HomeMy WebLinkAbout02-19-25 F&A Committee Packet 1
OTAY WATER DISTRICT
FINANCE AND ADMINISTRATION
COMMITTEE MEETING
and
SPECIAL MEETING OF THE BOARD OF DIRECTORS
2554 SWEETWATER SPRINGS BOULEVARD
SPRING VALLEY, CALIFORNIA
BOARDROOM
WEDNESDAY
FEBRUARY 19, 2025
12:00 P.M.
This is a District Committee meeting. This meeting is being posted as a special meeting
in order to comply with the Brown Act (Government Code Section §54954.2) in the event that
a quorum of the Board is present. Items will be deliberated, however, no formal board actions
will be taken at this meeting. The committee makes recommendations
to the full board for its consideration and formal action.
AGENDA
1. ROLL CALL
2. PUBLIC PARTICIPATION – OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO
SPEAK TO THE BOARD ON ANY SUBJECT MATTER WITHIN THE BOARD’S
JURISDICTION INCLUDING AN ITEM ON TODAY’S AGENDA
DISCUSSION ITEMS
3. ADOPT RESOLUTION NO. 4552 APPROVING THE ANNEXATION OF THE
PROPERTY OWNED BY JOHN AND EMILY LIEBER (APN 517-030-33-00, 2018-
22 WILLOW GLEN DRIVE, EL CAJON, CA) TO THE OTAY WATER DISTRICT
SEWER IMPROVEMENT DISTRICT NO. 18 (KEVIN CAMERON) [5 MINUTES]
4. AUTHORIZE THE GENERAL MANAGER TO NEGOTIATE AND ENTER INTO AN
INITIAL TWO-YEAR AGREEMENT, WITH THE OPTION OF THREE (3) ONE-
YEAR EXTENSIONS, WITH PAYMENTUS TO PROVIDE PHONE PAYMENT
SERVICES IN AN AMOUNT NOT TO EXCEED $290,000 ($58,000 ANNUALLY)
(CATHY BARNHILL) [5 MINUTES]
5. ENTERPRISE UTILITY BILLING SYSTEM UPGRADE PROJECT (MICHAEL
KERR) [5 MINUTES]
6. ADJOURNMENT
2
BOARD MEMBERS ATTENDING:
Gary Croucher, Chair
Jose Lopez
All items appearing on this agenda, whether or not expressly listed for action, may be de-
liberated and may be subject to action by the Board.
The agenda, and any attachments containing written information, are available at the Dis-
trict’s website at www.otaywater.gov. Written changes to any items to be considered at the
open meeting, or to any attachments, will be posted on the District’s website. Copies of the
agenda and attachments are also available by contacting the District Secretary at (619)
670-2253.
If you have any disability which would require accommodations to enable you to participate
in this meeting, please call the District Secretary at 670-2253 at least 24 hours prior to the
meeting.
Certification of Posting
I certify that on February 14, 2025, I posted a copy of the foregoing agenda near the
regular meeting place of the Board of Directors of Otay Water District, said time being at
least 24 hours in advance of the meeting of the Board of Directors (Government Code
Section §54954.2).
Executed at Spring Valley, California on February 14, 2025.
/s/ Tita Ramos-Krogman, District Secretary
STAFF REPORT
TYPE MEETING: Regular Board MEETING DATE: March 5, 2025
SUBMITTED BY: Kevin Cameron
Engineering Manager
PROJECT NO:
FILE NO:
D1216-090686
ANX-24-002
DIV. NO. 5
APPROVED BY: Michael Long, Chief, Engineering
Jose Martinez, General Manager
SUBJECT: Adopt Resolution No. 4552 Approving the Sewer Annexation of
Property Owned by John and Emily Lieber (APN 517-030-33-00 –
2018-22 Willow Glen Drive, El Cajon, CA) to the Otay Water
District Sewer Improvement District No. 18
GENERAL MANAGER’S RECOMMENDATION:
Adopt Resolution No. 4552 approving the annexation of the
property owned by John and Emily Lieber (APN 517-030-33-00 –
2018-22 Willow Glen Drive, El Cajon, CA) to the Otay Water
District Sewer Improvement District (ID) No. 18 (see Exhibit C
for Location Map).
