Village Grande at English Mill Homeowners Association

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Communications and Trouble Reports Database

You can find the status of your submissions using this the tool. It works like a search engine, except instead if returning webpage links, it returns records in the database. In other words your electronic form submissions. The searches are Case Insensitive searches (upper / lower doesn't matter). Use OR to find multiple search instances (e.g. openORclosed). Try trees, landscaping, Common Area, HOA Operations, Suggestions, General Contact, etc. You can also type your name, address, street or just find all entries. Use this to check on the status of your form submission rather than back and forth email exchanges, which can overwhelm everyone. There are lots of different views and reports. Feel free to press all the buttons and take it for a spin around the block.

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6. Report . Modify Suggestions Community.
Days: 16 2/28/25

02/18/2025 At the last HOA meeting the topic of a website surfaced. Everyone at the meeting including the board agreed that a website is needed. Walt pointed out that he built a prototype but the idea of a website was rejected by a previous board. Signin Required First request Closed 03/04/2025 02/19/2025 Deferred. The next day Walt contacted the community manager to start the process and he was shutdown until the board meets again to discuss this. Walt follow up: The community needs a website. It is 30 years since the Internet arrived! New residents don't know life without the Internet. Is this reasonable operations? 03/04/2025 Accepted and Closed. The board met and approved the development of a website.

7. Report . Modify Common Area Clubhouse.
Days: 28 03/06/25

03/03/2025 In the Mens locker room / restroom the lights over the mirror are flickering and some are out. Signin Required First request Closed 03/31/2025 03/31/2025. The bulbs have been replaced. Thank you for bringing this to mt attention. Recommend close.

8. Report . Modify Common Area Clubhouse.
Days: 15 3/06/25

03/03/2025 In the Mens locker room / restroom the toilets are not refilling like they should. It takes a few minutes to refill in the handicap stall making it unusable. Signin Required First request Closed 03/18/2025 3/18/25 At the open session meeting the maintenance committee announced that the internal parts in all the toilets were replaced. They were all old and in various states of failure.

9. Report . Modify Common Area Clubhouse.
Days: 15 3/06/25

03/03/2025 In the Mens restroom the toilet is not refilling like it should. It takes a few minutes to refill making it unusable. Signin Required First request Closed 03/18/2025 3/18/25 At the open session meeting the maintenance committee announced that the internal parts in all the toilets were replaced. They were all old and in various states of failure.

10. Report . Modify HOA Operations Website.
Days: 9 3/06/25

03/06/2025 Create email accounts for board, key finance committee person, and others. This includes the FTP access accounts. Signin Required First request Closed 03/15/2025 3/6/25 email accounts created for board and key finance person. Waiting for list of other people needing a VGEM email account. 3/15/25 Completed the creation of the board, finance, and website email accounts. This includes the FTP access accounts.

11. Report . Modify Suggestions Website.
Days: 1 3/17/25

3/17/25 I found some info on the Falston last year doing research before we bought. The Layout information was hard to find and it took many hours to locate. Please see attached pdf and web files. Signin Required First request Closed 03/18/2025 Website has been updated with new Falston floor plans.

12. Report . Modify Suggestions Website.
Days: 1 3/17/25

3/17/25 The description of sport activities doesn’t include 6 Pickle ball courts!! Also there are one and two car garages in the community. Signin Required First request Closed 03/18/2025 The 6 Pickle ball courts have been added and the website has been updated with text stating one and two car garages.

13. Report . Modify HOA Operations Website.
Days: 5 3/19/25

03/19/2025 There was a phone call request to remove their contact references from the website and just use their first name. The info was removed from the main page and clubs page for that particular person making the request. Only the first name appears. Signin Required First request Closed 03/24/2025 03/19/2025 The website main page and clubs page for those residents was updated to only show first name. Should this be a general policy going forward or just deal with it on a request basis. The approach has been to just copy and paste the email announcements into the website. 03/24/2025 Closed. This was discussed at the website committee meeting.

