Notes from March 30 Communications Committee Meeting

 Attendees at the Communications Committee meeting of March 30:  Bill Arnst, Len Godek, Marv Koontz. Denzil Willis, Jack Mounts and Ann Jones.  The committee decided to make every effort to complete the packages to the Board (i.e., Concierge Technical Support Staff and Falls Run Information System) by email rather than schedule another meeting for this purpose.  Notes:

 o  Support for the Concierge Technical Support Staff was given by Com Com and the job description was rewritten by Ann per committee inputs.  The request for this position will be in the form of a Request for Action paper to be prepared by Jack, reviewed by Ann and the Com Com, and then submitted to the Board.  The request for action also will include requests for $1000 worth of software and addition of budgetary allowances to support the Technical Support Staff.

 o  Bill Arnst and Len Godek said that the Addendum to the Falls Run Directory should be issued to the residents by mid-May, as planned, despite scheduling conflicts.  Bill said that the Neighborhood Watch will help with completing the large amounts of missing information relating to some parts of the Villas.

 o  During the review of the Plan (2) for implementing the Falls Run Database, the Com Com determined that the words "Information System" should replace the word "Database," since the systems concept more accurately describes the functions.  The plan was generally approved, and Jack will prepare the Request for Action paper for submission to the Board. Corrections were made to the "Koger Responsible for Falls Run Database" paper, and this corrected version will be part of the Request for Action paper.

Koger Responsible for Falls Run Information System (FRIS)

 Koger, will maintain an accurate Falls Run Information System (FRIS), using Microsoft Access, for use by the Falls Run Board of Directors, management and committees.

 1.      Coordination of the FRIS with Koger will be conducted by the Activities Director

2.      Updates to the data will come from real estate agents and homeowners, and information such as that contained on the Homeowner Information Update Forms (Attachment A), Tenant Information Forms (Attachment B) and other Koger forms.

 3.      Koger will provide reports on a timely basis, as requested by the Falls Run Board of Directors and Falls Run management. Copies of the database will be provided in a digital format on a regular basis to the Activities Director.  The data file will be considered proprietary and will be secure.

4.      The Falls Run database will be transferable in the standard format and include metadata (i.e., in the event that Koger would terminate its contract with Falls Run).

 5.      Following are the fields for inclusion in the Falls Run Resident Information Database:

For (1)  owner-resident, (2) owner-nonresident, (3) tenant, (4) additional residents:

• Name (last)
• Name (first)
• Address (house No., street name, city, state, zip)
• Age
• Telephone No. 1 (area code)
• Telephone No. 2 (area code)
• Email address No. 1
• Email address No. 2
• Emergency contact (name, address, telephone No.)
• Information restricted for publication (this field will need to be defined)

Attachment A

Resident Information Update Form

Falls Run Community Association

Please assist us in keeping our records up to date by filling out the information below.  PLEASE PRINT ALL INFORMATION CLEARLY.  The completed form should be turned into the concierge at the Center.

CURRENT INFORMATION

(Check one):   Homeowner  Renter         Other (specify) ___________________

Last name _________________________      First name ______________________________

Last name _________________________      First name ______________________________

Street Address __________________________________________________Lot # ________

Phone #_______________________________E-mail ________________________________

Phone #_______________________________E-mail ________________________________

DO YOU WANT YOUR INFORMATION TO APPEAR IN THE DIRECTORY?

 I want all of my information to appear in the directory.

 I do not want any of my information in the directory.

 I want my name and address to appear in the directory, but the following should NOT appear (check one or both):

                        Phone number

                        E-mail address

Signature ___________________________________________    Date ______________                       

Attachment B

 FALLS RUN COMMUNITY ASSOCIATION TENANT INFORMATION FORM

(Proposed)

 Falls Run Community Association Homeowner Information

 Owner(s) Name:  ______________________________________________________

                                 ______________________________________________________

 Owner(s) Current Address:____________________________________________________________

 Falls Run  Lot No. : ________________________

 Telephone No.:________________________________________________________

Emergency contact information:  ____________________________________________

                                                          ____________________________________________

 Falls Run Community Association Tenant Information:

 Address of rental property:___________________________________Lot No. __________

Telephone No. ___________________________________________________________________

 Names and ages of each person living in rental property:

_ ___________________________________________________________________Age______

 _____________________________________________________________________Age_____

 _____________________________________________________________________Age_____

 _____________________________________________________________________Age__________________________________________________________________________Age_____

Emergency contact information:  ______________________________________________________________

                                           

 Age Qualification Affidavit attached

Return to Top of Page

Plan (2) for implementing Falls Run Information System (FRIS)

1.  Provide Koger with the Committee’s recommendation for an Access database system to replace their AVGAR system, which they are in the process of reworking.  (Accomplished)

2.  Communications Committee determines the needs for a Falls Run Information System.

 A.  Committee develops general database elements it believes are needed and determines the type of interface between Koger and the Rec Center .

 B.  Committee submits to the Board its list of database requirements and asks the Board to request from the other FR Committees their database requirements for the FRIS.  

C.  Committee compiles a complete list of Fall Run requirements, along with a timetable for development, and submits it to Koger.

 3.  Communications Committee meets with Koger to define what goes in the FRIS and how it is implemented.  Following are agenda items in conducting the meeting:

• Discuss and mutually agree on database requirements and how to obtain the information needed to develop various databases for the FRIS.
• Discuss and mutually agree on the relationship between Koger and the Falls Run Rec Center computer operations.                      
• A timetable for implementation of the FRIS

The agreements resulting from the meeting will become part of the Koger contractual agreement with Falls Run.

 4.  Determine the type of computer operations, including interface with Koger that should be maintained at the Rec Center :

• Conduct a study/evaluation of current computer activities.
• Recommend short term and long term approaches to developing computer operations that provide Falls Run with increased ability to communicate and control data operations.

5.  Publish the update to the Falls Run Directory and plan for issuing the complete Directory in September.