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
The proposed annexation is to provide sewer service to the
parcel located on 2018-22 Willow Glen Drive, El Cajon, in an
unincorporated area of the County of San Diego, California 92019
(APN 517-030-33-00).
AGENDA ITEM 3
2
ANALYSIS:
A written request and Petition signed by the licensed surveyor,
Lawrence W. Walsh, has been received for annexation of APN 517-
030-33-00, located on 2018-22 Willow Glen Drive, in the City of
El Cajon and County of San Diego, for sewer service. The total
acreage to be annexed is 1.81 acres. The property is within the
jurisdictional boundary of the Otay Water District (“District”)
and following the Board’s approval, it will become part of Sewer
ID No. 18.
The parcel is located adjacent to an existing 15-inch Otay Water
District sewer main on Willow Glen Drive. The parcel is already
contained within the District’s water ID boundary. This parcel
is part of the District’s Wastewater Master Plan.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The property owner has paid the District’s annexation processing
fee of $1,031.17, sewer annexation fee for one (1) sewer EDU
(current fee is $1,471.28 per EDU), and will pay sewer capacity
fees upon annexation approval for parcels located outside the
sewer ID (current fee is $10,759.61 per EDU) in effect at the
time the service is provided, and any additional fees, including
the availability fee, as established in the attached Resolution
(Attachment B).
STRATEGIC GOAL:
Provide enhanced sewer service to meet customer needs.
LEGAL IMPACT:
No legal impact.
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Attachments: Attachment A - Committee Action
Attachment B - Resolution No. 4552
Exhibit A - Legal Description
Exhibit B - Legal Map
Exhibit C – Location Map
ATTACHMENT A
SUBJECT/PROJECT:
D1216-090686
ANX-24-002
Adopt Resolution No. 4552 Approving the Sewer Annexation
of Property Owned by John and Emily Lieber (APN 517-030-
33-00 – 2018-22 Willow Glen Dr., El Cajon, CA) to the Otay
Water District Sewer Improvement District No. 18
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee
(Committee) reviewed this item at a meeting held on February 18,
2025. The Committee supported staff’s recommendation.
NOTE:
The “Committee Action” is written in anticipation of the
Committee moving the item forward for Board approval. This
report will be sent to the Board as a Committee approved item or
modified to reflect any discussion or changes as directed by the
Committee prior to presentation to the full Board.
ATTACHMENT B
Page 1 of 4
RESOLUTION NO. 4552
A RESOLUTION OF THE BOARD OF DIRECTORS OF
OTAY WATER DISTRICT APPROVING THE ANNEXATION
TO THE OTAY WATER DISTRICT IMPROVEMENT
DISTRICT NO. 18 OF THOSE LANDS DESCRIBED AS
“JOHN & EMILY LIEBER SEWER ANNEXATION (APN:
517-030-33-00)” (FILE NO. ANX-24-
002/DIVISION 5)
WHEREAS, a letter has been submitted by LAWRENCE W. WALSH,
the Licensed Surveyor, representing the owner and party (John &
Emily Lieber) that has an interest in the land described in
Exhibit "A," attached hereto, for annexation of said land to the
Otay Water District Sewer Improvement District (ID) No. 18
pursuant to California Water Code Section 72670 et seq., and
WHEREAS, pursuant to Section 72680.1 of said Water Code,
the Board of Directors may proceed and act thereon without
notice and hearing.
NOW, THEREFORE, THE BOARD OF DIRECTORS OF THE OTAY WATER
DISTRICT FINDS, RESOLVES, ORDERS, AND DETERMINES as follows:
1. A depiction of the area proposed to be annexed and the
boundaries of ID 18 following the annexation is set forth on a
map in Exhibit “B” filed with the Secretary of the District,
which map shall govern for all details as to the area proposed
to be annexed.
