Bremer Way Homeowners Meeting: A Path to Greater Involvement

On Monday, June 17, 2024, a special board meeting was conducted at Bremer Way. Although the meeting began with President Mary noting the absence of a quorum of board members, the session proceeded with the consent of the other board member present, Linda, to gather homeowner comments and engage in discussions.

Agenda Overview

The agenda for the special board meeting, which was offered and accepted, included:

1. Homeowner Input in Meeting Open Forum

• Consideration of organizational changes for increased homeowner input in decision-making processes at Bremer Way.
• Duane reviewed suggestions made at the June 13 homeowners gathering.
• Additional suggestions were received from members attending the meeting.
• Suggestions from board members were also welcomed.

2. Homeowner Expectations of the New Management Company

• Duane reviewed the suggestion for a semi-annual survey.
• Further suggestions were solicited from attending members.

Key Discussions and Initiatives

Increased Resident Involvement:

Duane was appointed to lead homeowner gatherings as an informal method to enhance resident participation and information sharing with the Board and the new management. He emphasized the importance of communication between residents, the Board, and management. He encouraged residents to organize, hold elected representatives accountable, and ensure their vision supports the community's fiduciary responsibilities.

The Three-Legged Stool:

Duane introduced the concept of the community's "three-legged stool," representing residents, the board, and management. He stressed that if one leg weakens, the entire structure fails. Leadership and responsiveness from the Board, along with management's responsibility to the building, are crucial. Respect among all parties was highlighted as essential.

T.I.P. System:

Duane outlined the T.I.P. system, which stands for Transparency, Information, and Predictability:

• Transparency: Management should be open about community concerns and decision-making processes.
• Information: Residents should be kept informed about community happenings.
• Predictability: Residents should expect consistent responses from management regarding concerns.

Meeting Schedules and Formats:

Mary discussed concerns about AM meetings, noting that some residents are unable to attend. Because the new management contract includes provisions for 12 annual onsite visits, the suggestion was made that board meetings could be scheduled in the AM for half of the scheduled visits, and the other six visits could be scheduled to coincide with the regularly scheduled PM board meetings. Splitting these six meetings between AM and PM accommodates all residents in providing multiple opportunities to interact with the new management company.

Vendor Selection and Maintenance Costs:

Concerns were raised about the use of preferred vendors and the high prices for maintenance and repair work. Residents expressed a desire for a competitive process, including local Minneapolis-based vendors, and a qualifications list for vendors.

Board Member Elections:

Past practices included forming a nominating committee and instructions to leave proxy forms at the office, which had led to concerns about favoritism. It was suggested that proxy forms and their usage be reviewed, and a nominating committee should have further consideration.

Meeting Announcements:

Residents discussed various methods for announcing meetings, favoring email but supporting mail, door delivery, bulletin board postings, and word of mouth. Duane suggested using bright or 'exotic' paper colors for announcements, and residents agreed they should be placed on the bulletin board, near elevators, and at garage exits.

Beautification Committee:

A suggestion was made to form a 'beautification committee' to address litter. It was proposed that the City of Minneapolis could be a resource for trash cans, and that the lawn service contractor might offer litter disposal services.

Hospitality Committee and Social Events:

Board member Linda suggested forming a Hospitality committee with funds approved by the Board for social events. Mary proposed asking the new management company to host a meet-and-greet open house event. Residents appreciated the respectful and constructive tone of the meeting, viewing it as a positive new beginning for the community.

The meeting concluded with Mary thanking everyone for their participation and emphasizing the importance of continued homeowner involvement in shaping the future of Bremer Way.