Notes – Communications Committee Meeting with Armstrong, April 11, 2007
Attendees: Jim Armstrong, Sandra Proffitt-Marstellar, Sylva Southwell, Armstrong Management; Dan Augustine, Bill Arnst, Len Godek, Norm Kolb, Marv Koontz, Margie Kramer, Denzil Willis, Com Com; Dan Owens, Bill Nosal, Toni Brown, Chuck Heath, FRCA Board; Joan Bitely, Villas Board.
The meeting between Armstrong Management and the Communications Committee was held Wednesday, April 11, to discuss the implementation of the Falls Run Information System (FRIS). As a result of this meeting, major changes were made to the implementation plan issued on March 29, 2007. Following are notes relating to each of the implementation steps:
o FRIS Occupancy Plan
1. Two letters (to be written by Jim) are to be sent to offsite owners and those owners with tenants: (1) initial letter states they have 20 days to send back the Tenant Certification Form and (2) a followup to those who do not return the form saying they will lose their privileges unless they return it.
2. A statement is to be included in the April Board News of the Gazette (written by Bill Arnst) outlining Tenant Occupancy Policy and need for owners to return the form. Notices also will be included on the Website and Channel 11.
3. A tenant package of information will be developed by Com Com, Ann Jones and Sylva and made available to owners to give to their tenants. Decisions will be made regarding content and cost vs. no cost (to owner) of the package
4. A statement will be developed by Com Com to be included in the FR Rules and Regulations (as opposed to Bylaws) that the homeowners must submit a Tenant Certification Form within 20 days of signing the lease or they will lose their privileges.
o No meeting will be required between Armstrong and Charles Management companies to coordinate their inputs to the FRIS, since persons purchasing a residence in the Villas must request both the FRCA and Villas packages of information. The FRCA package contains the three forms which provide the input to FRIS.
o Armstrong is being asked to provide a hard copy of the bound disclosure package (or an exact listing of its contents) to Com Com and the Board.
o Coordination between Com Com and Armstrong on development of FRIS
1. The Armstrong Jenark database will not accept, electronically, the database being developed by Com Com (Len Godek). Therefore, they will key it in when they receive it from Len.
2. Jim said that the FRIS forms are now being included as part of the supplemental folder during the resales process and therefore the data to be included in FRIS is being processed. He said that Armstrong must develop a process whereby they can determine (follow) if the forms are returned by the new homeowner.
3. The FRIS database being developed by Com Com for eventual release to Armstrong is nearing completion. The major component of the system, comprised of the type of information contained in the FR Directory, is almost complete. Two other components, the emergency contact list, and the Census data from the Koger Census of FR residences, have been inputted and need to be proofread. Com Com will develop two listings for the Board and Armstrong: (1) emergency contacts to go to designated FR persons, and (2) homeowners, age qualified vs. not age qualified, to be used by Armstrong to complete the manual census of FR residents.
4. As part of Len's sample formats that can be developed from the FRIS database, a listing was provided of approximately 170 names of FR homeowners who do not appear on the Census as being "age qualified." Len said that during the rework/proofing of the list, he believes the number of homeowners not age qualified will be reduced. It was noted that many of those designated as not being age qualified have already completed age affidavits which may be found in their homeowner records, obviating a need to manually conduct a census of these residents.
5. Sandra provided hard copies and an email version of the Armstrong Falls Run Export File. The technical members of Com Com are being asked to review the file.
Jack Mounts, Chair
Communications Committee