Notes - Communications Committee Meeting, Nov. 15, 2007
Attendees: Com Com: Bill Arnst, Dan Augustine, Marvin Koontz, Denzil Willis, Jack Mounts, chair; Board: Dan Owens, Bill Nosal; Villa Board, Paul Niemi, Joan Bitely; Armstrong, Sylva Southwell.
General
o Jack noted that he had sent an email to the Board asking that the paragraph requiring owners to complete the Tenant Verification form be included in the new version of the Center Rules and Regulations. This paragraph was eliminated during the revision.
o Jack noted that Com Com had delivered to the Board its recommendations as to what the Armstrong Connect system should contain, the levels of access for Board members and residents and a suggested implementation plan. The Board, after review of the recommendations, would provide Armstrong with its requirements for Connect system implementation.
o Sylva noted that she is working to complete the census of FR residents, which is essential to developing the central db of census data for the Armstrong FR resident information db. She said she will be contacting offsite owners who did not respond to the request for Tenant Verification forms.
o Members of Com Com noted that Sandra Proffitt Marstellar's (Armstrong) email of Feb. 15 answered positively the questions posed by Lorretta Savee of the security and operation of the Armstrong Connect system.
Distribution of Falls Run Forms
o Com Com members reviewed and approved the three forms provided by Armstrong to each new owner in the resale disclosure packet.
o Com Com members, Sylva, and Ann (by email) approved generally the process outlined in the Nov. 7 email for distribution of FR forms at the Center. Sylva will maintain copies of the forms, and she and the concierges will distribute copies to new FR owners.
o It was noted that Armstrong is in the process of developing a process, integrating the Fairfax office and Sylva operations, to ensure that the forms are being tracked and properly input to the db.
o Dan Owens asked the question as to the timeline for Armstrong to complete the input of the FRIS db into their db and to implement the new Connect System. Jack said that he will ask Armstrong for this timeline.
FR Resident Alert System
o The voice and email alerts systems will be used only for extreme emergency situations (i.e., time critical and urgent matters and not for general operational announcements, etc.) Generally, the use will be guided by FEMA definitions of types of emergencies: Natural Disasters, Technological Disasters (e.g., nuclear reactor failures, chemical spills, etc.), and Terrorism. Further discussion comments:
-- The types of extreme emergency situations requiring the FR Alert would be further defined to ensure that all responsible persons can clearly determine when to initiate the activation sequence. Sylva said that she would contact Armstrong to determine how other HOA's define when and how they use the Alert system.
-- The persons who would be authorized to activate the FR Alert system are: Board members, Activities Director, concierges, and Property Manager (Sylva). All activation would be through Sylva who said she would be available 24-7. Armstrong said they will accept activation orders for the Alert System only from Board members and the General Manager (FR does not have one).
-- The FR Alert system would be designed to emphasize immediate reaction to extreme emergency situations, with backchecking of facts after the system has been activated.
-- The activation and operational sequence of the FR Alert system would interface with the Neighborhood Watch, as well as the Stafford County Alert system (i.e., for certain types of alert situations).
o A Com Com meeting will be set up for further discussion and definition of the Armstrong FR Alert system.
Jack Mounts, Chair
Communications Committee