HomeMy WebLinkAbout08-16-23 F&A Committee Packet1
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
August 16, 2023
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 JU-
RISDICTION INCLUDING AN ITEM ON TODAY’S AGENDA
DISCUSSION ITEMS
3.RECEIVE AND DIRECT STAFF WITH A RECOMMENDATION FOR THE ACWA
2023 REGIONAL 10 BALLOT (MARTINEZ) [5 minutes]
4.ADOPT RESOLUTION NO. 4436 TO UPDATE THE DISTRICT’S CODE OF
ORDINANCES’ BOARD POLICY NO. 13, USE OF DISTRICT
BOARDROOM/MEETING ROOM (PAYNE) [5 minutes]
5.AWARD A CONTRACT TO TYLER TECHNOLOGIES, INC. TO UPGRADE THE
DISTRICT’S ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM IN AN
AMOUNT NOT-TO-EXCEED $2,092,345.00 (KERR) [15 minutes]
6.ADJOURNMENT
BOARD MEMBERS ATTENDING:
Tim Smith, Chair
Ryan Keyes
All items appearing on this agenda, whether or not expressly listed for action, may be delib-
erated and may be subject to action by the Board.
2
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 August 11, 2023, 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 August 11, 2023.
/s/ Tita Ramos-Krogman, District Secretary
Wednesday, August 16, 2023
Otay Water District
Finance and Administra�on Commitee Mee�ng:
2023 ACWA Elec�ons -- Ballot
Ballot Due: Wednesday, September 15, 2023
AGENDA ITEM 3
OFFICIAL 2024-2025 TERMREGION 10 Board Ballot
Please return completed ballot by
Sept. 15, 2023
E-mail: regionelections@acwa.com
Mail: ACWA980 9th Street, Suite 1000 Sacramento, CA 95814
General Voting Instructions:
1 You may either vote for the slate recommended by the Region 10 Nominating Committee, or vote for individual candidates to serve as chair, vice chair, and board members for each county (please note rules & regulations for specific qualifications). Mark the appropriate box to indicate your decision.
2 Complete your agency information. The authorized representative is determined by your agency in accordance with your agency’s policies and procedures.
Region 10 Rules & Regulations:
The chair and vice chair shall be from different counties. At least one of the chair or vice chair positions must be an elected/appointed director from a member agency. The region board members shall alternate every two years with three from one county and two from the other. The county from which the chair comes from shall have two region board members and the county from which the vice chair comes from shall have three region board members.
Submitted board candidate bios and headshots are available on www.acwa.
com/elections/2023-region-elections/.
AGENCY NAME
AUTHORIZED REPRESENTATIVE DATE
1
2
Nominating Committee’s Recommended Slate
I concur with the Region 10 Nominating Committee’s recommended slate below.
CHAIR:
•Dana Friehauf, Board Member, Santa Fe Irrigation District (SD)
VICE CHAIR:
•Charles T. Gibson, Director, Santa Margarita Water District (OC)
BOARD MEMBERS:
• Marice H. DePasquale, Vice President, Board of Directors, Mesa Water District (OC)
•George Murdoch, Vice President, East Orange County Water District (OC)
•Deborah Neev, Commissioner, Laguna Beach County Water District (OC)
•Jose Martinez, General Manager, Otay Water District (SD)
•Jennifer DeMeo, Vice President, Fallbrook Public Utility District (SD)
OR
Individual Board Candidate Nominations (See Rules & Regulations before selecting)
I do not concur with the Region 10 Nominating Committee’s recommended slate. I will vote for individual candidates below as indicated.
CANDIDATES FOR CHAIR: (CHOOSE ONE)
Dana Friehauf, Board Member, Santa Fe Irrigation District (SD)
CANDIDATES FOR VICE CHAIR: (CHOOSE ONE)
Charles T. Gibson, Director, Santa Margarita Water District (OC)
SAN DIEGO COUNTY CANDIDATES FOR BOARD MEMBERS: (MAX OF 2 CHOICES)
Alexandra (Ally) Berenter, Senior Manager, External Affairs & Water Policy, City of San Diego (SD)
Manny Delgado, Director, Sweetwater Authority (SD)
Jennifer DeMeo, Vice President, Fallbrook Public Utility District (SD)
Jose Martinez, General Manager, Otay Water District (SD)
ORANGE COUNTY CANDIDATES FOR BOARD MEMBERS: (MAX OF 3 CHOICES)
Marice H. DePasquale, Vice President, Board of Directors, Mesa Water District (OC)
George Murdoch, Vice President, East Orange County Water District (OC)
Deborah Neev, Commissioner, Laguna Beach County Water District (OC)
THIS BALLOT WAS REVISED ON 7/20/23
Alexandra Berenter has been working on water issues for
over a decade. For the past three years, Alexandra has
been the Senior Manager of External Affairs & Policy with
the City of San Diego. In this role, she serves as a subject
matter expert and policy advisor to the Mayor and City
leadership on a broad range of issues impacting water
management and delivery. Additionally, she is responsible
for overseeing communication and government affairs for
the Public Utilities Department.
