June 13, 2022 Minutes

Victoria Village Atrium Association Board of Directors’ Meeting Monday June 13, 2022

Board members present: Sarah Wise, president; Margie St. Jacques, treasurer; Jerry McNevin; Hank French, secretary. Also present: Mike Severson, building manager.

Absent: Larry Sagstetter, vice president. 18 Owners were in attendance.

1. Call to Order: The meeting was called to order at 6:30 p.m.

2. Secretary’s Report: Minutes for the April 2022 board meeting approved as

   written.

3. Treasurer’s Report:

a. For May 2022, the opening balance was $308,075.21 and the closing balance was $324,175.77. This represents an increase over the opening balance of $16,100.53. We currently have $97,313.36 in our operating checking account, and $226,862.41 in reserve accounts. (Note: The reserve accounts are two money market accounts with Premier, and two CDs with North American Bank.) Moved and seconded to approve the Treasurer’s Report.

4. Committee Reports:

   1. Welcoming Committee: Two new residents have arrived in unit 120: Enrique

      and Rayann Ospina. We welcome them and trust that they will find the

      Atrium to be a great place to live.

   2. Recreation Committee: Nothing to report. It was suggested that the

      committee plan for an ice cream social in August or September.

   3. Plant/Interior Committee: The committee met with a representative of

      Plants by Design—who provide indoor plant services—on June 2 to explore cost saving alternatives to our current arrangement with Lyndale Plant Services. The committee explained their concerns and the Plants by Design representative agreed to have his designer visit the Atrium, review our current situation, and come up with a proposal. The designer met with the committee on June 13 and will provide a proposal for the committee’s review. The committee will then report to the Board.

5. Management Report:

a. Mike reported that he has yet to receive a bid for the roof replacement from

BEI although they have examined the roof several times. The holdup seems to be that Mike’s principle contact at the company has left the company. Mike is working to identify a new contact at BEI to follow-up with our request for a bid.

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2. Mike expects to get a bid from Columbus for the roof replacement in the near future and, if received, will bring the bid to the next Board meeting.

3. Mike reported that neither of our two reserve fund CDs will mature till the end of the year. Mike will stay on top of it and make recommendations about future investment of the reserve funds at the appropriate time.

4. Mike reported that he has communicated to NAC that we will no longer contract with them for HVAC services and that the Board, at its May meeting, voted to contract with Harvey Mechanical for HVAC services going forward.

5. Mike brought a proposal from Harvey Mechanical to clean significant mold buildup from three of the four air conditioners on the roof. These air conditioners serve the common areas of the Atrium and if not cleaned will disburse potentially harmful mold into the common areas. Given the air safety concerns, it was moved, seconded and approved to authorize Harvey Mechanical to deep clean the three air conditioners at a cost of $350.00 per unit (Total cost $1050.00).

6. In response to a Board request, Mike brought a bid to replace the Atrium residents’ parking sign whose painted lettering is peeling. It was moved, seconded and approved to replace the sign at a cost of $134.65. It was also decided that Jerry McNevin ask Chuck Linn, our handyman, to try and remove the rust on our two “Private Property – No Trespassing” signs.

7. Prior to the meeting, Mike provided Board members with copies of our contracts with Nardini Fire Equipment Company and Waste Management. The Nardini contract is month-to-month and the Waste Management contract expires in August of this year. After reviewing the contracts, the Board voted (1) to continue the Nardini contract and (2) to ask Mike to get comparison bids from other trash disposal companies before the Waste Management contract expires so the Board can make an informed decision as to whether or not to continue with Waste Management.

VI. Old Business:

1. Roof: See 5. a and b above for current status. During discussion of the roof

   replacement, it was noted by Mike and Jerry that due to severe supply chain disruptions, it will likely be impossible to get the roof replaced this year, and possibly not next year either. Jerry noted that we probably have two years left in the roof. It was also noted that, with the current rate of inflation, the longer we have to wait the more costly the replacement of the roof is likely to be. Mike and Jerry will continue to monitor the situation and report to the Board.

