Board considers inventory software and a water facility manager position to improve asset tracking

Staff presented a proposal to purchase a GIS-integrated inventory and work-order software to centralize parts, equipment photos and maintenance history and to create a 'water facility manager' role to oversee inventory and compliance.

Speaker 4 explained the software would allow crews to record leaks and attach photos, link parts and invoices to specific assets, and generate reports for audits and budgeting. He said the vendor provides a local representative and a three-year pricing lock; staff cited a recurring annual price after setup of $17,000 and noted an initial onboarding/setup figure discussed during the meeting. The vendor would return all data if the city stops using the service, the presenter said.

Staff proposed hiring a water facility manager (candidate suggested in the meeting: Camden) to maintain inventory data, run work-order flow, and coordinate projects. Board members raised concerns about data integrity and control — one member noted that field edits must be controlled centrally and asked that an office approval step be included.

Budget and oversight: board members asked to be included early in contract review to ensure sales claims match contract terms. Staff estimated the software would reduce inventory time and improve reporting during audits. The board discussed the possibility of multiple departments joining to share the cost and reduce per-department fees.

Next steps: staff will refine contract terms, include warranty/contract review with procurement counsel as requested, and present final pricing and staffing proposals in a future packet for formal approval.