Prior to joining the City, Alexandra was the Director of
Public Affairs at the Downtown San Diego Partnership
where she led the organization’s public policy efforts and
developed strategic partnerships to foster economic
progress downtown. For six years prior to that, she worked as congressional staff in
Washington, D.C., where she managed a diverse legislative portfolio and was
responsible for the analysis and drafting of federal legislation, and development of
strategy to achieve successful policy outcomes. While on Capitol Hill, Alexandra served
as the point person for California water negotiations amongst the House staff
delegation. This was an opportunity to gain intimate knowledge of the complexities of
California water policy and ultimately, this effort resulted in the inclusion of California
drought provisions in the Water Infrastructure Improvements for the Nation (WIIN) Act.
Alexandra is a native San Diegan and earned her Bachelor of Arts degree in Political
Science at Washington University in St. Louis.
Describe your ACWA-related activities that help qualify you for this office:
Attending spring & fall conferences consistently over my two terms has given me insight into the complex
issues facing California's water infrastructure. San Diego has unique needs as an area with scarce
groundwater sources. FPUD has been acutely aware of the need to diversify our supply of water for our
urban community and vast agriculture concerns. ACWA has been an invaluable resource for me in my
voting decisions as a Board member as well as good policy choices for my Fallbrook ratepayers. My long
history as a customer service professional has allowed me to listen to and anticipate the needs of many
individuals. More than 20 years working in the private sector have allowed me to easily transition into the
water community in San Diego. My current position as Instructional Paraprofessional in the Fallbrook
Union Elementary School District has enhanced my skillset in interpersonal relationships. It is very
important to listen to individuals with both hearing and observational skills. The diverse personalities in
the water industry create interesting interactions every day.
Write below or attach a half-page bio summarizing the experience and qualifications that make
you a viable candidate for ACWA Region leadership.
I have served on the FPUD Board of Directors for seven years (since 2016), currently serving as the Vice
President. In 2021 , I served as the first female President of the Board in its 100-year history. I have also
served on FPUD’s Personnel Committee since 2016. I continue to be a voting ACWA JPIA Board Member
since I was appointed in 2018. At every ACWA conference, I have attended our regional board meetings,
and during 2020, I participated virtually in the regional calls.
Re-Elect Marice H. DePasquale to ACWA Region 10 Board
Vice President, Mesa Water District (Mesa Water®)
OBJECTIVE: To continue advancing the goals of ACWA Region 10 in best serving its members, ACWA, and the industry by contributing my experience in community and water leadership, including as an ACWA Region 10 Board Member since 2022,
and my skills as an advocacy and communications professional.
STATEMENT OF QUALIFICATIONS:
•Mesa Water – Vice President, Present & 2019-2021; President, 2021-2023;Executive Committee, 2019-Present; Legislative & Public Affairs CommitteeChair and Engineering & Operations Committee Alternate, 2019-Present
•ACWA – Region 10 Board, 2022-Present; Communications Committee member,
2018-Present; featured in ACWA “Investing in our Future” video, 2019; Women inWater participant, 2017-Present
•CalDesal – Vice Chair, 2020-Present
•Water UCI – Board Member, 2018-Present
•Other – City of Huntington Beach, Affordable Housing Committee; Girl Scouts &Junior Troop Leader; Orange County Building Industry Association; Seneca Family of Agencies, Board Member; University of California, Irvine (UCI) School of Social Science, Dean’s Board of Counselors; Water UCI Board Member
BACKGROUND: With a Bachelor of Arts degree in Political Science from UCI, Vice President Marice H.
DePasquale has decades of public relations experience and is Principal of MConsensus, an award-winning public affairs firm specializing in land use entitlement, government and community relations, and grassroots lobbying. A Mesa Water Director since 2017, she values public service and giving back to the community, and is committed to
assuring a safe, affordable, abundant, and reliable water supply for all Californians.
Attachment
Region 10 Board Candidate (Chair) - Nomination Form
DANA FRIEHAUF
Vice-President
Santa Fe Irrigation District Board of Directors
Half-page bio summarizing the experience and qualifications that
make you a viable candidate for ACWA Region Leadership:
I was honored to have been elected to the Santa Fe Irrigation District Board in November 2020.
I am currently the Vice-President of the Board and serve on the Executive Committee and
Administrative and Finance Committee. I had retired from the San Diego County Water
Authority, as a Water Resources Manager, in March 2019, after working 30 plus years in the
areas of water planning and policy. Throughout my career at the Water Authority and now as
an elected SFID Board member, my priority and passion has been to work collaboratively with
others to solve problems and issues. Over the course of my career, I coordinated with the
Water Authority’s 24 member agency managers to develop water plans and policies for the San
Diego region. Serving as an alternate to the General Manager on the California Urban Water
Agencies Board, I worked with CUWA member agencies to tackle statewide water issues. I also
served on the state’s Urban Advisory Group, collaborating with water agencies statewide, to
provide input on a 2017 Framework Report to implement Governor Brown’s water
conservation executive order. Serving as Region 10 Vice-Chair this past term, my priority has
been to work collaboratively with the Region 10 Board to ensure ACWA is meeting its members’
needs in Region 10, to discuss the critical water issues we face and provide relevant and
educational events for the Region 10 membership. As an ACWA Board member, my priority has
been to ensure that Region 10 members’ issues and concerns are heard at the Board meetings.