2. The purpose of the proposed annexation is to make
sewer service available to the area to be annexed, which
availability constitutes a benefit to said area.
3. The Board finds and determines that the area proposed
to be annexed to ID 18 will be benefited by such annexation and
that the property currently within ID 18 will also be benefited
ATTACHMENT B
Page 2 of 4
and not injured by such annexation because after the annexation
a larger tax base will be available to finance the sewer
facilities and improvements of ID 18.
4. The Board of Directors hereby declares that the
annexation of said property is subject to the owners complying
with the following terms and conditions:
(a) The petitioner for said annexation shall pay to
Otay Water District the following:
(1) The annexation processing fee at the time of
application;
(2) State Board of Equalization filing fees in
the amount of $3,500, if applicable;
(3) The sewer annexation fees at the time of
connection to the Otay Water District water
system;
(4) Yearly assessment fees will be collected
through the County Tax Assessor’s office in
the amount of $10 for APN 517-030-33-00;
(5) In the event that sewer service is to be
provided, Petitioners shall pay all
applicable sewer fees per Equipment Dwelling
Unit (EDU) at the time the sewer connection
is purchased; and
(6) Payment by the owner of APN 517-030-33-00 of
all other applicable local or state agency
fees or charges.
ATTACHMENT B
Page 3 of 4
(b) The property to be annexed shall be subject to
taxation after annexation thereof for the
purposes of the improvement district, including
the payment of principal and interest on bonds
and other obligations of the improvement
district, authorized and outstanding at the time
of annexation, the same as if the annexed
property had always been a part of the
improvement district.
5. The Board hereby declares that the property described
in Exhibit "A" shall be considered annexed to ID 18 upon passage
of this resolution.
6. The Board of Directors further finds and determines
that there are no exchanges of property tax revenues to be made
pursuant to California Revenue and Taxation Code Section 95 et
seq. as a result of such annexation.
7. The annexation of APN 517-030-33-00 to the District’s
Sewer Improvement District 18 is hereby designated as the “JOHN
& EMILY LIEBER SEWER ANNEXATION (APN: 517-030-33-00).”
8. Pursuant to Section 57202(a) of the Government Code,
the effective date of the JOHN & EMILY LIEBER SEWER ANNEXATION
(APN: 517-030-33-00) shall be the date this Resolution is
adopted by the Board of Directors of the Otay Water District.
9. The General Manager of the District and the Secretary
of the District, or their respective designees, are hereby
ordered to take all actions required to complete this
annexation.
ATTACHMENT B
Page 4 of 4
PASSED, APPROVED, AND ADOPTED by the Board of Directors of
the Otay Water District at a regular meeting held this 5th day
of March, 2025.
President
ATTEST:
__________________________________
District Secretary
EXHIBIT A
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PORTION OF
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SCALE: 1"=
160'80'40'80'
80'WALSH ENGINEERING & SURVEYING, INC.
607 ALDWYCH ROAD
EL CAJON, CA 92020
(619) 588-6747
ASSESSOR'S PARCEL MAP:LAFCO RESOLUTION NO.ACREAGE:DATE:
1"=80'
SCALE:0
SCALE: 1"=
160'80'40'80'
80'WALSH ENGINEERING & SURVEYING, INC.
607 ALDWYCH ROAD
EL CAJON, CA 92020
(619) 588-6747
ASSESSOR'S PARCEL MAP:LAFCO RESOLUTION NO.ACREAGE:DATE:SCALE:
