NOTICE OF DATE OF ANNUAL MEETING AND ELECTION OF DIRECTORS OF VILLA PORTOFINO WEST POA, INC AND PROCEDURE FOR QUALIFYING FOR BOARD

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TO ALL MEMBERS

On Thursday, November 14th, 2019, at 7:00 PM., at The Villa Portofino West Office, 2163 NE 7th Street, Homestead, Florida, 33033, the Annual Meeting of the Association will be held for the purpose of electing directors, and such other business as may lawfully be conducted (hereinafter referred to as the “Annual Meeting”). Pursuant to the Association’s governing documents and a vote held by the Board of Directors at a duly noticed Board Meeting on October 13th, 2016, the Association’s Board of Directors shall consist of five (5) Directors with each Director having a one-year term.

The purpose of this notice is to advise you of the date, time and place of the Annual Meeting and Election and to inform you of the process for qualifying for the board.

NOTE: SIGN-IN SHALL COMMENCE AT 6:00 P.M (At 7:00 PM we will close the sign in and start the meeting).

The election of the Association’s Board of Directors shall take place at the Annual Meeting. Immediately following the Annual Meeting, an organizational meeting of the newly-elected Board of Directors (“Board”) shall be convened. The agendas for these meetings are set forth below.

A. MEETING CALL TO ORDER BY THE PRESIDENT

B. PROPOSED 2020 BUDGET MEETING

  1. Call to order by President.

  2. Proof of Notice of Budget Meeting.

  3. Determination of a quorum of the board of directors.

  4. Discussion, consideration, and vote to adopt the Proposed 2020 Budget.

  5. Adjournment.

C. ELECTION MEETING:

  1. Call to order by President.

  2. Proof of Notice of Election Meeting.

  3. Determination of a Quorum of the Board of Directors (not required for election Meeting).

  4. General discussion and explanation of election procedures.

  5. Request for nominations from the floor for candidates for the Board of Directors.

  6. Closing nominations.

  7. Presentations/speeches from candidates (limited to two minutes per candidate.)

  8. Appointment of impartial Inspectors Committee who shall conduct counting of ballots and/or proxies.

    i. Verify properly completed ballots and/or proxies.

    ii. Count votes in the presence of the membership.

    iii. The determination that an appropriate percentage of eligible voters have cast

    ballots in order to hold a valid election.

    iv. Announcement of Directors elected to the board.

D. ORGANIZATIONAL MEETING OF THE NEWLY ELECTED BOARD:

  1. Call to order.

  2. Establishment of Quorum of Directors.

  3. Election of Officers.

  4. Election of members of the Violation Committee.

  5. Adjournment

VILLA PORTOFINO BOARD OF DIRECTORS ANNUAL REPORT

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FROM NOVEMBER 5TH 2017 TO NOVEMBER 5TH 2018

The Board of Directors of Villa Portofino West Hoa, elected on November 2nd.

2016, made all effort to make this community a better place to live, therefore

they have been developed a series of projects through this year such:

Projects Done:

1. Started with a self-management system which has advantages like:

a) Significant saving in total Management Fees and better financial

management of annual approved budget.

For example: Estoppels, processing fees, application and

administration fees now are coming to the association.

We use to spent a lot in printing and postage. Now is much cheaper.

Having an in-house, full time Property Manager (personalized and

prompt services to the HOA residents, 3rd parties and vendors).

b) Property Manager and Bookkeeper working only for Villa Portofino West.

Property Manager is here every day answering phone calls, responding

emails, receiving residents to hear their concerns, receive payments,

send violations every week, activate transponders and make sure

every resident has one, process faster purchase and lease applications

(one week).

c) Office at the community (increased and improved supervision by the

BOD over the management of the community), check very close any

contractor that is working at the property and check the status of the

projects.

d) More payment options and more convenience by having a BB&T Bank

branch close by.

The owners that live here can pay direct at the office, go to the bank

in person because is really close or enroll in automatic payments.

e) Customize policies and procedures to satisfy specific needs of VPW HOA.

2. Installation of security cameras, phase two (cameras on the streets).

3. Cleaned Drainage.

4. Finished the lighting project.

5. Repaired all damaged pavers.

6. The community was pressure cleaned after finishing pavers project.

7. The fence was raised 6 feet high (which is the maximum allowed), to

prevent intruders from jumping into the community.

