December, 2023 Annual Meeting

 

Victoria Village Atrium Association 2023 Annual Meeting Monday December 4, 2023

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

  1. Call to Order: The meeting was called to order at 7:00 p.m.

  2. Mike Severson from Keller Properties reported that there were 18 voting owners

    present (one voting owner per unit) and two homeowners voting by proxy which

    met the Bylaws requirement of 12 voting members for a quorum.

  3. Secretary’s Report: It was moved, seconded, and voted to approve the minutes for

    the 2022 Annual Meeting of the Association.

  4. Treasurer’s Report:

    1. The opening balances as of 1/1/2022: Operating account = $79,241.30; reserve accounts = $223,644.88; total = $302,886.18

    2. For November 2023, the opening balance was $427,074.54 and the closing balance was $443,781.71. As of the end of November, we had $46,677.31 in our operating checking account, and $397,040.40 in reserve accounts. (Note: The reserve accounts are one operating CD with North American Bank, a money market account with Premier Bank, a Premier CD, an NAB CD, a savings account with Royal Credit Union, and three CDs with Royal Credit Union.) Moved, seconded, and voted to approve the Treasurer’s Report.

    3. The 2022 Accountant’s Review of Atrium financials was presented and approved.

  5. President’s Report:

    1. Six new residents moved into the Atrium during 2023, and we warmly

      welcome them into our community.

    2. In May, the Board hired former resident and board member Chuck Linn to be

      a part-time handyman over the summer.

    3. Once again the garage was swept this year by Larry Sagstetter and

      appreciation was expressed to Larry for taking this job on.

    4. Again in 2023, Bobbi French worked with a landscaper (Xylem Designs) to continue the restoration of our rain garden. Our thanks to Bobbi for taking

      this project on. We expect to continue the restoration process in 2024.

    5. Over the summer interior and exterior window washing was done.

    6. In October, carpet cleaning in the common areas was completed.

    7. In 2023, at the Board’s request, Mike Severson commissioned a Reserve

      Study by Reserve Consultants, LLC in order to clarify what repair/replacement needs are likely over a 30-year period beginning on January 1, 2024. The study positions the Board to project reserve fund

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requirements for repair/replacement needs going forward and to proactively take steps to increase our reserve funds to required levels. In all likelihood, a per unit special assessment will be needed to ensure that within the next three years we can replace the roof and skylights while maintaining sufficient reserve funds for any other repair/replacement needs that occur. Anyone who needs a copy of the Reserve Study Report should contact Mike Severson at Keller Properties—651-777-0120. The Board encourages all Association members to carefully read the Reserve Study Report so that you fully appreciate the Association’s reserve fund needs going forward and will be in a position to understand the Board’s recommendation regarding a special assessment for meeting those needs. The Board hopes to bring such a recommendation to homeowners within the next few months

  1. Election of Board members:

    1. With three members of the current Board reaching the end of their two-year

      terms and one member of the Board resigning in 2023, we needed to elect four individuals to the Board—three persons to two-year terms and one person to a one-year term. Margie St. Jacques and Ann McNattin were nominated prior to the meeting for two-year terms. With no nominations from the floor, Larry Sagstetter agreed to serve another two-year term and Hank French agreed to continue on the Board for a one-year term as a replacement for the Board member who resigned in 2023 during the first year of a two-year term. All nominees were elected by acclimation.

    2. Beginning January 1, 2024, the following Board members will serve the HOA: Sarah Wise, president; Larry Sagstetter, Vice President, Margie St. Jacques, Treasurer; Hank French, Secretary; Ann McNattin, Member at Large.

  2. Owner comments: The following topics were raised by homeowners:

    1. A comment was made about the Atrium’s need for a part-time

      handman/custodian. Mike Severson responded that Keller has hired Doug Copas to provide handyman/custodial services to the Atrium. The Board will prepare a list of routine and occasional tasks for Mr. Copas.

    2. In response to a question about Harvey Mechanical’s inability to complete furnace inspections in October, Mike reported that due to a sudden and unexpected employee departure, Ben Harvey was unable to complete the inspections. Mike sent an email to affected homeowners and made phone calls to homeowners for whom he didn’t have an email address to explain the situation and to suggest that anyone who still wanted their furnaces inspected should individually look for another HVAC vendor.

    3. In response to a question, Mike explained that Hugo Plumbing will be our go- to plumber for non-emergency plumbing issues, and if Hugo Plumbing cannot immediately respond to an emergency situation, he will contact Roto Rooter Plumbing Services, a large company with many employees that we have used in the past in emergency situations.

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  1. Notices to owners:
    a. Homeowners who have questions, suggestions, comments, or

    concerns/complaints should place a signed note in the suggestion box. The box is checked regularly and signed notes will be brought to the next Board meeting.

    b. The owners are reminded that they are invited to attend every other Board meeting where they can express their concerns. The next such Board meeting will be on February 12th at 6:30 p.m. in the Activity Room.

    c. It was noted that we still need volunteers to manage recycling during 2024, particularly during the months of January, February, and March. You can volunteer for a whole month or a half a month. It is neither difficult nor time- consuming (it takes only minutes a day) but is an important service to our Atrium community. The signup sheet is on the bulletin board in the garage elevator lobby. If you are a new volunteer, Hank French will be happy to show you (in about 10 minutes) what needs to be done.

  2. The next meeting of the Board will be on January 8th at 6:30 p.m. in the Activity Room. It will be a Board members only meeting.

X. Adjournment: The meeting was adjourned at 7:33 p.m.
Hank French, Board Secretary

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Respectfully Submitted

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