517-030-33 1.81 AC 11/05/2024XX XX-XX
NO SCALE
VICINITY MAP
OTAY WATER DISTRICT
2554 SWEETWATER SPRINGS BLVD.
SPRING VALLEY, CALIFORNIA 91978
LEGEND:
DISCLAIMER:
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54
EXHIBIT B
OTAY WATER DISTRICTANNEXATION OF APN 517-030-33-00TO THE OTAY WATER DISTRICT AND TOSEWER IMPROVEMENT DISTRICT 18
EXHIBIT CC:\OneDrive\Otay Water District\ENG PUBLIC SERVICES - Documents\SAMP WSA ANX\D1216-090686 Sewer Annex 2018-22 Willow Glen Dr_APN 517-030-33-00\Archive\Exhibit C-Sewer Annexation-ANX-24-002-Willow Glen Dr-517-030-33.mxd
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2018-22 Willow Glen DriveEl Cajon, 92019APN 517-030-33-00
15" PVCSewer Main
W I L L O W G L E N D R
SINGING CANYON DR
CAMPBELL LN
STAFF REPORT
TYPE MEETING: Regular Board
SUBMITTED BY: Cathy Barnhill
Customer Service Supervisor
MEETING DATE: March 5, 2025
PROJECT: DIV. NO.All
APPROVED BY: Andrea Carey, Customer Service Manager
Joseph R. Beachem, Chief Financial Officer
Jose Martinez, General Manager
SUBJECT: Authorize the General Manager to Negotiate and Enter Into an
Agreement with Paymentus for Phone Payment Services
GENERAL MANAGER’S RECOMMENDATION:
That the Board authorizes the General Manager to negotiate and enter
into an initial two-year agreement, with the option of three (3) one-
year extensions, with Paymentus to provide phone payment services in
an amount not to exceed $290,000 ($58,000 annually).
COMMITTEE ACTION:
See Attachment A.
PURPOSE:
Authorize the General Manager to negotiate and enter into an initial
two-year agreement, with the option of three (3) one-year extensions,
with Paymentus to provide phone payment services in an amount not to
exceed $290,000 ($58,000 annually).
ANALYSIS:
The District accepts approximately 2,750 payments per month through
the automated phone system. The contract for the District’s current
vendor, Paymentus, will expire in March 2025. In preparation, staff
issued a Request for Proposal(RFP) via the District’s online
solicitation portal, PlanetBids. Four responses were received, and
AGENDA ITEM 4
three were evaluated based on background and experience, ability to
perform the required services, implementation, training and support,
and estimated monthly cost. The ratings for all criteria, excluding
cost, are below:
Vendor Overall Service Rating (70 pts Max)
Paymentus 68.17
Catalis Payments, LLC 63.33
Infosend, Inc. 50.33
One vendor’s submission was considered non-responsive and was removed
from the evaluation process.
To ensure an equitable evaluation, staff based the monthly cost
analysis on current payment volumes and averages. Below is the
projected average monthly cost of each vendor, from lowest to
highest, based on RFP submissions:
Vendor Monthly Cost
Paymentus $4,463.00
Infosend, Inc. $6,284.25
Catalis Payments, LLC $8,869.00
Paymentus received the highest overall service rating and was the
most cost-effective. Paymentus has agreed to keep pricing fixed for
the duration of the contract, which consists of the initial two-year
period and the three (3) optional one-year extensions.
District staff who work closely with Paymentus report excellent
service, and no negative feedback has been received from District
customers utilizing the phone payment service. Furthermore, Paymentus
currently manages payment processing for over 200 companies in
California, including Sweetwater Authority, which also reports
excellent service and expressed satisfaction with the service.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The annual cost for Paymentus services is projected to be
approximately $54,000 for fiscal year 2025. Based on historical
figures, staff anticipates an increase in phone payment volume and
credit card usage, which will increase the overall charges compared
to current levels. Based on anticipated increases in future phone
payment and credit card usage, staff projects an annual cost of
approximately $58,000.
STRATEGIC GOAL:
Evaluate the most cost-effective and efficient processes and tools to
communicate service related issues to customers.
LEGAL IMPACT:
None.
Attachments:
A) Committee Action
ATTACHMENT A
SUBJECT/PROJECT:
Authorize the General Manager to Negotiate and Enter Into
an Agreement with Paymentus for Phone Payment Services
COMMITTEE ACTION:
STAFF REPORT
TYPE MEETING: Regular Board MEETING DATE: March 5, 2025
PROJECT: Various DIV. NO. ALL
SUBMITTED BY: Michael Kerr, Information Technology Manager
APPROVED BY:
Adolfo Segura, Chief of Administrative Services
Jose Martinez, General Manager
SUBJECT: ENTERPRISE UTILITY BILLING SYSTEM UPGRADE PROJECT
GENERAL MANAGER'S RECOMMENDATION:
No recommendation. This is an informational item only.