8. The grass that was destroyed by the hurricane Irma was replaced.

9. Every three months the new landscaping company is applying a treatment

to eliminate the weeds on the driveways. In few months all the driveways

will be clean and nice.

Future Projects:

1. Christmas Decoration.

2. Christmas party for our kids.

3. Replace grass in many areas to make look our community nicer.

4. Install the rest of the cameras.

NOTICE OF DATE OF ANNUAL MEETING AND ELECTION OF DIRECTORS OF VILLA PORTOFINO WEST POA, INC AND PROCEDURE FOR QUALIFYING FOR BOARD

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TO ALL MEMBERS

On Tuesday, November 6th, 2018, at 7:00 PM., at The Courtyard Marriot, 2905 NE 9th Street,

Homestead, Florida, 33030, the annual Meeting of the Association will be held for the purpose

of electing directors, and such other business as may lawfully be conducted (hereinafter

referred to as the "Annual Meeting"). Pursuant to the Association's governing documents and a

vote held by the Board of Directors at a duly noticed Board Meeting on October 13th, 2016, the

Association's Board of Directors shall consist of five (5) Directors with each Director having a

one-year term.

The purpose of this notice is to advise you of the date, time and place of the Annual Meeting

and Election and to inform you ofthe process for qualifying for the board.

NOTE: SIGN-IN SHALL COMMENCE AT 6:00 P.M (At 7:00 PM we will close the sign in

and start the meeting).

The election of the Association's Board of Directors shall take place at the Annual Meeting.

Immediately following the Annual Meeting, an organizational meeting of the newly-elected

Board of Directors ("Board") shall be convened. The agendas for these meetings are set forth

below.

A. MEETING CALL TO ORDER BY THE PRESIDENT.

B. BUDGET MEETING

  1. Call to order by President.

  2. Proof of Notice of Budget Meeting.

  3. Determination of a quorum of the board of directors.

  4. Discussion, consideration and vote to adopt Proposed 2019 Budget.

  5. Adjournment.

C. ELECTION MEETING:

  1. Call to order by President.

  2. Proof of Notice of Election Meeting.

  3. Determination of a Quorum of the Board of Directors (not required for election Meeting).

  4. General discussion and explanation of election procedures.

  5. Request for nominations from the floor for candidates for the Board of Directors.

  6. Closing nominations.

  7. Presentations/speeches from candidates (limited to two minutes per candidate)

  8. Appointment of impartial Inspectors Committee who shall conduct counting of ballots and/or proxies. i. i. Verify properly completed ballots and/or proxies.

    ii. Count votes in the presence of the membership.

    iii. Determination that appropriate percentage of eligible voters have cast

    ballots in order to hold a valid election.

    iv. Announcement of Directors elected to the board.

D. ORGANIZATIONAL MEETING OF THE NEWLY ELECTED BOARD:

  1. Call to order.

  2. Establishment of quorum of Directors.

  3. Election of Officers

  4. Adjournment

BOARD OF DIRECTORS MEETING MINUTES

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BOARD OF DIRECTORS MEETING MINUTES
01/19/2018


A. Call to order: The meeting of the Board of Directors was called to order by Sinthia Pujols,President,at 7:05 pm at the Villa Portofino West Pool Area.

B. Establishment of a Quorum of Directors: There were present at the meeting: 

A quorum was established. All the Directors were present. Sinthia Pujols, Raoul Amstelveen, Gilfredo Alfonso,Valerie Isaac and Bathzy Pineda. Cristina Olson, CAM, of Affinity Management Services. Owner of All American Security Services. Jose Gallo-current CPA conducting full forensic financial audit of the association.

C. Approval of Previous Meeting Minutes: A motion was made by Sinthia Pujols, seconded by Gilfredo Alfonso adopting the Minutes of the 2017 Annual and Proposed 2018 Budget meeting of November 9th, 2017.

D. Manager/Officer Report: K. Olson gave manager report as well as the board of directors gave report on projects that were completed in the last year. See the attached list from the board of Directors.

