Independent Newspapers

Sun City Home Owners officials will be making some changes with its information technology, including purchasing new property management software.

The SCHOA board will consider proposals at its next regular meeting, 9:30 a.m. Tuesday, June 23 at the SCHOA office, 10401 W. Coggins Drive. Bill Szentmiklosi, SCHOA compliance manager, plans to have three bids for the board to consider at the meeting.

"From the companies I’ve talked to so far, prices range anywhere from $12,000 to $100,000," he said. "But none meet all our specific needs and a program would have to be adapted."

In addition to the software, SCHOA board members will consider a new Web site designer for the organization. In a special meeting June 9 board members agreed with their new IT committee a redesign of the SCHOA Web site was needed. Board members also agreed the organization needed a new Web design and maintenance company. Sun City resident Lou Sniderman is the existing site coordinator.

SCHOA needs new property management software because its existing program is frequently out of service, according to Walt Patterson, SCHOA board president.

"TOPPS was down again today," he said in the June 9 meeting.

Mr. Szentmiklosi said the software company is in Florida and some problems can be solved remotely, but others require a technician at SCHOA headquarters.

"Every time it goes down, we lose a whole day," he said.

The software is critical to SCHOA officials’ ability to track compliance issues, including sending letters to residents. The software is inadequate to SCHOA’s use because it was designed for communities of about 2,500, according to Mr. Szentmiklosi.

"TOPPS has a lot of good qualities, but it also has drawbacks," he said.

Mr. Patterson said purchasing new software could cost as much as $40,000, and a new Web site design could cost as much as $3,500. In addition, with new software SCHOA will need computer equipment upgrades, which Mr. Patterson said could be as high as $10,000.

"When all is said and done, this could cost as much as $60,000," he said. "But until we see the bids, we don’t know for sure."

Jeanine Frederick, SCHOA operations manager, said the organization has up to $112,000 in CDs due to mature at separate dates in the next six months. These funds would help SCHOA cover the costs. SCHOA board members also approved at the June 9 meeting selling advertisements for its Web site and this is expected to help the organization recoup the software and Web design costs, she added.

Mr. Szentmiklosi estimated advertising could bring in $13,000 annually.

"That means we could recoup this cost in three to four years," he said.

Mr. Szentmiklosi also said the board can choose to have the software built from scratch, which would eliminate the monthly maintenance and annual fees charged when purchasing existing software. Building the software from scratch might be the best way to go for another reason, he added.

"The companies I’ve talked to said our community needs are so unique they have nothing that meets all our needs and they would have to make modifications to existing programs," he said.

Repairing the existing TOPPS software does not appear to be a viable option, Mr. Szentmiklosi said.

"It has been down so many times that now the data is corrupt, and I have no idea what it would cost to repair it," he said.

George Davis, SCHOA board member, made the motion for the software purchase and Web design, but stipulated officials should only move forward if the finances were available in sufficient quantities to not cripple the organization. Lyle Roth, board treasurer, was not able to attend the June 9 meeting, but Mr. Patterson said he would be consulted prior to the June 23 regular board meeting to determine the financial state of the organization.

"The finances must be there to do this," Mr. Davis said. "We cannot jeopardize SCHOA."

Mr. Szentmiklosi said monthly cost for the current Web site maintenance provider and the lowest quote from other vendors he received so far are not that far apart, with the existing cost at $2,500 per month and the lowest quote at $2,200 per month. However, other vendors can offer more services, including tracking of "hits" on the Web site, he explained. Board members were also concerned at the length of time Mr. Sniderman takes to make requested changes to the Web site.

"The timeliness of response is not that good with our current provider," Mr. Szentmiklosi said.