Board handbook

Ownership and privacy

The HOA board owns the review process. This site is an unofficial reference; recorded documents control. A ticket is not an ACC application, legal notice, or emergency report. Never post private resident information. Names and message text are public. Email is optional, stored privately for follow-up, and never included in public responses. Only logged-in board administrators can see optional follow-up email addresses on ticket details. Never copy them into public responses. No automatic email is sent.

Log in

Open /board-admin.html. Enter the board passcode provided privately. Sessions expire after eight hours. Log out on shared devices. Eight failed or successful login attempts per network per 15 minutes are allowed; wait if locked out.

Triage and respond

Choose a ticket. Set Open or Under review. Check the original recorded documents or written HOA management confirmation. Add an official response quoting the source and explain the next step in plain language. A status change does not edit the HOA rules: a site maintainer must separately correct and deploy source content after approval.

Send confirmed updates to the site editor

The board does not edit pages directly. When a correction is confirmed, email the site editor at elliott-ranch-site-editor@agentmail.to with the page and section, the confirmed change, the source document section or board decision date, and the ticket link. Board admin has a Send to site editor link on each ticket. Step-by-step guide: /board-tickets.html.

Close

After the site correction is actually deployed and checked, choose Confirmed-fixed and post the source and what changed. If no change is justified, explain why and choose Closed-no change. Both statuses close public comments. Reopening as Open or Under review permits comments again. Board responses can still be added after closing.

Moderate

New comments appear immediately. Use Hide comment for spam, abuse, or private information. Hidden comments are absent from the public API and remain visible to board administrators. Show comment reverses moderation. Submitted ticket titles/bodies are public immediately; this initial interface has no ticket-body redaction tool. For abusive tickets, an authorized Cloudflare administrator should remove them through D1 and document why. Do not place personal information in an official response.

Neighborhood passcode

Neighbors must enter a shared neighborhood passcode to file a ticket or comment. Reading stays public. It is separate from the board passcode; never give neighbors the board passcode. Post the neighborhood passcode only on the Elliott Ranch Town Square app (or another residents-only channel), never on this site. Capital letters, spaces and dashes are ignored. Ten wrong attempts from one network lock that network out of posting for 15 minutes.

Change the neighborhood passcode

Do this if the passcode leaks or spam gets through. Log in at /board-admin.html. On the ticket list, find Change the neighborhood passcode. Type a new one: two easy words and four digits, such as word-word-1234 (at least 10 letters or numbers). Press Change neighborhood passcode. The old one stops working right away. Post the new one on the Town Square app. Devices that remembered the old one will ask again. Only a hash is stored (in the D1 settings table); nobody can read the passcode back, so keep a copy in the board password manager. The Pages secret NEIGHBOR_PASSCODE_HASH is only the starting value and is ignored once the board sets a new one.

Change the board passcode

The plaintext passcode is not stored in Cloudflare. Its SHA-256 hash is the encrypted Pages secret BOARD_PASSCODE_HASH. A maintainer should generate a long random replacement, compute its SHA-256 hash locally, and replace that secret for production on elliott-ranch-hoa. Also rotate SESSION_SECRET to revoke all current sessions. Redeploy the project and verify login. Deliver the new passcode privately to the board; never put it on this site, in source code, or in a ticket. Pages secrets also hold TURNSTILE_SECRET. Never publish them.

Transfer ownership

Handover: once the HOA board owns the Cloudflare account, this site, its tickets and its content belong to the board. The resident volunteer who built it keeps no control after handover.

Prefer a board-owned Cloudflare account with at least two authorized board administrators and two-factor authentication. Do not hand over a personal account that contains unrelated services. Invite the board-owned email as an account member with appropriate permissions, accept the invitation, verify control of Pages, D1, and Turnstile, then remove unnecessary personal access only after a successful handover. If this account is dedicated solely to the HOA, its owner can change the account login email in My Profile to a board-controlled mailbox, verifying the change using Cloudflare's prompts. Cloudflare accounts and user login emails are different concepts: changing an account display name does not transfer ownership. Keep recovery codes and the board passcode in a board-controlled password manager. Revoke the temporary deployment API token after installing board-owned deployment credentials. Preserve D1 backups before any account migration; Pages projects and D1 bindings may need recreation rather than a simple move.

Maintenance

Cloudflare dashboard: Workers & Pages → elliott-ranch-hoa. Storage: D1 → elliott-ranch-hoa-tickets. Spam protection: Turnstile → Elliott Ranch tickets. Monitor free-tier usage. Do not upgrade to paid services without board approval. Export/backup D1 periodically and review old optional emails for removal. Local build sources and deployment instructions must also be handed over; Cloudflare does not store the Python source builder automatically.