Annual General Meeting Minutes

PORTAKAL SITE ORDINARY GENERAL ASSEMBLY MEETING MINUTES – 10.05.2025 

On Saturday, May 10, 2025, at 14:00, the Portakal Site Ordinary Condominium Owners General Assembly convened at the common area of the Portakal Site located in Oba neighborhood, Köseler Street No:66/1, Alanya, Antalya, parcel 186/1, tax number 732 073 71 32, as duly notified to all condominium owners. Attendance was checked.

• Opening, Attendance Check, and Signing of the Attendance Sheet

Out of 100 unit owners, 36 participated in person and 28 by proxy, totaling 64 independent units represented. The quorum was met, and the agenda was proceeded with. Voting cards were distributed to participants to prevent invalid votes.

• Election of Chairperson, Secretary, and Vote Counters

It was asked whether there was a candidate for Chairmanship of the Council, and Tuğberk Urşan was proposed for the chairmanship. As a result of the vote, Tuğberk Urşan was elected as the Chair of the Council by majority vote and was authorized to sign the General Assembly Meeting Minutes.

Since there was no other candidate for Council Clerkship, Yeliz Yağmur Ulu was nominated, elected as the Council Clerk by majority vote, and authorized to sign the minutes.

To ensure a healthy counting of votes, two treasurer candidates were requested; Hendrik Wijchers and Uwe Peter were designated as treasurer candidates.

According to the voting result:

Chairmanship of the Council: Tuğberk URŞAN,

Council Secretariat: Yeliz Yağmur Ulu,

Treasurership: Hendrik Wijchers and Uwe Peter,

They were elected and authorized to sign the General Assembly Meeting Minutes.

The Chair of the Council announced that the meeting would proceed according to the determined agenda and moved to item 3 of the agenda: “Presentation of the Audit Activity Report.” The report of auditor Mr. Ercan Kocaman was presented, and the detailed report was attached to the file.

• Discharge and approval of the account of the previous term

Council Chair Tuğberk Urşan gave the participants 5 minutes to review the financial reports covering the period from 01.05.2024 to 30.04.2025. Following the review, the trial balance, comparative report, site balance sheet (income-expenditure statement), and debtor-creditor reports were presented to the meeting participants. All questions raised by the participants were explained and answered one by one by the Chair of the Council.

Mr. Tuğberk stated that he took over the duty as of January 2025, which is the last four months of the current management term; he also stated that the receipts and invoices prior to January 2025 were with the previous management company, and all receipts and invoices for the last four months belonging to the current management company KTurkey were with them. He announced that any interested participants could review these documents after the meeting.

The accounts of the last four months of the previous term (until January 2025) were discussed. In the vote held, 60 “yes” votes were cast, with no objections or annotations. The vote confirmed and discharged the management.

• Agenda Item 5 (Notified): Discussion of the Building Painting and Parking Lot Project

Mr. Tuğberk initiated the discussion regarding the building painting project, based on requests submitted to the management board by homeowners; he stated that first, it must be concluded whether painting is desired or not, and the topic should be discussed accordingly. As a result of the vote, 43 participants voted “yes,” and no objections or annotations were made.

According to the decision taken, it was discussed that there must be a technical specification for researching and obtaining quotations for the painting job based on a certain standard, and that a paint committee is required to collect these quotes.

It was decided that a specific standard and technical specification are necessary to obtain painting quotations, and that this specification should be approved by the new-term managers.

Candidates wishing to be on the painting committee were asked:

Marco Fusshoeller – Block A painting committee member,

Ercan Kocaman – Block B painting committee member,

Yeliz Yağmur Ulu – Block C painting committee member,

Kemal Kaplan – Block D painting committee member,

Kaya Keskin – Block E painting committee member,

Since there were no other candidates, the paint committee was elected by majority vote. The committee will evaluate the received offers and make a decision, and if needed an extraordinary general assembly can be organized.

It was deemed appropriate that the parking project be discussed in the budget of the new term.

• Discussion of the Budget for the Coming Term

The operating budget for the coming term was presented to the participants by the Chair of the Council. Additional projects that could affect the budget were also discussed during the meeting.

