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Board pulls $300,000 website/app item, directs staff to develop scope and issue RFP
Summary
After extended public comment and board debate, the Sun City West governing board declined to commit $300,000 immediately for a website and phone app and instead directed staff to develop a scope of work and issue a request for proposals under procurement policy FI 10.
The governing board of the Recreation Centers of Sun City West debated a proposed $300,000 allocation for a website redesign and phone application at its April 17, 2025 meeting and ultimately declined to adopt the funding motion as presented.
Budget and Finance committee members had pulled the website/app project for separate discussion because committee members said the project’s scope was unclear. Dozens of residents, including Bruce Leese, Jim Scott and Chris Waller, spoke during public comment either urging caution or supporting setting aside money to begin work to determine needs. Board members expressed divergent views: some wanted funds set aside now so staff could begin work in the coming fiscal year; others said staff could gather facts, scope the work and return with a facts-and-findings report or use facts-and-findings or the general manager’s existing non-budgeted expense authority when a concrete proposal and bids exist.
After repeated procedural motions and amendments the board approved a substituted motion directing staff to develop a scope of work for the public-facing website and a phone application for Android and iOS, to publish that scope as a request for proposal in accordance with procurement policy FI 10, and to return to the governing board with facts-and-findings and funding requests once responses have been received and narrowed. The board’s action means no $300,000 appropriation was adopted during the meeting; staff said the $300,000 figure had been a placeholder in the draft capital budget.
Directors and staff repeatedly said the work will begin with the public-facing marketing site and add member-login features and integrations (for examples: tee times, dues payments and board documents) once core back-end systems are identified. Staff and the budget committee said any awarded contract will be procured under FI 10 (RFPs/bids) and will return to the board for contract award and funding approval if required.