These are examples of the collaborative leadership skills I would continue to bring to the ACWA
Region 10 Board as Chair. These skills along with my knowledge of local, regional and statewide
water issues gained from working at the Water Authority, serving on the SFID Board and serving
as Region 10 Vice-Chair, make me a highly viable candidate to serve as Chair of ACWA’s Region
10 Board.
Jose Martinez General Manager of the Otay Water District
Recognizing the demand for an increased talented pool of individuals in the water industry
combined with the work and skills that military veterans have demonstrated during their military careers, Jose Martinez, military veteran, and general manager of the Otay Water District, initiated an opportunity to create a path for veterans, transitioning to civilian employment, to
receive credit for their military experience and education toward certifications in the water industry. Through Assembly Bill 1588, signed into law in October 2019, California now supports veterans in navigating the civilian water system operator certification process, allowing them to
apply equivalency standards toward state or industry certifications. As a result of the law, Jose was selected to serve on the state Drinking Water Operator Certificate Program Advisory Committee to assist in defining the process to implement the law.
Jose has more than 22 years of progressive management and leadership experience in private and public organizations within the highly regulated utility industry. He also has managed
multimillion-dollar engineering and construction projects for water and wastewater facilities and has a strong administrative and financial management project background.
Jose assumed full-time duties as the general manager of the Otay Water District in March 2020. He has been at Otay for eleven years, serving as the assistant chief of water operations since 2014 and as the utility service manager since 2012. Prior to working at Otay, Jose also managed various utility capital improvement projects and programs for SAIC from 2007 to 2012.
As a military veteran, Jose also has contributed his United States Navy education and experience to the water industry including Otay. He served as a Nuclear Submarine Officer, managing preventive and corrective operations and maintenance of complex systems including
water quality and water treatment. Jose has a Bachelor of Science in mechanical engineering with a focus in nuclear energy conversion from the U.S. Naval Academy and holds a minor degree in Spanish.
George A. Murdoch
Vice President - Division 3
Term Dec 2022 - Dec 2026
George A. Murdoch retired after 38 years from the City of Newport
Beach where he served as the Municipal Operations Director
overseeing the city’s operations of water, sewer, storm drains,
streetlights and oil wells. In 2018, he was presented with the Randy
Scheerer Lifetime Service Award for 37 years of dedicated and
selfless public service. George possesses the highest level of water
distribution certification from the State Water Resources Control
Board as well as being state certified in water treatment. Currently,
George serves on the Region 10 (San Diego & Orange County)
Board of Directors as well as Business Development, Water Quality
and Membership Committees for the Association of California Water
Agencies (ACWA). He was born and raised in Orange County
California and lives in unincorporated North Tustin.
Manny Delgado
Sweetwater Authority
Newly appointed Director of Sweetwater Authority and South Bay
Irrigation District since January 2023 with 20+ years in community
outreach and policy development working on public infrastructure
projects (including water) within the private, local, state, and federal
governments.
My experience in community outreach at the private and public sectors
makes me an ideal candidate to help contribute to Region 10 and
support ACWA’s activities and regional involvement in the outreach
program.
STAFF REPORT
TYPE MEETING: Regular Board MEETING DATE: September 6, 2023
PROJECT: Various DIV. NO. ALL
SUBMITTED BY: Kent Payne
Purchasing & Facilities Manager
APPROVED BY: Adolfo Segura, Chief, Administrative Services
Jose Martinez, General Manager
SUBJECT: ADOPT RESOLUTION #4436 TO UPDATE BOARD POLICY #13, “USE OF
DISTRICT BOARDROOM/MEETING ROOM”
GENERAL MANAGER’S RECOMMENDATION:
That the Board adopt Resolution #4436 to update Board Policy #13, “Use
of District Boardroom/Meeting Room” due to administrative language
update and cleanup.
COMMITTEE ACTION:
See “Attachment A”.
PURPOSE:
To request that the Board adopt Resolution #4436 to update Board Policy
#13, “Use of District Boardroom/Meeting Room”, due to administrative
language update and cleanup.
ANALYSIS:
The codification or organization of ordinances provides an essential
framework of operating laws for an agency to function. The District’s
code of ordinances contains forty-five (45) Board adopted policies that
govern how the District operates. As a standard course of action, the
District periodically reviews and updates its Board policies as needed.
AGENDA ITEM 4
All departments are responsible for the periodic review of their
respective policies and procedures. This review is necessary to ensure
that District staff adhere to operating policies and procedures, and to
streamline business processes whenever possible.
