Public Works and Utilities Committee Tue, Sep 2, 2025 · Public Works and Utilities Committee https://santafeminutes.space/meeting/304 == Executive Summary == The Public Works and Utilities Committee meeting covered several key topics, including the recognition of an outstanding employee, updates on the Advanced Utility Billing System, and the approval of a resolution to convene a Charter Review Commission. Peter Rivera was honored as the Public Utilities Department Employee of the Month for his diligent work in Wastewater Management. The Advanced Utility Billing System project is on track for completion in October 2026, though challenges with data conversion from the legacy system necessitated a sole-source contract with Mountain River for specialized expertise. This contract, totaling $1.15 million, will be funded by reallocating savings and existing project funds. The committee also approved a resolution to establish a Charter Review Commission by April 2026 to examine mayoral and city counselor powers, with an amendment proposed to include a review of the rank-choice voting model. == Key Decisions == - Approved the agenda and consent agenda, with one item pulled for separate discussion. - Approved the resolution to convene a Charter Review Commission no later than April 2026 to consider mayoral and city counselor powers. == Motions & Votes == - Approval of the agenda — Passed - Approval of the consent agenda as amended — Passed - Resolution to convene a Charter Review Commission no later than April 2026 to consider mayor and city counselor powers — Passed (5-0) == Public Comment == No public comment period was held. However, counselors expressed gratitude for staff briefings on the Advance billing system, emphasized the need for the new system to be a long-term solution, and highlighted the importance of a comprehensive review by the Charter Review Commission. == Topics == - Utility Billing System - Charter Review Commission - Wastewater Management - Employee Recognition - Water Bill Write-offs - City Events/Festivities == Full Transcript == Are we live? We are live. Thank you so much. I call to order the Public Works and Utilities Committee meeting. Today is Tuesday, September 2nd, 2025, and it is 5:01, 5:02 right now. Could I get a roll call, please? Certainly, Madam Chair. Councilor Maroworth. Here. Councilor Lee Garcia. Here. Councilor Michael Garcia. Present. Councilor Castro. Present. And Chair Chavez. Here. We have a quorum, Madam Chair. Thank you. Next is approval of the agenda. Are there any changes from staff? No changes, Madam Chair. Move to approve. Second. I have a motion and I have a second. We do have a member on virtual, so let's do a roll call, please. Councilor Castro? Yes. Councilor Michael Garcia? Yes. Councilor Lee Garcia? Yes. Councilor Romero Worth? Yes. Chair Chavez? Yes. Motion passes. Next is approval of the consent agenda. I believe it was 7 that was pulled. Is that correct? That's correct, ma'am. And that was pulled by Councilor Michael Garcia. Are there any other items that need to be seen today? Move to approve as amended. Second. I have a motion. I have a second. Can we get a roll call, please? Councilor Maroworth? Yes. Councilor Lee Garcia? Yes. Councilor Michael Garcia? Yes. Councilor Castro? Yes. Chair Chavez? Yes. Motion passes. Next is public comment. Do we have anyone that would like to come up and speak right now? Okay, I see none. We will move on to presentations. We have our first presentation where we will be recognizing one of our team members, Public Utilities Department Employee of the Month for August 2025 is Peter Rivera, Wastewater Management Division. And we have Patricia Rosacer here, Wastewater Lab Manager. And so I'll invite you up to present the award. Okay. Does this on? Okay. As she said, I'm Patricia Rosacer. I am the manager of the laboratory and of the industrial pre-treatment units. I have five employees. And to be honest with you, I would have loved to have nominated all of my employees. All of them have really great work ethics, but out of all of them, I chose Peter. He's been employed under the industrial pre-treatment program for about two years. And I'll just read my email that I used to nominate him. And I said, "I nominate Peter Rivera for the following reasons: He is diligent in enforcing the ordinance, particularly when it comes to the restaurants. He inspects the grease traps, and if he finds they need pumping, he will speak with the owner in a professional manner and often gives them a warning if they cannot show him pump records. He will then follow up to ensure the restaurant is in compliance with the ordinance." And controlling the grease at our wastewater facility is very important because it will pose many, many problems with the function of the, or the performance of the wastewater treatment system. He is very respectful and willing to go over and beyond. For instance, if the lab needs help with sampling the compost facility, monitoring wells, and/or doing late night, early morning