E. Financial Report Update: Jose Gallo provided update to his findings thus far for the forensic financial audit. He advised to the community once the audit was completed he would send a report to the community and the association members.

F. Update on Complete Projects: Board of Directors gave a report of completed projects,please see page attached.

G. Update on Future Projects. Additional discussion and update:Board of Directors gave a report on future projects,please see page attached.

H. Security Concerns: Both Board and Security Company gave update on violations and advised homeowners to review and follow the rules. Security Company also advised they are watching the walls for those who have been trying to jump them and have added sensors so they are advised when it occurs in on another end of the property.

I. Resident Concerns and Comments on Agenda Items. Residents ask for follow up on items from the financial audit, sidewalk repair and sprinklers not working.

J. Adjournment. At 9:15 pm a motion was made by Sinthia Pujols to adjourn the meeting, Raoul Amstelveen seconded. Motion approved unanimously.

An open forum was held after for residents to speak to the board on other concerns/questions not relating to the agenda

Valerie Isaac, Secretary
06/28/2018

 

Annual Report from Villa Portofino West
11/2016 -11/2017

The Board d Directors of Vila Portofino West HOA elected on November 2, 2016, puts a effort to make this community a better place to live.Therefore, they have been developing a series of projects through this year. The projects were divided in 3 types: projects completed,    In progress, and future projects.

Completed Projects
-Lower the monthly association fees from $155 to $140.
-Changed Gate System: Call box. transponder reader, and  installed gate arms with lights.
-New Security Camera System (the old one does not worked property).
-Complete restructuration of the pool area. pool system. bathroom, surrounding areas, etc.
-First time drainages cleaned.
-First time trees trimmed.
-24hours security services. (Instead 16 hours security services).
-Lighting the community first and second stage.
-Fixed the irrigation system [Sprinkler. after many years  without working.
-Repaired all sidewalks broken or damaged.
-First Christmas Party for our children.
-Developed Villa Pcrtofino West Website.
-Killed weeds of 211 units and sidewalks.
-Pressure Cleaning to 211 Unit
-Pressure Cleaning lo Sidewalk and Curbs
-Christmas decorations and Christmas party for our kids
-New Fence taller in front of the community 

Projects in progress
-Putting Cameras on the streets 2nd stage.
-lighting the community last stage.
-Forensics Audit

Future projects
-Paver repair (in order to avoid liability in the community). we will start with the worse part, and finish with the less damaged.
-Extend the fence damaged by Hurricane Irma on the back side of the community, (we have received reports from the security guards about people passing to our side after midnight, which means a risk for our residents).
-Replace all grass damaged by hunicane Irma.
-Clean drainage to be prepared for next hurricane season.
-Prune trees.
-Replace pool area fence
This board has1hebestintentions to continue working hard for the common benefit of owners and residents, but we need the collaboration of all of you, to be able to achieve the objectives.

Sincerely.
VPW Board of Directors

Annual Meeting

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TO ALL MEMBERS:
On Wednesday, November 8, 2017, at 7:00 p.m., at The Courtyard Marriott, 2905 NE 9th
Street, Homestead, Florida 33030, the Annual Meeting of the Association will be held for the
purpose of electing directors, and such other business as may lawfully be conducted (hereinafter referred to as the “Annual Meeting”). Pursuant to the Association’s governing documents and a vote held by the Board of Directors at a duly noticed Board meeting on November 8, 2017, the Association’s Board of Directors shall consist of five (5) Directors with each Director having a one-year term.

The purpose of this notice is to advise you of the date, time and place of the Annual Meeting
and Election and to inform you of the process for qualifying for the Board.

NOTE: SIGN-IN SHALL COMMENCE AT 6:30 P.M.

