Board Meetings

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

Portsmith Condominium Association Meeting Minutes

Date: April 15, 2025 2:30 pm

Place: North Forum 2020 Building

Call to Order

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

Pledge of Allegiance

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

Treasurer’s Report:  March financials 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.

Building/Architectural Committee:  No major repairs are needed at this time.  For 2024 54 projects opened and 43 are completed, projects not completed are due to pending painting in 2026 or the projects are now not needed.  Since Jan 1 2025 there are 6 projects recently reported and not yet completed.

Critter Committee:  Report of dirt kicked up outside of unit, no critter seen.  Please report any issues.

Hurricane Committee:  Disaster Preparedness Symposium on April 24, (all residents can attend).  Also, working on securing a disaster restoration company for Portsmith in the event of damage due to storms. Paul Davis restoration company has submitted an agreement, and it is being reviewed by the board for approval. This company was one of four that were used by the Federation in past years. This year the Federation has handed off the responsibility to the individual COA’s. Paul Davis company will be at the symposium.  (Reminder: we are in flood zone X.)

MOTION – John moved to approve agreement by Paul Davis Restoration Company, seconded by Dave.  This ensures that Portsmith has in place an approved restoration company that will put a priority on any repairs or damage due to storms in the Portsmith COA.  We will get reviews on this company and if there are no issues found, the Board unanimously moved to approve a one-year agreement. Motion passed

Generator Committee:  John and Elaine met for preliminary meeting to determine next steps. Full committee is meeting on April 17, 2025, to begin preparation and to get procedure in place for May meeting approval by board (need this before hurricane season starts).

Irrigation:  To date there are 10 tickets, 2 open and 8 closed.

Landscaping Committee:  Nature area project is completed; 40 plants/shrubs were planted.  Committee meeting with Down to Earth (DTE), discussing the needs of community.  Also, met with Monster Tree to discuss their responsibilities regarding oaks.  Palm fronds over roofs and gutters being proactive prior to hurricane season.  Reviewing and inspecting problem grass areas along street side and will be fertilizing queen palms over the next 2 weeks.

Social Committee:  May 18th 5pm Waterside room, community cookout.  $8 per person, bring side dish to share.

Website and Podcast:  There have been 2084 hits to our website so far.  If you are not receiving emails, please notify us at portsmithhq.com.

Unfinished Business:  

·  MOTION – John moved to approve amendment of Article XV of the Declaration regarding increasing limited common space per the revised legal document to an eight feet Limited Common Area extending from the rear of the unit.  Megan seconded, all agreed except Dennis, motion approved.

·  MOTION- John moved, Dave seconded, to establish a committee to: Review draft legal amendments on pavers, develop paver specifications for design, style, and installation. Volunteers on this committee are Megan, Tom Van Nelson, Dave, and John.  Chairs are Dave and John. Motion passed.

·  Spectrum/Verizon cable utility boxes can be cleaned by the residents.  Cleaning volunteers are Teresa Decelle and Elaine.  If you clean your box, please let us know.  Reminder - do NOT touch, clean or paint the TECO large utility boxes.

·  Light sensor discussion – Currently evaluating path led lights that have motion sensors and illuminate only when person walks in front of the light. Lights stay on for 30 seconds. Designed to improve safety of pathway at night if delivery or EMT personnel enter the property. So far, look like they can be added without any alteration form, using the approved rules and regulations regarding solar path lights. (5 foot spacing).  Evaluating coach lights with built in motion sensor, it is adjustable and looks like it’s working ok.

New Business: 

·  Portsmith Newsletter – will be available every 2 months. 

Enumerate software being implemented by Master Association.  Training to be provided to board members.

MOTION – John moved, Dave seconded, all agreed to approve spend of up to $1200 for printing of newsletter (for 2025 only) and addition of box to attach to community bulletin board near Peterborough (location of Social Committee Happy Hour gathering). Motion passed.

MOTION – John moved, Megan seconded, all opposed for spending of up to $2000 for planting of bushes around TECO transformer boxes similar to other COA, but following TECO guidelines of 10’ in front, and 4’ radius all around. (Must call 811 prior to planting). Motion failed

 Discussion about planting – one transformer on PB already planted but does not meet guidelines for distance - must be removed (if this motion is not approved) or replanted if this is approved. This planting is in Common Space, no unit owner can do this on their own, it must be a COA initiative, regardless of how other COA or HOA have done this.

·  Violations discussion – If you are aware of a violation, please report it to the board. 

·  Water Quality – Contact Hillsborough County Water Authority if you are experiencing issues with your water (smell, taste, etc.), and they will come and test your water.

·  Pet and LCS amendment approval membership meeting – need to establish a date.  Ask CAM to find out proper protocol but we would like to have this approved sometime in May. (Proxies can be sent to snowbirds so that we can establish a quorum and have their votes counted. In addition, would like to have rules posted regarding dog rules for Portsmith.)

·  Reality TV Survey – Know the “facts”, attend the meetings to be aware of issues surrounding this endeavor.  

·  Shred day is 4/29, parking lot beside the North Club pool; no more reservations are being accepted.

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

Open Forum:  Hurricane shutters should be put up/down as per the rules.  No pots are allowed around the TECO boxes.

Adjournment:  Motion to adjourn at 3:55 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.

April 15th, 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 - March 18, 2025 meeting

Treasurer’s Report: “Pending audit” discussion.  

Committee Reports: 

 Building/Architectural:  John Petruch

 Critter Committee:  Dennis Douglas

Hurricane Committee: Jeff Taylor (chairperson), John Petruch, Jerry Hubbard, and Velma Suddoth. 

Generator Committee:  John Petruch (chairperson), Doug Yingling, Elaine Curtis, and Rod Jonas.

 Irrigation:  Gary Brian / Dave Barrett

 Landscaping:  Dave Barrett

 Social Committee: Lori Brezec

 Website and Email:  Gary Brian

Unfinished Business:  

·  Discuss and Approve limited common space (LCS) amendment.

·  Establish committee and set up working sessions to review draft legal amendments on pavers.

·  Spectrum/Verizon cable utility boxes – can be cleaned by community.

·  Light motion sensors for exterior coach lights, along the sidewalks.

New Business:  

·  Portsmith newsletter

·  Enumerate (Master Assoc. new communication software)

·  TECO transformer issues

·  Violations

·  Water Quality Reports

·  Establish date for Membership Meeting to approve pet and LCS amendments.

·  Board discussion about Reality TV production in KP.

·  Shred day is 4/29, parking lot beside the North Club pool; must register in advance.

·  Secure a restoration company in case of repairs from a natural disaster, etc.

Alteration Requests: Review and sign (if any).

Open Forum:  3 minute time limit

Adjournment

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

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