2022 Annual Meeting Minutes

Victoria Village Atrium Association

2022 Annual Meeting

Monday December 12, 2022

 

Board members present: Sarah Wise, president; Larry Sagstetter, vice president; Margie St. Jacques, treasurer; Dottie Olson, member-at-large; Hank French, secretary. Also present: Mike Severson, building manager.

 

I.               Call to Order: The meeting was called to order at 7:00 p.m.

II.             Mike Severson from Keller Properties reported that there were 28 voting owners present (one voting owner per unit) which met the Bylaws requirement of 12 voting members for a quorum. 

III.          Secretary’s Report: Moved, voted and approved the minutes for the 2021 Annual Meeting of the Association. 

IV.           Treasurer’s Report: 

a.     Opening balances as of 1/1/2022: Operating account = 79,241.30; Huntington Money Market = 17,073.48; Premier Money Market = 145,630.47; NAB CD = 33,724.89; NAB CD = 27,216.04; Total Reserve = 223,644.88; Total Closing = 302,886.18

b.     Closing balances as of 11/30/22: Premier Operating Account = 79,484.99; Premier Money Market = 167,755.90; NAB CD = 33,724.89; NAB CD = 27,833.16; GSB CD = 33,724.00; Total Reserve = 263,037.95 Total closing = 342,522.94

c.     Moved, seconded, and voted to approve the Treasurer’s Report.

V.             President’s Report:

a.     Four new residents moved into the Atrium during 2022, and we warmly welcome them into our community.

b.     In June two new water heaters were installed in the Mechanical Room.

c.     In March the Board established an ad hoc Plant Committee to explore ways to reduce our monthly maintenance costs with Lyndale Plant Services while maintaining the Atrium’s green environment. The committee met frequently between March and October. By removing several live plants and replacing them with quality artificial plants (thanks to donations from several owners) the committee was able to reduce our monthly maintenance costs from $1200 to $800 dollars a month—a monthly savings of $400 and an annual savings of $4800. These savings will be deposited in our reserve funds. The Board voted to approve another 1-year contract with Lyndale. Our thanks go to the committee for their efforts to save the Association money while keeping the common areas beautifully green. In the coming months, the Board will explore adding more live or artificial plants, over time, to the second and third floors.

d.     In May, the Board hired former resident and board member Chuck Linn to be a part-time handyman over the summer. Also in May, three ash trees along Crystal Ave. and one ash tree by the parking lot that were all infected with ash borer disease were removed. They were replaced with a single autumn blaze maple along Crystal Ave. in October.

e.     In June, it was determined that, due to supply chain issues and work backlog issues, it would be difficult to impossible to replace the roof during the next two years. We are looking at 2024 for replacing the roof and skylights. We have been told by vendors that the roof should have at least another two years before needing to be replaced; however, we will continue to monitor the roof situation and adjust the timeline if necessary. This timeline gives us more time to grow our reserves.

f.      In July, the garage was swept, and we thank Larry Sagstetter for taking this job on. Also in July, Bobbi French took on the task of restoring our rain garden which had been neglected for some time and had become overrun with invasives. A professional team was hired to do preliminary cleanup of the garden and several new native plants were purchased and planted. The work of restoring the rain garden will continue in the spring. Thanks to Bobbi for taking this project on. Also in July, the willow tree in the north end of the building was removed due to disease and the danger of it falling.

g.     In August, interior window washing was done. Also in August, we purchased the water softeners from Merle’s who applied all of the rent we had been paying for the water softeners to the purchase price. The insurance on the Atrium was renewed in August.

h.     In September, the section in the Rules and Regulations concerning garage usage was updated and mailed to owners.

i.      In October, carpet cleaning in the common areas was completed.

j.      In December, after two years of not being able to have a holiday dinner due to the pandemic, we were able to gather again for a holiday celebration. Thanks to the committee who did so much to pull it all together. A very good time was had by all.

VI.           Election of Board members: 

a.     Sarah Wise and Jane Johnson were elected by acclimation to two-year terms on the Board.

b.     For 2023, the following Board members will serve the HOA: Sarah Wise, president; Larry Sagstetter, Vice President, Margie St. Jacques, Treasurer; Hank French, Secretary; Jane Johnson, Member at large. We express our appreciation to Dottie Olson who finished Jerry McNevin’s term after he moved from the Atrium. 

VII.        Owner comments: The following topics were raised by owners and will be taken up by the Board at future meetings as appropriate. 

a.     The unsightliness and noise pollution of the garage vent on the north side of the building.

b.     The difficulty of getting hot water at certain times of the day.

c.     The need for email notifications when signup sheets are posted so that those who are traveling (or who don’t normally go by the front door bulletin board) can be kept informed as to what is going on.

d.     In response to a question, it was noted that owners bear responsibility for unit heater and air conditioner maintenance and/or repair.

VIII.      Notices to owners:

a.     The Secretary noted that owners who have questions, suggestions, comments, or concerns/complaints should place a signed note in the suggestion box. The box is checked regularly and signed notes will be brought to the next Board meeting.

b.     The owners were reminded that they are invited to attend every other Board meeting where they can express their concerns. The next such Board meeting will be on  February 13^th at 6:30 in the Activity Room.

c.     It was noted that we still need volunteers to manage recycling during 2023. So far, six months have been taken which leaves six more months in need of volunteers. You can volunteer for a whole month or a half a month. It is neither difficult nor time-consuming but is an important service to our Atrium community. If you are a new volunteer, either Margie St. Jacques or Hank French will be happy to show you what needs to be done.

IX.           The next meeting of the Board will be on January 9^th at 6:30 in the Activity Room. It will be a Board members only meeting.

X.             Adjournment: The meeting was adjourned at 7:50 p.m.

 

Respectfully Submitted

Hank French, Board Secretary