14. Report . Modify Suggestions Website.
Days: 6 3/20/25

03/18/2025 A suggestion was made at the board open session meeting that the website should offer pictures from the community events. Signin Required First request Closed 03/24/2025 03/20/2025 Random pictures added to splash page. They change every time the browser reload button is pressed. For community pictures we need picture submissions and or a community events photographer. The community events photographer was discussed at the website committee meeting. There will be reach out.

15. Report . Modify HOA Operations Website.
Days: 4 3/20/25

03/20/2025 At the website committee meeting - Should the resident directory be available on the Internet, or placed behind a login that is password protected or should there be 2 different directories, one paper and one sanitized electronic version open on the Internet. Signin Required First request Closed 03/24/2025 03/20/2025, updated 03/24/2025. There is no sanitized directory at this time and directory access is an important service. The directory was placed behind a login password but a discussion is still needed for the final approach (sanitized vs regular) and the login password approach. On a related note, the contact info was removed from the committee and club pages, only the names appear. 03/24/2025 The sanitized directory was not selected because it does not exist. Also, the one user name password approach was selected and it is to be provided to the residents via TownSq, News Letter, Board Meetings, Voice Messaging, and email blast.

16. Report . Modify Suggestions Website.
Days: 3 3/21/25

03/21/2025 New committee and club points of contact were sent via email. Please update the website. Signin Required First request Closed 03/24/2025 03/21/2025 The website committee and club pages were updated with the name not the contact info. The visitors are directed to the online directory, which needs a login or to the community manager. 03/24/2025 Closed. This was discussed at the website committee meeting.

17. Report . Modify Suggestions Website.
Days: 2 3/22/25

03/20/2025 At the website committee meeting - a suggestion was made to perhaps breakout the green and brown forms. The response was that this may confuse the residents if there are different form submissions for different areas. For example a resident thinks they should submit a green form and then they realize what they want to do is contact the board. Signin Required First request Closed 03/22/2025 03/22/2025 Defer for now. The current approach will stay until the website committee is up to speed. We may revisit this in the future. 03/24/2025 Closed. This was discussed at the website committee meeting.

18. Report . Modify Common Area Exercise Area.
Days: 10 3/24/25

03/24/2025 The universal machine in the exercise room is broken and needs repair. Signin Required First request Accepted Accepted 03/25/2025. This was forwarded to the community manager via email.

19. Report . Modify HOA Operations Other.
Days: 8 3/26/25

3/26/25 At multiple website meetings the paper directory surfaced as a topic of discussion and a key issue was that the emails in the directory were compromised. Signin Required First request Investigate Investigating 03/27/2025. The paper resident directory is dated 2023. It does not have a statement to stop unsolicited emails, calls, or dissemination to third parties like marketing and other companies. A suggestion is to add a statement in the new paper directory similar to the statement that exists on all the website pages. That statement is: "This information is intended only for the Village Grande residents, and may contain information that is confidential or privileged. If you are not a Village Grande resident, you are hereby notified that any dissemination, distribution or copying of this information is strictly prohibited."

20. Report . Modify HOA Operations Website.
Days: 1 3/27/25

3/27/25 Since the Resident Directory is placed behind a login, should the Events And Announcements point to the Resident Directory when phone and email contact information is provided? Signin Required First request Closed 03/28/2025 03/27/2025. The Events And Announcements point to the Resident Directory when contact information is provided. The search engine was also updated to filter contact details when a residents name is searched and the directory is returned as a link with summary information. After the website meeting on 03/28/2025 recommend Close.

21. Report . Modify HOA Operations Website.
Days: 1 3/27/25

3/27/25 Need to add additional users to the Communications and Trouble Reports Electronic Form Submission system for admin access and the ability to modify requests as they are worked off to completion. Need to add additional email recipients to receive notifications when a new request is submitted. It is a trigger to examine the database. Signin Required First request Closed 03/28/2025 Accepted 03/27/2025. Close 03/28/2025 The board secretary has been added and 2 additional website committee members have been added for a total of 5 recipients.

