HOMEPROZ PROJECT - MEETING NOTES AND CONTRACT UPDATES
======================================================
Date: October 29, 2025


MEETING SUMMARY (FROM AI TRANSCRIPT)
====================================

Client: HomeProz (new housing division, separate from Landproz)
Contact: Dayna Gottberg
Status: Startup with limited operating funds

Key Discussion Points:
----------------------

1. Website Needs
   - Already acquired domain (homeproz.com assumed)
   - Currently has basic GoDaddy splash page
   - Need proper website with backend for property listings
   - WordPress recommended with Advanced Custom Fields (ACF)
   - Estimated development time: ~40 hours (~1 week of focused work)

2. Hosting Discussion
   - Hanson.xyz to provide managed hosting
   - WordPress hosting significantly cheaper than Landproz hosting
   - Cost: $20/month for hosting + $30/month for management = $50/month total
   - Management includes: maintenance, backups, real person handling issues
   - Note: Meeting discussed monthly, contract proposes annual billing ($600/year)

3. Development Cost
   - Estimated: ~40 hours of work
   - Theme cost mentioned: approximately $6,000
   - Timeline: Brian is booked for next 3 weeks (Auction Cast, Kodex, Ascent)
   - Development would start after current commitments complete

4. MLS Integration Discussion
   - Question about IDX integration benefits and costs
   - Northstar MLS is provider for Minnesota and Western Wisconsin
   - Application fee: $100 (one-time)
   - Monthly subscription: $55/month
   - Potential approach: Website could pull listing by MLS number
   - Also accommodate custom listings not on MLS (commercial properties, etc.)
   - Full automated IDX integration not initially scoped (would be additional)

5. Email Migration
   - Support for moving emails to Gmail/Google Workspace mentioned
   - Included as IT support service in project scope


CONTRACT UPDATES MADE
======================

Based on meeting notes, the following updates were made to the draft contract:

1. PROJECT OVERVIEW
   - Added description of HomeProz as new housing division startup
   - Detailed ACF-based property listing system
   - Explained MLS integration approach (MLS number field + custom listings)
   - Updated timeline to reflect 1 week development + 3-4 week queue period

2. PROJECT DELIVERABLES
   - Expanded WordPress Development section with specific property fields
   - Added "Advanced Custom Fields (ACF) Implementation" section
   - Added "MLS Integration Planning" section
   - Added "Email Migration Support" section (up to 2 hours)
   - Updated hosting section to detail managed hosting setup
   - Specified ACF Pro plugin installation and configuration

3. EXCLUSIONS
   - Clarified that full IDX integration is excluded (planning included)
   - Added real estate-specific exclusions (mortgage calculators, virtual tours, etc.)
   - Noted ongoing MLS and Google Workspace fees are client responsibility
   - Maintained standard exclusions (e-commerce, CRM integration, etc.)

4. CLIENT RESPONSIBILITIES
   - Added specific content requirements (company info, property data)
   - Added requirement for MLS account registration (if desired)
   - Added requirement for Google Workspace registration (if desired)
   - Added GoDaddy access for DNS configuration

5. TIMELINE
   - Updated to show 3-4 week pre-development queue period
   - Detailed 1-week intensive development schedule
   - Added specific phases (planning, development, testing, launch)
   - Noted current project commitments causing delay

6. BUDGET AND PAYMENT TERMS
   - Changed from $7,000 to $6,000 (startup discount mentioned in meeting)
   - Effective rate: $150/hour vs standard $175/hour
   - Split payment: $2,000 upfront, $4,000 on completion
   - Added separate "Managed Hosting Service" section
   - Annual hosting: $600/year ($50/month equivalent)
   - Detailed what's included in managed hosting
   - Added "Additional Services" section for MLS and Google costs
   - Created "Total First Year Investment Summary" showing $6,600 total
     (Note: Meeting transcript said ~$6,000 for theme, contract now shows
      $6,000 development + $600 hosting = $6,600 first year total)


PRICING ANALYSIS
================

Meeting Discussion vs Contract:
--------------------------------
Meeting mentioned: ~$6,000 for "theme"
Contract proposes:
  - $6,000 website development (one-time)
  - $600 hosting (annual, first year due at launch)
  - Total first year: $6,600

Hosting:
--------
Meeting discussed: $50/month ($20 hosting + $30 management)
Contract proposes: $600/year (equivalent to $50/month, billed annually)

Rationale for annual billing:
- Reduces administrative overhead (one invoice vs 12)
- Standard practice for hosting services
- Provides budget certainty for both parties
- First year due at launch, renewals on anniversary

Note: Client may prefer monthly billing. This should be clarified in interview.


