Monday, September 12 Minutes
Victoria Village Atrium Association
Board of Directors’ Meeting
Monday September 12, 2022
Board members present: Sarah Wise, president; Larry Sagstetter, vice president; Margie St. Jacques, treasurer; Dottie Olson; Hank French, secretary. Also present: Mike Severson, building manager.
(Note: Board member Jerry McNevin has resigned from the Board due to the fact that he and his wife Pat have moved out of the Atrium to a new condo. Dottie Olson has been asked to complete the remainder of Jerry’s term for this year. A replacement for Jerry will be elected at the Annual Association Meeting in December.)
I. Call to Order: The meeting was called to order at 6:29 p.m.
II. Secretary’s Report: Minutes for the August 2022 board meeting approved as written.
III. Treasurer’s Report:
a. For August 2022, the opening balance was $328,157.68 and the closing balance was $307,094.83. This represents a decrease from the opening balance of $21,062.85. (Note: The decrease reflects that we were mistakenly invoiced twice by our insurance company for our Association insurance and both invoices were mistakenly paid by Keller. Consequently, we are being reimbursed $14,596.43 from the insurance company.) As of the end of August, we had $62,613.57 in our operating checking account (which will increase to $77,210 with the reimbursement from our insurance company), and $244,481.26 in reserve accounts. (Note: The reserve accounts are a money market account 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 August.
b. Recreation Committee: The committee is planning a Christmas Dinner for December 8th in the first-floor common area, pending the availability of Creative Catering by Molly. When catering services have been confirmed, a sign-up sheet will be posted.
c. Plant Committee: The committee has received two bids for providing and maintaining plants for the common areas of the Atrium—one from Lyndale Plant Services and one from Plant Scape. It was moved, voted and approved to accept the bid from Lyndale (our current vendor). The monthly charge (including tax) for leasing and maintaining live plants will be $781.39. This represents a $410.61 monthly savings ($4,937.32 per year) over what we had been paying Lyndale before the Plant Committee was tasked to find a way to reduce costs while maintaining our green environment. The contract with Lyndale is for one year. The committee intends to purchase both some live and artificial plants from Lyndale to fill in a few spaces where plants had been removed. Because we are purchasing and not leasing these new plants it will not increase our monthly charges. Several Association members have volunteered to donate funds to purchase these plants (which Lyndale will maintain). If any other members would like to donate to purchase plants, please contact Plant Committee Chairperson, Margie St. Jacques. The Board expressed their appreciation to Margie and the Committee for their work in both reducing costs while maintaining the beauty of the Atrium.
d. Rain Garden: Bobbi French has arranged for Metro Blooms (Rain Garden specialists recommended to her by Rice Creek Watershed District who originally installed our rain garden) to send a crew of three workers to help clean out non-native, invasive plants from our rain garden. The Metro Blooms crew will be working this coming Friday (9/16) from 8:30 to 1:00. Two varieties of bare root native plants have been ordered from Prairie Moon Nursery in Winona which will be delivered and planted in the rain garden in mid-October. Blue stem grasses will be purchased from Gertens and planted this month. The Board expressed their appreciation to Bobbi for taking the initiative to restore our rain garden.
V. Management Report:
a. Carpet Cleaning: Mike received a quote from Dri-Max to clean common area carpets on October 5th or 6th at a cost of $2260—the same price we paid them for carpet cleaning last year. It was moved, voted and approved to accept the Dri-Max quote. Individual homeowners will be able to have their interior carpets cleaned by Dri-Max as well. Once we have been informed of the cost to the homeowner, a signup sheet will be posted.
b. Roof/skylight replacement: Mike reached out to vendors from whom we have received bids for updated pricing and they have promised to provide us with updated pricing as soon as they finish their summer projects.
c. Mike reported that Great Southern Bank is offering a 2.15% rate on 8-month CD’s. This is a significant improvement over our current rate of 1.05% on our NAB (North American Banking) CD which matures on November 1st. It was moved, voted and approved to have Mike remove $33,724 from our Premier Money Markey Account (cash value of the NAB CD) and purchase a 2.15% 8-month CD from Great Southern Bank. When the NAB CD matures on November 1st, the amount of the cash received will be invested back into the Premier Money Market Account.
