January 13, 2025

 

Victoria Village Atrium Association Board of Directors’ Meeting Monday August 14, 2023

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

Also present: Mike Severson, building manager.

1. Call to Order: The meeting was called to order at 6:28 p.m.

2. Secretary’s Report: Moved, seconded, and voted to approve the minutes

   for the July 2023 board meeting as written.

3. Treasurer’s Report: For July 2023, the opening balance was $416,438.36

   and the closing balance was $415,573.74. This represents a decrease from the opening balance of $864.62. As of the end of July, we had $52,286.34 in our operating checking account, and $363,287.40 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 Royal Credit Union.) Moved, seconded, and voted to approve the Treasurer’s Report.

4. Committee Reports:

   1. Welcoming Committee:

      1. No new residents since the last Board meeting.

      2. It was noted that a discussion about the responsibilities and resources of the Welcoming Committee—particularly about

         what materials should be on hand to orient new homeowners to life in the Atrium—would be helpful. Due to time constraints, that discussion was tabled until the next Board meeting.

   2. Recreation Committee: The committee is beginning to plan an Octoberfest party for a yet to be determined date in October. Details will be forthcoming.

5. Management Report:

a. As reported in the July minutes, there was a pinhole leak in a water

heater pipe in the utility room. The leak was patched; however, although the patch should outlast the pipe, the remainder of the pipe will likely spring leaks in new places. Mike has been looking for a longer-term solution, i.e., replacing the pipe in question, however, two

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of the plumbing vendors that we have used in the past informed him that they are no longer providing plumbing services to large businesses such as Victoria Village. Mike will continue to seek a suitable plumber to replace the pipe and report at the next Board meeting.

VI. Old Business:

1. North end garage vent: Mike arranged for a technician from Wenzel

   HVAC to inspect our garage venting system. He reported that our North and East side garage vents are timed to run 15 minutes an hour for 12 hours a day and, in his professional opinion that is far too often and unnecessary to keep the garage free of carbon monoxide build up. He reset the timers to run for only 30 minutes 3 times a day—around 8:00 a.m., 2 p.m., and 7:00 p.m., which greatly reduces the noise pollution from the vents and will significantly cut back on energy usage and maintenance needs for the two vents.

2. 307 noise complaint: Both Harvey Mechanical and BEI have drawn the same conclusion, i.e., that the noise disturbing Unit 307 originates from the roof, most likely from a faulty air conditioning unit. BEI will continue to seek a workable solution to the issue.

3. Unit #118 damaged door and door frame: Given that it has been half a year since the door and door frame of Unit 118 were damaged, it was decided to levy weekly fines against the unit until repairs are made.

4. Reserve Study update: Mike reported that he has not received a status report from Reserve Consultants, Inc., and he will follow up with them and report at the next Board meeting.

5. Tree removal: Gold Leaf Tree Services removed two trees—one a diseased pine between the parking lot and Victoria St., and one on the north side which was in danger of falling into the building.

6. Handyman: Former resident Chuck Linn has been working part-time as the Atrium handyman this summer and will continue into the early fall. He has accomplished several maintenance tasks to date. In the next week, he will be painting the elevator frames, the mechanical room door, and the door into the basement elevator lobby. He will also be power washing the bridge, cleaning roof drains, and hosing out the garbage dumpster room.

7. Delinquencies: A unit’s HOA delinquencies have been referred to a lawyer for collection.

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7. New Business:

   1. New Board member: With the resignation of Board Member-at-large,

      Jane Johnson, there is currently a vacancy on the Board. The Board will, before the next Board meeting, seek to appoint a replacement for Jane to serve the remainder of her term. (See Amended and Restated Bylaws 6.1 and 6.2.)

   2. Mulch:NaturalmulchfortheAtriumgardenswaspurchasedfromand delivered by Menards, however, numerous residents advised that they did not like the light-colored mulch and would prefer the dark brown mulch that had been used in the past. Mike arranged with Menards to return the natural mulch for brown colored mulch. Chuck Linn has spread the mulch and our gardens are once again looking attractive and well cared for.

   3. Keller contract: The Board has been seeking on its own to find a part- time, year-round handyman/custodian without success. A review of the Association’s contract with Keller Properties (paragraph 3.J and Exhibit A, paragraph 11) place responsibility for hiring and supervising staff on Keller Properties. The Atrium’s Property Manager agreed that was case and he will attempt to find an appropriate handyman/custodian for the Atrium.

   4. Broken pipe follow-up: A motion was made, voted and approved to assess the cost of a pipe repair in Unit 301’s garage stall to Unit 301.

8. Homeowner comments:

a. At the July Board meeting, with homeowners present, a discussion was

held regarding a homeowner’s participation in the Buy Nothing Project which required the homeowner to package unneeded items and place them in the mailroom for pickup by individuals who could use them. The values undergirding the project were not questioned, however several homeowners present raised questions about risks to building security. Given that it is a the responsibility of the Board to act in the interest of building security on behalf of all homeowners, it was moved, seconded and voted that participation in the Buy Nothing Project should be curtailed at the Atrium. (See paragraph IX. b. of the July 10, 2023 Board meeting minutes.) The homeowner who had been participating in the Buy Nothing Project wrote a letter to the Board explaining her position on that ruling and asking the Board to reconsider our ruling and allow her to resume participating in the Buy

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Nothing project at the Atrium. After discussion, the Board reaffirmed its prioritization of building security, and reaffirmed its decision to curtail participation in the Buy Nothing Project at the Atrium. (See the Association’s Rules and Regulations I. A. 1. g.: “No business, commercial, manufacturing , storing, vending or non-residential activity of any kind, designed for profit or otherwise, shall be permitted on the property.”

9. The meeting was adjourned at 8:04 p.m.

10. Due to scheduling issues and the absence of two Board members, and

    thus the lack of a quorum, there will be no meeting in September. The next meeting will be on October 9 at 6:30 p.m. in the Activity Room. It will be a homeowners invited meeting.

    Respectfully Submitted Hank French, Board Secretary

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