SCOPE CLARIFICATIONS NEEDED
============================

Items mentioned but needing more detail:

1. MLS Integration Scope
   - Is Northstar MLS subscription definitely happening?
   - Level of integration: just MLS number field, or automated import?
   - Contract includes planning and MLS field; excludes full IDX
   - May need to expand scope if automated IDX desired

2. Email Migration Details
   - How many email accounts need migration?
   - What's current email setup? (GoDaddy email? Other provider?)
   - Do they want Google Workspace or just Gmail forwarding?
   - 2 hours included may not be enough for complex migration

3. Existing Theme/Design
   - What is the "existing HomeProz design aesthetic"?
   - Is there a logo? Brand guidelines? Color scheme?
   - Is there a separate HomeProz brand from Landproz?
   - GoDaddy splash page - does it have design elements to reference?

4. Property Listing Requirements
   - What property types? (residential, commercial, land, all?)
   - What specific fields are needed beyond basics?
   - Photo gallery requirements (how many photos per listing?)
   - Map integration preferences (Google Maps, Mapbox, etc.?)

5. Advanced Features
   - Property search/filtering - how sophisticated?
   - Featured listings on homepage?
   - Property comparison tools?
   - Lead capture forms per property?
   - Social sharing for listings?


ACF PRO LICENSING NOTE
=======================

Advanced Custom Fields Pro is a premium WordPress plugin.

License cost: $49-249 depending on number of sites
- Personal: $49/year (1 site) - likely choice for this project
- Freelancer: $149/year (unlimited client sites)
- Agency: $249/year (unlimited sites + advanced features)

Recommendation:
- Include ACF Pro Personal license ($49/year) in development cost
- Or client purchases license (their name, their renewal responsibility)
- Needs to be clarified in contract or interview

Current contract states "Advanced Custom Fields Pro plugin" will be installed
but doesn't specify who purchases license or renewal responsibility.

Add to contract:
- ACF Pro license (1 year) included in development cost, or
- Client responsible for ACF Pro license purchase and renewal


QUESTIONS RAISED BY MEETING NOTES
==================================

1. Budget Sensitivity
   Meeting noted "limited operating funds as a startup"
   - Is $6,600 first year within budget?
   - Would client prefer payment plan options?
   - Should we offer phase 1 (basic site) + phase 2 (MLS) approach?

2. Launch Urgency
   - How soon do they need to be live?
   - Are there business drivers for timeline?
   - Can they wait 3-4 weeks for development to start?

3. Landproz Relationship
   - HomeProz is "separate from Landproz" per meeting
   - But same contact person (Dayna Gottberg)
   - Shared resources? Shared branding? Completely independent?
   - Does Landproz success/relationship influence this project?

4. Property Volume
   - How many properties do they expect to list?
   - Starting inventory? Growth projections?
   - Impacts hosting resource allocation

5. Team Size
   - Who will be managing the website day-to-day?
   - How many people need training?
   - Technical skill level of users?


RECOMMENDATIONS FOR INTERVIEW
==============================

Priority 1 - Must Know Before Contract Finalized:
--------------------------------------------------
1. Confirm $6,600 first year total is within budget
2. Clarify MLS integration scope (field only vs full IDX)
3. Determine email migration complexity (account count, current setup)
4. Review existing HomeProz branding/design materials
5. Confirm hosting billing preference (annual vs monthly)

Priority 2 - Important for Accurate Scope:
-------------------------------------------
6. Define property listing field requirements specifically
7. Understand property search/filtering needs
8. Clarify ACF Pro license purchase/renewal responsibility
9. Determine urgency and timeline flexibility
10. Identify who will use the system (number of users, skill levels)

Priority 3 - Nice to Have for Planning:
----------------------------------------
11. Expected property volume and growth
12. Future feature wishlist (to plan for extensibility)
13. Relationship between HomeProz and Landproz brands
14. Integration needs with other systems (if any)
15. Success metrics (what makes this project successful?)


