FROM: JK Website Committee Chair, Ron Miller
TO: Distribution: J/K-Management, J/K-Board Members, J/K-Web Committee Members, POC's.
SUBJECT: Regular J/K Website OCTOBER 16, 2013 Meeting Minutes (James PH 7:00)
ATTENDING: Ron Miller, Paul Francuch, Nancy Baltus, Judy Barnes.

AGENDA:

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

1. Annual Website Statistics for 2013: Review of website usage.
POC: Ron Miller, Webmaster
STATUS: On Going. Website features continue to be used extensively. 2013 Visitor Data Recap:
2013 Unique Visitors:
Jan 2013 574
Feb 2013 617
Mar 2013 852
Apr 2013 909
May 2013 821
Jun 2013 765
Jul 2013 882
Aug 2013 752
Sep 2013 717

2. Major Project Updates to Residents:
Management to update major project(s) schedules, and status, on bulletins page PDF.
ACTION POC: JK Management Office to update projects using online bulletins or provide information content for a Major Projects Page.
STATUS: ONGOING. Website Communications Liaison to continue coordinating major project information updates for website.

3. DK created James/Kilmer website.
The DK website has had a major design revision. The link to our JamesKilmerCondo.org website is now located on the resident log-in page.
As of October 15th: There is a link to our website from outside the owner log-in page; it's on the resident log-in page, but before needing to enter the DK user name & password: "James Kilmer Supplement Condo Site"
Tom Kristufek's email is listed as manager. Our property is still not listed on maps, but is on the property search feature. On the DK web pages for James/Kilmer: Old documents (2008) and other outdated information and files are still listed; We're shown as 42nd ward; the link to "James//Kilmer Resident Website" is linked to the DK-JK site (i.e. Linked to the same site being viewed); it should be linked to 'our' JamesKilmerCondo.org website. One owner noted the inability to log-into the DK resident site due to wrong ID & password that was provided by DK to residents for accessing the site. I noted that I had to email DK requesting my ID & password when I encountered the same problem.
PREVIOUS APRIL Minute Notes still apply: The content of the owner section is still the outdated c2008 misinformation. And the Resident's Website link does not lead to our website. Also, under "Neighborhood Resources" there is a link to the wrong Alderman and Ward information. Jim Losik, property supervisor at D and K will refer to their tech department. The major reason their J/K website serves our owners, besides linking to our website, is for allowing online payment of assessments which is certainly an acceptable feature and one we could link to from our website.
Action POC: J/K Board Liaison Dave Beck; DK Management; J/K Management.
STATUS: ONGOING. No updated information or feedback received from DK. Web committee communications liaison will investigate solutions. Linking to the DK Assessment link will be delayed until the DK owners content that is out of date is removed and/or updated.; replacing the DK owners log-in with a link to our website would resolve this issue.

4. Website Content Review Program.
The purpose of this program is to ensure, as much as possible, that the website content is up to dated and correct.
Content Owners consist of the maintenance department, management office, board liaison, garage manager, and committee chairs.
Typically the Content Owner assigns Content Points of Contact (POC) to provide updates to the webmaster.
POC's have provided updated content. Webmaster sends a monthly email reminder as part of the website monthly report.
Recent updates include added suggested restaurants.
Action POC: Webmaster and Content Owners POC's
STATUS: ONGOING. Ron Miller, Webmaster, contacts content POC's to implement the website content review program.

5. UP-date facilities Photos when appropriate: E.g. Laundry Room; bike room 1; garage (painted); James & Kilmer exterior & interior images; penthouse; management and maintenance and receiving room , area landscaping, and seasonal changes photos will be taken. Larger size images will be added.
Action: Paul
Status: ONGOING. Winter and Summer & Home Page large-size photos have been added (April); The October JKNewsletter noted the availability of larger size images. SUMMER James (2) photos updated August.

NEW BUSINESS:
1. Community Bulletin Board feature requested.
STATUS: This issue has been brought up before and the answer has been that the need for timely posting, updating and other administrative requirements including vetting residents and excluding businesses is not feasible. The management office is not staffed nor trained to do the vetting and maintenance required. If in the future management decides to administer a bulletin board feature it will be added. So while the potential exists to have this feature we have not implemented it. TABLED.

2. Sandburg Bookclub notices on our website.
STATUS: This issue was discussed many years ago and the consensus is that the book club information is posted and all posted information is most appropriate for the bulletins page. And since the Sandburg book club is more related to HOA information it should be on the HOA website. Our recommendation is to contact our management office and have them add the book club bulletins/notices onto our bulletins page, and to contact our HOA reps for them to address posting the book club notices on the HOA website.
ACTION: Webmaster. The Sandburg Book Club's POC has been contacted concerning adding club and contact information to our Neighborhood page. PENDING.

3. Online Maintenance Form non-receipt issue.
STATUS: The Work Order Request from website after working flawlessly for 5 years recently experienced non-receipt by the office and maintenance department. The problem has been identified as originating from the DK systems. A temporarily solution has been implemented and the form is now active on the website. A permanent solution is expected from the DK technical support team.
ACTION: DK Management. ONGOING.

4. Lateral Pipe Project Page.
STATUS: The page was removed at the direction of our board liaison. CLOSED.

5. HVAC maintenance instructions and tips (Old and New units).
STATUS: Information for maintaining the new and old HVAC units, and any other maintenance information, should be added to the FAQ and Maintenance pages.
ACTION: Nancy to obtain inputs from maintenance department. ONGOING.

6. Adding topics of interest to owners and residents from the board or board minutes: Important topics of interest to residents should be made available via the office and website. E.g. Board member election process.
ACTION: Web Communications Liaison and Web's Board liaison to provide topics and content.
STATUS: ONGOING.

Meeting adjourned 8:30. Next regularly scheduled quarterly meeting: January 2014.

Submitted,
Ron Miller
Chair

DISTRIBUTION: Management, Board Members, Web Committee Members, Website