January 13, 2025

Victoria Village Atrium Association Board of Directors’ Meeting Monday April 10, 2023

Board members present: Sarah Wise, president; Larry Sagstetter, vice president; Margie St. Jacques, treasurer. Hank French, secretary.

Also present: Mike Severson, building manager.
Board members absent: Jane Johnson, member at large. 11 Homeowners present.

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

2. Secretary’s Report: Minutes for the March 2023 board meeting were approved

   as written.

3. Treasurer’s Report: For March 2023, the opening balance was $379,989.32 and

   the closing balance was $392,689.49. This represents an increase from the opening balance of $12,700.27. As of the end of March, we had $60,278.46 in our operating checking account, and $332,411.03 in reserve accounts. (Note: The reserve accounts are two operating CDs with North American Bank, a money market account with Premier Bank, a Premier Cd, and a CD with Great Southern Bank.) Moved, seconded, and voted to approve the Treasurer’s Report.

4. Committee Reports:

   1. Welcoming Committee: No new residents in April. The Welcoming

      Committee is looking for one more volunteer to join Sarah Wise and Jane Sorenson on the committee. If you would like to help bring a friendly welcome to new residents of the Atrium, please contact Sarah Wise.

   2. Recreation Committee: Nothing to report.

5. Management Report:

   1. Mike reported that Allied Generator inspected the Atrium generator on March 3rd and found everything in good working order.

   2. Mike is working with two companies to get proposals for dryer duct cleaning.

      He will bring a proposal to the next meeting.

6. Old Business:

   1. North end garage vent: Harvey Mechanical inspected the vent in March. Ben

      Harvey stated that he believes he can replace the present vent with a lower profile vent that will reduce the level of noise pollution. He will prepare a description of the proposed changes and a cost estimate for the next meeting.

   2. Handyman: Mike is meeting with ROC Construction on April 12 regarding the Atrium’s handyman needs and will report at the next meeting.

1

i. The Board is in conversation with former resident Chuck Linn about a part-time custodian/handyman position at the Atrium over the summer. (Chuck was hired as a part-time handyman last summer.) The Board will come up with a list of tasks that will need to be done over the summer and will continue the conversation with Chuck. A decision on whether to move forward by offering the part-time position to Chuck will be made at the May meeting.

c. Roof/skylight update:

1. Mike reported that a pin hole leak in the roof has been repaired.

2. Mike reported that W. L. Hall Company has inspected the skylights and will provide a plan and cost estimate for their replacement in June or July. They were told that the cost estimate is for HOA planning purposes and that the skylight replacement will not happen this year and so the costs will need to be updated when the work is scheduled.

4. Callbox update: Mike reported that he has been working with CenturyLink to allow non-612-651 area code numbers to work with the callbox and is working with EEI to get those numbers into the system. Centurylink will bill calls from the callbox to non-612-651 numbers as long-distance calls.

5. Hot Water update: Ben Harvey of Harvey Mechanicals has inspected the water heaters and reports that the aquastats (thermostats) on the two older water heaters are not functioning properly and should be replaced for consistent water heating. The cost to replace the two aquastats would be $325.00 each plus labor. He also reported that the burner on water heater #4 (one of the old heaters) is not burning efficiently. He will perform a combustion analysis on that water heater to see if the inefficient operation can be corrected. He will also assess the venting system of that heater to see if it has an adequate chimney draft. He will report to the Board. Mike will contact All Ways Drains, who installed the two older water heaters, to determine if they are still under warranty.

6. Window washing update: Prior to the meeting, the Board took an email vote to approve a bid from Clean and Clear Commercial Services to power wash the exterior of the building (cost = $2,027.63) and wash the exterior and interior of the common area windows (cost = $232.26). Individual homeowners can sign up to have the exterior (and interior if they desire) of their outside facing windows washed. The cost of washing individual unit’s windows will be borne by the homeowner. There is a signup sheet posted on the bulletin board by the front entrance. Those not yet signed up who want their windows washed should do so soon as the work will be done on April 20-21.

7. Mike will check to see if Nardini changed the batteries in the smoke detectors when they inspected our system.

8. Larry Sagstetter, Board vice president, has agreed to do the spring garage floor sweeping. The Board expressed their gratitude for his willingness.

VII. New Business:

2

1. Reserve Study Proposal: Mike reported that the last reserve study for the HOA was done in 2013. For HOA’s that were established after 1993, reserve studies are required every three years. Although we do not come under that regulation, Mike recommended that we have a reserve study conducted every three years as well to ensure that we remain financially viable. Mike has contacted Reserve Consultants, Inc. to inquire if they were interested in conducting a reserve study for our HOA, and they are. The reserve study includes a comprehensive examination of the building by graduate engineers qualified to estimate life expectancies of the structure of the building (e.g., the roof/skylights) and mechanical components (e.g., HVAC components.) The reserve study then estimates timelines and costs for potential replacement/repair needs going forward and they will develop a 30-year capital reserve funding plan. It was moved, seconded and approved to contract with Reserve Consultants, Inc. for a reserve study at a cost of $1,895. Mike will see to the contract.

2. Spring Inspection: The Spring Inspection by Mike and the Board will take place on May 8th at 5:30 p.m.

8. Homeowner comments:

   1. In response to a homeowner question, it was reported that we are currently

      adding about $85,000 a year to our reserve funds. If HOA fees continue to increase in the future the amount added to the reserve funds will also increase. The reserve study will make clear what our future financial needs are and how to meet them.

   2. A question was asked about the expected cost of roof and skylight replacement. According to the bids we have received, it is estimated to be in the neighborhood of $800,000. The reserve study will give us a more precise estimate.

   3. A question was raised about a neighboring town house resident who appears to be selling used cars in the parking spaces opposite the Atrium. There was some question if those 4 spaces are Victoria Village property or the town house HOA property. Mike was asked to answer that question and following the meeting checked property lines with Ramsey County and discovered that those 4 parking spaces actually do belong to the neighboring town house HOA. They have never informed us that we can’t use them so, unless they do, it seems we should feel free to park there.

   4. At a homeowners request, Mike said he would again email blast the vendor list to everyone that was distributed some months ago.

9. The meeting was adjourned at 7:40 p.m.

10. The next meeting will be on May 8, at 6:30 p.m. in the Activity Room. It will be a

Board Member only meeting.

3

Respectfully Submitted Hank French, Board Secretary