Updates and revisions deemed appropriate at this time are detailed in
the attached strike-through versions of the policies (Exhibit 1). The
proposed changes mainly indicate a refinement of language.
Based on the above, it is recommended that the Board of Directors adopt
Resolution #4436 (Attachment B) in support of the proposed updates and
revisions (Attachment C).
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
None.
STRATEGIC GOAL:
Operate the District in a financially sustainable and transparent
manner.
LEGAL IMPACT:
None.
ATTACHMENTS:
Attachment A – Committee Action Report
Attachment B – Resolution #4436
Exhibit 1 – Board Policy #13, “Use of District
Boardroom/Meeting Room”
Attachment C - Recommended Updates/Revisions to Board Policy #13, “Use
of District Boardroom/Meeting Room”
Attachment D – Proposed Copy of Board Policy #13, “Use of District
Boardroom/Meeting Room”
ATTACHMENT A
SUBJECT/PROJECT: ADOPT RESOLUTION #4436 TO UPDATE BOARD POLICY #13, “USE OF
DISTRICT BOARDROOM/MEETING ROOM”
COMMITTEE ACTION:
The Finance & Administration Committee reviewed this item at a
meeting held on August 16, 2023. 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.
1
RESOLUTION NO. 4436
RESOLUTION OF THE BOARD OF DIRECTORS
OF THE OTAY WATER DISTRICT TO REVISE
BOARD POLICY #13, “USE OF DISTRICT
BOARDROOM/MEETING ROOM”
WHEREAS, the Board of Directors of Otay Water District have
established policies, procedures, ordinances, and resolutions
for the efficient operation of the District; and WHEREAS, it is
the policy of the District to establish procedures to review
policies, procedures, ordinances, and resolutions periodically
to ensure they are current and relevant; and
WHEREAS, District staff has identified Board Policy #13,
“Use of District Boardroom/Meeting Room” as requiring updates
as per the attached strike-through copy.
NOW, THEREFORE, BE IT RESOLVED that the Board of Directors
of the Otay Water District amend the Board Policy indicated
above in the form presented to the Board at this meeting.
PASSED, APPROVED AND ADOPTED by the Board of Directors of
the Otay Water District at a regular meeting held this 6th of
September 2023.
__________________________
Board President
ATTEST:
___________________________
District Secretary
ATTACHMENT B
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy
Number
Date
Adopted
Date
Revised
USE OF DISTRICT BOARDROOM/MEETING ROOM 13 03/ 04/85 11/ 05/03
Page 1 of 2
PURPOSE
To establish rules and procedures for use of the District Board-
room/meeting rooms for purposes other than Otay Water District
activities.
BACKGROUND
The District Boardroom is primarily utilized for meetings of the
Otay Water District Board of Directors, public hearings and other
District activities. Frequently, the District receives requests
from various agencies, groups or committees to utilize the Board-
room or other meeting room facilities.
POLICY
Arrangements for such use shall be made in advance by filing a
District Application for use of District Facilities form which
shall specify the rules and regulations pertaining thereto. Said
rules and regulations shall include:
1.The application must be made by a resident of the District
who is also a duly-appointed representative of the associa-
tion or group seeking to use the Boardroom or meeting
facilities. The group or association must consist primarily
of District residents.
2.Priority of uses:
a.Otay Water District related meetings have first prior-
ity.
b.Government agencies.
c.Non-profit or public benefit organizations consisting
primarily of District residents.
3.The Boardroom shall be available no later than 10:00 p.m. on
weekdays. It shall not be available weekends or holidays.
4.No smoking, food or beverages.
5.A cleaning deposit of $150 shall be required from groups
other than government agencies.
6.The group/association shall agree to defend, hold harmless
and indemnify the District from any liability arising out of
the use of District property and shall obtain insurance in
the amount of $1,000, 000 with the District named as an addi-
EXHIBIT 1
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy
Number
Date
Adopted
Date
Revised
USE OF DISTRICT BOARDROOM/MEETING ROOM 13 03/ 04/85 11/ 05/03
Page 2 of 2
tional insured. Governmental entities shall not be required
to obtain insurance.
7.The group/association shall be liable for all theft and/or
damages to equipment, furniture, etc. that may occur during
their use of the District’s facilities.
8.No admission fee may be charged by the user.
9.No games of chance, lottery or gambling of any kind.
10.No illegal activity shall be permitted.
11.Minor children must be supervised at all times while on Dis-
trict property.
12.No decorations may be affixed to furniture, walls, ceilings
or fixtures.
13.No animals are allowed except assistance/service dogs.
14.District telephones are not available for public use.
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy
Number
Date
Adopted
Date
Revised
USE OF DISTRICT BOARDROOM/MEETING ROOMS 13 3/4/85 9/6/23
11/05/03
Page 1 of 2
PURPOSE
To establish rules and procedures for use of the Otay Water District
(District) Boardroom/meeting rooms for purposes other than Otay Water
District activities.