sampling, he is more than happy to help with no questions asked. He is very eager to learn and takes notes on anything he is being educated on. He is pleasant and has great work ethics. I feel very honored to be his boss. I am hopeful that he will be selected for an employee of the month, and he has. So congratulations, Peter Rivera. Congratulations, Mr. Rivera. And if you don't mind, we'd all like to thank you personally. If you just want to come up and we can shake your hand out of appreciation. Right. Great. Thank you. Thank you, Mr. Rivera, for everything you do. Next is our second presentation. It's going to be Advanced Utility Billing System Update. We have Nancy Himenez, Utility Billing Division Director, and Carla Monroe, Contractor, Project Manager. And I will invite you all up to give your presentation. Welcome. Good afternoon. Good afternoon, Council. Do we have a presentation online? Is that better? Thank you. There we go. Thank you. We'll go ahead and get started. So, this is just an update of the Advanced Utility Billing Project. Some of our successes and then some of the areas where we have some opportunities for info. Madam Chair, just make sure you're really speaking into the mic because anybody on Zoom can hear you if you're right. There you go. Thank you, Councilor. And so I want to give an update on the timeline. Currently, the project ends October 2026, and we are still on schedule for the project completing. This month, we started planning for the conversion, configuration, and testing, which takes up the bulk of the time. Around the very beginning of June and potentially sometime in May, we'll start training for staff. Then we will go live and then run in parallel. That's a very high level, but there are plenty of tasks underneath that we have to complete, but the bulk of the tasks are conversion, configuration, and testing. We've had a couple of change orders or amended contracts. Number one, we've gone from version four to version five. We've also gone from the on-premise to the cloud hosting, and that was supported by IT. We have reduced the project management responsibilities of Advanced Utilities. There were just quite a few things that we could take care of in-house ourselves. And that saved some money in the contract by reducing that and not having some redundancies. We also removed the conversion responsibilities, and we'll talk a little bit about that when we get further into the presentation. And then we're also adding mobile device management functionality, which will help with staff doing service orders, and it'll automate that process and use less paper and have more of an automated process. So we're in the process of adding that in, but it won't impact the timeline. So far, we have pretty much completed the functional requirements, which are the business requirements for billing, making sure that all of the workflows, interfaces, reporting needs have been documented. Where we have run into a little time, where we needed to extend our timeline a little bit, was with data requirements, and really knowing the data from the legacy system and how that data is going to move over into the new system, and we'll talk a little bit about that as well. So the data expertise that is needed is knowledge of the AS400 legacy system and also assistance with the conversion from that legacy system and helping with the mapping with the interfaces and the data. That is the one area that we've had a little bit of an issue with, and we will talk through that. And so what we have done was completed a sole source with Mountain River. And the reason we did that was because we needed the specialized expertise of people that, or a company that had knowledge of the actual data. Advance did spend some time trying to go through the data, learning the data, but it's just if you don't already know it and know where what the fields mean, when they move over, how they were processed, that's just some internal knowledge that you have to have. And we just didn't have anyone that had that internal knowledge. And so what this, by having a sole source with Mountain River, it will reduce risk because they have a proven track record of doing the conversions, and they also know the data, and they know how that data matches with interfaces with our other companies like Munis and Badger, like just all the other different companies. They know what the data elements mean. So we were able to, you know, just speed up just asking them a few questions. So, we actually do need that assistance going forward in making sure that we have correct data because if we don't have the correct data going in and going into the correct places, it won't be fun the rest of the project. I love this project. So, but I love project management. So, everything is going to be fun. So, I would think I would want to know about the funding, right? So, where's this funding going to come from if you're going to bring in another contractor? And so, some of it is going to be savings from the Advanced Project