, noting that the amendment will require a majority membership vote during the annual meeting or a membership meeting called for this purpose. Seconded by Megan, all approved, Motion passed.

Note: At this point, 3:35 pm, Dennis had to leave the meeting. A quorum was still established and the following items were continued.

Discussion about rules and regulations and exterior camera guidelines. Board reviewed the revised rules and regulations, along with the new guidelines.  

MOTION – John moved to approve revisions to the Draft Portsmith Rules and Regulations, dated 3/18/25 to provide clarity to video camera installation, provide rules regarding the pet policy, and to add appendices for guidance and clarity regarding these items just noted, and for the addition of the Approved Hurricane Shutter Specifications which was approved in 2007. Items revised are noted in red print. Seconded by Megan, board members remaining approved.  Motion passed.

Alteration Requests: Six alteration requests were reviewed by the board prior to the meeting.  The board went over the requests at the meeting and all were approved.  At the end of the meeting the requests were signed by the board.

Open Forum:  

·  A resident informed that their sprinkler repair is still not corrected.  Gary checked and the ticket was recorded as closed by First Service.  Gary to report the issue with First Service, to get the issue resolved.

·  A resident asked what time of day their sprinklers turned on; the website only informs on the watering days.  

·  Residents mentioned that Nottingham and Maplewood residents walk their dogs in our community and do not clean up after their dogs.  A suggestion was made to notify their community president and provide them with our new Pet rules and regulations.

·  Suggestion to add to our website the Pet Guidelines

.

Adjournment:  Motion to adjourn at 4:00 pm made by John, Dave 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.

March 18th, 2024

Time: 2:30 pm

Place: North Forum, 2020 Center

Call to Order

Roll Call: Introduction of Board members, quorum established.

Pledge of Allegiance

Appoint New Board Member: Appoint new director to board, Megan Kryszak. We now have a complete board (7 members)

Approval Of Minutes - February 18, 2025 meeting

Treasurer’s Report: Doug Yingling (minutes will include the balances for the

operating, reserve, and loan accounts.)

Committee Reports:

Building/Architectural: John Petruch

Critter Committee: Dennis Douglas

Hurricane Committee: John Petruch, Jeff Taylor, Jerry Hubbard, Velma

Suddoth. (Appoint Jeff Taylor as chairperson of Hurricane Committee)

Generator Committee: John Petruch (chairperson), Doug Yingling, Elaine

Curtis, Rod Jonas.

Irrigation: Gary Brian / Dave Barrett

Landscaping: Dave Barrett

Social Committee: Lori Brezec

Website and Email: Gary Brian

Unfinished Business:

Set up working sessions to review draft amendments from legal - pet, paver,

limited common space amendments.

Set up working sessions to create generator use procedures/guidelines.

Contact Spectrum/Verizon to either clean, paint, or replace remaining utility

boxes.

New Business:

Discussion about rules and regulations and exterior camera guidelines. Review

revision that was sent to board.

Discussion about light sensors for exterior coach lights, along the sidewalks.

Alteration Requests: Review and sign.

Open Forum: 3 minute time limit

Adjournmen

DRAFT

President John Petruch called the meeting to order at 2:28 p.m. Members present were Gary Brian, DaveBarrett, Dennis Douglas, John Petruch, Doug Yingling. Elaine Curtis was excused. John Petruch recorded meeting minutes in Elaine’s absence. A quorum was present.

John led everyone in the Pledge of Allegiance and then remained standing for a moment of silence for those who had passed in the recent year, and for our troops around the world.

APPROVAL OF THE MINUTES:

MOTION - Moved by Doug Yingling and seconded by Dave Barrett to approve the December 17, 2024, minutes.MOTION APPROVED 5 YEAS

PRESIDENTS INTRODUCTORY REMARKS:

John thanked everyone in attendance at today’s meeting. At this count there were 24 residents, not including the board. 

John Petruch thanked Chris Robinson and Carol Frank for their years of service as President and Vice-President. Also, to be noted, but not mentioned at the meeting, is a thank you to Steve Caldwell for his tenure as Secretary. 

Noted several items to be aware of: 

·  Residents need to be mindful of the dog leash rule, and to ensure that they clean up after their pet. Also, to be watchful for others who don’t follow the rules and advise the board if there are noted issues. Be respectful of other Associations when walking your pet in their area. 

·  Federation has renewed the Vesta contract for another 5 years. They are also investigating a rear entry automated gate system which is claimed to have a payback of one year. Attend the meetings and ask questions. 

·  Master Association is introducing Enumerate Engage, a Community Management Software package to improve communications with the Associations.

TREASURER’S REPORT:

Doug stated the January report was not ready, and he will send it to the board when it is received. 

