Notes – Com Com Meeting, May 25, 2007

Attendees:  Bill Arnst, Dan Augustine, Len Godek, Norm Kolb, Margie Kramer, Denzil Willis, Jack Mounts, Com Com; Ann Jones and Sylva Southwell. 

Jack noted that BOD approved the RFA's for technical concierge and the changes to rules and regulations for tenants.  These changes now appear in the revised version of the rules/regs on the website. 

Jack said that the computer team concept for Com Com would not be implemented because of differences in points of view.  He said that a request will be forwarded to the Board for Com Com and the Center Committee to review any proposals (RFA's) submitted to the Board for audio visuals and computers. 

Margie mentioned that, several months ago,  the Elections Committee had requested a video recorder for the Elections Committee and that the recorder now would be needed very soon.  Since audio visuals do not fall under Com Com,  Denzil and Sylva said they would request priority for the recorder from the Audio Visuals Task Force. 

Com Com approved the guide for using the FR Web Site written by Dan Augustine and to be printed and inserted into the June Gazette.

FRIS implementation:

--  Len said that he would do the corrections to the list of emergency numbers and will develop a listing that can go to the BOD, Ann and Sylva.

--  Com Com will be conducting an in-depth review of the hard copy disclosure documents (for resales) provided to Com Com by Jim Armstrong at the last BOD work session.  After Com Com review, the BOD will be provided with the recommendations for approval before sending them on to Armstrong.

--  A discrepancy was noted in the disclosure documents;  the Armstrong Owner Directory Form contains most of the same information as requested in the FR Resident Information Update Form.  Some other documents were outdated, but are available on the FR Web Site.  The RIU forms will continue to be made available to FR residents from the Concierge and provide a method of updating the records for all residents, including those without computers.

--  Jeffrey Charles has been provided with the listing of those Villa residents who do not appear as having participated in the 2006 Census.  These names will be checked against the homeowner records to ensure that residents who have completed the Census are not asked again.  When the Villa check of records is completed, letters will go out for the 2007 Census.

--  Questions on the processing of the data from the disclosure documents still require resolution.  Among these are how the forms are to be tracked as to whether or not they have been returned.  Also, a tracking and reporting system, although presently implemented by Sylva, needs to be formalized to provide information as to the names of new residents, etc., to the AD, who then passes it on to the Concierges and the Welcome Committee.  A procedure also should be established whereby the Tenants are required to provide a completed Tenant Verification Form before they are given a Community Center pass.

--Jack will develop, for review by Com Com, a listing of the documents that will be given to new residents at each point, when they receive the disclosure documents, the gate instructions, and the Community Center pass, and when they are greeted by the FR Welcome Committee.