October 14, 2024

  Victoria Village Atrium Association

Board of Directors’ Meeting

October 14, 2024

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

Also present: Mike Severson, building manager.

Twenty-two homeowners were present:

1. Call to Order: The meeting was called to order at 6:30 p.m.
2. Secretary’s Report: Moved, seconded, and voted to approve the minutes for the September board meeting as written.
3. Treasurer’s Report: 
1. For September 2024, the opening balance was  $559,037.44 and the closing balance was $545,529.53. This represents a decrease from the opening balance of $13,507.91. As of the end of September, we had  $204,865.85 in our operating checking account, and $340,663.68 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.) A Royal Credit Union CD in the amount of $162,343.70 matured in September and that amount was deposited in the operating checking account to be available for payments on the roof and skylight replacements. Moved, seconded, and voted to approve the Treasurer’s Report.
4. Committee Reports:
1. Welcome Committee: There have been no new residents since the last board meeting.
2. Recreation Committee: The committee is planning potluck dinners on the third Friday of each month in 2025 (starting in January) to celebrate the birthdays of homeowners. Details to follow from the committee—keep an eye on the bulletin board by the front entrance.

5. Management Report: 
1. Annual Meeting: Due to a scheduling conflict with the Shoreview Community Center, the date of the Homeowners’ Association Annual Meeting has been changed from December 9^th to December 11^th at        7 p.m. 
1. Residents who would rather not drive at night should place a note in the suggestion box or speak to Board President Sarah Wise about needing a ride to the Community Center and the Board will find someone to assist you. Homeowners will receive an information letter about the meeting from Keller in November.
2. Emotional Support Animal (ESA)Resolution: A homeowner applied for a reasonable accommodation with respect to the Atrium’s no pet policy to allow them to have an emotional support animal in their unit. It became clear, after consultation with legal counsel, that, under federal and state fair housing acts, the homeowner was eligible to have an ESA in their unit. The Board, therefore, approved the request for a reasonable accommodation with respect to the no pet policy. 
1. Although the Board cannot deny a request for accommodation from a homeowner who is legally entitled to have an ESA in their unit, the Board can have an enforceable policy statement regarding the presence of service animals and emotional support animals in the Atrium. 
2. With the advice of legal counsel, the Board has adopted a Service/Support Animal Policy Statement. As written in the policy statement: Violations to any of the rules for service and support animals will result in fines being assessed in accordance with the Association’s Rules and Regulations. 
3. Homeowners who would like a copy of the Service/Support Animal Policy Statement should request a copy from Keller.
3. Fire Alarm Update: A few weeks ago the building fire alarms went off twice during the mid-morning hours. The fire department responded each time the alarms went off and identified issues with our system that need attention. Those issues have been addressed by Nardini Fire Equipment, the vendor who services our system.

6. Old Business: 
1. Garage Storage Reminder: Residents are reminded that according to the Association Rules and Regulations III. A. 5, “Storage is NOT permitted in the garage stall or garage area, except in the storage cabinets or as approved by the Board.” Currently the only items approved by the Board for storage in the garage stalls are non-motorized bicycles and medically necessary items such as walkers.
1. Any homeowner who would like to store any other items, either on the concrete apron in front of the storage lockers or in the parking stall itself, must request approval from the Board. Going forward, failure to follow the Rules and Regulations regarding storage in the garage will result in fines being assessed. 
2. It should be noted that for those who do not have lower-level storage lockers in the garage, they may store items in the space below the upper lockers as long as the items do not extend onto the concrete apron in front of the upper lockers. 
2. Tree Removal: Mike received a proposal from Gold Leaf Tree Services for the removal of three diseased ash trees from the property. Moved, seconded, and voted to accept the Gold Leaf proposal for tree removal and stump grinding at a cost of $1,700 plus tax.
7. New Business:
1. As reported in the minutes of the September Board meeting, it was moved, seconded, and voted to recommend to members of the Homeowners Association that they approve a special assessment of $1,750.00 per unit. The Board is also recommending to the Association that the Special Assessment be paid between January 1^st, 2025, and June 30, 2025, in order to ensure that (1) funds are available to pay the costs of the roof and skylight replacements which should be completed in late spring or early summer and (2) that the reserve funds are sufficient to cover any unforeseen emergencies. 
1. The Atrium’s governance document (The Second Amended and Restated Declaration) states that: “Section 6.3 Special Assessments....any special assessment shall be subject to approval by a vote of the majority of those owners voting, in person or by proxy, at a meeting called for that purpose.” 
2. The Board has set December 9^th at 6:30 in the Community Room for a meeting to vote on the special assessment. Notice of the meeting will be sent to all homeowners.
2. Smoking in the Atrium: 
1. At its September meeting, it was moved, seconded, and voted to pursue amending the Atrium’s governing documents to state that smoking is banned throughout the Atrium, with the exception that those who purchased their unit when smoking was allowed in individual units are exempt from the ban.
2. According to our governing document, The Second Amended and Restated Declaration, Section 14: “This Declaration may be amended by the consent of (1) Owners or Units to which are allocated at least 67% of the votes of the association....”
3. At its November meeting the Board will decide whether to seek the “consent of the owners” (1) in writing via the U.S. Postal Service, (2) at a meeting called for that purpose, or (3) by offering both a mail vote and a meeting. 
4. A written notice of the method for voting on the amendment will be sent to all homeowners following the next Board meeting.
3. A signup sheet for those willing to volunteer to help with managing recycling during 2025 has been posted on the bulletin board in the elevator lobby in the basement. You can volunteer for a whole month or 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. If you are a new volunteer, a member of the Board will be happy to show you (in about 10 minutes) what needs to be done.
1. The Board expressed its appreciation and gratitude to the many folks who volunteered in 2024 to help manage the recycling. 
4. Board Positions: At the Annual Homeowners’ Association meeting on December 11^th, we will elect two new Board members for two-year terms to replace Sarah Wise and Hank French whose terms expire on December 31^st. We ask all homeowners to consider offering themselves for election. The Board meets once a month to attend to the issues and items that support and benefit the whole community of homeowners. You do not need to have been a member of a board before in order to bring your concerns and common sense to the Atrium’s Board. Your service will be greatly appreciated.
8. Homeowners’ Questions and Comments: 
1. A homeowner asked about the scheduling of the fall furnace inspections. It was reported that Harvey Mechanical expects to conduct the inspections between Wednesday and Saturday of this week and will be calling homeowners who have requested an inspection to make appointments.
2. A question was raised about a homeowner who has a long-term guest in their unit. Mike will check our governing documents but suggested that in his present understanding there is nothing in the documents that would preclude an owner from having a long-term guest in their unit as long as the guest respects the Association’s Rules and Regulations that apply to all homeowners.
3. It was suggested that the homeowner who collects grocery bags for a charitable purpose place the container for the bags behind the cardboard/paper recycling bin nearest the garage door rather than in their garage stall.
4. There was a question raised as to whether or not the Ridwell Recycling posters around the building (other than the ones on bulletin boards) are necessary. Board member Ann McNattin who manages the Ridwell project will take the matter under consideration.
9. The meeting was adjourned at 7:13 p.m.
10. The next Board meeting will be on November 11 at 6:30 p.m. It will be a board member only meeting.

Respectfully Submitted

Hank French, Board Secretary