BUILDING/ARCHITECTURAL COMMITTEE:

John noted that there were at least five issues reported and logged with leaves stuck in the downspouts. All have been taken care of, and the underground corrugated drains were capped and downspouts re-routed to drain away from the unit. All building issues are recorded in a spreadsheet for review and to note warranty issues. 

A slide presentation was shown regarding the landscape swale at 2025 SGW so that residents and board members could see where the money was being spent.

CRITTER COMMITTEE:

Dennis noted there were not any issues at this time.

HURRICANE COMMITTEE:

John reported that Chris Robinson is no longer the committee chair and we are actively looking for someone to take over this role. One resident is currently on board for the committee. Please volunteer to help this effort.

IRRIGATION COMMITTEE:

Gary and Dave have been sharing this duty. Gary has been having issues getting logged onto UPKEEP, the irrigation issue software. He is in contact with the Master and is awaiting their approval.
Noted was an issue at 2086 and 2080 SGW related to leaks. Gary reported 2086 repair was In progress and at this writing has been fixed.

LANDSCAPE COMMITTEE:

Dave said that things were going well. He advised that alteration forms are required whenever planting new items. $15K was spent this fiscal year, with $5K being related to Milton damage. Four palms and one oak were cut down and stumps need to be removed. Garcia is waiting for utility markings and Dave will call 811 to get that accomplished. 

The buffer area along Vilmont Greens from 2040 SGW to 2086 SGW is being addressed with additional plantings to provide more privacy along the road. 

MOTION - Dave moved that we spend $1500 through this year to improve that area. Doug seconded. MOTIONAPPROVED 5 YEAS

MOTION – Dave moved that we purchase two chain saws for maintenance upkeep by the Association, cost to be no more that $250. Dennis seconded. MOTION APPROVED 5 YEAS.
John recommended that we capture all assets purchased by the Association and keep track of where they are. Chris noted that there was a ladder purchased years ago. We will determine who will maintain that list. 

SOCIAL COMMITTEE:

Lori reported that the SOUP and BREAD Social is February 23, 2025. Tickets are on sale and going fast.

WEBSITE AND EMAIL: 

Gary reported that he is working on updating the website with current information. He is establishing a podcast for the Association with more info to come. 

Website fee will be due in July ($150). John will check with Carol as her credit card was being used for that fee, with reimbursement afterward.

UNFINISHED BUSINESS:

Outside Coach Lights: Discussion about outside coach lights availability. John indicated that the Hampton Bay lights noted in rules and regulations have become harder to find. Tom and Bonnie Hulting have found similar lights online and will provide that information to John. In the interim Tom has spare parts for these lights if anyone has a need to see Tom. Other replacements have been approved and used. Alteration form must be completed before installing. 

Alteration Form Approval Procedure: John noted that the procedure agreed to in 2023 has not been followed exactly and he proposed a new procedure be written and posted. 

MOTION – John moved that the “Procedure for Alteration Forms in Portsmith COA” that was sent to the board for review before the meeting, be approved for use. Doug seconded. Discussion followed. MOTION APPROVED 5 YEAS.

NEW BUSINESS:

Pets, Pavers, and Limited Common Space Amendments: A draft of the new amendments to reflect the intent of the straw vote membership approval has been provided by our legal counsel. The board is reviewing the documents. 

MOTION – John moved to approve a board workshop to begin sifting through the details and to develop the necessary guidelines to support the revised draft document, and to provide a final draft for membership approval. Dave seconded. MOTION APPROVED 5 YEAS

Meeting Etiquette and Roberts Rules: John noted that Roberts Rules are in force for our Association and that we need to be respectful to each other during board meeting conversations. 

Rules and Regulations: John noted that he has been working on reformatting the rules and regulations document to enable more effective enforcement by providing references to rules already established. 

MOTION – John moved to approve the reformatted Rules and Regulations document that was provided to the board for review. No content was changed. Doug seconded. Discussion followed. MOTION APPROVED 5 YEAS

Portsmith Procedures: John noted that he is working on procedures to help future board members with on boarding and training. Draft items have been sent to the board for review. 

Summer month meetings: MOTION -  John moved that we cancel the Board meetings for the summer months of June, July and August. Dennis seconded. Discussion followed with Doug noting that other Associations he talked to at the Treasurers meeting do not meet once per month. Chris Robinson noted that Florida statutes require as minimum, quarterly meetings. Perhaps we should consider that also, as monthly meetings may make it harder to recruit board members. We currently have one open board position. MOTION APPROVED 5 YEAS.

Generator Use Procedures: Need a committee to review this and write Portsmith procedures for use of generators to be approved by the board. This came up during Hurricane Milton when we were without power for 7 days at some units. Doug had expressed an interest in this in November 2024 but we were not able to address it then. Doug, Elaine and John have an interest in being on this committee. Looking for other volunteers (as an after note, Velma Suddoth, 1212 PB Circle volunteered to be on this committee). 

