Notes from March 21 Communications Committee meeting

Attendees:  Dan Owens, Ann Jones, Denzil Willis, Margie Kramer, Len Godek, Marv Koontz, and Jack Mounts.  Some of the items discussed:

 o  Dan will inform Koger that the Communications Committee recommends that they replace their AVGAR with the ACCESS database software to accommodate the requirements for a Falls Run Database. (Note:  Koger agreed to an ACCESS database during the BOD work session meeting of March 22).

 o  The Com Com will present their Falls Run Information System requirements to the Board and will ask the Board to solicit other Falls Run committees for their inputs.  The Com Com then will  forward the total requirements for a Falls Run Information System to Koger, with a set time limit for their response and implementation.  .

 o  Denzil will coordinate with Len and Dan to develop a proposal, including costs, for two software packages: (1) to install ACCESS in Rec Center computers, and (2) to provide the capability to input directly into the Falls Run Website from the Rec Center (as backup to Dan).

 o  Ann will provide a proposal for a computer support concierge with limited duties.

 o  Following are the fields, as proposed during our discussions, for inclusion in the FR Db:

     1.  Name, address, ages, telephone number, additional telephone number, email address, additional email address, emergency contact, restricted information,  for: (1) owner-resident, (2) owner-nonresident, (3) tenant, (4) additional residents.

       2.  Ability to incorporate forms in the database.

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