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Home My WebLink About07-02-25 Board Minutes1 MINUTES OF THE BOARD OF DIRECTORS MEETINGS OF THE OTAY WATER DISTRICT AND OTAY WATER DISTRICT FINANCING AUTHORITY July 2, 2025 1.The meeting was called to order by President Lopez at 3:35 p.m. 2.ROLL CALL Directors Present:Gonzalez, Lopez, Rivera and Robak Directors Absent:Croucher Staff Present:General Manager Jose Martinez, General Counsel Dan Shinoff, Chief of Engineering Michael Long, Chief Financial Officer Joe Beachem, Chief of Administration Adolfo Segura, Chief of Operations Andrew Jackson, District Secretary Tita Ramos- Krogman and others per attached list. 3.PLEDGE OF ALLEGIANCE 4.APPROVAL OF AGENDA A motion was made by Director Robak, seconded by Director Rivera, and carried with the following vote: Ayes: Directors Gonzalez, Lopez, Rivera and Robak Noes: None Abstain: None Absent: Director Croucher to approve the agenda. 5.PUBLIC PARTICIPATION – OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO SPEAK TO THE BOARD ON ANY SUBJECT MATTER WITHIN THE BOARD'S JURISDICTION BUT NOT AN ITEM ON TODAY'S AGENDA District Secretary Tita Ramos-Krogman indicated that there were no public participation. However, she indicated that she received an email from Mr. Jeff Shelton regarding several questions to items on the agenda and that a copy of her email response to Mr. Shelton’s questions was provided to the board and will be attached to the July 2, 2025, board minutes for the record. Director Rivera recommended that personal information in the email response to Mr. Shelton be redacted. 2 CONSENT ITEM 6. ITEMS TO BE ACTED UPON WITHOUT DISCUSSION, UNLESS A REQUEST IS MADE BY A MEMBER OF THE BOARD OR THE PUBLIC TO DISCUSS A PARTICULAR ITEM: A motion was made by Director Robak, seconded by Director Gonzalez and carried with the following vote: Ayes: Directors Gonzalez, Lopez, Rivera and Robak Noes: None Abstain: None Absent: Croucher to approve the following consent calendar items: a) ADOPT ORDINANCE NO. 600 TO APPROVE THE PROPOSED CHANGES TO SECTION 23 OF THE DISTRICT’S CODE OF ORDINANCES, NON- RESPONSIBILITY OF DISTRICT b) ADOPT ORDINANCE NO. 599 AMENDING SECTION 25 AND SECTION 53 OF THE DISTRICT’S CODE OF ORDINANCES TO ADD VARIANCE ALLOWANCES FOR WATER AND SEWER FEES AND CHARGES, AND TO INCORPORATE OTHER MISCELLANEOUS UPDATES c) AWARD A PROFESSIONAL SERVICES AGREEMENT TO E SOURCE COMPANIES LLC, AND AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT WITH E SOURCE COMPANIES LLC FOR PROJECT MANAGEMENT SERVICES FOR THE METER CHANGEOUT PROJECT FOR FISCAL YEARS 2026 THROUGH 2031, IN AN AMOUNT NOT-TO-EXCEED $808,575 d) REDUCE CIP P2718 FROM $1,675,000 TO $945,120 AND AWARD A CONTRACT TO SPRYPOINT SERVICES, INC. TO REPLACE THE DISTRICT’S UTILITY BILLING AND CUSTOMER INFORMATION SYSTEM IN AN AMOUNT NOT-TO-EXCEED $2,674,288 e) ADOPT RESOLUTION NO. 4459 APPROVING THE 2025 UPDATE OF THE OTAY WATER DISTRICT’S SEWER SYSTEM MANAGEMENT PLAN AS REQUIRED BY THE STATEWIDE WASTE DISCHARGE REQUIREMENTS GENERAL ORDER FOR SANITARY SEWER SYSTEMS WQ 2022-0103-DWQ f) ADOPT ORDINANCE NO. 598 AMENDING SUBDIVISION “E” OF SECTION 2.01 OF THE DISTRICT’S CODE OF ORDINANCES TO ESTABLISH A GENERAL MANAGER’S SIGNATORY AUTHORITY OF $100,000 FOR NON-PUBLIC WORKS CONTRACTS, AND TO AUTHORIZE THE GENERAL MANAGER TO AWARD PUBLIC WORKS CONTRACTS IN ACCORDANCE WITH THE THRESHOLDS AND PROCEDURES ESTABLISHED UNDER THE CALIFORNIA 3 UNIFORM PUBLIC CONSTRUCTION COST ACCOUNTING ACT (CUPCCAA), AS AMENDED FROM TIME TO TIME ACTION ITEMS 7. BOARD a) DISCUSS THE 2024 BOARD MEETING CALENDAR District Secretary Tita Ramos-Krogman stated that the Finance Committee meeting for July is cancelled and that the Engineering Committee will be held on July 22, 2025, at 12pm. There were no other changes to the board calendar. REPORTS 8. GENERAL MANAGER REPORT Mr. Martinez thanked Director Croucher for coordinating a tour of CALFIRE’s Emergency Command Center and its training facility. Mr. Martunez also noted that the tour included a visit to the District’s Regulatory Site that is next to CALFIRE’s training facility. 