Victoria Village Atrium Association
Board of Directors’ Meeting
Monday January 9, 2023
Board members present: Sarah Wise, president; Larry Sagstetter, vice president; Margie St. Jacques, treasurer; Jane Johnson, member-at-large; Hank French, secretary. Also present: Mike Severson, building manager.
I. Call to Order: The meeting was called to order at 6:30 p.m.
II. Secretary’s Report: Minutes for the November 2022 board meeting were approved as written
III. Treasurer’s Report:
1. For December 2022, the opening balance was $342,522.94 and the closing balance was $356,318.00. This represents an increase from the opening balance of $13,795.06. As of the end of December, we had $87,351.58 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.
IV. Committee Reports:
1. Welcoming Committee: In December we welcomed two new residents to the Atrium—Ross Rosati in 103, and Ann McNattin in 312. We welcome them warmly and trust that they will find the Atrium a great place to live.
2. Recreation Committee: The Committee is tentatively planning a “Common Area Concert” on the first floor with Bobbi French on the violin playing Broadway favorites. Although the exact date of the concert is to be determined, the Committee hopes to schedule it for the month of April.
V. Management Report:
1. Mike reported that he had spoken with Merles about failures to deliver water softener salt according to schedule and was assured that salt would be delivered on January 9. A process to ensure future deliveries on schedule will be implemented.
2. To improve safety leaving and entering the parking lot, AMI will move snow piles created during the recent snowstorm in order to improve drivers’ sightlines. The cost will be between $520 and $780, depending on the amount of time required for the job.
3. Mike brought 2023 contract proposals from Water Management and SavaTree—two vendors we have used in the past. Waste Management starts our irrigation system in May, conducts monthly inspections and makes adjustments as needed from June through September, and winterizes the system in October (at a cost of $912 per year). Savatree provides disease treatments (two times per year) for the 18 spruce trees on our property, and provides treatment for Japanese beetles (at a total cost $941.67). It was moved, seconded and voted to approve these two contracts.
VI. Old Business:
1. Dryer vents will be cleaned in the spring. Mike is currently looking for a vendor.
2. At the Annual Meeting, it was suggested that when signup sheets for various events are posted on the front door bulletin board (e.g. air conditioner/heater tune ups, Recreation Committee events) that an email be sent to all homeowners about the event so that those who are traveling or who do not normally use the front entrance can be apprised of what is going on. Mike agreed to send an “email blast” to all homeowners when a signup notice is posted.
3. Delivery driver access: At the present time we have Amazon Key for Businesses which enables Amazon delivery drivers to gain access to the building through proprietary software that allows access to the building when a scanned package is being delivered but will not allow access without a scanned package. This helps to reduce the chances of theft. There is no cost for this service. It has been suggested that we extend the use of Amazon Key for Businesses to USPS, UPS and FedEx. For security reasons, the Board voted to restrict Amazon Key for Businesses to Amazon delivery drivers only.
VII. New Business:
1. Custodial needs:
i. We currently do not have the services of a custodian/handyman. Margie St. Jacques provided the Board with a list of custodial/handyman tasks needed to keep the Atrium running smoothly. Most of the custodial needs are currently being met by members of the Board while handyman jobs are being covered by outside vendors as needed. The Board decided to provide homeowners with a list of custodial tasks currently being handled by Board members, and asking that any owners who are willing, from time to time, to assist with these tasks to sign up to help. A signup sheet to volunteer to help with custodial tasks will be produced and made available to each unit.
ii. The Board voted to contact Chuck Linn (previous homeowner and Board member) to ask if he would be willing to work at the Atrium as a part-time handyman (as he did last year) from late spring to early fall. Mike will contact Chuck Linn.
2. Hot water issues:
i. It has been reported by several homeowners that it is taking an inordinate time to get hot water in their units. Harvey Mechanical has been asked to check out our hot water heaters to determine what the problem is. (Since the meeting on January 9th, Harvey Mechanical has determined that the time clock on the water heaters is not working and should be replaced/ He also noted that the circulating pump is old and likely will need replacing in the near future. In an email vote, the Board voted to.........)
ii. It was noted that there are often several inches of snow on the ground before AMI gets here to snow blow the sidewalks. To date, Board members and an owner or two have been volunteering to shovel the walks at such times. When the snow is wet, heavy and deep, however, that is problematic. None of us is getting any younger! The Board voted to purchase a small cordless snow thrower. Hank is exploring options and will report to the whole Board. We will seek to keep the cost below $250.
3. North End Garage Vent: There have been complaints from several homeowners whose units look out on the garage vent concerning the unsightliness and noise pollution of the vent. Harvey Mechanical has been asked to research possible solutions to the problem and come up with a proposal. The hope is that, with advances in technology since the vent was installed over 30 years ago, a smaller, quieter vent would be available to replace the present vent and still meet regulatory requirements.
4. Recycling issues: It has been noted by those who manage our recycling that some homeowners are not following the regulations as to what can and cannot be placed in the recycling bins and what can and cannot be placed in the trash dumpster. New signage will be posted by the bins and dumpster, and a list of recycling and trash regulations will be given to all homeowners.
VIII. The meeting was adjourned at 8:27.
IX. There will be no Board meeting in February due to Board member scheduled absences. The next meeting will be a Board member only meeting on March 6th, at 6:30 p.m.
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