Notes – Communications Committee Meeting, May 4, 2007
Attendees: Bill Arnst, Dan Augustine, Len Godek, Marv Koontz, Norm Kolb, Denzil Willis, Jack Mounts, Chair,Com Com; Ann Jones, Sylva Southwell.
· Report of Com Com activities in May 2 BOD meeting: Com Com charter was approved. Jim Armstrong reported on FRIS that: (1) the letter to the owners with tenants is still scheduled to be mailed in May; (2) a hard copy of the bound disclosure package will be delivered this week, (3) FRIS is not yet being implemented by Armstrong regarding new resales; (4) effort is being conducted on completing the census.
· The revised paragraph regarding Tenants for the Community Center Rules and Regulations was approved to be forwarded to the Board.
· Ann decided to wait to determine possible need/demand by residents before printing and distributing an 11 x 17 version of the map of Falls Run.
· Ann said she would sell copies of the Directory to residents for $5 and this information would be made known to the community. The number of reprinted copies would be determined after an inventory of available copies is completed and the demand determined.
· The Gazette article on the Website was submitted. A foldout 11 x 17 describing the Website will be developed, printed and inserted into the Gazette at the end of May for the June issue.
· The next meeting for Com Com is scheduled for May 23 at 10 a.m.
· Denzil provided a description of the Channel 11 equipment and summarized the situation with the Media Player computer, which was replaced with a newer model (see Denzil’s report). Com Com believes that we should see how the new model is performing after several months before extending the warranty for $1000 a year
· Jack said that he is going to use the talents and vast experience of the four computer experts on the committee (Dan A., Denzil, Len, and Marv) to create a special computer team that would begin compiling an inventory of computer equipment at Falls Run and provide recommendations as to its maintenance, use and upgrading. Ann noted the immediate problem of the RecWare system; the maintenance contract ran out at the end of April. Denzil said he would provide Com Com with: (1) the proposal he is preparing for computer maintenance and upgrade and (2) a summary of the meeting held May 4 regarding the card system.
· Stephanie Mounts has proofread the emergency contact list and Len is making corrections. The corrected list will be made available to the BOD, Armstrong and Ann Jones.
· Sylva and Len reported on the status of the Census. Len said the list of 106 names has been pared down to two pages (probably about half). Sylva said the Census is important, but not top priority, that part of the confusion regarding the large number of residents is connected to Koger computer problems, and that she can easily telephone residents as to whether or not they have already completed the census. It was noted that there is no immediate pressure to complete the census and that Armstrong and Len will continue to work out the problems.
· The decision as to when to release the FRIS database to Armstrong is complicated by several factors: (1) the Census data is not completed, (2) inputs from Falls Run must be keyed into the Armstrong db, and (3) Armstrong does not seem to have their Falls Run db up and running (i.e., accepting input from the three FRIS forms). We will wait awhile before sending it.
· Sylva said that she and Denzil will coordinate with Cox Cable changing the Channel 11, because the lower channels are being changed from analog to digital transmission. The meeting participants agreed to move the Falls Run channel 11 to channel 20. The changeover must be completed by May 30. Ann and Sylva will inform the residents of the change, including the timing and reason for the change, via all of the communications media.
· Com Com will develop an RFA for adding a Concierge-Webmaster and submit it to the Board.
· Decisions/efforts to provide new FR residents with proper documentation and effective FR and regional information:
o Decisions on which documents to provide the new residents at which stage (i.e., when they sign, and at the issuance of gate passes and cards for Community Center) will be determined after receiving the hard copy of the bound disclosure package from Armstrong. A recommended list of documents to be received by new residents (including tenants) will be developed.
o Ann said that she will provide to the new residents information specific to Falls Run when she issues gate passes. This includes a copy of the FR Directory and other specific information regarding the gates, etc. Jack will provide some inputs. She believes the information provided to new residents by the Welcome Committee would more or less be related to activities, etc., outside of Falls Run.
o A question was raised about how Falls Run BOD, Ann, and Sylva would be informed as to when a new resident arrives in the community. This question will be presented to Armstrong by Com Com.
Media Player Problem Report
Current Situation
The MX5 Media Player was replaced with MX-A in March 2007 at no cost except for shipping cost to return the MX5. The MX-A is one of the new models from Keywest Technology. According to Keywest there was a video problem with the MX5 but did not specify the cause.
The MX-A has one (1) year warranty, which includes software updates. At end of the one warranty period extended warranty (1-4 years) is available for purchase at $1000 per year.
LAN communication with the Media Player has not been a problem to-date. If the LAN Server crashes it is possible to connect to the Player over the Internet but we probably need technical help to setup the routing.
The MX-A Media Player is mounted at the bottom of the equipment rack with a small fan under it. The temperature in the A/V Room is being monitored.
The MX5 Media Player was returned in February 2007 because the poor video quality and not a failure. The video output was jerky and security camera image was not clear with delayed images. The video modulator and security camera were tested to confirm the video problem was with the Media Player.
The video card on the MX5 Media Player has failed twice in the past. The manufacture suspected heat was the cause of these failures. It has been repaired under warranty.
The cost of the MX5 Media Player was $5,000.
System Components
· MX Media Player computer connect to the LAN
· Media Creator and Scheduler software installed on the Support Computer
Keywest Tech Support
Although there has been periodic video problem with the Media Player Keywest has been very responsive with hardware replacement, operational training and help.