FROM: JK Website Committee Chair, Ron Miller
TO: Distribution: Management, Board Members, Web Committee Members, POC's.
SUBJECT: Regular J/K Website July 9, 2012 Meeting

The meeting was called to order at 7 P.M. in the James PH. Attending: Ron Miller, Paul Francuch, Mary Occhipinti.
The meeting was adjourned at 7:30. The next regular meeting is scheduled for October.

AGENDA:

OLD BUSINESS: Review of projects with status report from project POC (Point Of Contact).

1. Annual Website Statistics for 2012:
2012 RECAP Unique Visitors
Month Unique visitors
Jan 562
Feb 497
Mar 557
Apr 524
May 610
June 705

POC: Ron Miller, Webmaster
STATUS: On Going.

2. Major Project Updates to Residents:
Management to update major project(s) schedules, and status, on bulletins page PDF.
POC: Diana
ACTION/STATUS: Ongoing.

3. Website Design/Content.
Major Projects Page (when approved by board): Convert 'Window Project' menu item to 'Major Projects' menu item. Content as provided by the board and/or committee chairs involved.
POC: J/K Committee Chairs, Webmaster, and Paul (photos)
STATUS: Pending board action on lateral pipe project; when the pipe information is generated, the page will be activated. Major projects listed will be those that impact owners directly. Paul will take photos of Major Project progress when desired.

4. DK created James/Kilmer website.
The DK Condo management website had added a link to our website (JamesKilmerCondo.org); this link has been removed. There is no link to our website from the DK website. When an owner logs into the DK residents login page there are outdated (2008) documents and information that is not correct or current; there are two files dated January 2010. DK management should eliminate all files from their owner login area; our website should be the source of Association documents. Additionally, their James/Kilmer Association entry page shows outdated photos of James House (automatic rotating photo feature). Link to DK's James/Kilmer info page: http://www.dkcondo.com/chicago_condo_associations/james_kilmer/community.htm
POC: J/K Board Liaison Dave Beck; DK Management; J/K Management.
ACTION: The link to our website should be restored and placed on both the main DK page for our association, and from the owners log-in link (or replace the owner log-in link with a link to our website). DK Management to resolve the incorrect information on the DK Corporate website concerning the JK Association website they have created. The out of date and incorrect data in the owners section should be removed.
STATUS: Richard Vicens to liaison with DK to resolve. Dave Beck to send our DK supervisor a note regarding linking to our website.

5. Website Content Review Program. The purpose of this program is to ensure, as much as possible, that the website content is up to date. The idea is for all content 'owners' (e.g. maintenance, management, board, garage, committee chairs) to review their web content periodically as determined by each 'owner' i.e. annual, quarterly, or monthly. For example, the board might review annually in january (Board election and committee changes might need changing). The web committee will recap the review status at quarterly meetings.
POC: Webmaster and Content 'Owners' (POC's as determined by each 'owner.' )
STATUS: On Going. Ron Miller, Webmaster, contacted content POC's to implement the website content review program. POC's have provided updated content. Webmaster sends a monthly email reminder as part of the website monthly report. E.g. Management recently updated many documents and forms.

6. Sandburg Village HOA Minutes. Last received/posted: May 2011.
POC: HOA: Steve Habib, Property Manager
ACTION: Dave Beck to ensure latest minutes are provided to webmaster for adding to our website.
STATUS: On Going.

7. UP-date facilities Photos: E.g. Laundry Room; bike room 1; garage (painted); James & Kilmer exterior & interior images; penthouse; management and maintenance and package room (Willy's World).
Action: Paul
Status: Ongoing. Awaiting completion of James windows installation, Kilmer facade, James building painting, area landscaping, and seasonal changes.

NEW BUSINESS:

1. Suggestion received relating to the administration of web committee received suggestions. The suggestion included a process for tracking suggestions, and a log of suggestions submitted.

As webmaster and web committee chair, I receive all online website suggestion forms. All communications to the committee are reviewed at our regular website meetings. Copies of the web meeting minutes are emailed to the management office and our board liaison, as well as posted on the web committee page. All web committee action items are reviewed at meetings until all relevant action has been taken and the action closed, or tabled. The management office does not receive web related suggestions, and are not involved in website related suggestions unless they are responsible for implementing a recommendation. Once a recommendation is approved, disapproved, or otherwise acted upon by the web committee, our board liaison would be the appropriate contact person, as we function under a board charter. In addition, significant additions to the website are promulgated in resident newsletters. Recently, I discovered non-delivery problems when testing the feedback form; Sometimes the form was not delivered. Also, SPAM filled suggestion forms have been an increasing issue. To ensure all suggestions are received, and for SPAM prevention, the online website suggestion form has been replaced with an email link to the webmaster.