Annual Meeting: Wednesday, December 11, 2024

Victoria Village Atrium Association

2024 Annual Meeting

Wednesday, December 11, 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.

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

Mike Severson from Keller Properties reported that there were 29 voting owners

present (one voting owner per unit) which met the Bylaws requirement of 12

voting members for a quorum.

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

the 2023 Annual Meeting of the Association.

IV. Treasurer’s Report:

a. The opening balances as of 1/1/2024: Operating account = $49,666.32;

reserve accounts = $417,143.49; total = $466,809.81.

b. For November 2024, the opening balance was $442,390.82, and the closing

balance was $453,026.77. As of the end of November, we had $48,958.85 in

our operating checking account, and $403,067.92 in reserve accounts (a total

of $453,026.77). Moved, seconded, and voted to approve the Treasurer’s

Report.

V. President’s Report:

a. Five new residents moved into the Atrium during 2024, and we warmly

welcome them into our community.

b. We have approved bids and entered into contracts with United Roofing to

replace the roof and W.H. Hall to replace the skylights. The work will be done

in late spring to early summer.

c. An HOA meeting was held on December 9th, to vote on a special assessment

of $1750 per unit to cover the cost of the roof and skylight replacements

while maintaining our reserves at a level sufficient to cover unforeseen

emergency maintenance, repair or replacement. The bylaws required a

majority of those voting in order to approve the assessment. 

Thirty-five homeowners voted to approve the assessment and one homeowner voted

not to approve the assessment. The assessment was overwhelmingly

approved and is effective on January 1st. It should be paid either in

installments or in a lump sum by June 30, 2025, to Keller Properties Inc.

Notice of the results of the meeting will be sent to all homeowners by Keller.

d. Again in 2024, 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 2025.

e. In 2024, the HOA approved a contract with Ridwell, a vendor who recycles

items that neither Republic nor Waste Management will recycle. Board

member Ann McNattin has managed the relationship with Ridwell and the

Board expressed its appreciation for Ann’s efforts to help us keep items out

of the landfill that otherwise would end up there. Ann expressed her

appreciation to all homeowners who have started recycling with Ridwell.

f. In response to a suggestion from the Fire Marshall, escape maps have been

posted on each floor.

g. During 2024, due to work commitments, Sarah Wise stepped down as chair

of the Welcoming Committee and Bobbi French volunteered to chair the

committee. The board expressed their appreciation to Bobbi for taking on

this responsibility.

h. In 2024, following much discussion and a survey of homeowners, the Board

voted to recommend to homeowners that we amend the governing

documents of the HOA to state that the Atrium is a no smoking building in

both the common areas and in any individual units that are purchased after the

amendment is approved—assuming that it is approved. In early January, all

homeowners will receive a ballot in the mail on which they can indicate if

they approve or do not approve of the proposed amendment. Each unit

receives one vote. At lease sixty-seven percent of homeowners must vote to

approve the amendment for it to pass.

i. In 2024, the Board approved, in accordance with legal advice, a “reasonable

accommodation” allowing a homeowner to keep an “emotional support

animal” in their unit.

VI. Election of Board members:

a. With two members of the current Board (Sarah Wise and Hank French)

reaching the end of their terms, we needed to elect two individuals to the

Board; however, we received only one nomination (of Sarah Wise) before the

meeting and no nominations were made from the floor. Hank French had

stated his intent to leave the Board at the end of his term on December 31.

Sarah Wise was reelected to the Board by acclimation.

b. Beginning January 1, 2024, the following Board members will serve the HOA:

Sarah Wise, president; Larry Sagstetter, Vice President, Margie St. Jacques,

Treasurer; Sarah Wise, acting-Secretary; Ann McNattin, Member at Large.

c. According to the Association’s Bylaws (Section 6.8), the Board can elect an

individual to fill a vacancy on the Board “within 30 days following the

occurrence of the vacancy.” The Board of Directors plays a critical role in

ensuring the financial and operational health of the Atrium and it is in the

interest of all homeowners to have a fully staffed Board of Directors. The

Board functions best when there is no vacancy and homeowners are asked to

seriously consider serving on the Board beginning on January 1, 2025. Anyone

willing to fill the coming vacancy on the Board should notify Board President,

Sarah Wise.

VII. 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 10th at 6:30 p.m. in the Activity Room.

c. It was noted that we still need volunteers to manage recycling during 2025,

particularly during the months of January and February. 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 a very 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, a Board member will be happy to show you

(in about 10 minutes) what needs to be done.

VIII. Homeowner’s Comments:

a. In response to a homeowner's question, Mike reported that the new roof will

have a 20-year warranty, and he believes the new skylights will also have a

20-year warranty.

b. A question was raised as to whether a homeowner can have a dog as a

“guest” in their unit for a few hours from time to time. It was explained by

Mike that under our current governing documents it cannot be allowed, and

to amend those documents to allow the practice would be time consuming, a

financial burden, and would require the approval of at least 67% of all

homeowners.

c. In response to a question raised by a homeowner, the practice of residents

placing personal seasonal decorative items in the central atrium common

areas was discussed. The consensus was that personal decorative items

should not be placed in the central atrium common areas. The Board

affirmed that only Board approved and purchased decorative items, such as

the Christmas tree, are allowed.

IX. The next meeting of the Board will be on January 13th at 6:30 p.m. in the Activity

Room. It will be a Board members only meeting.

X. Adjournment: The meeting was adjourned at 7:49 p.m.

Respectfully Submitted

Hank French, Board Secretary