because we're going to remove the conversion from them. And even number two, I talked a little bit about it. What Mountain River, the contract is, it's $500,000 for data conversion. It's $150,000 for interface mapping and testing. And then there's another $500,000, which is not the Advanced Project, but the current system and making sure they can help with maintaining the current system because we went from the on-prem with the AS400 to the cloud version, and there were some, there's some areas where we still need some assistance with the data because we have to make sure that's correct. So when we're converting from that cloud system to the Advanced Cloud system, we have everything working correctly. So we still have to support the current system to do that. And so there's no real budget impact because along with the savings from Mountain River, there was also the Phase 2 that was planned for. We talked about last time when we were here with including conservation and including water and other areas that bill that are currently not billing in a billing system, but billing separately. So we're going to use the funding from that to cover this new element. So, and then post go live, I'm just going to skip over to we have everything planned out. We have a schedule, actually reviewing our schedules where we knew we needed to say, "Okay, if we have to continue to go through trying to figure out the data, we are not going to make the schedule that we need to make." So we need to figure out what is a way that we can actually keep to our schedule because we have several contracts relying on us completing a project on time. And for us to do that, we have to bring in this other contractor to help us stay in line and stay on time. And then we will have a period where Mountain River will be here helping, you know, verify the data. I would probably ask the question, "Well, how are you going to make sure you don't have data issues when you go into the new system?" The new system will have a data dictionary. It will have data defined what we don't have now because it's a more modern system. So, we won't have this issue again. And then Advance will also provide the long-term maintenance and hosting for the cloud version. That is it. That was quick. Do we have, am I allowed to say, "Do we have any questions?" Yes, you are. Thank you so much. Are there any questions from committee members? Lee Garcia, Councilor Lee Garcia. Thank you, Madam Chair. I just kind of want to revisit the not fun part. So, what is it that we have to do to not make it not fun? We want it, we want it to. Oh, I'm saying it is fun. Well, there was a specific area in there that we need to do this, and it has to do with budget. Can you go over that one more time because? So, currently, money was allocated for Phase 2 of the project. Okay. And in this year, we were going to start doing the planning for the Phase 2 before we actually went into Phase 2. So, the money that was allocated for that is what we'll use to support this piece of the project because it does require additional funding. And then we also have funding that will be, it's approximately $480,000 that will decrease Advance's contract. It would have been more, but we want to add the mobile management to do service orders and just to make it, you know, more streamlined. So, and then that's going to assist with our data collection or with our administering of— With the—with which piece? The $490,000 from dedic— Yes, that can be used as a replacement for the data portion. Okay. And so we need that. Yes. Okay. Thank you. That's all the questions I have. Thank you. Thank you. Thank you, Counselor. Counselor Murworth. Thank you, Madam Chair. I just want to thank both of you for reaching out to counselors. I know you're still talking with counselors. It takes a while to get through all of us, but I did appreciate the one-on-one meeting I had with you about this and the detail you were able to provide. So, I just want to thank you for that. And I know you have more meetings scheduled as you work to brief everybody. So, thanks. Thank you, Madam Chair. Thank you, Counselor. Counselor Michael Garcia. Thank you, Madam Baron. Thank you for the presentation. I just want to look at the timeline, and specifically I'm looking at this is slide two. Looks like the parallel run. Am I understanding this correctly that there's only a parallel run scheduled from June through August, September? Is that— To mid-September. Mid-September. Okay. We want to make at a minimum have two full months. A parallel run. Okay. Just making sure that I understood that correctly because it's right at the end, and I didn't know if it went beyond the timeline. Well, and I'll tell you why. So, we can actually start that parallel run in June. But because of the closing of books with and then all of the things that happen with accounting and finance and procurement, I wanted to leave a little legroom just in because when they're trying to close the books, it's hard to get anyone to do anything