COMMITTEE ACTION:
Please see "Attachment A".
PURPOSE:
To provide an update on the progress of the District's Utility Billing
(UB) system upgrade.
ANALYSIS:
On September 6, 2023, the District awarded Tyler Technologies (Tyler)
the contract to procure, implement, and host new Enterprise Resource
Planning (ERP) software. The project emerged as a critical need to replace
the District's aging 20-year-old system, which had reached its end-of-
life and would no longer be supported due to the vendor’s decision to
discontinue product support. These functions include Accounting, General
Ledger, Budgeting, Human Capital Management, and Customer
Information/Utility Billing processing.
During that meeting, staff highlighted specific challenges related to
the Munis UB module and discussed the potential need for an external UB
solution due to identified limitations. Following a comprehensive
assessment, staff confirmed that the Munis UB module exhibits
AGENDA ITEM 5
functionality gaps that limit its effectiveness in fulfilling the
District's customer billing needs.
The Munis UB module does not support the District's intricate rate
structures, essential for ensuring accurate and flexible billing. The
District's rate calculations are customized to meet various service needs
and usage levels, but the lack of adaptability in Munis UB makes it
challenging to implement these structures effectively. The current
utility rate structure in Munis UB would require significant
customization to meet the District's specific rate requirements, meaning
the District would have to rely on the vendor for any future or
substantial rate changes. This inefficiency is a significant issue that
cannot be overlooked, as it would impact the District's ability to
maintain efficient billing operations for our customers. Furthermore,
there is significant concern regarding the inefficiency of the Munis UB
system in executing billing cycles. Research and feedback from other
agencies have shown that the system often struggles to complete billing
processes, sometimes taking an entire day, which is unmanageable for the
District given its size and volume.
Additionally, the Munis UB module lacks essential self-service options,
which are increasingly important to meet modern customer expectations.
Customers currently cannot independently access data such as daily water
usage or account history, limiting their ability to manage their accounts
effectively. The Munis UB module also has limitations in internal
reporting, which is essential for informed decision-making and efficient
billing management. Moreover, its lack of full compatibility with the
District’s reporting tools limits staff's ability to analyze and manage
billing data effectively. Staff have concluded that, in its current
state, the Munis UB module does not fully align with the District's
operational needs and expectations.
Staff have identified two potential pathways to address the District’s
billing needs: integrating a third-party solution designed to support
our intricate billing structures, in-depth billing cycles, and customer
self-service requirements or implementing custom enhancements within the
Munis UB module to address the identified functionality gaps. Third-Party Solution
Pursuing a third-party UB solution would enable the District to address
all areas where the Munis UB module falls short. Over the past year and
a half, staff have researched other billing systems throughout the public
sector landscape that may better align with the District's requirements.
In preparation for a UB system replacement, staff also conducted a Request
for Information (RFI) to gather additional and detailed responses from
UB vendors. This process provided valuable insights into the capabilities
of each vendor's solutions with our specific needs, including core
billing functions and advanced features that can accommodate our growing
demand for customer self-service, detailed water usage tracking, and
flexible rate configurations. The RFI responses have been instrumental
in helping staff clarify functional requirements and assess each vendor's
ability to meet the District's long-term goals. Custom Enhancements to Munis UB
In parallel, staff continued discussing and evaluating the new Munis UB
Module as presented to the Board at the September 2023 meeting. Based on
these discussions and evaluations, staff are unconvinced that the new
Munis UB Module meets the District’s needs.
Given the current billing rate structures, it became clear that many of
the District's unique billing requirements could only be achieved through
extensive custom development. Tyler indicated that most desired
functionalities, such as custom rate structures and enhanced customer
access features, and improvements to detailed billing processing would
require significant customization, leading to substantial project costs.