BACKGROUND
The District Boardroom is primarily utilized for meetings of the Otay
Water District Board of Directors, public hearings, and other District
activities. FrequentlyOn occasion, the District receives requests from
outsidevarious agencies, or groups or committees to utilize the Board-
room or other meeting room facilities.
POLICY
ArrangementsRequests for such use shall be made in advance by
submittingfiling a District “Application for Uuse of District
Facilities” form, which shall specify the rules and regulations
pertaining thereto. Said rules and regulations shall include:
1.The District has the right to reject or terminate the
application with or without case.
The application must be made by a resident of the District
who is also a duly-appointed representative of the association
or group seeking to use the Boardroom or meeting facilities.
1.2. Outside agenciesThe or groups or association requesting the
use of District facilities must consist primarily of District
residents or customers.
2.3. Priority of uses:
a.Otay Water District related meetings have first prior-
ity.
b.Government agencies.
c.Non-profit, or public benefit and professional groups
or agenciesorganizations consisting primarily of District
residents, customers, or industry professionals.
ATTACHMENT C
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy
Number
Date
Adopted
Date
Revised
USE OF DISTRICT BOARDROOM/MEETING ROOMS 13 3/4/85 9/6/23
11/05/03
Page 2 of 2
3.4. The Boardroom shall be available between the hours of 8:00
a.m. and 9:00 p.m.no later than 10:00 p.m. on weekdays. It shall
not be available on weekends or holidays.
5.No smoking on District property., food or beverages.
4.6. Sharing of snacks or water is permitted but hosting of meals
or other beverages is not allowed.
7.At District’s discretion, aA cleaning deposit of $150 mayshall
be required from groups other than government agencies.
5.
6.8. The facility usergroup/association shall agree to defend,
hold harmless, and indemnify the District from any liability
arising out of the use of District property and shall obtain
insurance in the amount of $1,000,000 with the District named as
an additional insured. Governmental entities shall not be
required to obtain insurance.
7.9. The facility usergroup/association shall be liable for all
theft and/or damages to equipment, furniture, etc., that may
occur during their use of the District’s facilities.
8.10. No admission fee may be charged by the facility useruser.
9.11. No games of chance, lottery , or gambling of any kind shall
be permitted.
10.12. No illegal activity shall be permitted.
11.13. Minor cChildren or minors must be supervised at all times
while on District property.
12.14. No decorations may be affixed to furniture, walls, ceilings,
or fixtures.
13.15. No animals are allowed except assistance or/ service dogs.
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy
Number
Date
Adopted
Date
Revised
USE OF DISTRICT BOARDROOM/MEETING ROOMS 13 3/4/85 9/6/23
11/05/03
Page 3 of 2
16.With the exception of the District’s guest Wi-Fi service,
businessDistrict telephones and computer equipment are not
available for personalpublic use.
14.17. Whenever possible, District staff will be present to
coordinate, assist, or escort facility users.
Exhibit: “Application for Use of District Facilities” Form
OTAY WATER DISTRICT
APPLICATION FOR USE OF DISTRICT FACILITIES
Name of Applicant: ________________________________________________________________________
(Applicant seeking to use the District’s facilities must be a resident or customer of the District who is also a duly- appointed representative of the
association or group or agency seeking to use the facilities. The group or agency association must consist primarily of District
residents/customers.)
Name of
Organization: _____________________________________________________________________________
Telephone
Number:
_________________________________________________________________________________
Purpose of
Meeting: _________________________________________________________________________________
Date(s) of Use: ____________________________________________________________________________
(Facilities shall be available no later than 10 p.m. on weekdays. They are not available on weekends or holidays.)
The group or agency/association agrees to defend, hold harmless and indemnify the District from any liability
arising out of the use of District property and shall obtain general liability insurance in the amount of
$1,000,000 with the District named as an additional insured. Copy of insurance certificate must be returned
with this form.
The group or agency/association shall be liable for all theft and/or damages to equipment, furniture, etc. that
may occur during their use of the District’s facilities.
All individuals, groups, or agenciesorganizations utilizing District facilities shall comply with all applicable
laws, rules, and regulations.
The District reserves the right to determine which facility the group or association will use.
The following are not permitted:
•Smoking
•Food or beverages (other than water)
•Admission fees charged by group/association
•Games of chance, lottery or gambling of any kind
•Illegal activity
•Unsupervised minor children
•Decorations
•Animals except assistance/service dogs
•Use of District telephones
A deposit of $150 shall be required and shall be held by District until the group or agency/association is
finished using the facility.
Applicant hereby agrees to the above.
APPLICANT:
By: ____________________________________________ Date: _____________________________
(Please send the completed form to: facilities@otaywater.gov)
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy
Number
Date
Adopted
Date
Revised
USE OF DISTRICT BOARDROOM/MEETING ROOMS 13 3/4/85 9/6/23
Page 1 of 2
PURPOSE
To establish rules and procedures for use of the Otay Water District
(District) Boardroom/meeting rooms for purposes other than District
activities.
