Board Only January 2025

Gulfside Villas Digital Platform

Complete overview of our modern HOA management platform - from executive summary to technical architecture.

Executive Summary

Gulfside Villas has deployed a modern, secure, and cost-effective digital platform to serve our 20-unit beachfront community. The platform provides public information for prospective buyers, secure member access to documents and forms, and administrative tools for the Board.

45

Web Pages

30

Authorized Members

8

Governing Documents

8

Online Forms

Enterprise Security

Cloudflare Access with Google OAuth and email OTP protects member areas without shared passwords.

Florida Compliant

All documents accessible per FL 718.111. Buyer disclosures, meeting notices, and records available online.

~$250/year

Total platform cost vs $600+/yr for commercial HOA software or $3,000+/yr for management companies.

Platform Features

Public Access

No login required

Governing Documents

Declaration, By-Laws, Articles, Amendments, Rules

Board Policies

Collections Policy, Hardship Payment Plans

Prospective Buyers

FL disclosure requirements, assessment info

About & Contact

Board info, property details, contact forms

Announcements

Community news and updates

Meeting Calendar

Upcoming meetings with Zoom links

Member Portal

30 authorized emails

Member Dashboard

Personalized portal with quick links

Profile Management

Update contact info, emergency contacts

Payment Portal

View balance, payment history

Online Forms

8 forms: proxy, maintenance, complaints, etc.

Board Admin Portal

5 board members only

Delinquency Dashboard

Track assessments by unit

Platform Overview

This page - full platform documentation

Form Submissions

Review and approve member forms

Member Management

Manage owners and access permissions

Audit Logs

Coming: Track member activity

Technical Architecture

User Request

gulfsidevillas.org

CLOUDFLARE EDGE

DNS

CDN

WAF

SSL

CLOUDFLARE ACCESS (Zero Trust)

Member Portal

/members/*

30 owners Google OAuth Email OTP

Admin Portal

/admin/*

5 board only Google OAuth Email OTP
CLOUDFLARE PAGES
A

Static Assets

Astro + Tailwind

HTML CSS JS PDFs

Pages Functions

API Endpoints

/api/forms /api/members
CLOUDFLARE D1 (SQLite)

units

owners

balances

forms

audit

CLOUDFLARE R2 (Object Storage)

Form Attachments

gsv-form-attachments bucket

Photos PDFs 10GB free/month Zero egress fees

All services run on Cloudflare's global edge network • 300+ data centers • ~50ms latency worldwide

A

Astro

Content-focused static site generator. Zero JS by default, islands architecture for interactivity.

T

Tailwind CSS

Utility-first CSS framework. Custom brand colors, responsive design, consistent styling.

CF

Cloudflare

Pages, Functions, D1 database, Access authentication. Global CDN, DDoS protection.

TS

TypeScript

Type-safe development. Better IDE support, fewer runtime errors, self-documenting code.

Security & Access Control

Cloudflare Access (Zero Trust)

Enterprise-grade authentication without managing passwords or user accounts.

Member Portal Access

Path Protected
/members/*
Auth Methods
Google OAuth, Email OTP
Authorized Users
30 email addresses
Session Duration
24 hours

Admin Portal Access

Path Protected
/admin/*
Auth Methods
Google OAuth, Email OTP
Authorized Users
5 board members
Session Duration
24 hours

Board Admin Access (5 members)

Dominic Cotrano

President

Bob Musick

Vice President

Paul Roth

Secretary

Brian Borkowski

Treasurer

Anne Torsney

Director

Database Schema

Cloudflare D1 (SQLite) - Serverless, globally distributed, zero-config database.

Database ID: c1940428-e3b3-45b3-a796-3dff947beb46

units

20 units at Gulfside Villas

id, building, address, created_at

owners

Primary/secondary owners per unit

unit_id, role, name, email, is_board_member

unit_profiles

Contact info, emergency, notifications

residency, mailing_address, phones, emergency

announcements

Community news and alerts

title, content, priority, published_at

meetings

Board, annual, special meetings

title, type, date, zoom_link, agenda_url

form_submissions

All 8 form types with status

form_type, unit_id, data, status, reviewed_by

balances

Assessment balances per unit

unit_id, current_balance, delinquency_status

payments

Payment records (Stripe ready)

unit_id, amount, stripe_id, status, type

audit_log

Activity tracking for compliance

email, action, resource, ip_address, timestamp

Complete Site Map (45 Pages)

Public Pages 17 pages
Home/
About/about
Contact/contact
Buyers/buyers
Announcements/announcements
Meetings/meetings
Owner Guide/guide
Documents (12)/documents/*
Forms (10)/forms/*
Member Portal 7 pages
Dashboard/members
Profile/members/profile
Payments/members/payments
Directory/members/directory
Financials/members/financials
Meetings/members/meetings
Insurance/members/insurance
Board Admin 8 pages
Admin Hub/admin
Delinquency/admin/delinquency
Form Submissions/admin/form-submissions
Members/admin/members
Attachments/admin/attachments
Settings/admin/settings
Release Notes/admin/releases
Platform Overview/admin/platform-overview

Future Roadmap

Completed January 2025
  • Owner Guide with first-time welcome popup
  • Email notifications via Resend API
  • Form auto-fill from user profile
  • Photo attachments on maintenance forms
  • Proxy form with owner dropdown
  • Proposed Pet Policy page
  • Florida Legal Resources page
  • Release notes tracking page
  • Attachments admin page (R2)
  • Site settings admin page
Completed December 2024
  • Collections Policy with FAQ
  • Hardship payment plan form
Completed November 2024
  • Platform launch with member portal
  • All governing documents online
  • D1 database with full schema
  • 9 online forms with tracking
  • Member directory
  • Board admin portal
Near-term Q1 2025
  • Board voting module (digital motions)
  • Stripe payment integration
  • AI-powered form triage
  • Document search (AI-powered)
Future 2025+
  • SMS/WhatsApp emergency alerts
  • Owner voting system
  • Meeting minutes summarization (AI)
  • Predictive maintenance analytics

Cost Analysis

Our Platform

Current

~$250/yr

  • • Domain: $15/yr
  • • Cloudflare Pro: $240/yr
  • • D1/Pages: Free tier
  • • Access: Free (50 users)

Commercial HOA Software

$400-800/yr

  • • PayHOA: ~$600/yr
  • • RunHOA: ~$400/yr
  • • Limited customization
  • • Vendor lock-in

Management Company

$3,000+/yr

  • • Full-service management
  • • Per-unit fees
  • • Less board control
  • • Variable quality

Annual Savings

$150-550/year vs commercial software, $2,750+/year vs management company. Plus full control, customization, and data ownership.

Platform Overview v1.1 | Last updated: January 2025 | Delinquency Dashboard