After questions from several directors about how high‑value projects are selected and executed, Sun City West’s CFO Cliff Schwann proposed a monthly capital summary to improve transparency and provide the board and public with a concise view of major capital work.

Cliff explained the existing process: the board approves the annual budget and, through a facts‑and‑findings motion, delegates authority to the general manager to execute that budget. For purchases or contracts outside the budget or that exceed time or dollar thresholds (for example multi‑year commitments), separate board approvals are required. The procurement policy (FI‑10) requires sealed bids for work estimated above $50,000, Cliff said, and staff routinely seeks multiple bids.

"We would report on a monthly basis transactions or budget items in the capital budget that were over $100,000," Cliff told the board, showing an example slide listing current capital projects, vendors and POs. Directors welcomed the added summary as a way to see status at a glance and asked that staff present the summary monthly at a workshop or regular meeting and provide deeper briefings on items that directors flag (e.g., master plan consultant selection, pool decking, large renovations).

Why it matters: several residents asked for greater clarity after recent high‑visibility projects. Directors split on how much pre‑award review is appropriate: some asked for earlier staff briefings on major items; others warned that micromanaging operations could slow procurement and add cost. The board agreed staff should continue to use procurement thresholds and sealed bids where required and to use the monthly summary to trigger director requests for more detailed briefings.

Next steps: staff will present a concise monthly capital summary (projects over $100,000 with vendor/PO details) at workshops and/or regular meetings. Directors may ask for project‑level briefings before contracts are finalized on selected high‑profile projects.