Merged Meeting Minutes: John noted that he has taken all available meeting minutes of Portsmith COA and has merged them into one pdf document for each year. This makes the documents searchable for specific information (helpful for future boards). John will make them available to anyone who asks, but they will not be posted.

OPEN FORUM:

·  Comments were made about issues at the front gate with parking. Also benches along Kings Blvd that are in disrepair.  Chris Robinson noted that the benches will be taken care of. 

·  Dave Barrett was commended for his tireless efforts in landscaping upkeep and consultations. Thanks Dave!

·  Progressive Lighting was noted as an alternative source for the coach lights.

ADJOURNMENT: MOTION TO ADJOURN  at 3:36 p.m. made by John, Doug seconded. MOTION APPROVED 5 YEAS.

Respectfully Submitted

John Petruch, President

Portsmith Condominium Association

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.

February 18th, 2024

Time:  2:30 pm

Place:  North Forum, 2020 Center

Call to Order

Introduction of Board members

Roll Call

Pledge of Allegiance

Approval Of Minutes -  December 17, 2024 meeting

Presidents Introductory Remarks

Treasurer’s Report:  Doug Yingling

Committee Reports: 

 Building/Architectural:  John Petruch

 Critter Committee:  Dennis Douglas

 Hurricane Committee: Need new chairperson and committee

 Irrigation:  Gary Brian / Dave Barrett

 Landscaping:  Dave Barrett

 Social Committee: Lori Brezec

 Website and Email:  Gary Brian

Unfinished Business:  

Discussion about outdoor lighting recommendations. 

Alteration form approval procedure discussion. 

New Business:

Discuss pet, paver, limited common space amendments

Discussion about Meeting etiquette/Roberts Rules - John

Discussion about Rules and Regulations- John 

Discussion about Procedures – John

Discussion -  Document and event schedule - John

Discussion - summer month meetings - John

Discussion - Generator use procedures – John – Need a committee to write the procedures/guidelines. 

Discussion - Merged Meeting Minutes that are searchable by year. - John

Alteration Requests – Review and sign

Open Forum: 3 minute time limit

Adjournment

Portsmith Condo Association Organizational Meeting Minutes

Date: January 29, 2025

Place: North Club House Banquet Room

Meeting was called to order by Stacey Taracek, Portsmith CAM. Stacey confirmed a quorum and called the meeting to order at 2:30 pm. Members present were Dave Barrett, Gary Brian, 

Dennis Douglas, John Petruch, Doug Yingling (absent: Elaine Curtis, new board member)

APPROVAL OF MINUTES:

MOTION - Moved by Doug Yingling and seconded by Dave Barrett to approve the 2024 Organizational meeting minutes. PASSED with 5 YEAS

NEW BUSINESS:

APPOINTMENT OF DIRECTORS:

Five Directors were appointed as below, with one vacancy

.

ELECTION OF OFFICERS:

The new officers for the 2025-2026 year are:

President – John Petruch

Vice President – Dave Barrett

Treasurer – Doug Yingling

Secretary – Elaine Curtis

Director – Gary Brian

POC Buildings/Architecture – John Petruch

POC Critters – Dennis Douglas

POC Irrigation – 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.

No later than ninety days from today, all board members are required to attend a

mandatory 4-hour training course per Florida state law. Stacey indicated that a local Kings Point training session is being planned for no later than late February or early March. Currently a training session is available on February 12, 2025, through Appleton Reiss, Attorneys at Law, but it is in San Antonio, Florida.

APPROVAL OF BUDGET

The 2025-2026 budget was discussed.

MOTION: Dennis moved to approve the budget as is, and Dave seconded. PASSED

with 5 Yeas 

OTHER BUSINESS:

• Authorized bank signatures were accepted with signers being John Petruch and Doug Yingling.

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

• Papers were signed for the Authorization of Operations designees as mentioned

above for the board designations.

• Added Doug Yingling as additional approver for invoices on AVID.

ADJOURNMENT:

Moved by John to adjourn and seconded by Dave. Meeting adjourned at 2:58 pm.

Respectfully submitted,

John Petruch, President and recording secretary for the meeting.

DRAFT

Portsmith Condo Association Annual Meeting Minutes

Date: January 29, 2025

Place: North Club House Banquet Room

After Stacey confirmed a quorum, President Chris Robinson called the meeting to order at 1:02

pm. Members present were: Chris Robinson, Carol Frank, Steve Caldwell, John Petruch, Dennis Douglas, Dave Barrett and Doug Yingling. Chris led everyone in the Pledge of Allegiance. Chris introduced everyone on the board to the general Public.There was no election as there was 4 openings and there were only three candidates announced. John Petruch, Gary Brian and Elaine Curtis are on the new board. Exiting the board is Chris Robinson, Carol Frank and Steve Caldwell.