2. Vendor Form: Mike reported that the Recommended Vendor list has been completed. It has two sections: (1) vendors recommended by Atrium residents, and (2) vendors recommended by residents of other properties that Keller manages. The list will be posted on the bulletin board near the elevators in the basement. If anyone would like a copy of the list (email or

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paper), place your request in the suggestion box and the Board Secretary will

see that you get one.
c. Window Washing: No decision was made with respect to window washing

for individual units or for common area windows as the Board felt the need for more information. The issue was tabled until the next meeting. In the interim the Board will seek the information it needs to come to a decision.

4. Tree Status Update: Goldleaf Tree Services reports that the replacement trees for the three ash trees that were removed along Crystal Ave are in short supply and they are having difficulty purchasing them. They will continue trying to get three autumn blaze red maples for us.

5. Garage Sweeping: Larry Sagstetter is continuing to sweep the garage floor and the board expressed its appreciation for his volunteer service.

VII. New Business:

1. Handyman Work Priorities: Jerry reported that Chuck has painted the bridge

   and planted three evergreens and two dogwoods around the north end vent. He is currently painting vents and mechanical boxes around the building. He also cleaned the drains on the roof of debris so water flows off the roof better. He will next do repair and painting work on the exterior doors which should complete what we need done outside at the present and he will then begin working on indoor projects.

2. Reminders:

   1. It was noted that some residents leave large red or small black carts

      outside their units when they are no longer using them. The Board reminds residents to return the carts to the basement as soon as they are no longer needed so they are available for other residents. one resident suggested the Board put up reminder signs about this and Sarah Wise, Board President, will put up reminder signs on the 1st floor and garage bulletin boards.

   2. It was noted that many residents are not following recycling rules, causing difficulties for the volunteers who manage recycling. With respect to plastic, glass and tin can recycling, all residents are reminded to follow the recycling rules posted on the wall behind the bins. With respect to the paper and cardboard recycling, please remember to place egg cartons and frozen food boxes in the trash and not to place them in the recycling bins. Also, please remember to break down all boxes of any size. If because of age or health issues, you are unable to break down large, sturdy boxes, please contact any of the following folks who will be glad to help you: Pam Chester Aslagson in Unit 311; Sarah Wise in Unit 101; Jerry McNevin in Unit 103; Hank French in Unit 115. If any other residents would like to add their name to this list of those willing to help those who need it to

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break down boxes, please let the Board Secretary, Hank French,

know.

3. If you have unwanted but still usable items to dispose of, you are asked not to place them on the floor sweeper in the garage. Please consider donating them to Goodwill or another charity that accepts such items. Also, the Atrium Swap Meet, to be held on July 16, is a convenient way to pass on items in good condition that you no longer need. (Please see the poster on the bulletin board near the front entrance.)

4. If you are not now receiving either email copies or paper copies of Board meeting minutes but would like to, let the Board secretary, Hank French, know and he will be glad to see that you get them.

8. Homeowner Comments/Questions:
   a. A homeowner noted that she has been bothered for a considerably long time

   by a loud, unidentified, seemingly mechanical noise coming from the unit below her whose owners are rarely in the building. She has tried to no avail to resolve the issue with the owners. Mike Severson from Keller will contact the owners to resolve the problem.

   b. It was suggested by a resident that each owner give a key to their unit to another owner that they know and trust so their unit can be entered if there is an emergency situation. There should then be a note in the resident’scontact information in the Atrium Directory as to who they have given a key to. The Board will discuss this issue in the next Board meeting.

   c. A question was raised as to who made the decision as to what color to paint the bridge. The answer was that it was a Board decision. The questioner expressed the view that the Board should have taken steps to survey owners as to their preferences.

   d. A resident expressed concern over the amount of money the HOA pays to rent and maintain the plants in the Atrium, particularly in light of the major expenses we face in the near future—roof and skylight replacement; possible carpet replacement; interior repairs. The Plant/Interior Committee is exploring cost reduction options with respect to plant services and will report back to the Board.

9. The next Board meeting will be held on July 11, 2022, at 6:30 in the Activity Room. It will be a Board only meeting.

X. The meeting was adjourned at 8:10 p.m.

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Respectfully submitted by Hank French Board Secretary