but work on closing the books. Gotcha. Okay. And then I guess a not-so-fun question around this is a process that has taken a long, long, long time and cost taxpayers millions and millions and millions of dollars. Once this conversion is done in 2026, are we going to need to continue with contracts, etc.? Or is it—I don't want to say smooth sailing, but we're going to be good to go with the new system? We'll be good to go with the new system. And I think with the IT connect, I'll tell you our contract, it ends in October of 2026. So, it has to be done. Advance's contract ends in October 2026. What we're putting through for Mountain River would be the following year because there may be some other things that may need to be decommissioned, and then you'll need someone that actually is knowledgeable of the data in the current system as well. Okay, that is helpful. I just—I know there's light at the end of the tunnel, but I want us to be out of the tunnel finally and beyond the new system. So, thank you, sir. Yes. Just to also let you know, there is a maintenance process. So, once we've got the system up and running, there will be a maintenance portion that does need to continue every single year in our budget for the advanced system there. You know, we're going to be in the cloud, so there's a cost there. And then of course any upgrades. And Eric is standing up, so he probably knows the IT side a little bit better than I do. But every three months, every six months, Advance will potentially be sending us a disc, or sending it through the internet, or however they provide those updates to their system that we then would need to put into our test environment, make sure that everything works in our test environment before uploading it into the production environment and then moving forward. So, there is still a maintenance component that will continue to happen with really any system that you have. You have that maintenance aspect to it that will continue over many, many years that we have the advanced billing system. Okay. And I guess maybe a different way to frame the question is, are we building capacity within city staff to ensure the knowledge lies within the team to manage the process and system? Is that a process we're undergoing now as we're moving forward through this transition? Is staff building that capacity, that knowledge base? We are. Yes, we have current employees from IT, of course my staff currently. And then finance will be part of because cashiers here at City Hall has a component of this also. So, of course the finance department will be involved heavily in any software upgrades because they will be using the system also. So, yes, we do have at least three divisions right now that will be a part of understanding and learning and always training on the new items that may come out from Advance. Okay. Thank you. Thank you for the update. Thank you, Madam Chair. No other questions. Good luck as you'll continue with the transition. Great. Thank you. And I just want to echo what Counselor Meerworth said. It was great conversation. Oh, sorry, Counselor Castro. Before I give my thanks, do you have any comments or questions? Thank you so much, Chair, and thank you, Ms. Monroe, for the presentation. Just quickly, because it's a little difficult in this format, Ms. Monroe, if you could get me a history of the contractor. I know there's been a little concern and some lawsuits they're involved in. So, I know we have a meeting scheduled. If I could just get a follow-up on that. Thank you. Absolutely, Counselor. The history of Advance in particular, or sort of the whole project over the last— I think she's referencing Mountain River. Mountain River. Yeah, Mountain River in particular. Okay. Yep. No problem. Is that it, Counselor Castro? That's all. Thank you so much, Chair. All right. Thank you. I was saying I wanted to just echo Counselor Worth and thanking you all for the conversations that you had with us, and just being so passionate about getting this complete. So, it was very evident that you are doing everything necessary to get this done. You want this complete as much as everybody else, and I see it in just the discussions I have and your motivation and just your thought process and you sharing that. So, thank you for that. You have a wonderful evening. Thank you for being here. All right. Next is moving on to consent. We're going to item S. It was removed by Counselor Michael Garcia. Consideration of Resolution Number 2025 TBD. My co-sponsors are Counselor Jamie Casset, Counselor Pil Pad Faulner, and Counselor Elma Castro. A resolution convening a charter review commission no later than April of 2026 to consider mayor and city counselor powers. And I don't think we have anyone from the City Attorney's Office here, so I—oh, there you are. I'm so sorry. All right. So, I will turn it over to you, Counselor Garcia. Thank you, Madam Chair. The initial reason why I pulled this item was that I strongly believe that if we're going to reconvene a charter review