Board meeting 2024-03-12

Here you can find the agenda for the board meeting that will take place on 12th march 2024 at 06:30 p.m. in the common room at stadionvej.

When the meeting is over, the minutes of meeting wil be available below.

Agenda:

Chariman information
status of roof, Stadionvej 43
Gavel insulation
Legionella test
Cleaning of gutters (Info)
Financial accounting 1/6-31/12 2023
Meeting with Brunata and administrator on 9/4-2024
Ventilations status
Garbage on Stadionvej
Heating central on vestergårdsvej 23
AOB

Minuites of meeting:

12/03-2024 at 18:30 in the common room on Stadionvej
Referent: Claus Ellegaard Madsen

Present:
Claus, Pia, Mahmut, Ove and Jamil

Info from the chairman:

We have had an insurance case due to water damage on the 1st floor which also caused damage to the ground floor. The damage has been repaired and the bill to the insurance company has been approved. However, it is unknown whether there will be a follow-up, as the new owner on the ground floor found that there was still water running down from the 1st floor.
A resident inquired about the demolition/relocation of a wall. Ove found a similar case on Weblager, which we forwarded to the relevant resident.
There are quite a few new residents from 1 April, Claus makes sure that the move is registered with Brunata.
Rødovre El & VVS has been assigned a mason, We have asked for a quote for plastering the plinth on Stadionvej.

Roof status, Stadionvej:

Seen in the light of the report from Mmake, it is clear that replacing the roof on Stadionvej must have a very high priority, and therefore must be replaced as soon as possible.
We tried to get Einar Kornerup to make an offer, but partly they only wanted to make an offer through a construction consultant, and partly they stated a possible price as very high and this indicated that they are not interested in the task.
We are also trying to get offers from Enemark and Pedersen, this is awaiting a response.
There was a lot of debate about the price of the replacement, as well as the process itself. The board agreed that the task is too large for us to handle it ourselves, and will therefore ask Mmake to prepare a budget price based on similar cases, as well as later assist in obtaining specific offers as they have a wider knowledge of which contractors that can fit the task. Claus contacts Mmake.
When we have a more concrete price for replacing the roof, we must look at how we can get it financed more concretely.
The board will try to have something more concrete ready for the upcoming general meeting.

Gable insulation:

We have only received offers from one contractor, Mahmut will try to write an email to the other (CS byggeservice) and get an answer.
Seen in light of the fact that the roof on Stadionvej has to be a high priority, there was agreement to put gable insulation on hold until we have something more concrete about replacing the roof on Stadionvej.

Legionella test:

On 27 February, we received a response to a new Legionella test and in general the results were good. However, there is still 1 apartment that shows an elevated Legionella incidence. Krüger Aquarcare suggests that the resident in question install a shower head with filter, this has been suggested to the resident in question previously directly from Krüger Aquacare.
In order to see if there is a possible dead end on the hot water string in question, the board suggests that we have a new test done at the 2 other apartments that share the same string.
Claus contacted the two residents and coordinated a test of the two apartments.
We have also asked for a price for a terminator system, which is a system that adds a little chlorine to the hot water and thus kills all bacteria. The disadvantage is that the hot water will smell a bit of chlorine.

Gutter cleaning:

The gutter troll comes and cleans our gutters. The agreement has been moved a few times as there was still ice in the gutters.
New date for cleaning is set for 13/3.

Accounts 1/6-2023 to 31/12-2023:

We have received draft accounts for the period 1/6-2023 to 31/12-2023, as we are switching to a new financial year in accordance with the normal articles of association. The accounts must be presented at the ordinary general meeting.
Ove has reviewed it and will have a second opinion made by an alternative auditor.
Claus will review the accounts and make comments after Easter.

Meeting with brunata and administrator 9/4-2024:

We have arranged a meeting between Brunata and the administrator to clarify how we can practically switch to self-payment.
The meeting takes place at the administrator's place. Claus, Ove and Pia participate.
There are immediately two sensible solutions for payment on account. Either it can be done once a year, but we have to investigate whether we can do it quarterly, to avoid that some residents incur inappropriately large bills when settling.

Ventilation status:

We had a ventilation partner out to evaluate our ventilation system. The conclusion is that the technical part of the system works as it should, but that the reason it does not work in the individual apartments is that valves in particular bathrooms have been changed to valves that do not comply with the "restriction" the system is designed for.
It will be a big task to rectify as we have to go into all the apartments and change the valves in both the bathroom and the kitchen so that it can run optimally.
We will present this at the general meeting, so that the general meeting can decide whether we should continue to work on this, or accept the current status.

Waste on Stadionvej:

There continue to be problems with waste on Stadionvej. On the one hand, there are residents who place rubbish outside the shed, and on the other hand bulky waste is not sorted and there is rubbish left which is not removed by bulky waste.
We have sent mail to the residents on Stadionvej to whom we have mail, we have posted notices on notice boards, so we cannot do more from the board's side.
If bulky waste remains a problem, we have to pay for Fluxx to remove it, the price for this is between DKK 3000 and 4000 per person. time, which then goes from daily maintenance of our buildings.

Heating center on Vestergårdsvej:

We have extended the heat exchanger so that it does not scale so quickly. We have to have the pipe rerouted so it will be the same as on Stadionvej. Claus obtains an offer from Rødovre El & VVS.

General Assembly:

We must have held an ordinary general meeting in order to finalize the accounts from 2023, so that we can transition to a new financial year in accordance with the normal articles of association (1/1 to 31/12).
Claus asks the administrator about a possible date before 17 May.

Next board meeting:

The next meeting has been agreed to be 2/4-2024

Any other business:

A resident has approached about having fiber internet installed. The resident has been asked to prepare a proposal for the upcoming general meeting, as it is not a matter that the board can take up on its own.