Victoria Village Atrium Association
Board of Directors’ Meeting
Monday March 13, 2023
Board members present: Sarah Wise, president; Larry Sagstetter, vice president; Margie St. Jacques, treasurer.
Also present: Mike Severson, building manager.
Board member absent: Hank French, Board Secretary
I. Call to Order: The meeting was called to order at 6:30 p.m.
II. Secretary’s Report: Minutes for the January 2023 board meeting were approved as written.
III. Treasurer’s Report:
1. For February 2023, the opening balance was $362,241.62 and the closing balance was $379,989.22. This represents an increase from the opening balance of $17,747.60. As of the end of February, we had $95,144.49 in our operating checking account, and $268,966.42 in reserve accounts. (Note: The reserve accounts are a money market account with Premier Bank, two CDs with North American Bank, and a CD with Great Southern Bank.) Moved, seconded and voted to approve the Treasurer’s Report.
2. Larry Sagstetter suggested that we consider moving $40,000 from our operating checking account to a $20,000 6-month CD and a $20,000 12-month CD. Mike was asked to check CD rates and follow up with the Board by email. Mike emailed the Board that we could get 3.5% for both a 6-month and a 12-month CD ($20,000 each) with North American Bank. Following the meeting, an email vote by the Board approved transferring $40,000 from the operating checking account to invest $20,000 into a 6-month CD and $20,000 into a 12-month CD with North American Bank.
IV. Committee Reports:
1. Welcoming Committee: No new residents since the last meeting. It was noted that Jackie Holm who has served as chair of the Welcoming Committee has stepped down and we need to find a replacement for her. Hank will post a signup sheet on the front bulletin board for volunteers to serve on the committee.
2. Recreation Committee: Nothing to report.
V. Management Report:
1. Mike reported that Waste Management has been unable to remove trash from the dumpster on several occasions this winter due to slippery conditions on the driveway. Trash that could not be removed last week was removed today.
2. Mike reported that an issue with the roof drains has been resolved with no leaks.
3. Annual spring tasks:
i. The signup sheet for the garden plots was posted and is on the bulletin board in front of the elevators in the garage.
ii. Allied Generators came to inspect the generator. Mike is waiting for their report.
iii. New elevator licenses will be coming soon.
iv. Light timers have been adjusted for daylight savings time.
v. A signup sheet will be posted by Hank on the front door bulletin board for homeowners who would like their air conditioning units inspected/tuned up. Depending on weather conditions, Harvey Mechanical expects to do the work at the end of April or first of May. The cost to homeowners will be the same as last year—$100.00.
VI. Old Business:
1. North end vent: No new noise issues reported. Harvey Mechanical is exploring the possibility of both reducing the profile of the vent and using new technology to greatly reduce the noise pollution.
2. Hot water: One resident reported not getting hot water quickly after the pump and timer were replaced. The issue is considered tentatively resolved.
3. Volunteer need: In response to the request for homeowner volunteers to assist with custodial tasks, Dan and Edie Lynch agreed to take on some duties previously held by Board members. The Board expressed appreciation for their willingness to help. More volunteers would be appreciated. Any homeowners willing to help should place a note in the suggestion box indicating their willingness. A member of the Board will contact them.
4. Handyman need: Chuck Linn is willing to return as a part-time handyman this summer if the Board need him. Tasks will be determined after the spring inspection.
5. Mike reported that he has been in contact with Roc Construction who specialize in creating custom plans for handyman work. He will follow up with them to request a meeting.
6. Roof/skylight discussion:
i. There is no urgency now as core samples taken last year indicate the roof is fine for now and the cost of any needed repairs short of replacing the roof are low.
ii. Discussion of skylight issues/options will take place when the warmer weather arrives and they can be inspected.
iii. Keller’s role: It was recommended that we have a “reserve study” done and Mike will determine who did our last reserve study and will get bids for a new study.
iv. Roofing Committee: At this point, a homeowner “roofing committee” is not necessary. Keller Properties and the Board are working on the roofing and skylight issues and will keep homeowners apprised moving forward.
VII. New Business:
1. New vacuum cleaners: Margie reported that the vacuum cleaners being used by the cleaning crew will eventually need to be replaced. The cords are becoming frayed and the plate on one machine is falling off. Margie and Larry will research replacement vacuum cleaners.
2. New table: In light of receiving feedback from residents regarding the end table on the 3rd floor (where the banana tree is placed), Margie will look for a replacement for that table similar to the one on the second floor.
3. Lockbox issue: The reason that residents without a 612 or 651 area code are unable to let people into the people with their phones, seems to be an issue with Century Link phone lines. Mike is seeking a proposal from EEI for a new box and will contact Xfinity (Comcast) for a proposal for phone service to replace Century Link. The Board will continue to address this issue at the next meeting.
4. Window washing and power washing bid: Margie received an estimate from Clean and Clear to (1) clean the interior and exterior of common area widows ($232.26); (2) power wash exterior siding ($2027.63); (3) sweep and pressure wash the parking garage floor ($1650 + $1125 to rent a sweeper = $2907.41including tax.) Total for all services = $5167.30 The Board tabled the issue until the next meeting pending additional estimates from other vendors.
VIII. The meeting was adjourned at 7:57 p.m.
IX. The next meeting will be on April 10, at 6:30 p.m. in the Activity Room. Homeowners are welcome to attend.
Respectfully submitted by
Sarah Wise, Board President
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