commission, which I'm in full support of, that we look and ensure that we are making the best use of these individual commission members' time. If folks recall back in 2023, I believe we had at least nine items that we had this charter commission undertake. So, I'm not saying we propose nine items for this new commission to undertake, but there is one additional item that I will be bringing an amendment forward to include, which will be to review and assess the rank choice voting model that is implemented through our charter. I've heard a lot of feedback from residents over the years, some good, some bad. And I really feel that now is a good time, an opportunity since we're convening a charter review commission next year, to really review and assess, is it working for residents, is it not working? And how does the city move forward? So, with that, I will be working with Christine on bringing forward that amendment. I don't know if it'll be prepared by tomorrow's Quality of Life Committee meeting, but it is an amendment. I feel that is germane to the topic. I initially was told by the City Attorney that it was not allowable, which I completely disagree with because I'm not changing the intention of the resolution. I'm only adding to it, which is allowable and has been done and passed to many, many pieces of legislation, whether it be resolutions or ordinances. So, I think I would just encourage us as a body to really take this opportunity to determine if there are any additional topics in addition to the separation of powers that we would want our charter review commission to really review and assess. I mean, when we had the lengthy discussion a couple weeks ago, as I mentioned there, I believe there was eight recommendations the prior commission recommended. Are any of those recommendations worth further vetting, so to speak? I know that for example, they had in that previous charter review commission, they had looked at how the budget process worked. We're now going through a process of looking at our budget process. Should that body look at that? And I think again, let's use this team to the best ability it can. And we're giving them sufficient time per the proposed agenda, which is or proposed timeline, which is about a year. And so, yeah, I just want to encourage us to start looking forward to determine if there are other items that this charter review commission should be looking into given now is our time. Now is our opportunity. So, nothing else besides comment. I as I mentioned, I pulled it because I was hoping the amendment would be ready, but unfortunately it's not. And so we'll have to wait for that to be presented. So, with that, I'm happy to make a motion to approve. Second. I just have a motion and a second. I just want to open it up. Is there any other comments or questions? And I just say that's a great point, Counselor Garcia. Thank you for bringing that forward. You know, if we're going to convene this group, we should have them look at all things that we feel need some attention. So, thank you for that point, Christine. I'm sorry that I didn't see you in the crowd because you were so prompt. But thank you for being here. I appreciate you. So, I have a motion and I have a second. Could I get a roll call, please? Certainly, Madam Chair. Counselor Romero Worth. Yes. Counselor Lee Garcia. Yes. Council Michael Counselor Michael Garcia. Yes. Counselor Castro. Yes. Chair Chavez. Yes. Motion passes. Thank you. Next, we will move on to matters from staff. Turn it over to you, Director Wheeler. Thank you so much, Madam Chair. I don't have any updates today. Director Roach. Madam Chair, no updates from public utilities either. Thank you. Thank you. Matters from the committee. Counselor Michael Garcia. Just a quick request, Jesse. I don't know if this can be a presentation or just an offline data request, but I know a couple years ago we passed a resolution to write off water bills for folks, and just want to get an understanding of where we're currently at, what that looks like, what requests might be coming forward, etc. Because I know I do know that that is a significant number right now. I don't have my finger on the exact financial figure, but I would like to get an update on that if possible. Madam Chair, Counselor Garcia noted. We will provide that information. Counselor Castro, do you have any matters? You everyone have a good week. Thank you. I just wanted to thank all of the staff and teams within the city that helped put Zozobra together and have been putting in non-stop work over the last few weeks and just all of the festivities that come with Fiestas. So, thank you, everyone. I know there are long days and a lot of effort. Thank you to leadership for guiding everyone in the right direction with that and supporting your staff. Zobra was great, and I'm sure we're going to have a wonderful weekend. I hope everyone is safe. The only other matter I have is our next meeting will be Monday, September 15th, 2025. With that, we're adjourned. Thank you.