Board meeting 2024-02-06

Here you can see the agenda for the boardmeeting on february 6th 2024, the meeting will be held at 18:30 in the common room on Stadionvej

After the meeting you can also find the meeting of minuite below.

Efter bestyrelsesmødet kan du også finde referat herunder

Agenda

• Information from the chairman
• Administrator agreement
• Accounts
• Waste rooms Stadionvej
• Heating central Vestergårdsvej
• biodiversity establishment, Vestergårdsvej
• Gable insulation(info)
• Roof inspection (info)
• Miele agreement
• Ventilation
• Painting work
  • Floors in basement
  • House plinths
• AOB

Info from the chairman:

• The website is now set up so that you can switch between Danish and English. Not all content is and will not be in English. However, to the greatest extent possible, new content will also be available in English.
• We now have so many email addresses that we aim to send out information by email. It has already been used to find an owner of lost keys, as well as shutting off electricity on Vestergårdsvej. Mail that is sent must be sent as BCC as we are not allowed to share email addresses with others. We need to get it set up, so sent emails come from This email address is being protected from spambots. You need JavaScript enabled to view it. , this will be up and running soon.
• All owners we have received emails from are registered with Brunata online. However, we have seen that some have not received an invitation, and some have been found in the "spam" mailbox. Those who were not already activated were re-sent an invitation.
• On 6/2-2024, we had to move electricity meters on the shared consumption on both buildings. It will take a few days before we can see if the figure from Burnata can be compared with Ørsted. When this is ok (which we expect), a meeting must be set up with the administrator and Brunata about how the collection part will work.
• Washing machines were serviced 2/2-2024 where, among other things, A handle that was worn on one washing machine was replaced. No faults were found on the machines, but we still receive inquiries that there are faults with the water supply. There is a post on the website about this, and it should resolve itself over time. But we must keep an eye on the situation.
• Repair of 10 posts on the noise fence facing the main road was carried out on Monday 5/2-2024. We will follow up on whether we can get the rest made at a lower price, otherwise we consider that what has been made now is good enough.
• We have received a number of inquiries about the lack of cleaning of the laundry cellar. This has been reported to Fluxx and has been cleaned up. Fluxx has been asked to wash the floor at least every 14 days, as well as washing machines once a month.

Administrator agreement:

• There were a few minor adjustments to the agreement, they have been sent to the administrator and we expect that as soon as the administrator has corrected those things we will get it for digital signature.

Accounts:

• A few points about the finances were reviewed, Claus will set up a meeting with the administrator to discuss these points and ensure that there is transparency.

Garbage room:

• The garbage room has been cleaned out, and garbage is collected again as planned.
• However, there are still problems with not being sorted correctly. Among other things. there are both egg trays and glass in a porcelain container. This means that it is not emptied. There are also residents who throw pizza trays in cardboard, this is not allowed and the same applies here, they will not be emptied if they have not been sorted correctly.
• We must consider whether we can make the communication about this more clear as it is very unfortunate and only makes the problems with waste bigger if we do not empty our containers. No one but the resident can do this sorting, so it is important that it is done correctly.
  • There was a suggestion to put a single notice about this on notice boards.
  • There was a proposal to review signage in the garbage room.
• After we fixed the lock to the rubbish shed, there are also residents who put rubbish outside the shed. This is of course not right. It is the resident's full responsibility to ensure that waste is handled correctly and thrown into the appropriate containers.

Heating room on Vestergårdsvej:

We have started to have the same adaptation of the hot water done as was done with great success on Stadionvej. Plates for the heat exchanger have been ordered, the delivery time is unknown. Once these plates are installed, we will need to redo some piping, this will be started as soon as the heat exchanger is in place.
We get many positive comments about the hot water on Stadionvej, which is really good and shows that we have taken the right initiatives.
Krüger Aqua care will come on Monday 12/2, partly to do a planned service, but also to do a new Legionella test as a follow-up to the test before Christmas.

Biodiversity "meadow" on Vestergårdsvej:

• In connection with the construction of parking spaces and the removal of trees between Vestergårdsvej and the cooperative housing association, we filled a lot of soil on the lawn at Vestergårdsvej. Ove and Claus have bought 2 rakes and at the weekend had the pile of soil raked/leveled so that it is ready to be sown. We also bought various biodiversity seeds that we will sow in the coming month.

Offer for gable insulation:

• We have already received 1 offer, but have had a visit from another company. He pointed out a few things that we need to look into before he would go ahead with making offers.
• For the sake of order, we must inquire with the municipality if there are possibly any easements or other rules that could prevent us from making this insulation.
• We must also have investigated whether we can legally make the stairs narrower, as the insulation will take up the stairs' area. This must be investigated in relation to both the municipality and the fire authorities.
• Ove undertakes the task of investigating these points.

Roof inspection on Stadionvej:

• Mmake comes on Tuesday 13/2. Claus has received "fliers" that are put on notice boards about the use of drones. Claus and Mahmut are at home and can assist Mmake in getting up into the attic.
• It was suggested that Mmake, now that they are here with drones, could fly over the roof on Vestergårdsvej and check the gutters. Claus contacts Mmake and asks if this is possible.

Miele agreement:

• As our tumble dryer is less than 8 years old, Miele can include it in their service agreement. The price with tumble dryer is approx. 5900.- annually. The same agreement without a dryer can be obtained for approx. 3950.- (price difference 1950.-)
• WE pay d.d. DKK 2,900 for service agreement only on tumble dryers for Electrolux. There is therefore little saving in making Miele make both tumble dryers and washing machines.
  It was decided that we insist that Electrolux do service on tumble dryers to be sure that they can get the right spare parts.
• Claus Contact Miele to establish a service contract for Miele washing machines.

Ventilation:

• We know that our ventilation doesn't work very well, but we don't quite know why. We have received several inquiries from residents asking about this. Therefore, we suggest that we get hold of a ventilation company to come and look at our system.
• We know that there is a lack of fresh air valves to be able to draw air in, this can be a major task, as this must be established in all apartments. But we will get this assessed at the same time.
• Claus contacts the ventilation company regarding a review of our ventilation system

Painting work:

• Basement floors on both Stadionvej and Vestergårdsvej need freshening up. There are several holes and these must be closed. If necessary, we can "stain" over, but it may also be that there has now been so much staining previously that the entire floor may need a new full coat of paint. Since this must be done with epoxy paint, it requires a painter with this experience and certification.
• The plinths on Stadionvej have not been maintained for a long time and over time they have become ravaged to look at. This is also a task we should get started as soon as possible.
• The fence facing Stadionvej may also need to be maintained and painted.
• Mahmut has a contact who can handle these tasks, he sends the contact to Claus, who handles them with a view to getting offers made for these tasks.

Optionally:

• There were no items to discuss under possibly.

The meeting ended at 20:10