APPROVAL OF THE MINUTES:

Moved by Doug Yingling and seconded by Steve Caldwell to approve the 2024 annual meeting minutes. MOTION APPROVED 7 YEAS

TREASURER’S REPORT:

Doug announced as of December 31,2024 the operating budget was $56,766.00 and the loan balance was $80,177.00. There were no delinquencies.

PRESIDENT’S REPORT:

Chris announced that the status of Portsmith is excellent. Unit painting will be in April/May of 2026

LANDSCAPE COMMITTEE:

About 17,000 was spent the last 10 months with a large amount from the hurricane. Dave thanked the landscape comm. members for all their help. Dave announced clean up in the Vilmont berm area and is still working on getting the grass correct.

BUILDING COMMITTEE:

John reported that we had mostly drainage issues this past year. We had mostly soffit damage.from the hurricane. Please advise John if there are any issues with the outside of your condo.

HURRICANE COMMITTEE:

Portsmith ended up fine

IRRIGATION COMMITTEE:

Chris reported that the pattern and coverage was done but we still have not heard any info yet

Critter Committee:

Advise Dennis if you have any critter issues. The association does not remove critters 

SOCIAL COMMITTEE:

Soup and chili party is on Feb 23rd at 5:30pm. Get your tickets

UNFINISHED BUSINESS:

There was no unfinished business

NEW BUSINESS:

Chris moved “be it resolved that any excess of membership income over membership expenses for the year ending March 31,3025 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 1 opposed

Chris moved “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 31,2025 in accordance with Chapter 718.111(13) of the Florida Statutes and 61B-22.006 of the Florida Administrative code” 2nd by Carol. Vote passed. 3 opposed

Chris motioned a resolution to reduce funding of the Roofing,Painting, and Paving Reserves

Account for the 2025-2026 budget as the roofing amount was already figured in the loan line.2nd by John. Vote passed. 2 opposed

There was a nonbinding straw vote to see if the membership wanted the board to  proceed with the idea of adding 3’ to the “Limited Common Area” to a total of 8’. Vote passed. 11 opposed

There was a nonbinding straw vote to see if the membership wanted the board to proceed to allow unit owners to use pavers on driveways and walkways with all expenses to fall on the unit

owner. Vote passed. 20 opposed

There was a nonbinding straw vote to have the board proceed with allowing 2 pets perhousehold. Vote passed

Doug explained the new 2025-2026 budget with a $16.00 increase to a total of $726.00 per unit monthly COA fee

ADJOURNMENT:

Moved by Vicki Robinson and 2nd by Mary Lou Killian to adjourn. MOTION PASSED

Respectfully submitted,

Steve Caldwell, outgoing secretary

Portsmith Condominium Association, Inc.

Notice of Annual Meeting and Election

A quorum is essential to conduct the business of the association. Please return your proxy prior to the meeting so

that a quorum can be ensured. If you attend the meeting, please bring your proxy to the meeting.

Notice is hereby given, in accordance with the Bylaws of the Association and Florida’s Condominium Act, that the Annual

Meeting of the Members and Election of Board of Directors will be held on Wednesday, 1/29/2025, at 1:00 pm, in the

Banquet Room, North Clubhouse, 1900 Clubhouse Dr., Sun City Center, FL 33573.

ANNUAL MEETING AGENDA

1. Opening

A. Proof of Notice

B. Roll Call and Certification of Proxies

C. Call to Order

2. Introductions

3. Elections - Vacancies (4); Candidates (3), an election is not required. The candidates are: Gary Brian, Elaine Curtis

and John Petruch. Secretary casts vote for unopposed candidates.

4. Minutes – Approval of the 2024 Annual Meeting Minutes.

5. Treasurer’s Report

6. President’s Report

7. Committee Reports

8. Unfinished business from 2024 Annual Meeting, if any.

9. New Business

A. Be it resolved that any excess of membership income over membership expenses for the year ending March

31, 2025 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.

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, 2025 in accordance with Chapter

718.111(13) of the Florida Statutes and 61B-22.006 of the Florida Administrative Code.

C. Resolution to reduce funding of the Roofing, Painting and Paving Reserves Account for the 2025-2026 budget

year.

D. WAIVING OF RESERVES, IN WHOLE OR IN PART, OR ALLOWING

ALTERNATIVE USES OF EXISTING RESERVES MAY RESULT IN UNIT

OWNER LIABILITY FOR PAYMENT OF UNANTICIPATED SPECIAL

ASSESSMENTS REGARDING THOSE ITEMS

Vote for amending the documents regarding: increasing the Limited Common Element to 8 ft., pavers

E. and Pets.

Review of the 2024-2025 Proposed Budget.

10. Announcements/Good & Welfare

11. Adjournment

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