Fwd: Access Control Cleanup (Take 2)

[Tim Ackley]

FYI ... Below is the email I sent to Amanda and Darlene, copy Bob Weinstein, outlining a process to audit the accuracy of Alta Open & ButterflyMX and update/correct outdated access credentials.

This should provide some background for you prior to the upcoming board meeting. The old business section allows time for an update and discussion.

Tim

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Tim Ackley

2335 NW Raleigh Street Unit 139

Portland, Oregon 97210

 

Cell: 480-694-7059

Email: tim.ack...@gmail.com

---------- Forwarded message ---------
From: Tim Ackley <tim.ack...@gmail.com>
Date: Thu, Mar 26, 2026 at 11:22 AM
Subject: Access Control Cleanup (Take 2)
To: The Vaux <va...@kinliving.com>, D N <darle...@hotmail.com>
Cc: Bob Weinstein <boba...@gmail.com>

Hi Amanda and Darlene,

I am very pleased that the Board approved the access control SOP and the associated funding. That is a big step forward.

It is now a priority to continue to clean up our databases by deleting access for anyone who is no longer an owner, resident, Kin/Tross employee, vendor, or authorized delivery person in our buildings. We have started the process. I would like to offer suggestions to add some structure and a completion target.

Key players: 

• Amanda, the Kin administrator who enters changes
• Darlene, the Security Committee member who identifies differences between Kin's records and the databases
• Bob, the Security Committee Chair
• Tim, the Vaux Treasurer who has primary responsibility for internal controls

Communication: I suggest we limit most communication to the four of us. At a board meeting, We can provide a progress report (e.g., number of changes made, approximate completion percentage, target completion date, other findings, etc.). This will limit communication to actively involved individuals.

The basis for comparison: I suggest Amanda provide Darlene with a list of all owners, renters, and family members who live in one of the buildings and need access. Also, I suggest Amanda provide a list of Kin/Tross employees, vendors, and delivery services authorized to enter the buildings. Amanda may have to provide several lists, which I will collectively call the "master list."

Validation & Updates: Darlene will compare the master list with the data on file in the database, identify discrepancies, and send change requests to Amanda to update the database. Also, I suggest Darlene maintain a log of identified changes for reporting. One goal is to identify the magnitude of the issue we are addressing and resolving.

Workflow: I suggest Darlene accumulate changes in batches and send them to Amanda periodically as time and workload permit. You two can decide on the frequency and approximate batch sizes as you get a feel for the time involved. I think processing batches will enable us to make progress while still identifying changes. Also, it will enable Amanda to plan her workload more effectively. 

Target completion: My personal goal is to complete the cleanup by the April board meeting. However, this will likely be too ambitious a goal. If it is, reporting progress to the Board in April with a projected target will be fine. But we should not push completion too far. We need to complete the cleanup and mitigate the risk of unauthorized access as quickly as possible.

Those are my thoughts. You two are much "closer" to the actual work than I am. Feel free to modify the process or add anything I may have missed if you see a better approach.

Thank you both for your work on this project. It is very important. I appreciate it very much.

Tim

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Tim Ackley

2335 NW Raleigh Street Unit 139

Portland, Oregon 97210

 

Cell: 480-694-7059

Email: tim.ack...@gmail.com

[Paul Block]

All works well for me.  Once there is a "Master List", I would like a copy and would suggest that each board member get a copy.  When changes to the Master list are made, I'd like a copy and think each board member should get a copy.

Thanks for the great work, Tim et al.

-paul

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Officers of The Vaux
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