Executive Summary

Beacon Woods Civic Association needs more than a website. It needs a reliable communication platform that residents trust, staff can operate without friction, and leadership can rely on over the long term.

This project delivers a new public facing website and a secure resident portal, supported by a content management system designed for Association staff. Together, these components establish a single source of truth for community information, reduce reliance on email and informal channels, and give Beacon Woods direct control over how information is published and shared.

The result is a system that improves daily operations today while providing a foundation that can grow with the community over time.

Our Approach

Our approach is founded on clarity and intuition. We build systems where residents easily find information, staff effortlessly manage content, and leadership ensures clear community communication. Our focus is on reliable, maintainable solutions for effective governance.

Service Tiers

We offer two service tiers designed to meet the Association's needs. Our Core tier provides a comprehensive, launch ready website and portal, while the Future Forward tier adds advanced features for enhanced resident engagement and communication.

Tier 1

Core

Starting at $31,750

A complete, launch ready website and resident portal with staff CMS. Provides essential features for modern community communication and resident information access.

What's Included
  • Modern Public Website — Clean, mobile friendly website that is easy to navigate and represents the community professionally for current and prospective residents
  • Secure Resident Portal — Private section where residents can sign in to view news, announcements, event details, and document library
  • Content Management System — Staff can post news and announcements, manage events, upload documents, and control public vs. resident only visibility
  • Launch & Handoff — Secure sign-in, staff training session, usage guide, and launch support window for smooth rollout

Estimated timeline: 6 to 9 weeks, depending on content readiness and revision cycles.

Recommended
Tier 2

Future Forward

Starting at $43,950

Everything in Core, plus resident event RSVPs and a built in Office and Resident Mail system for verified, spam resistant communication.

Everything in Core, Plus
  • Resident Event RSVPs — Residents can RSVP to events directly in the portal. Staff can view attendance, plan effectively, and reduce back and forth communication
  • Office & Resident Mail — Message center in the resident portal that becomes the Association's verified channel for official communications, preventing spam situations and ensuring important notices are always seen
  • Enhanced Features — Timestamps, message categories (Official Notices, Events, Maintenance, Community Updates), and message highlighting for important communications

Estimated timeline: 8 to 12 weeks, depending on content readiness and revision cycles.

Optional Add-Ons

Enhance the Beacon Woods solution with these additional modules. Priced separately and available for either tier.

Online Payments & Resident Billing

Starting at $9,500

Enable the Association to collect payments through resident accounts. Common use cases include event fees and other Association charges.

  • Convenience for Residents — Online payments reduce manual collection and improve follow-through
  • ROI Potential — Provides reasonable return on investment by reducing administrative overhead and creating partnership opportunities
  • Payment Features — Stripe integration, payment confirmation, receipts, and staff reporting
  • Subscription Billing — Ability to auto bill via subscription without additional overhead.

Resident Community Request Tracking

Starting at $4,750

Give residents a structured way to submit community requests that staff can track from intake through resolution.

  • Request Submission — Residents can submit requests through the portal with categories and priority levels
  • Tracking System — Staff can track each request from intake to resolution
  • Community Visibility — Requests can be made visible to residents with upvoting to show interest and prioritize what matters most
  • Value & Engagement — Encourages resident participation and strengthens community ties by making needs and progress visible and actionable

Your Team

Justin Tabb

Lead Designer

Justin Tabb is responsible for the overall design, user experience, and front-end implementation of the Beacon Woods project, ensuring a visually appealing and intuitive platform.

Adrian Marcellus

Lead Systems Engineer

Adrian Marcellus builds the systems and processes that will serve the community and its residents for years to come, focusing on robust back-end development, system architecture, and long-term scalability.

Scope of Services

We cover every phase of getting your community website and resident portal launched and running. Everything we build is designed for staff to manage independently with our training and support.

Website Development

  • Modern, Responsive Design — Clean, mobile friendly website that is easy to navigate and represents Beacon Woods professionally
  • Recommended Pages — Home, Community Overview, Amenities and Civic Center, News, Events, FAQs, Contact, and Prospective Residents section
  • SEO & Performance — Optimized for search engines and fast loading to provide excellent user experience
  • Accessibility — WCAG-compliant design to ensure all residents can access content

Resident Portal

  • Secure Authentication — Safe sign-in and account access for residents
  • Content Access — View community news, announcements, event details, and resident document library
  • Document Management — Documents are viewable in portal and organized so residents can quickly find what they need
  • Search & Filtering — Portal includes search and filtering by category and date for easy navigation

Content Management System

  • Staff Interface — Intuitive dashboard for managing website and portal content without technical assistance
  • Content Publishing — Post news and announcements, manage events, upload and organize documents
  • Visibility Control — Choose whether content is public or resident only
  • Self-Service — Staff can manage content independently, reducing reliance on developers for routine updates

Launch & Support

  • Training — Staff training session with simple usage guide
  • Launch Support — Support window to ensure smooth rollout and address any issues
  • Documentation — Complete documentation for staff reference
  • Ongoing Support — Post launch support and guidance

Pricing Summary

Pricing is negotiable depending on requested features, scope adjustments, or combined add-ons. Beacon Woods can apply association credit toward the project cost.