9. SAN DIEGO COUNTY WATER AUTHORITY UPDATE Director Robak provided updates on CWA matters that included the finalization of the agency’s budget with an approved 8.3% rate increase. He also noted that CWA discontinued their participation to fund the Water Conservation Garden. 10. DIRECTORS' REPORTS/REQUESTS Directors Gonzalez, Rivera and Robak discussed meetings they attended and will submit their written reports to District Secretary Ramos-Krogman. 11. PRESIDENT’S REPORT President Lopez provided an update of the Water Conservation Garden’s (WCG) funding impacts and invited WCG’s Executive Director Lauren Magnuson up to the podium to provide additional updates. He also indicated that he assigned Director Delfina Gonzalez to the Water Conservation Garden Authority and Director Francisco Rivera to the Ad Hoc Negotiations Committee. He discussed meetings he attended and will submit his written report to District Secretary Ramos-Krogman. 12. RECESS TO CLOSED SESSION The board recessed to closed session at 4:12 p.m. to discuss the following matter: 4 a) PUBLIC EMPLOYEE PERFORMANCE EVALUATION [GOVERNMENT CODE §54957.6] TITLE: GENERAL MANAGER 13. RETURN TO OPEN SESSION REPORT ON ANY ACTIONS TAKEN IN CLOSED SESSION. THE BOARD MAY ALSO TAKE ACTION ON ANY ITEMS POSTED IN CLOSED SESSION. The board reconvened from closed session at 6:13 p.m. and a motion was made by Director Robak, seconded by Director Gonzalez and carried with the following vote: Ayes: Directors Gonzalez, Lopez, Rivera and Robak Noes: None Abstain: None Absent: Croucher to approve the extension of General Manager Jose Martinez’s existing contract (ending June 30, 2027) from July 1, 2027, to June 30, 2028. No other reportable actions were taken in closed session. OTAY WATER DISTRICT FINANCING AUTHORITY 14. NO MATTERS TO DISCUSS There were no items scheduled for discussion for the Otay Water District Financing Authority board. 15. ADJOURNMENT With no further business to come before the Board, Vice President Keyes adjourned the meeting at 6:15 p.m. President ATTEST: District Secretary course of the six year project. 2⃣ Utility Billing and Customer Information System Replacement ($2.67M) How many vendors submitted proposals for this significant system replacement? As indicated in the middle of page 3 of the staff report, a total of 15 proposals were submitted in response to the District’s RFP for a Utility Billing Software System. Of those, 13 were deemed responsive and underwent a structured evaluation by a cross-departmental panel. Was an open-source or lower-cost solution considered and compared? Yes, lower-cost and open-source solutions were considered as part of a comprehensive evaluation process. District staff assessed the feasibility of enhancing the existing utility billing system but found it would require extensive and costly customization. While several lower-cost options were reviewed, they did not meet the district’s functional requirements. What is the anticipated timeline and total cost, including change orders and implementation support? As indicated on page 5 of the staff report, the anticipated timeline for implementing the new Utility Billing and Customer Information system spans from October 2025 to April 2027. The total cost includes implementation, data conversion, contingency, project management, training, and 5 years of support and maintenance is $2,674,288. 