December 8, 2025 Annual Meeting Preliminary Minutes

 Victoria Village Atrium Association Board of Directors’ Meeting Monday May 8, 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.

1. Call to Order: The meeting was called to order at 6:27 p.m.

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

   written.

3. Treasurer’s Report: For April 2023, the opening balance was $392,689.49 and the

   closing balance was $395,297.84. This represents an increase from the opening balance of $2,608.35. As of the end of April, we had $55,288.55 in our operating checking account, and $340,009.29 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, an NAB CD, and a CD with Great Southern Bank.) Moved, seconded, and voted to approve the Treasurer’s Report.

4. Committee Reports:

   1. Welcoming Committee:

      1. Two new homeowners moved into the Atrium since the last Board Meeting. Kathy Lange moved into #301 and Varunee Panaspornprasit moved into #218. The Board warmly welcomes them to the Atrium.

      2. 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:

      1. A “coffee and cookie” farewell gathering for long-time residents Dottie

         Olson and Lois Cole was held on Sunday April 30th.

      2. There are no other events planned at this time.

   3. Management Report:

      1. Mike Severson reported that Nardini did change the batteries in the

         common area smoke detectors during their spring inspection of our system.

      2. It was reported that Harvey mechanical has turned off the garage heaters

         for the season.

      3. Other items in the Management Report will be found in the Old Business

         and New Business sections of these minutes.

5. Old Business:

a. Callbox follow-up: Although most of the non-651 and 612 numbers are now working with the callbox, there are still three numbers that are not working. Keller

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is working with EEI to resolve this issue. If EEI is not able to resolve the issue, Keller will research the options for a new callbox with a different vendor. If any homeowner has any difficulty giving visitors entrance to the building with the callbox system, please contact a Board member.

2. Reserve Study: John Russo of Reserve Consultants (the firm we have contracted with for an HOA reserve study) will be on site to begin the study this month.

3. Spring Inspection: The following issues were noted during the Board’s annual spring inspection of the grounds and the exterior of the building:

   1. In several areas the black borders between the grass and the rocks and bushes surrounding the building need to be either replaced or lowered back into the ground.

   2. The east side watering hose needs to be reconnected and one segment of the hose needs to be replaced.

   3. Several instances of detaching window weather stripping need to be repaired.

   4. Several of the “arches” on the third floor of the exterior of the building either have missing pieces or are pulling away from the building. The arches need to be either repaired or removed.

   5. Snowplow damaged grass needs to be reseeded.

   6. WMI needs to inspect and turn on the sprinkler system—including the

      sprinkler heads in the rain garden.

   7. It appears that one of the pine trees along Victoria Ave. will need to be

      removed due to disease. The Board will seek professional advice.

   8. Two places on the east side sidewalks need to have raised areas of concrete

      painted to warn residents and visitors of potential tripping hazards. (They

      are not raised sufficiently to need replacement.)

   9. One of the fir trees planted last year to help conceal the north end vent did

      not survive the winter and will need to be replaced. It was suggested that it be replaced with another dogwood as those plants are doing well in that spot.

   10. It seems that a birch tree on the west side that is leaning over the walking path needs to be removed as a severe wind could cause it to fall onto the building. The Board will seek a professional opinion.

   11. Many bushes on the west side of the building had their bark stripped over the winter (probably by animals seeking food in the midst of all the snow we had this year). We will wait to see if they recover. If not, we will need to replace them.

   12. There is a hole in the lawn on the west side of the building that is a tripping hazard and will need to be filled in.

   13. There is a bush by the west side exit door that has snow and cold weather damage which needs to be cut away.

   14. Mulching needs to be done in various places around the building.

4. Hot Water heater updates/aquastats:

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1. As reported in last month’s meeting minutes, the aquastats (thermostats) on the two older water heaters are not functioning properly and should be replaced to ensure consistent water heating. The cost to replace the two aquastats would be $325.00 each plus labor. It was moved, seconded and voted to authorize Harvey Mechanicals (our HVAC vendor) to replace the aquastats.

2. Harvey Mechanicals reported last month 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 provide the Board with an estimate of costs to correct the situation.

e. North end garage vent:
i. Harvey Mechanicals reported that they changed two belts in the north end

garage vent that were in danger of failing. He also reported that he is still researching ways to lower the profile of the vent and reduce the noise pollution. He will present options to the Board at the June meeting.

f. Rain Garden Update: Bobbi French reported that the new native plants (grasses, wild geraniums, sedum, asters and butterfly weed) that she planted last fall seem to be coming back. She reminded the Board that last fall we contracted with Metro Blooms (rain garden specialist) to begin cleaning the rain garden of invasive plants that were taking over the rain garden and whose growth had been unchecked for several years. There is still much to do to restore the rain garden and Bobbi recommended that we contract again with Metro Blooms to continue the work started last fall. It was moved, seconded and voted to contract with Metro Blooms for a crew to work half a day in continuing the restoration of the rain garden.

VI. New Business:
a. ROC Proposal: A representative from ROC, LLC, a vendor from whom we sought a

bid for handyman services, visited with Mike and Margie at the Atrium after which he submitted the requested bid. The Board determined that the bid was too high and voted not to accept it.

i. At the June Board meeting, the Board will interview Rick’s Handyman Services of Roseville.

2. Dryer Vent Proposals: Mike obtained two bids for dryer duct cleaning. One bid was inordinately high. The other bid, from Clean Sweep Plus (a vendor we have previously used for dryer duct cleaning) was reasonable and it was moved, seconded and voted to accept their bid of $2527.52 (tax included). (Note: Dryer duct cleaning in condos every one to two years is recommended to lower energy costs and prevent fire hazards.)

3. Security Breach: Last month there was a security breach when someone used a black rubber horseshoe shaped object to keep the front entry door open and unattended. Homeowners are reminded to inform visitors, vendors and movers to never prop entrance and exit doors open and leave them unattended.

VII. Homeowner comments:

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a. One anonymous suggestion box letter: A letter left in the suggestion box prior to this meeting requested:

1. That the ceiling light panels in the elevators be cleaned. The Board agreed to have this done.

2. That new carpet tiles replace the current carpet in the elevators and in the garage entryway in front of the elevators. The Board decided not to consider this at the present time given that we are endeavoring to increase our reserve funds in the light of anticipated major expenses such as roof and skylight replacements.

3. That we consider raising the HOA monthly fee on units that have four or more people living in the unit. Mike pointed out that there are several legal issues that would have to be resolved before we could contemplate such a change in the Association bylaws. He will consult with a lawyer and report back to the Board.

8. The meeting was adjourned at 7:37 p.m.

9. The next meeting will be on June 12 at 6:30 p.m. in the Activity Room. It will be a

   Board Member’s only meeting. The next Board Meeting to which homeowners are invited will be on July 10th.

   Respectfully Submitted Hank French, Board Secretary

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