BACKGROUND
The District Boardroom is primarily utilized for meetings of the
District Board of Directors, public hearings, and other District
activities. On occasion, the District receives requests from outside
agencies or groups to utilize the Boardroom or other meeting room
facilities.
POLICY
Requests for such use shall be made in advance by submitting a
“Application for Use of District Facilities” form, which shall specify
the rules and regulations pertaining thereto. Said rules and
regulations shall include:
1. The District has the right to reject or terminate the
application with or without case.
2.Outside agencies or groups requesting the use of District
facilities must consist primarily of District residents or
customers.
3.Priority of uses:
a.District related meetings have first priority.
b.Government agencies.
c.Non-profit, public benefit and professional groups or
agencies consisting primarily of District residents,
customers, or industry professionals.
ATTACHMENT D
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy
Number
Date
Adopted
Date
Revised
USE OF DISTRICT BOARDROOM/MEETING ROOMS 13 3/4/85 9/6/23
Page 2 of 2
4.The Boardroom shall be available between the hours of 8:00 a.m.
and 9:00 p.m. on weekdays. It shall not be available on weekends
or holidays.
5.No smoking on District property.
6.Sharing of snacks or water is permitted but hosting of meals or
other beverages is not allowed.
7.At District’s discretion, a cleaning deposit of $150 may be
required from groups other than government agencies.
8.The facility user shall agree to defend, hold harmless, and
indemnify the District from any liability arising out of the use
of District property and shall obtain insurance in the amount of
$1,000,000 with the District named as an additional insured.
Governmental entities shall not be required to obtain insurance.
9.The facility user shall be liable for all theft and/or damage to
equipment, furniture, etc., that may occur during their use of
the District’s facilities.
10.No admission fee may be charged by the facility user.
11.No games of chance, lottery, or gambling of any kind shall be
permitted.
12.No illegal activity shall be permitted.
13.Children or minors must be supervised at all times while on Dis-
trict property.
14.No decorations may be affixed to furniture, walls, ceilings, or
fixtures.
15.No animals are allowed except assistance or service dogs.
16.With the exception of the District’s guest Wi-Fi service,
business telephones and computer equipment are not available for
personal use.
OTAY WATER DISTRICT
BOARD OF DIRECTORS POLICY
Subject Policy
Number
Date
Adopted
Date
Revised
USE OF DISTRICT BOARDROOM/MEETING ROOMS 13 3/4/85 9/6/23
Page 3 of 2
17.Whenever possible, District staff will be present to coordinate,
assist, or escort facility users.
Exhibit: “Application for Use of District Facilities” Form
APPLICATION FOR USE OF DISTRICT FACILITIES
Name of Applicant: ________________________________________________________________________
(Applicant seeking to use the District’s facilities must be a resident or customer of the District who is also a duly appointed representative of the
group or agency. The group or agency must consist primarily of District residents/customers.)
Name of Organization: _____________________________________________________________________
Telephone Number: _______________________________________________________________________
Purpose of Meeting: _______________________________________________________________________
Date(s) of Use: ___________________________________________________________________________
(Facilities shall be available no later than 10 p.m. on weekdays. They are not available on weekends or holidays.)
The group or agency agrees to defend, hold harmless and indemnify the District from any liability arising out
of the use of District property and shall obtain general liability insurance in the amount of $1,000,000 with the
District named as an additional insured. Copy of insurance certificate must be returned with this form.
The group or agency shall be liable for all theft and/or damages to equipment, furniture, etc. that may occur
during their use of the District’s facilities.
All individuals, groups, or agencies utilizing District facilities shall comply with all applicable laws, rules, and
regulations.
The District reserves the right to determine which facility the group or association will use.
The following are not permitted:
•Smoking
•Food or beverages (other than water)
•Admission fees charged by group/association
•Games of chance, lottery or gambling of any kind
•Illegal activity
•Unsupervised minor children
•Decorations
•Animals except assistance/service dogs
•Use of District telephones
A deposit of $150 shall be required and shall be held by District until the group or agency is finished using the
facility.
Applicant hereby agrees to the above.
APPLICANT:
By: ____________________________________________ Date: _____________________________
(Please send the completed form to: facilities@otaywater.gov)
STAFF REPORT
TYPE MEETING: Regular Board MEETING DATE: September 6, 2023
PROJECT: Various DIV. NO. ALL
SUBMITTED BY: Michael Kerr
Information Technology Manager
APPROVED BY: Adolfo Segura, Chief, Administrative Services
Jose Martinez, General Manager
SUBJECT: AWARD A CONTRACT TO TYLER TECHNOLOGIES, INC. TO UPGRADE THE DISTRICT’S ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM IN AN AMOUNT NOT-TO-EXCEED $2,092,345.00
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors award a
contract to Tyler Technologies, Inc. (Tyler), a Plano Texas Corporation,
to upgrade the District’s Enterprise Resource Planning (ERP) System in
an amount not-to-exceed $2,092,345.00.
COMMITTEE ACTION:
See “Attachment A”.