Core — Starting at $31,750

Complete website, resident portal, and staff CMS. Launch ready with training and support.

What's Included

  • Modern public website with recommended pages
  • Secure resident portal with document library
  • Content management system for staff
  • Secure sign-in and account access
  • Staff training session and usage guide
  • Launch support window for smooth rollout

HOA Association Credit Option — Up to $6,750 of Core cost may be paid in the form of HOA association credit. The remaining balance would be paid in cash or check under agreed payment schedule.

Estimated timeline: 6 to 9 weeks.

Future Forward — Starting at $43,950

Everything in Core, plus resident event RSVPs and Office/Resident Mail system.

All Core Features, Plus

  • Resident event RSVP system with attendance tracking
  • Office and Resident Mail message center
  • Verified channel for official communications
  • Message categories (Official Notices, Events, Maintenance, Community Updates)
  • Important message highlighting
  • Reduced spam communication situations
  • Enhanced resident engagement tools

HOA Association Credit Option — Up to $8,500 of Future Forward cost may be paid in the form of HOA association credit. The remaining balance would be paid in cash or check under agreed payment schedule.

Estimated timeline: 8 to 12 weeks.

Investment & Payment Terms

Pricing Structure

Core starts at $31,750 and Future Forward starts at $43,950. Add-ons are priced separately based on Beacon Woods priorities and requirements.

HOA Association Credit

Beacon Woods Civic Association may apply association credit toward the project cost:

Core Tier

Up to $6,750 may be paid as HOA association credit. Remaining balance paid in cash or check.

Future Forward Tier

Up to $8,500 may be paid as HOA association credit. Remaining balance paid in cash or check.

Add-On Pricing

Add-On Starting Price
Online Payments & Resident Billing $9,500
Resident Community Request Tracking $4,750

Negotiation

Pricing is negotiable depending on:

  • Requested features and functionality
  • Scope adjustments based on Association priorities
  • Combined add-ons
  • Content readiness and timeline preferences

Projected Timeline

Timeline varies by selected tier and content readiness. All estimates include planning, development, testing, and launch.

Phase 1 — Core Tier

6 to 9 weeks
  • Requirements gathering and planning
  • Website design and development
  • Resident portal development
  • Content management system development
  • Security implementation and testing
  • Content migration and setup
  • Staff training and documentation
  • Launch support window

Phase 2 — Future Forward Tier

8 to 12 weeks
  • All Core tier deliverables
  • Resident RSVP system development
  • Office and Resident Mail implementation
  • Message categorization and highlighting features
  • Enhanced testing and refinement
  • Extended staff training
  • Launch support window

Phase 3 — Add-Ons

Varies by scope
  • Add-on scope definition
  • Additional development for selected add-ons
  • Integration testing
  • Staff training on new features
  • Launch and support

Terms & Conditions

Payment Structure

Payment is structured with a deposit followed by progress payments tied to project milestones. Association credit options are available as specified in pricing section.

  • Deposit required to begin work
  • Progress payments tied to completion of major milestones
  • HOA association credit can be applied up to specified limits
  • Remaining balance paid in cash or check per agreed schedule

Timeline Adjustments

Timeline estimates depend on:

  • Content readiness and availability
  • Number of revision cycles
  • Scope of selected tier and add-ons
  • Complexity of requested features

Pricing Negotiation

Pricing is flexible and negotiable based on Beacon Woods priorities and requirements. Adjustments may be made for:

  • Combined add-on packages
  • Reduced scope or phased implementation
  • Association budget considerations

Intellectual Property

Upon full payment, Beacon Woods Civic Association receives full ownership of all deliverables created specifically for this engagement, including website code, CMS system, design assets, and documentation. Consultant retains rights to underlying methodologies and frameworks that may be applied to future engagements.

Support & Maintenance

Launch support window included in base pricing. Ongoing support and maintenance beyond the launch period can be arranged under separate agreement or added to scope as needed.