This approach would also increase operational complexity, as maintaining
these customizations would require dedicated resources. With essential
support staff nearing retirement, the District could face challenges
sustaining this customized environment over time.
Based on this preliminary information, staff is considering a third-party
solution to support the District’s billing needs. The extensive
customization required by Munis UB would introduce unnecessary complexity
and long-term financial burden, outweighing the advantages of staying
within the Munis framework. Staff believes integrating a third-party UB
solution offers a more viable and sustainable approach, providing a
proven system with built-in capabilities designed to meet the District's
unique UB requirements. Proposed Timeline
The project timeline outlines a phased approach to the ongoing ERP
implementation, detailing each phase's proposed timeline and completion
dates, specifically focusing on a new UB system.
Begin Phases Completion Module Go-Live Deliverables
Jan 2024 Jan 2025 Financial Jan 2025
Chart of Accounts, General Ledger,
Accounts Receivable, Purchasing
Oct 2024 Oct 2024 HRM/Payroll Oct 2025 Human Resources, Employee Records,
Benefits
Sept 2025 Mar 2027 Utility Billing (UB) Mar 2027 Utility Billing, Customer Information System
Jan 2026 Jan 2027 Permitting Jan 2027 Licensing, Permitting, and Inspections Next Steps Staff will present a final recommendation to the Board in June 2025 for
a replacement billing system. This proposal will include detailed
research, evaluations, and considerations, giving the Board a
comprehensive overview of the proposed system and its benefits for the
District.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
Funding for this project will come before the Board for consideration
during the FY25/26 Board Budget Workshop.
STRATEGIC GOAL:
This project aligns with the strategic objective of enhancing operational
effectiveness by completing the evaluation and upgrade of the District's
financial management system through the implementation of new
technologies. LEGAL IMPACT:
None.
ATTACHMENTS: Attachment A – Committee Action Report
Attachment B – PowerPoint Presentation
ATTACHMENT A
SUBJECT/PROJECT: ENTERPRISE UTILITY BILLING SYSTEM UPGRADE PROJECT
COMMITTEE ACTION:
This item was presented to the Finance and Administration Committee at a
meeting held on February 19, 2025. The Committee supports presentation
to the full Board. NOTE: The “Committee Action” is written in anticipation of the Committee moving
the item forward for Board approval. This report will be sent to the
Board as a committee approved item or modified to reflect any discussion
or changes as directed by the committee prior to presentation to the full
Board.
Utility Billing System Upgrade
February 19, 2025
ATTACHMENT B
April 2004 – September 2024 [Sept 6, 2023]
Replace a 20-year-old system at end-of-life
Address limitations in financial and billing
processes
Support critical functions: Accounting,
Budgeting, Human Capital Management,
Permitting & Licensing, Utility Billing
Vendor Selected: Tyler Technologies
Recap - Enterprise Resource Planning (ERP) System
Challenges with MUNIS Utility Billing Module
Munis Utility Billing module has significant
functionality gaps
Lacks flexibility to support the District’s
rate structure and other system
requirements
No self-service options for customers,
reporting tools limitations, etc.
Exploration of Solutions
Considered two paths: third-party
integration or customization
Extensive research conducted over the
last year and a half
Request for Information (RFI) issued to
assess vendor capabilities
Third-Party UB System
•Advanced features for
detailed water usage
tracking
•Enhanced customer
experience with
modern tools
•Special rate-structure
billing options
available
Custom Development
•Enhancing the Munis UB
module through custom
development
•Potential to tailor
solutions to the District's
specific needs
•Balancing between
integration and
customization
Initial Recommendations
•Munis UB requires extensive customization, leading to unnecessary complexity
and higher long-term costs
•Explicitly designed for Utility Billing requirements
•Offers a reliable system with features tailored to meet District needs
•A third-party system is strongly recommended to better meet the District’s billing
needs
•Final recommendation to the Board is planned for May 2025
ERP Timeline