Due to the new construction starting next to our site, it is anticipated that the existing parking area will soon become unusable. For this reason, arranging the area in front of the caretaker’s apartment as a parking lot has become a necessary need. Otherwise, in the near future, it will not be possible to construct a parking lot there due to the front road of the caretaker’s flat being designated as a public park area in the municipality plans.

It was evaluated that, if there is no parking area on our site, the market value of the apartments could significantly decrease — even by half. Accordingly, it was agreed that the children’s playground should be moved to another suitable area, and that a parking lot should be built in front of the caretaker’s flat.

In this regard, considering the effects of the related arrangements on the operating budget, new expense advance (maintenance fee) calculations were made.

As a result of the discussions, the prepared operating project was submitted for a vote;

As a result of the voting:

According to Article 20, Paragraph 1 of the Condominium Law No. 634, for the 2025 – 2026 period (01.05.2025 – 31.04.2026),

For all apartments: the topics of employing an additional staff member during the summer period to support the site personnel and implementing the parking lot project were discussed. Before the voting, it was clearly stated, especially upon the request of the Turkish unit owners, that these two expenses (extra summer personnel and parking project) would be included in the annual expense advance (maintenance fee).

In this context, a monthly fee of 1,500.00 TL (annual 18,000.00 TL) was approved by majority vote with 51 votes. No objections or annotations were declared regarding the decision.

It was unanimously decided that maintenance fee debtors remaining from the 2024 – 2025 period (01.05.2024 – 31.04.2025) shall be subject to legal enforcement proceedings as of 01.06.2025, and that all resulting costs and interest shall be collected from the debtors.

In the case of maintenance fees being unpaid for 3 months or not paid at all, it was decided by majority vote that legal proceedings can be initiated based on the total annual maintenance fee amount, along with statutory late payment interest; and that all interest, expenses, and attorney’s fees shall be collected from the maintenance fee debtor.

• Election of the President, Vice President, Member of the Board of Directors and Audit Committee

In accordance with the agenda, participants were asked for candidate names for the new term board of directors.

Since there were no other candidates or speakers, the current candidates were:

As the Board of Directors:

Marco Fusshoeller

Hendrik Wijchers

Kemal Kaplan

Marco FUSSHOELLER, Henrik Wijchers, and Kemal Kaplan were elected as board members by majority vote. The board of directors may take decisions with a two-thirds majority vote.

Auditor election was next; candidate names were asked:
Abdurrahman Ulu,
Tarıyel Mammadou,

As there were no other candidates, they were elected as the audit committee by majority vote.

No separate vote was requested for the management company KTurkey; according to the contract made between the board and the management company, the management company will continue its activities.

According to the relevant articles of the Condominium Law, Management Plan, Code of Obligations, Turkish Civil Code, customs and traditions; tenants and other persons residing with them are obliged to use the rented unit (independent section) with care, behave in accordance with the law of good neighborliness towards other residents of the building, and not disturb others and show respect in other matters.

Tenants must comply with the rules of good faith and honesty when using common areas and facilities. A unanimous decision was taken that, in cases of any interference by tenants in common areas, legal action shall be initiated by the manager and the company contracted by the manager to prevent interference, restore to the original state, and evacuate based on the reasons listed above.

In the event of the ownership right of a property owner being used contrary to legal restrictions and causing damage or a risk of damage, it was unanimously decided that legal action shall be taken by the manager or the contracted company to restore the original state, eliminate the danger or damage.

Authority was granted to the manager and the management company authorized by the unit owners’ board to:

• file lawsuits to prevent encroachment on common areas,
• request judicial intervention,
• intervene in unit owners violating approved architectural plans,
• enforce court decisions,
• request sales of properties for unpaid dues,
• file lawsuits against owners violating the management plan,
• take precautionary measures,
• cover translation and notification costs for foreign notices,
• engage lawyers,

and act in all disputes arising from the Condominium Law or other relevant legislation.

Wishes and Requests
Based on requests from participants, it was decided by majority vote to:

Purchase missing sunbeds and cushions,

Purchase a new lawn mower,

Check and repair malfunctioning intercom systems if possible.

It was decided that the next general assembly meeting will be held on a date to be determined by the board of directors.

All votes were counted by the two treasurers; counts were repeated until both treasurers obtained the same result, finalizing the tally.

Closing

The General Assembly was closed at 17:05 by the Chair of the Council.