Technology Services April 2018 This is a working document. It does not reflect the final recommendations. It can be used for future reference. Tech Team Guiding Principles · To investigate and implement technologies that improve the quality of life for residents · To not misuse technology where residents are engaged in useless activity, waste time, are harassed, intimidated or perceive loss of freedom or liberty when using HOA assets · To review and ensure that existing technologies are working, useful, and sustainable · To ensure that security related technologies are not applied except after extensive review and significant community involvement · To periodically engage in community outreach where technology suggestions are requested via email Something we did not discuss is how is how to disposition old equipment. It's probably outside our scope but it seems like the HOA minutes should capture how we dispose of old assets: trash, donation, sale, storage, resident purchase, etc. Also there may need to be a procedure. Table 1: Stakeholders with Current and Future Tech Needs Stakeholders Current Tech Future Tech Budget Risks Exercise Room Radio, TV Virtual reality jogging trails (Large TV / None Projection Monitor, etc) Game Rooms Radio TV, WIFI, Software brain games, LifeStyle None Link, Dakim Brain Fitness Software, gaming software Arts and Crafts Radio TV, WIFI, Computer None Room Library Room Radio WIFI, Software database on aging, Music, None Movies Sitting Room Radio TV, WIFI None 4/28/2018 8:41:19 AM 1 Technology Services April 2018 Table 1: Stakeholders with Current and Future Tech Needs Stakeholders Current Tech Future Tech Budget Risks Grande Ball Radio, TV, DVD, CD, PA Movie Rights, Smart TV Rights, Comcast On Video copyright Room Demand, Comcast DVR, Netflix, Other liability Commercial Streaming WIFI, CD library Move CD player and AMP to credenza top Speaker location and installation check Kitchen None Working ice maker None Office Phone lines, Computer System, Satellite Radio Loss of VGEM data Copiers, Fax, Router, Radio and CD Control 24/7 access to sound system control Electronic records archive Go To Meeting Reception Area Copier, Radio Website computer, VGEM data backup None Clubhouse Radio, Alarm, Door Entry Smart lights, smart thermostats Privacy liability Outdoor Pool Radio Access control, WIFI, chemicals mgmt., Web None thermometer Indoor Pool Radio Access control, WIFI, chemicals mgmt. None Bocce Court None Access control, WIFI None Tennis Court None Access control None 4/28/2018 8:41:19 AM 2 Technology Services April 2018 Table 1: Stakeholders with Current and Future Tech Needs Stakeholders Current Tech Future Tech Budget Risks Community Email Website Possible undisclosed Homes email tracking liability Community entrance exit security cameras Community Internet reputation checking Committees Email, Copier Website None Clubs Email, Copier Website Checks mgmt. liability Technology None Teaching laptop None Team 4/28/2018 8:41:19 AM 3 Technology Services April 2018 Table Column Guide Services: The service and equipment associated with the service Start: Year the equipment was purchased. Status: Okay, failing, abandoned, etc VTR: Value to the residents that use the service. Use: Approximate peak number of residents that use the service. Rate: Days out of the year residents use the service every day is 365, weekly is 52, monthly is 12, seasonal is 100 Table 2: Services List (Technology Only) Services Start Status VTR Use Rate Budget Comments Smart TV Grande Ball Room 2018 Issue High 20 365 WIFI is not working well. May need Ethernet cable. Investigated Ethernet port on cable box and it does NOT provide Internet access. It is only for Comcast use. TV Exercise Room 2009 Okay High 50 365 Smart TV Conference Room None Low 8 12 Smart TV Game Rooms None Med 50 365 PA System Grande Ball Room 2009 Issue Med 140 52 TV connection and spare cables needed. Currently connected to cable box and DVD so volume control cannot be controlled with remote. Power AMP is a heat safety issue needs to be placed on top of credenza. CD player is inaccessible needs to be placed on top of credenza. Speakers Grande Ball Room 2009 Issue Med 140 52 Investigate installation, are safety lines 4/28/2018 8:41:19 AM 4 Technology Services April 2018 Table 2: Services List (Technology Only) Services Start Status VTR Use Rate Budget Comments needed. Check polarity match they may be 180 out of phase. Go to home Depot and buy some cable runners to properly run the cables or run cables through attic. Wireless Speakers Grande Ball Room None Investigate commercial wireless speakers that support a hall of 100+ people. If this is done investigate disposition of existing equipment (AMP and speakers). Is this just for cables or are there other reasons? Clubhouse Radio 2009 Issue Med 100 365 Unable to access when office closed