PURPOSE:
To obtain Board authorization for the General Manager to execute an
agreement with Tyler to provide software, hardware, and
implementation services to upgrade the District’s ERP system in an
amount not-to-exceed $2,092,345.00.
ANALYSIS:
Enterprise Resource Planning (ERP) is a crucial tool for
organizations, offering a centralized platform that efficiently
manages business processes integral to the District's mission and
core values. In 2003, the District purchased the Eden ERP Solution,
encompassing components supporting Accounting, General Ledger,
AGENDA ITEM 5
Budgeting, Human Capital Management, and utilities billing/payment
processing. ERP systems have an average lifespan of 7-10 years.
Approximately two years ago, Eden notified its customers, including
the District, of its plan to sunset or discontinue product support
and maintenance effective March 2027.
Given this notice and recognizing the importance of enhancing
operational efficiency, the District initiated discussions several
years ago to upgrade its existing Eden system, with the goal to
further eliminate manual and redundant processes, optimize day-to-
day functions, achieve seamless integration with other enterprise
productivity tools, and be budget conscious of its future operating
cost.
As part of these discussions, staff contacted neighboring agencies,
sought feedback from the Municipal Information Systems Association
of California (MISAC) network, and researched alternative solutions
for a replacement. Through these efforts, staff found many public
agencies moving to a new or replacement system had selected Tyler
Munis. These discussions also revealed that alternative options for
a new ERP system would incur much higher implementation expenses,
licensing costs, and compatibility challenges with other enterprise
productivity solutions. Not only was Munis the preferred solution
for many of these agencies, but migrating to this system would yield
up to 40% savings when compared to implementing an entirely new
system.
To enhance their understanding of the solution, staff requested Munis
to arrange demonstrations for each module to be presented to the
District and tailored to the specific departments. Throughout these
sessions, staff members were encouraged to offer comprehensive
feedback and explore avenues with Munis to achieve operational
efficiency and business process enhancements. These sessions spanned
various sections, including Finance, Engineering, Procurement,
Information Technology, GIS, and Operations. In some instances, staff
requested multiple follow-up sessions to ensure that all their
inquiries were thoroughly addressed. These demonstrations were
instrumental in significantly enhancing staff's comprehension of the
overall project and identifying the most effective implementation
strategies.
Considerations of vendor continuity and efficiency with the Tyler
software also influenced the decision to transition to Munis. By
upgrading to the latest version, the District ensures ongoing
support, maintenance, and strong expertise in the system. It also
enables staff to make the most of their current knowledge and
expertise, resulting in a noticeable decrease in the learning curve
typically associated with implementing an entirely new system.
The existence of Tyler's Evergreen Policy was another pivotal factor
in the decision to upgrade to the Munis ERP. This policy guarantees
that the existing licensing agreement with Eden will be honored in
the upgrade to Munis, with no new relicensing fees, leading to
substantial annual savings of over $65,000. In addition, an
approximate 50% discount on data conversion expenses will be honored
via this Evergreen Policy. Furthermore, transitioning from one Tyler
platform to another will expedite various implementation aspects,
including seamless data migration between the two systems. As a
result, concerns about overlapping timelines for two ERP systems will
be alleviated, ensuring a smoother transition, and maximizing
efficiency throughout the upgrade process.
Tyler's software has a very strong presence in the public agency
space. Examples of neighboring public agencies that employ Munis
include Helix Water District, Padre Dam Municipal Water District,
Santa Margarita Water District, City of El Cajon, City of Chula
Vista, City of Coronado, City of Vista, City of Long Beach, City of
Solana Beach, and many more.
By leveraging the Sourcewell Cooperative Contract, the staff gained
a structured framework for formally assessing Tyler's products.
Under the District's Purchasing Manual, Section 6.2.3
Cooperative/Joint Purchases, the acquisition of the ERP system can
be purchased through a cooperative purchasing program. Tyler has an
active cooperative contract #090320-TTI with Sourcewell, which
includes ERP and financial software & services. Sourcewell is a
national service cooperative created by the Minnesota legislature as
a government agency, which performs cooperative purchasing on behalf
of itself and its participating public agencies to reduce the cost
of procurement. Participating agencies include all eligible
government, education, and nonprofit agencies nationwide and in
Canada. Sourcewell's solicitation process meets the District's
competitive solicitation requirements.
UTILITY BILLING
The District's current Utility Billing (UB) system is part of Tyler
Eden's ERP modules reaching the end of its operational life. Upon
evaluating the UB module of the Munis, staff identified certain
functionality that did not meet the District's comprehensive
requirements. Munis UB module cannot accommodate the District's
calculated rate structures. The UB module, as demonstrated, also
lacks self-service functionality for customers to access their daily
usage data. As a result, customers can only inquire about their usage
by directly contacting the District. While in its current state,
Munis UB does not appear to meet our needs; however, our review of
alternatives may include a third-party solution and potential custom
enhancements within Munis. Staff recognizes the need for further
exploration of alternative solutions to ensure the new UB system's
capacity to effectively address the District's existing requirements
and adapt to future water and sewer billing changes. If different
options for UB are considered, staff's original selection of Munis
remains unchanged regarding its suitability and cost-effectiveness
in meeting District's requirements compared to purchasing an entirely
new system.