The Election of the Association’s Board of Directors shall take place at the Annual Meeting.
Immediately following the Annual Meeting, an organizational meeting of the newly-elected Board of
Directors (“Board”) shall be convened. The agendas for these meetings are set forth below.
A. MEETING CALLED TO ORDER BY THE PRESIDENT.
B. PROPOSED 2018 BUDGET MEETING:
1. Call to Order by President.
2. Proof of Notice of Budget Meeting
3. Determination of a Quorum of the Board of Directors
4. Consideration of the Proposed 2018 Budget
5. Adjournment
C. ELECTION MEETING:
1. Call to Order by President.
2. Proof of Notice of Election Meeting.
3. Determination of a Quorum of the Board of Directors (not required for Election Meeting).
4. General discussion and explanation of election procedures.
5. Request for nominations from the floor for candidates for Board of Directors.
6. Closing nominations.
7. Presentations/speeches from candidates (limited to 2 minutes each per candidate).
8. Appointment of impartial Inspectors Committee who shall conduct counting of ballots
and/or proxies.
i. Verify properly completed ballots and/or proxies.
ii. Count votes in the presence of the membership.
iii. Determination that appropriate percentage of eligible voters have cast ballots
in order to hold a valid election.
iv. Announcement of Directors elected to the Board.
9. Adjournment.
D. ORGANIZATIONAL MEETING OF THE NEWLY ELECTED BOARD:
1. Call to Order.
2. Establishment of a quorum of Directors.
3. Election of Officers.
4. Adjournment.

QUALIFYING FOR THE BOARD

Pursuant to Section 720.306(9)(b), Florida Statutes, a person who is delinquent in the payment of any fee, fine, or other monetary obligation to the Association on the day that he or she could last nominate himself or herself or be nominated for the Board may not seek election to the Board, and his or her name shall not be listed on the ballot. The term “any fee, fine, or other monetary obligation” means any delinquency to the Association with respect to any parcel. A person who has been convicted of any felony in this state or in a United States District or Territorial Court, or has been convicted of any offense in another jurisdiction which would be considered a felony if committed in this state, may not seek election to the Board and is not eligible for Board membership unless such felon’s civil rights have been restored for at least 5
years as of the date on which such person seeks election to the Board.

QUORUM

It is important that you plan to attend the Annual Meeting. In order for the Annual Meeting and
Election to take place, a quorum must be established. Pursuant to the governing documents of the Association, a valid election can be held if at least twenty percent (20%) of the members of the Association participate in person or by proxy. The Proxy shall be used towards the establishment of a quorum and for any other lawful purpose. If you appoint a Proxy holder and later decide that you will be able to attend the meeting in person, you may withdraw your Proxy when you register at the Meeting. You may mail your proxy form to Villa Portofino West c/o Affinity Management Services Miami, FL 33125. You can also email it to CustomerCare@managedbyaffinity.com or Fax to 305-325-4053. Once quorum is
established, the majority of those participating voting member ballots shall determine the results of the election.

NOMINATIONS FOR BOARD

There will be nominations from the floor at the Annual Meeting. The members in attendance are permitted to nominate candidates for election to the Board. If you are nominated at the Annual Meeting and are not present, the person placing your name in nomination as a director must have a signed letter form you stating that if you are nominated as a Director you will accept such nomination and agree to serve if elected. Once the nominations are closed at the Annual Meeting, the members shall elect the Board of Directors. Ballots will be distributed to the members at the Annual Meeting.


VOTING CERTIFICATE

A voting certificate is being provided to determine who the voting representative will be for your Parcel if your Parcel is owned by more than one person or by a corporation. The Voting Certificate must be delivered to the Association’s management office prior to the election or on the night of the election, but in any event, prior to the counting of ballots. Please note the following information about VOTING CERTIFICATES:
1) A voting certificate is for the purpose of establishing who is authorized to vote for a parcel owned
by a corporation, or for a parcel owned by multiple individuals who are not married.
2) A voting certificate is not a proxy and may not be used as such. Only an owner or the appropriate
corporate officer may be named on a voting certificate, not a third party.
3) A voting certificate must be signed by all of the owners of the parcel or the appropriate corporation
officer.
4) A voting certificate is enclosed with this notice for your use, if needed.
5) The person designated in the voting certificate will be authorized to cast the ballot for the election.


THANK YOU FOR YOUR ASSISTANCE IN CONDUCTING THE BUSINESS OF THE ASSOCIATION.
THE BOARD OF DIRECTORS OF VILLA PORTOFINO WEST PROPERTY OWNERS ASSOCIATION, INC.
By: Kristina Olson, LCAM
Title: Community Association Manager Dated this 23rd day of October, 2017.

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