VI. Old Business:
a. Window Washing: Due to difficulties retaining a vendor who can wash windows this fall, it was moved, voted and approved to defer window washing until the spring.
b. The Board held a discussion about payment to vendors who have not satisfactorily completed the work requested. It was decided that no checks would be issued before resolving issues with the vendor in question.
c. Tree replacement: With respect to replacing three trees that were removed earlier this year along Crystal Ave., it was moved, voted and approved to replace only one tree this fall. Margie St. Jacques is the Board’s contact person with Gold Leaf Tree Services who will provide and plant a red maple along Crystal Ave.
d. Garage Usage: Due to various issues that have arisen with respect to usage of the garage, the Board decided to clarify the Association’s policy by updating the Association’ Rules and regulations. You will find the updated rules with respect to garage usage as an attachment to these minutes.
VII. New Business:
a. Handyman Services: We currently do not have a regularly assigned handyman at the Atrium as we have had in the past. The Board decided that, in the future, rather than employ a handyman, we will seek an arrangement with a local business for handyman services as needed, to be paid for upon the completion of the work.
b. Suggestion Box: There were no comments/questions in the Suggestion Box between the August and September meetings.
c. Plumbing needs: The Association will no longer use Always Drains for plumbing services. Rather, Mike will contact either Paul the Plumber or The One Hour Rooter—whoever is available—when we require plumbing services.
d. Recycling: We need volunteers to manage the recycling for November and December and it would be appreciated if folks who have not previously managed the recycling volunteered. That would increase the number of recycling volunteers so that those who presently are volunteering don’t have to serve for two or more months a year. If you are willing to volunteer, please add your name to the schedule on the bulletin board opposite the elevators. Either Hank French or Margie St. Jacques will train you in what needs to be done.
VIII. There will be no Board meeting in October due to scheduling difficulties. The next meeting will be November 14th at 6:30. Board members only
IX. The Annual Association Meeting will be held on December 12th in the Activity Room.
X. Adjournment: The meeting was adjourned at 8:15 p.m.
Respectfully Submitted
Hank French, Board Secretary
Attachment re Garage Usage Update to the Association Rules and Regulations.
UPDATE TO RULES AND REGULATIONS – GARAGE
Garage Usage
Generally, garage usage at the Atrium is only for homeowners and residents. No non-resident of the Atrium shall be allowed to use the garage at any time. Below are regulations pertaining to the parking stalls, car washing station, and general usage in detail; these are imposed for the safety and welfare of all members.
A. Parking Stalls – All parking stalls, located on the basement (garage) level, are assigned to units and are for the exclusive use of the unit owner for automobile parking. Any non-resident (family or friend) that wishes to use a unit owner’s parking stall for automobile parking shall be required to obtain written permission from the Board prior to parking in the garage.
B. Car Washing Station – The car washing station shall be for the exclusive use of the members. Non-members shall not be allowed access to the car washing station at any given time.
C. General Usage
a. Car Idling – Idling of vehicles is not allowed at any time. While in the garage, all car engines must be turned off to prevent carbon monoxide from building up inside.
b. Garage Door – The garage door must always remain closed to keep our heating/cooling costs as low as possible and maintain members’ security. It is the individual member’s responsibility to immediately close the door upon leaving or entering the Atrium Garage. That is, when the rear tires of your vehicle exit the garage, make sure the door is closed before driving away; conversely, when the rear tires of your vehicle pass the tripwire, make sure the door is closed before driving to your parking stall.
c. Garbage Dumpster Room – The doors to the Garbage Dumpster Room, located next to the paper and cardboard recycling bin, are to always remain closed. The only exception to this is when a member is on garbage and recycling duty for the month to ensure items are properly disposed of or someone from the garbage company needs to access to remove items from the dumpster weekly.
d. Cart Usage – Carts located in the garage are available for use by the residents for hauling groceries or other items to their unit. It is the resident’s responsibility to return the cart(s) to the garage immediately after use.
e. Garage Sweeper and Unwanted Items – The garage sweeper is only for sweeping the garage floors; this is not a place to put unwanted items on top of. No item shall be placed on top of the sweeper at any time for any reason. Unwanted items must be disposed of properly.
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