IMPLEMENTATION Transitioning from one Tyler platform to another will streamline
various facets of the implementation process, such as data migration
between the systems. This approach alleviates concerns about new
system overlaps and presents savings in both costs and staff time.
The Munis team will provide a dedicated implementation team to ensure
a successful software launch and a smooth transition to the new
system. Simultaneously, the District will assemble its team to
support the implementation process. Essential staff members will
participate by assisting in configuration, providing workflow
guidance, and ensuring that the Munis team aligns with District
policies, processes, procedures, and requirements. The upgrade of
Munis will be a comprehensive project spanning multiple fiscal years.
Each stage will encompass evaluating the District's existing business
methods, identifying new processes to align with the new ERP, and
testing the functionality and accuracy of the system's features while
delivering comprehensive training to all users. The transition to
Munis is expected to occur during FY26-FY27.
PROPOSED TIMELINE
Based on approval at the September Board Meeting, the timeline below
outlines a systematic and coordinated approach to the project. The
phases represent accurate data conversion, effective system
implementation, efficient project management, and user training:
Phases Completion Module Go-Live Deliverables
April 2024 June 2025 Financial July 1, 2025
Chart of Accts., GL, AR, Purchasing, Capital Projects
January 2025 December 2025
Human Capital Management/ Payroll
Jan 1, 2026
Human Resources, Time & Attendance, Employee Records, Benefits
October 2025 June 2026 Permitting July 1, 2026
Licensing,
Permitting,
Inspections
April 2026 June 2027 Utility Billing July 1, 2027
Utility Billing, Customer Information System RECOMMENDATION Staff recommends upgrading the District's legacy ERP solution with a
flexible, reliable, and widely supported system, accompanied by a
formal support and maintenance agreement.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The total budget for CIP P2572, as approved in the FY 2024 budget,
is $795,000. The total cost of purchasing and transitioning to
Tyler's complete cloud-based ERP system over the initial three-year
term, amounts to $2,092,345.00, as detailed below:
ERP Budget CIP Operating
Three-Year Maintenance and Support $1,157,345.00
Training $140,000.00 Sub-Total $1,297,345.00
Implementation, Data Conversion, Project Management, Travel $745,143.00
Contingency $49,857.00
Sub-Total $795,000.00 Total Request $2,092,345.00
• Operations: $1,297,345.00
Annual Maintenance & Support, Training: This fee covers the
three-year total for ongoing maintenance and support of the
new ERP system and vendor training during the implementation
phases. Ongoing annual maintenance costs are and will be
budgeted in the operational budget. The 2024 budget includes
the necessary funding for required support after go-live.
Staff will budget the future required maintenance and
support as quoted in the Tyler contract.
• Capital Expenses: $795,000.00
To cover all implementation-related costs, including data
conversion, project management, and implementation.
Includes a contingency for addressing any unique business
requirements specific to the District.
The total estimated project cost of $2,092,345.00 will be funded by
a combination of CIP and Operational budgets. While the new ERP
system is anticipated to incorporate the UB module within the initial
budget framework, staff identified some limitations in its
capabilities after the demonstrations. As a result, further research
into alternative solutions will address these concerns, and a future
increase in the budget is expected if a third-party UB solution is
needed.
The Finance Department has determined that, under the current rate
model, 100% of the maintenance and training is included in the 6-
year expenditure forecast, and 100% of the funding for CIP P2572 is
available from the Replacement Fund.
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:
AWARD A CONTRACT TO TYLER TECHNOLOGIES, INC. TO UPGRADE THE DISTRICT’S ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM IN AN
AMOUNT NOT-TO-EXCEED $2,092,345.00
COMMITTEE ACTION:
The Finance & Administration Committee reviewed this item at a
meeting held on August 16, 2023. 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.
Enterprise Resource Planning (ERP) System
Upgrade of the District’s ERP system
ATTACHMENT B
History | Current State | Challenges
•Purchased in 2003 for $4.8 mil.
•End of Useful Shelf Life – 3/1/2027
•Obsolete user interfaces
•Outdated Technology
•Retirement of Staff (Tyler)
•Security Concerns
What was Done
Public Agencies,
Local Gov’t,
Utilities, etc.
Demonstrations
w/Internal Staff
on Tyler Munis
ERP
Tyler Connect
Conference, San
Antonio, TX
Phases Completion Module Go-Live Deliverables
April 2024 June 2025 Financial July 1, 2025 Chart of Accts., GL, AR, Purchasing, Capital
Projects
January 2025 December 2025 Human Capital
Management/Payroll Jan 1, 2026 Human Resources, Time & Attendance,
Employee Records, Benefits
October 2025 June 2026 Permitting July 1, 2026 Licensing, Permitting, Inspections
April 2026 June 2027 Utility Billing July 1, 2027 Utility Billing, Customer Information System
Projected Timeline