22. Report . Modify Trees Dangerous Tree.
Days: 0 3/28/25

3/28/25 This is an example of a Tree Brown form submission. No action is needed. Signin Required First request Closed 3/28/25 3/28/25 Closed. Report was shown at website meeting and discussed.

23. Report . Modify Landscaping Dead grass.
Days: 0 3/28/25

3/28/25 This is an example of a Landscaping Green form submission. No action is needed. Signin Required First request Closed 3/28/25 3/28/25 Closed. Report was shown at website meeting and discussed.

24. Report . Modify Suggestions Other.
Days: 6 3/28/25

3/28/25 A tickler file (reminder system) is needed to update both the emergency preparedness and safety manual on an annual basis. Signin Required First request Open

25. Report . Modify HOA Operations Website.
Days: 0 3/28/25

3/28/25 Remove the text at the top of the form submission. No one will read it and they will probably click away. Signin Required First request Investigate 03/28/2025 03/28/2025 Form was updated. The text at the top was moved to the bottom and called Submission Guidance. Recommend Close.

26. Report . Modify HOA Operations Website.
Days: 3 3/28/25

3/28/25 Two people had difficulty accessing the directory at the website meeting. Signin Required First request Closed 03/31/2025 03/28/2025 Closed. Upon further investigation users may have pressed the cancel button on their small devices. The way the system works is - the login window stays open until it gets the correct login credentials or the cancel button is selected. When the cancel button is selected the login error page is displayed. To prevent this user error, information was added to the protected areas. Investigated 03/30/25. It was also found that old google chrome browsers are not clearing previous logins from other sites causing the wrong credentials to be sent automatically. There are user actions to clear the browser of the saved credentials, but the best advice is to update the browser.

27. Report . Modify Suggestions HOA.
Days: 1 3/29/25

03/28/2025 At the website meeting while demonstrating the website a flyer link was selected and the page was not found. Signin Required First request Closed 03/29/2025 03/29/2025. Upon investigation, multiple older flyer links were not working. The flyer area was reworked after older event announcements were made causing the links to break. They were moved from mem/flyers to mem/flyers/lib. All the links were fixed. This is a lesson about moving content into different directories.

