Fall 2014 Communications Committee News

Guy Scharf, Bob Vaughan, and I have been meeting (May-Dec.) this year to work on the SMVE HOA Master Database. Our plan was to convert the 15 year-old Excel number-based information spreadsheet to the newest edition of FileMaker Pro software. Such a major effort would allow us to expand member data, improve the constant changes as homes are sold, and summarize the data into patterns so administrative duties and robust reports would be possible. Guy agreed to write the code that customized the New SMVEHOA Database. He also built in quality assurance checks and special error correction code to markedly improve the validity of this huge database for 238 households.

Moreover, for continued security, we will maintain data in both the long-term Excel spreadsheets and the new FileMaker Pro system over the first year or so of this complex pilot project. The team members wanted to go through several semiannual billing cycles to become confident in the customized software reliability and validity. For added security and member privacy, the whole database continues to reside on my (Sue Vaughan’s) personal computer while simultaneously using secure servers for redundancy backup.

Coming soon! Work began in mid-October on a prototype for the SMVE website with Guy as “webmaster.” Because of movement to the Internet platform, the information management team will exercise particular caution to address legal and privacy issues that could expose HOA members and our organization to diverse general liability issues and problems. Assembling the immense content going back 15 plus years has been a huge effort, but we’re gaining on it. The Board has waited for an experienced team before authorizing this brand new customized website for the SMVE Community. Stay tuned!

✉ by Sue Vaughan, Database Manager

Ref: Fall 2014 SMVE Newsletter