Clubhouse CD Player 2009 Issue Disconnected? Clubhouse Amplifier 2009 Issue Disconnected? CD Library None Someone donated CDs and a CD rack, should that have been the start of a CD library? Receptionist Tech Needs 2016 Issue Possible Concept: Receptionist computer system houses all club and committee flyers, info, and community website. Greeter sits behind reception desk with very nice comfortable chair, with access to music and TV to make the time pass nicely. Clubhouse Satellite Radio None Med 4/28/2018 8:41:19 AM 5 Technology Services April 2018 Table 2: Services List (Technology Only) Services Start Status VTR Use Rate Budget Comments Clubs and Committees Tech Needs None High Track tech needs over time e.g. website & Issue: Board made aware of checks management problem. Portable Blue Ray Players None Heater Air Cond Smart Thermostats None None - - Smart lights on/off None None - - Access Control Indoor Pool None None - - Mechanical with Paper vs. electronic Access Control Outdoor Pool None None - - Mechanical with Paper vs. electronic Access Control Bocce None None - - Mechanical with Paper vs. electronic Access Control Tennis Pickle Ball None None - - Mechanical with Paper vs. electronic WIFI Pool Area None Low Need to confirm with community survey WIFI Grande Ball Room None Low Need to confirm with community survey WIFI Club Rooms None Low Need to confirm with community survey Office Records Local Electronic None None - - Archive Office Records Offsite Electronic None None - - Need disaster recovery approach Archive Community News Letter 2009 Sporadic High 800 Electronic delivery has stopped again for some residents. Electronic versions of paper issues missing Community Flyers 2009 Okay High 800 Email Event Notifications 2015 Check High 800 Is Email tracking enabled? Do we care? Community Website None High 600 365 Need to confirm with community 4/28/2018 8:41:19 AM 6 Technology Services April 2018 Table 2: Services List (Technology Only) Services Start Status VTR Use Rate Budget Comments survey Board, club, committees email None Low Used for VGEM business and activities addresses Community Social Media Presence None Low Do we need to monitor? HOA Community and Mgmt None All-encompassing solution that includes Software HOA + Community needs. www.hoa-sites.com www.hoa-express.com www.hoaspace.com www.athomenet.com www.home-owners-assoc.com www.doodlekit.com www.capterra.com www.capterra.com/hoa-software HOA Management www.associaonline.com HOA Management Age 55 www.fsresidential.com/corporate/what- we-do/property-management/active- adult-community Community Social Media Presence None Unknown Low Do we need to monitor? Resident Privacy Protections None High Values, culture, and policies and procedures to protect resident privacy as more intrusive tech and security are 4/28/2018 8:41:19 AM 7 Technology Services April 2018 Table 2: Services List (Technology Only) Services Start Status VTR Use Rate Budget Comments added. Mitigate future liability risks but also behave ethically and responsibly and be of service to the residents. Wired Fire Alarm 2009 Okay None - - Board has been made aware of risks. Wired Intrusion Alarm 2015 Okay None - - Board has been made aware of risks. Community Street Cameras 1-4 None None - - To help after crime events Equipment to Support Community None Low 10 12 The idea is to facilitate anyone that Technology Classes wants to offer a class: smart phone tricks, tablet computer, social media, PC, email, website maintenance. We normally think Grande Ball room but Conference Room or other more cozy rooms might be better. This means a TV. Comcast TV Commercial Account 2009 Issue Med What did we pay for what are we getting, what are the Comcast derived viewing rights especially with movies Comcast Music None Issue Med Is this is part of our bundle Comcast TV On Demand None Viewing rights especially with movies Comcast TV DVR None Viewing rights especially with movies Comcast Internet 2009 Issue Med Bandwidth limits with fees? Movie Licensing None Mitigate liability risks, enable movies Netflix Commercial Account None Viewing rights especially with movies Other Streaming Commercial None Viewing rights especially with movies Account AV Committee None Verizon Phone 1 Office 2009 Okay None - - 4/28/2018 8:41:19 AM 8 Technology Services April 2018 Table 2: Services List (Technology Only) Services Start Status VTR Use Rate Budget Comments Verizon Phone 2 Fax 2009 Okay None - - Verizon Phone 3 Pool Outdoor 2009 Issue None - - Verizon Phone 4 Pool Indoor 2009 Issue None - - Verizon Phone 5 Alarm 2009 Issue None - - Verizon Phone 6 Fire 2009 Issue None - - Conference room phone None None - - Use Phone 1 line Door Entry System 2016 Okay None - - Card entry, not sure what happens during power failure or system failure, is resident privacy properly protected? 4/28/2018 8:41:19 AM 9