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---	Actions	Category	Submitted	Date	Description	Name	Request	Status	Compete Date	Review History
	A hide	B hide	0 hide	5 hide	6 hide	13 hide	15 hide	19 hide	20 hide	21 hide
	6. Report . Modify	Suggestions Community. Days: 16	2/28/25	02/18/2025	At the last HOA meeting the topic of a website surfaced. Everyone at the meeting including the board agreed that a website is needed. Walt pointed out that he built a prototype but the idea of a website was rejected by a previous board.	Signin Required	First request	Closed	03/04/2025	02/19/2025 Deferred. The next day Walt contacted the community manager to start the process and he was shutdown until the board meets again to discuss this. Walt follow up: The community needs a website. It is 30 years since the Internet arrived! New residents don't know life without the Internet. Is this reasonable operations? 03/04/2025 Accepted and Closed. The board met and approved the development of a website.
	7. Report . Modify	Common Area Clubhouse. Days: 28	03/06/25	03/03/2025	In the Mens locker room / restroom the lights over the mirror are flickering and some are out.	Signin Required	First request	Closed	03/31/2025	03/31/2025. The bulbs have been replaced. Thank you for bringing this to mt attention. Recommend close.
	8. Report . Modify	Common Area Clubhouse. Days: 15	3/06/25	03/03/2025	In the Mens locker room / restroom the toilets are not refilling like they should. It takes a few minutes to refill in the handicap stall making it unusable.	Signin Required	First request	Closed	03/18/2025	3/18/25 At the open session meeting the maintenance committee announced that the internal parts in all the toilets were replaced. They were all old and in various states of failure.
	9. Report . Modify	Common Area Clubhouse. Days: 15	3/06/25	03/03/2025	In the Mens restroom the toilet is not refilling like it should. It takes a few minutes to refill making it unusable.	Signin Required	First request	Closed	03/18/2025	3/18/25 At the open session meeting the maintenance committee announced that the internal parts in all the toilets were replaced. They were all old and in various states of failure.
	10. Report . Modify	HOA Operations Website. Days: 9	3/06/25	03/06/2025	Create email accounts for board, key finance committee person, and others. This includes the FTP access accounts.	Signin Required	First request	Closed	03/15/2025	3/6/25 email accounts created for board and key finance person. Waiting for list of other people needing a VGEM email account. 3/15/25 Completed the creation of the board, finance, and website email accounts. This includes the FTP access accounts.
	11. Report . Modify	Suggestions Website. Days: 1	3/17/25	3/17/25	I found some info on the Falston last year doing research before we bought. The Layout information was hard to find and it took many hours to locate. Please see attached pdf and web files.	Signin Required	First request	Closed	03/18/2025	Website has been updated with new Falston floor plans.
	12. Report . Modify	Suggestions Website. Days: 1	3/17/25	3/17/25	The description of sport activities doesn’t include 6 Pickle ball courts!! Also there are one and two car garages in the community.	Signin Required	First request	Closed	03/18/2025	The 6 Pickle ball courts have been added and the website has been updated with text stating one and two car garages.
	13. Report . Modify	HOA Operations Website. Days: 5	3/19/25	03/19/2025	There was a phone call request to remove their contact references from the website and just use their first name. The info was removed from the main page and clubs page for that particular person making the request. Only the first name appears.	Signin Required	First request	Closed	03/24/2025	03/19/2025 The website main page and clubs page for those residents was updated to only show first name. Should this be a general policy going forward or just deal with it on a request basis. The approach has been to just copy and paste the email announcements into the website. 03/24/2025 Closed. This was discussed at the website committee meeting.
	14. Report . Modify	Suggestions Website. Days: 6	3/20/25	03/18/2025	A suggestion was made at the board open session meeting that the website should offer pictures from the community events.	Signin Required	First request	Closed	03/24/2025	03/20/2025 Random pictures added to splash page. They change every time the browser reload button is pressed. For community pictures we need picture submissions and or a community events photographer. The community events photographer was discussed at the website committee meeting. There will be reach out.
	15. Report . Modify	HOA Operations Website. Days: 4	3/20/25	03/20/2025	At the website committee meeting - Should the resident directory be available on the Internet, or placed behind a login that is password protected or should there be 2 different directories, one paper and one sanitized electronic version open on the Internet.	Signin Required	First request	Closed	03/24/2025	03/20/2025, updated 03/24/2025. There is no sanitized directory at this time and directory access is an important service. The directory was placed behind a login password but a discussion is still needed for the final approach (sanitized vs regular) and the login password approach. On a related note, the contact info was removed from the committee and club pages, only the names appear. 03/24/2025 The sanitized directory was not selected because it does not exist. Also, the one user name password approach was selected and it is to be provided to the residents via TownSq, News Letter, Board Meetings, Voice Messaging, and email blast.
