July 11, 2022 Board Minutes

Victoria Village Atrium Association

Board of Directors’ Meeting

Monday July 11, 2022

 

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

 

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

II.             Secretary’s Report: Minutes for the June 2022 board meeting approved as written. 

III.          Treasurer’s Report: 

a.     For June 2022, the opening balance was  $324,175.77 and the closing balance was $329,790.11. This represents an increase over the opening balance of $5,614.34. As of the end of June, we had  $97,054.91 in our operating checking account, and $232,735.20 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.

IV.           Committee Reports:

a.     Welcoming Committee: There were no new residents in June.

b.     Recreation Committee: The committee is no longer planning an ice cream social for August or September but will be planning a social event for the Christmas season.

c.     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. A bid from Plants by Design was submitted to the committee, however the bid was too high and has been rejected. Subsequently the committee met several times and came up with a plan to remove 57 plants both, live and faux, and replace them by live plants that are less expensive and a few faux plants. Many, but not all, of the plants removed will be replaced. Lyndale was informed of our plan and will a provide proposal to implement the plan on paper and submit it to the committee who will report to the next Board meeting. Although the final cost is not yet known (it will be included in the written proposal), it is estimated that our monthly cost should be somewhat lower than at present.

V.             Management Report:

a.     Mike reported that he has four bids for replacing the roof and repairing the skylights (Columbus, Sela, Hoffman, Walker) and expects a fifth bid (BEI) soon. Mike will produce a chart comparing all five bids before the next Board meeting for the Board’s review and discussion.

b.     In response to a Suggestion Box note asking why the sign at the parking lot entrance lists our address as “4035 North Victoria” rather than “4035 Victoria St. N,” Mike reported that he compared the new sign to a photo of the previous sign, which had been storm-damaged, and found them to be identical.

c.     With respect to the complaint discussed at the June meeting from a homeowner who noted that she has been bothered for a considerably long time by a loud, unidentified, seemingly mechanical noise coming from the unit below her, Mike reported that he has been in contact with the owner of that unit but that the issue has not yet been resolved. He recommended that, if the issue is not resolved soon, a weekly fine of $20.00 should be assessed until it is resolved. (See section IX of the Rules and Regulations—Complaint and Enforcement Procedures.)

VI.           Old Business:

a.     Roof: See 5. a. above for current status. During discussion of the roof replacement, it was noted by Mike and Jerry that there are currently no active leaks and we could most likely get one to two more years from the present roof and the longer we can wait the more time we have to increase our reserve funds. Mike noted that, at the time the roof is replaced and the skylights repaired, should we need either a loan or a homeowner assessment, it would need to be approved by at least two thirds of association members.

b.     Window Washing: We received two bids for washing the exterior of all unit windows facing the corridors. Motion was made and carried to accept the least expensive bid—WHO Services at a cost of $1051.20.

c.     Tree Status Update: It was decided to delay planting replacement trees for the three ash trees that were removed along Crystal Avenue until the fall due to the excessive heat and drought conditions this summer.

d.     Garage Sweeping: Larry Sagstetter will be sweeping the garage floor between the recycling bins and the car washing hose on Sunday July 17 from 12:00 to 4:00. All who park in that section of the garage are asked to move their cars out of the garage during that time. Notice to this effect will be placed outside the doors of those who will need to move their cars to the parking lot.

e.     Contract Review: This month the Board reviewed the Association’s contract with Keller Properties. The purpose of the review was to ensure that the Board clearly understood the responsibilities and expectations of both Keller Properties and the HOA Board of Directors. After some discussion, the Board affirmed its satisfaction with the services provided by Keller Properties in general and, in particular,  its appreciation for the excellent work of Michael Severson, the Keller property manager responsible for the Atrium.

VII.        New Business:

a.     Rain Garden: It has been noted by Board members and several owners that the rain garden along the east side of the parking lot has not been well maintained and in need of a considerable amount of “clean up.” Bobbi French contacted the Shoreview Department of Natural Resources to get advice on what plants in the rain garden belong there and what plants don’t belong there. A representative of the Shoreview DNR visited the rain garden and gave Bobbi helpful advice on maintaining the garden. It was suggested that Bobbi contact the Rice Creek Watershed as they provided a grant for the installation of the rain garden and were responsible for its design and planting. Her contact at the watershed emailed her copies of the original design of the garden and pictures of native plants appropriate for a rain garden. The contact at the watershed office will meet her at the rain garden on July 13 and offer further advice on how to restore the rain garden. Bobbi will report to the Board at the August meeting. When plans are in place for restoring and maintaining the rain garden, the Board will ask for volunteers to help do this important work which will both beautify and preserve our natural environment.

b.     Vendor Check: It was noted that the Board and Property Manager need to be diligent in assuring that, when a vendor does work at the Atrium, what needed to be done was done completely and done well before they are paid for their services. In this regard, it was noted that the plumbing vendor we have been using has recently has not met this criteria and we need to find a new vendor for our plumbing needs. Mike will bring a recommendation to the next Board meeting.

c.     Willow Removal: Concerns have been raised about the health of the willow tree at the northwest end of our property. There is a sizable cavity on one side at the base of the tree and there is concern that the tree is safety hazard. Mike will ask Savatree to assess the health of the tree as soon as possible and to make a recommendation as to whether it should be removed.

VIII.      The next Board meeting will be held on August 8, 2022, at 6:30 in the Activity Room. Homeowners are invited to attend

IX.           The meeting was adjourned at 8:13 p.m.

 

 

Respectfully submitted by

Hank French

Board Secretary