Board meeting 2025-06-17

Minutes from the board meeting

17/06-2025 at 18:30 online
Reporter: Claus Ellegaard Madsen

Present:

Claus, Pia, Mahmut, Dennis, Kim, Jesper and Kenni from Mmake

Election of minutes:

Claus was elected.

Roof project

The project has been tendered to make fire protection, however, the price is ~500,000 over budget if this is to be done. Since we cannot increase the budget as it requires a new general meeting, the solution is that we do not make the fire protection mentioned now. However, approx. 500,000 has been set aside for unforeseen expenses, so when the project is advanced and this item has not been used, it can be decided to make the fire protection. The project can, if possible, be carried out so that it is "easier" in the future to make the fire protection. At the same time, there is an expansion tank in the attic from the start of construction, which we choose to leave standing, it has no function.
The board of directors agrees to continue the project without fire protection and we leave the container standing. There is no fire protection today, and there are no clear legal requirements for it. At the same time, there is a solid concrete deck between the roof and the homes, so any fire will not spread very easily.

Info from the chairman

Mahmut and Kim have taken over the administrative work with the water damage. The case has been started and is running.
Susi has been/is on sick leave, so Nanna will take over more in the future.
Claus has asked how we archive approved construction cases with the administrator. Possibly the system we are given in connection with the maintenance plan can handle it, according to indications from Mmake.
Unfortunately, the water spill has not stopped as we thought, in connection with the personal injury. There has apparently been a problem with the Glostrup supply system, as we received a report for a whole week, about a week later. Dennis reports that he would like to monitor our water meters to ensure that it is not a false report. Clauds reports that our water bill has increased approx. 30% and Charles Nielsen reports condensation on a downspout (which is a sign of constant running water.
There has been a request for a color code/paint for the outdoors. Mahmut says that paint that we had in the basement has been given to the resident in question. Claus asks for the color code so that we can write it into the resident guide when it is updated. At the same time, we need to assess what can and cannot be painted.
The payment system is being configured, and we are receiving some emails about this. Claus urges the rest of the board not to react to this, Claus / administrator will sort it out. In this connection, our Electrolux dryer may need a new plug. Meiele returns. Mahmut will make arrangements with Electrolux if this becomes relevant.
Fluxx has asked for service on a garden tractor, which has a broken belt, and it needs general service. Clasus has given Fluxx permission to do this. The container with garden waste is full, Fluxx will make sure it is emptied.

Insurances

Susi has had our insurances also cover large and fire.

Resident guide

The old resident guide is very old and needs an update. An update was made and posted on the website. It has now been removed, as Susi informed that it must be approved by the general meeting. At the same time, it is the old one that is sent to new residents. Claus has distributed the version from the website, and encourages the board to read and make suggestions, so that we can get it approved at the next general meeting.

Apartment renovation

We need guidance on what to apply for approval for in connection with apartment renovation. The case arose from a resident who has changed the heating system, this should have been approved by the board. Claus has made an agreement with Mmake that they, as our building expert, can be responsible for the practical part of the approval for a fixed amount. The amount must be paid to our mobilepay before the inspection takes place.
Claus has found an example on the internet, which has been loosely adapted and sent to the board with a request to make suggestions or corrections that can also be approved by general meeting. Mahmut points out that we must be careful that not all types of renovation will have to be approved.

Water waste

See information from the chairman

Brunata meters

Claus informs that Brunata has called back and said that approximately 7 meters will have to be installed on the water in each apartment, and that this will be expensive. In addition, evaporation meters will have to be installed on radiators, and this will be a problem in places where underfloor heating has been installed. Claus asked for a quote regardless so that we have something to relate to.
Video surveillance garbage shed
Claus is investigating whether it is legal and possible to install video surveillance in the garbage shed. The immediate message from the administrator is that we can probably do that, but we are in the process of inquiring with the Danish Data Protection Agency.
Jesper and Mahmut will follow up on installing netting in the shed to keep out birds. One option is to purchase chicken wire and install it ourselves.

Any other business

There was a little talk about where we store documents etc. Claus has started a Onedrive page, where many agreements are stored. Administration of the website was also discussed. We are holding an evening in the common room for the board where Claus will review this. Claus sends out an email with information about login and password for various online services.

Next meeting

12. August 2025 at 6:30 pm, online