	16. Report . Modify	Suggestions Website. Days: 3	3/21/25	03/21/2025	New committee and club points of contact were sent via email. Please update the website.	Signin Required	First request	Closed	03/24/2025	03/21/2025 The website committee and club pages were updated with the name not the contact info. The visitors are directed to the online directory, which needs a login or to the community manager. 03/24/2025 Closed. This was discussed at the website committee meeting.
	17. Report . Modify	Suggestions Website. Days: 2	3/22/25	03/20/2025	At the website committee meeting - a suggestion was made to perhaps breakout the green and brown forms. The response was that this may confuse the residents if there are different form submissions for different areas. For example a resident thinks they should submit a green form and then they realize what they want to do is contact the board.	Signin Required	First request	Closed	03/22/2025	03/22/2025 Defer for now. The current approach will stay until the website committee is up to speed. We may revisit this in the future. 03/24/2025 Closed. This was discussed at the website committee meeting.
	18. Report . Modify	Common Area Exercise Area. Days: 10	3/24/25	03/24/2025	The universal machine in the exercise room is broken and needs repair.	Signin Required	First request	Accepted		Accepted 03/25/2025. This was forwarded to the community manager via email.
	19. Report . Modify	HOA Operations Other. Days: 8	3/26/25	3/26/25	At multiple website meetings the paper directory surfaced as a topic of discussion and a key issue was that the emails in the directory were compromised.	Signin Required	First request	Investigate		Investigating 03/27/2025. The paper resident directory is dated 2023. It does not have a statement to stop unsolicited emails, calls, or dissemination to third parties like marketing and other companies. A suggestion is to add a statement in the new paper directory similar to the statement that exists on all the website pages. That statement is: "This information is intended only for the Village Grande residents, and may contain information that is confidential or privileged. If you are not a Village Grande resident, you are hereby notified that any dissemination, distribution or copying of this information is strictly prohibited."
	20. Report . Modify	HOA Operations Website. Days: 1	3/27/25	3/27/25	Since the Resident Directory is placed behind a login, should the Events And Announcements point to the Resident Directory when phone and email contact information is provided?	Signin Required	First request	Closed	03/28/2025	03/27/2025. The Events And Announcements point to the Resident Directory when contact information is provided. The search engine was also updated to filter contact details when a residents name is searched and the directory is returned as a link with summary information. After the website meeting on 03/28/2025 recommend Close.
	21. Report . Modify	HOA Operations Website. Days: 1	3/27/25	3/27/25	Need to add additional users to the Communications and Trouble Reports Electronic Form Submission system for admin access and the ability to modify requests as they are worked off to completion. Need to add additional email recipients to receive notifications when a new request is submitted. It is a trigger to examine the database.	Signin Required	First request	Closed	03/28/2025	Accepted 03/27/2025. Close 03/28/2025 The board secretary has been added and 2 additional website committee members have been added for a total of 5 recipients.
	22. Report . Modify	Trees Dangerous Tree. Days: 0	3/28/25	3/28/25	This is an example of a Tree Brown form submission. No action is needed.	Signin Required	First request	Closed	3/28/25	3/28/25 Closed. Report was shown at website meeting and discussed.
	23. Report . Modify	Landscaping Dead grass. Days: 0	3/28/25	3/28/25	This is an example of a Landscaping Green form submission. No action is needed.	Signin Required	First request	Closed	3/28/25	3/28/25 Closed. Report was shown at website meeting and discussed.
	24. Report . Modify	Suggestions Other. Days: 6	3/28/25	3/28/25	A tickler file (reminder system) is needed to update both the emergency preparedness and safety manual on an annual basis.	Signin Required	First request	Open
	25. Report . Modify	HOA Operations Website. Days: 0	3/28/25	3/28/25	Remove the text at the top of the form submission. No one will read it and they will probably click away.	Signin Required	First request	Investigate	03/28/2025	03/28/2025 Form was updated. The text at the top was moved to the bottom and called Submission Guidance. Recommend Close.
	26. Report . Modify	HOA Operations Website. Days: 3	3/28/25	3/28/25	Two people had difficulty accessing the directory at the website meeting.	Signin Required	First request	Closed	03/31/2025	03/28/2025 Closed. Upon further investigation users may have pressed the cancel button on their small devices. The way the system works is - the login window stays open until it gets the correct login credentials or the cancel button is selected. When the cancel button is selected the login error page is displayed. To prevent this user error, information was added to the protected areas. Investigated 03/30/25. It was also found that old google chrome browsers are not clearing previous logins from other sites causing the wrong credentials to be sent automatically. There are user actions to clear the browser of the saved credentials, but the best advice is to update the browser.
	27. Report . Modify	Suggestions HOA. Days: 1	3/29/25	03/28/2025	At the website meeting while demonstrating the website a flyer link was selected and the page was not found.	Signin Required	First request	Closed	03/29/2025	03/29/2025. Upon investigation, multiple older flyer links were not working. The flyer area was reworked after older event announcements were made causing the links to break. They were moved from mem/flyers to mem/flyers/lib. All the links were fixed. This is a lesson about moving content into different directories.