How a Brf uses the Board Portal

To become a structured, stable and secure association, tools are needed, especially for the board, which set the tone for the entire organization. The Board Portal is developed to facilitate and streamline the work of the board. Here, a cooperative describes how they use the Board Portal and how it has facilitated their work in their association.

Brf Höken 10-22 is located on Södermalm in Stockholm. The association consists of two properties with the addresses Östgötagatan 34, Bondegatan 5A and Bondegatan 5C. Höken 10-22 provides 35 apartments and a room as well as a leafy courtyard. The association is located in the heart of Södermalm, which has a large selection of popular restaurants, cafés and shops as well as proximity to green areas.

The board of Brf Höken 10-22 consists of 4 members. Its mission is to manage and develop the cooperative in the interests of the members and in accordance with the statutes, financial plan, well-being rules and policies. 

The housing association owns two properties with a premises and a courtyard, which means that management and maintenance are priority tasks for the board. The board draws up a financial plan, maintenance plan and ensures that there are financial resources to manage and maintain the properties together with external suppliers. 

The Board also ensures that well-being rules and policies are followed by members and develops the association to become more sustainable.

- With the help of the Board Portal, we can gather all our documents, agreements and projects in one place and reach out with quick information to our members, says the board of Brf Höken 10-22.

In the Board Portal, it is possible to collect all agreements, projects and documents and set up a good annual planning with important dates, which creates a good structure and provides a good overview. It is also possible to sign board minutes, annual general meeting minutes and agreements with BankID, which makes board work more efficient and saves time that would otherwise be spent on unnecessary administrative work.

The board can also store and sign all important documents wherever they are, making board work sustainable and smooth. 

- The board portal really simplifies our work with signing board minutes and agreements, as well as allowing us to store important documents such as statutes, annual reports, minutes, general meeting decisions, notices and much more, says the board.

In the Board Portal, it is possible to enter agreements for monitoring. You can set start and end dates, attach documents, add cost, notice period and extension period and set responsible parties. Responsible parties receive automatic reminders via email and text message when it is time to renegotiate contracts, which is very rewarding when it comes to electricity contracts, insurance, bank loans and rental premises. It creates a good structure and provides an overview of all ongoing and terminated contracts with associated costs. It greatly simplifies contract management in the Board.

- Since we introduced the Board Portal, we have gained better control of agreements and costs and created a clear structure with a good division of labor. It has really simplified our board work, says the board of Brf Höken 10-22.

How boards of associations use the Board Portal

• Digital Meetings - One of the board members creates an agenda directly in the Board Portal, attaches any appendices and sends out the notice well in advance of the board meeting so that all board members can take part in items and documents in one place. Based on the agenda, the basis for the minutes is then created, it is easy to choose who will be the minute taker, adjusters and who will sign. After the meeting, the minutes are sent out by email to the chairman and the adjusters who can make amendments that are easily added to the minutes by the minute taker. Finally, the minutes are sent out by e-mail for electronic signing with BankID. Once the minutes have been signed by everyone, they can be found in the Board Portal.
  
• E-signature - The Board uses e-signature to sign annual reports, contracts with suppliers, key receipts and minutes. The Board uses BankID but it is also possible to sign by e-mail only. It is possible to sign with users in the portal but also with external persons without giving access to the Board Portal.
  
• Document storage - This is where the Board collects all documents allowing all Board members to access the material wherever they are. The Board uses the automatic deletion of sensitive documents and shares documents on a scheduled basis via a link with the auditor or similar if necessary.
  
• Board calendar - One of the board members is responsible for setting up an annual planning with all important dates such as dates from the tax office, the company office, the financial office and the auditor. Important dates are also added within the organization so that everyone or those responsible receive reminders via email and text message before activities.
  
• Contract management - A board member collects all active contracts and enters them in the Board Portal under monitoring and assigns responsibilities within the board. Responsible parties receive reminders via email and text message when it is time to renegotiate a contract. The organization then makes sure to divide the board into different areas of responsibility such as finance and technology, which usually leads to reduced costs for the organization and that everyone feels involved and knows their responsibilities.
  
• Project management - A member of the board assigns responsibilities within the board by setting up different projects. Here, a start and end date is set, status, cost, priority and attachments are attached. Those responsible for each project receive automatic reminders via email and SMS before deadlines.

Do you also want to make your board work easier and more efficient? 

Book a demo and try the Board Portal for 30 days free of charge with no strings attached.

During a demo you will: 

• Review of the platform's features.
• Answers to questions and concerns.
• Tips on how to run your board work in a smart way with the Board Portal.