RISK FACTORS IDENTIFIED
========================

1. Limited Budget
   - Startup with "limited operating funds"
   - May have difficulty with upfront payment
   - May push for reduced scope or phased approach
   - Mitigation: Offer payment plan, phase approach, or scaled-back version

2. Scope Ambiguity
   - MLS integration mentioned but level unclear
   - Could expand significantly if expecting full IDX
   - Email migration could be complex
   - Mitigation: Very clear scope definition, IDX as separate phase/quote

3. Design Expectations
   - "Existing HomeProz design" referenced but may not exist yet
   - Startup may not have professional branding
   - May expect more design work than scoped
   - Mitigation: Clarify existing assets, set design scope limits

4. Timeline Pressure
   - Startups often need to launch quickly
   - 3-4 week delay may be problematic
   - Mitigation: Clear communication about queue, option to delay contract signing

5. Ongoing Costs
   - MLS: $660/year
   - Hosting: $600/year
   - Google Workspace: ~$72+/year
   - Total: ~$1,332+/year ongoing
   - For limited-budget startup, this may be concerning
   - Mitigation: Clear cost breakdown, discuss alternatives


NEXT STEPS CHECKLIST
=====================

Before sending contract to client:
□ Conduct interview using prepared questions (see separate document)
□ Review and verify all answers in contract
□ Confirm pricing structure and budget fit
□ Clarify MLS integration scope definitively
□ Determine ACF Pro license responsibility
□ Get copies of existing branding materials
□ Verify contact information and legal entity name
□ Set specific contract signing and start dates
□ Confirm hosting billing preference (annual vs monthly)
□ Review and adjust scope based on interview responses

After contract review:
□ Be prepared to adjust scope if budget is tight
□ Consider offering phased approach if needed
□ Have alternative pricing options ready
□ Document any verbal agreements in writing
□ Set clear expectations about 3-4 week queue time


COMPARISON TO LANDPROZ RELATIONSHIP
====================================

This may influence approach:

Landproz Relationship:
- Established client since 2022
- Multiple large projects ($36k, $10.5k)
- Ongoing hosting and maintenance
- Trust and history established
- Complex custom software (auction platform)

HomeProz Relationship:
- New client (through Landproz connection)
- Smaller initial project ($6k)
- Startup with limited budget
- Simpler website needs (property listings)
- Opportunity for long-term relationship

Considerations:
- HomeProz may expect "Landproz pricing" or treatment
- Startup discount already applied ($150/hr vs $175/hr)
- May lead to future work if successful
- Good will with Dayna Gottberg benefits both relationships
- But must maintain profitable pricing and clear scope


STRATEGIC RECOMMENDATIONS
==========================

1. Positioning
   - Position as "startup package" with room to grow
   - Emphasize value: real person support vs automated hosting
   - Highlight Landproz connection and proven track record
   - Make them feel like they're getting Landproz-quality at startup pricing

2. Phasing Option
   If budget is concern, offer phases:
   - Phase 1 ($4,000): Basic site + manual property listings
   - Phase 2 ($2,000): ACF system + advanced property management
   - Phase 3 (future): Full IDX MLS integration

3. Hosting Flexibility
   - Could offer first 3 months hosting free (include in dev cost)
   - Builds in trial period, reduces first-year cash outlay
   - Adjust contract: $6,000 dev + hosting starts month 4

4. Long-term Relationship
   - This is likely a long-term hosting client
   - Initial project may be break-even or low margin
   - Hosting and future enhancements are where relationship value is
   - Prioritize good experience over maximizing initial revenue

5. Referral Potential
   - Success here could lead to referrals in real estate space
   - Dayna Gottberg is well-connected in industry
   - Professional execution could generate significant future business


CONTRACT DOCUMENT STATUS
=========================

Documents Updated:
✓ DRAFT-HomeProz-WordPress-Website-Contract.txt
  - All major sections updated with meeting information
  - Specific deliverables added
  - Pricing structure defined
  - Timeline clarified
  - Ready for final customization after interview

Still To Do:
- Insert actual contract signing date
- Update specific milestone dates based on calendar
- Possibly adjust hosting billing (annual vs monthly)
- Possibly adjust MLS integration scope
- Possibly adjust ACF Pro license responsibility
- Final proofread after interview responses incorporated

Next Document to Create:
- Interview questions document (comprehensive question list)
- Will help gather all information needed to finalize contract