3⃣ General Manager’s Increased Signatory Authority (up to $100,000) What specific internal reporting or oversight process will ensure transparency for contracts or expenditures approved under the expanded authority limit? All purchases and change orders authorized under the General Manager’s signatory authority are documented in the General Manager’s Monthly Report, which is included as a standing item in each Board meeting agenda packet. This ensures consistent internal oversight and transparency. For example, the July 2, 2025 Board Packet (Agenda Item 8, pages 18–19) lists all such approvals from the previous month. Will the Board provide periodic reports on these approvals for public review? These reports are publicly available as part of the Board packet and serve as the District’s formal mechanism for informing the Board and the public of all contracts and expenditures approved under the General Manager’s delegated authority. As a resident and ratepayer, I believe these clarifications are important to ensure prudent use of ratepayer and taxpayer dollars. I appreciate the Board’s work in managing essential services and trust you share my commitment to keeping operations as cost-efficient and transparent as possible. Please consider this email as public comment for the July 2 meeting record. I appreciate any responses or clarifications that can be provided in advance or during the meeting. Thank you again for your assistance and dedicated service. Sincerely, Jeff Shelton Chula Vista Resident Sent from Proton Mail for iOS *********************************************************************************** ************* On Sat, Jun 28, 2025 at 1:35 PM, Tita Ramos-Krogman <Tita.Ramos- Krogman@otaywater.gov> wrote: Good afternoon, For your information, attached is the agenda for the Otay Water District’s July 2, 2025, regular board meeting. Regards, Tita Ramos-Krogman District Secretary Otay Water District Click here to report this email as spam. Mark Robak From:6/1/2025 6/30/2025 ITEM DATE MEETING PURPOSE / ISSUES 1 6/4/2025 Otay Water District Board Meeting 2 6/5/2025 San Diego Chamber of Commerce Sustainability and Industry Committee 3 6/6/2025 East County Chamber of Commerce First Friday Breakfast - NO CHARGE 4 6/6/2025 Chula Vista Chamber of Commerce Installation Dinner 5 6/12/2025 San Diego Chamber of Commerce Circle of Influence Event at Del Mar Fairgrounds - NO CHARGE 6 6/17/2025 Council of Water Utiliies Quarterly Lunch Meeting 7 6/18/2025 East County Economic Development Council Yearly meeting 8 6/18/2025 San Diego Chamber of Commerce Congressional Luncheon - NO CHARGE 9 6/18/2025 East County Chamber of Commerce Mixer - NO CHARGE 10 6/19/2025 Otay Water District Engineering, Operations, and Water Resources (EO&WR) Committee 11 6/20/2025 Albondigas South County Media panel on Board of Supervisors race 12 6/24/2025 Otay Water District Discuss upcoming SDCWA Board Meeting with Otay GM 13 6/25/2025 East County Caucus Discuss upcoming SDCWA Board Meeting with neighboring agencies 14 6/25/2025 Otay Water District Special Board meeting - Tour of Cal Fire Operations Center and Regulatory site 15 6/26/2025 East County Chamber of Commerce Monthly Board of Directors Meeting 16 6/28/2025 San Diego County Farm Bureau Tour of local farms to see water use - NO CHARGE 17 6/30/2025 Lunch with Steve Castaneda Discuss SDCWA and Water Conservation Garden - NO CHARGE Pay To:Period Covered Employee Number OTAY WATER DISTRICT BOARD OF DIRECTORS PER-DIEM AND MILEAGE CLAIM FORM NO CHARGE