FROM: JK Website Committee Chair, Ron Miller
TO:  Distribution
SUBJECT: MINUTES for J/K Website December 29, 2014 Quarterly Meeting (James NE/PH 7:00) 
ATTENDING:  Ron Miller,  Paul Francuch, Judy Barnes, Nancy Baltus, Mary Occhipinti, Susie Geffen


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

1. Annual Website Statistics for 2014: Review of website usage.
POC: Ron Miller, Webmaster
STATUS: On Going. Website features continue to be used extensively. 2014 Visitor Data Recap:
2014 Unique Visitors:
Jan   772
Feb     799
Mar     932
Apr   1,034
May  1,024
June 1,029
July   1,127
Aug   1,114
Sept 1,032
Oct    1,071
Nov      875

2. Major Project Updates to Residents: 
BACKGROUND: Management to update major project(s) schedules, and status, on bulletins page PDF.  JK Management Office to update projects using online bulletins or provide information content for a Major Projects Page. Management providing Major Projects information Program.  Website Communications Liaison to continue coordinating major project information updates for website.  Management Major Project & ‘topical’ information report review program, including board meeting minutes.
ACTION POC: Paul: Liaise with J/K Property Manager for appropriate Major Project Updates and ‘topical’ paragraphs/updates that match our capital projects for updating the Major Projects Updates page.  

3. 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.  
Action POC: Webmaster and Content Owners POC’s. Webmaster will use a monthly email reminding content POC’s.
A. Recent updates included neighborhood page business changes.  
B. Trane HVAC parts replacement ordering information to be added in 2015. 
C. Site Map added (November)
D. Major Projects: Updates navigation link title will be changed to Capitol Project Updates.
E. Navigation menu border will be removed to present a ‘cleaner’ layout design (December).
F. Site redesign options will be explored with the goal of improving the site branding with the J/K Newsletter and other media. POC: Susie Geffen. Status: Ongoing; design ideas to be presented to the committee and then board for final approval.

4. UP-date Facilities Photos when appropriate. 
Action: Paul.  
Status: ONGOING.  Updated winter photos of James & Kilmer (December).

5.  Online Maintenance Form non-receipt issue.
ACTION:  DK Management. The Work Order Request form 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.  Potential issues may occur when CS Management email addresses replace DK’s in the form.
POC: CS management; potential issue in 2015.
STATUS: REVISIT after Community Specialists email addresses replace DK in January 2015.

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. 
ACTION: Susie Geffen, Web Communications Liaison, and Judy Barnes Web Committee Board liaison, provides topics and content. 
A. Final Updated Status letter from board added to the Clark/North Development page (June). 
B. Major Projects Page content updated (November). 

1.  History Page: 
A. Added CSV map (Nov 3rd). COMPLETE
B. Adding board member history & Pres/Treas to Board and History pages. (Nancy input). REVISIT after next board election.
2.  History Page:  Adding CSV history essay of Clark/LaSalle/North Avenue property history by Nancy (January 2015).
3.  New Management impact on site: 
(1) Content Provider review needs to identify any management references needing change. 
(2) Linking our site to new management website owners portal.  Per December 22nd phone con with Jim Friedrichsen, who has the IT responsibility at CS, they will link to our website. CS will create a log-in page for J/K owners/renters with strong password protection required that will allow access to owner’s accounts and online payment of assessments. In April we will meet (in person) to review potential owner/resident login features such as email and a community bulletin board for the board and management to consider adopting.
(3) Potential of CS website’s owner login features we may link to and/or publicize.
(4) Updating management staff’s email addresses (old @DK) with new addresses. 
4. Discuss possible redesign of site menu:
A. APPROVED for implementation removing border from navigation menu and using the site design font: font-family: Arial, Helvetica, sans-serif.
B. REJECTED due to font variation.
5. Replacement of Judy Barnes, our Communications Liaison, by Susie Geffen. APPROVED.

Meeting adjourned 8:30 p.m. Next regularly scheduled quarterly meeting: April Date TBD, 2015, 7 p.m in the NE/PH room.

Ron Miller

Management, Board Members via Web Committee Liaison, Web Committee Members, Website Committee Page (Minutes).