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Home My WebLink About2009-11-03 - Public Information-Technology Committee Meeting Agenda Packet rb Lind Water District AGENDA YORBA LINDA WATER DISTRICT PUBLIC INFORMATION-TECHNOLOGY COMMITTEE MEETING Tuesday, November 3, 2009, 4:00 PM 1717 E Miraloma Ave, Placentia CA 92870 COMMITTEE STAFF Director Ric Collett, Chair Pat Grady, Assistant General Manager Director Michael J. Beverage 1. PUBLIC COMMENTS Any individual wishing to address the committee is requested to identify themselves and state the matter on which they wish to comment. If the matter is on this agenda, the committee Chair will recognize the individual for their comment when the item is considered. No action will be taken on matters not listed on this agenda. Comments are limited to matters of public interest and matters within the jurisdiction of the Water District. Comments are limited to five minutes. 2. ACTION CALENDAR This portion of the agenda is for items where staff presentations and committee discussions are needed prior to formal committee action. 2.1. Water Bill Statement Redesign Recommendation: That the Committee authorize Staff to develop drafts of alternative water bill designs to be presented at a future Public-Information- Technology Committee meeting and Board meeting for final approval. 3. DISCUSSION ITEMS This portion of the agenda is for matters such as technical presentations, drafts of proposed policies, or similar items for which staff is seeking the advice and counsel of the Committee members. This portion of the agenda may also include items for information only. 3.1. Conservation Signs 3.2. Fire Hydrant Out-of-Service Covers 3.3. Winter Newsletter Preliminary Content 3.4. Update of District's Participation in Community Events 3.5. Conservation Ordinance Monthly Statistics 3.6. Progress Report of Information Technology Projects 3.7. Future Agenda Items and Staff Tasks 4. ADJOURNMENT 4.1. The next regular meeting of the Public Information-Technology Committee will be held December 1, 2009 at 4:00 p.m. Items Distributed to the Committee Less Than 72 Hours Prior to the Meeting Pursuant to Government Code section 54957.5, non-exempt public records that relate to open session agenda items and are distributed to a majority of the Committee less than seventy-two (72) hours prior to the meeting will be available for public inspection in the lobby of the District's business office located at 1717 E. Miraloma Avenue, Placentia, CA 92870, during regular business hours. When practical, these public records will also be made available on the District's internet website accessible at http://www.ylwd.com/. Accommodations for the Disabled Any person may make a request for a disability-related modification or accommodation needed for that person to be able to participate in the public meeting by telephoning the Executive Secretary at 714-701-3020, or writing to Yorba Linda Water District, P.O. Box 309, Yorba Linda, CA 92885-0309. Requests must specify the nature of the disability and the type of accommodation requested. A telephone number or other contact information should be included so the District staff may discuss appropriate arrangements. Persons requesting a disability-related accommodation should make the request with adequate time before the meeting for the District to provide the requested accommodation. ITEM NO. 2.1 AGENDA REPORT Meeting Date: November 3, 2009 Budgeted: No To: Public Information-Technology Cost Estimate: $1,000 + Staff time Committee Funding Source: All Funds From: Pat Grady, Assistant General Manager Presented By: Pat Grady, Assistant General Dept: Administration Manager Reviewed by Legal: N/A Prepared By: Pat Grady, Assistant General CEQA Compliance: N/A Manager Subject: Water Bill Statement Redesign SUMMARY: As the District transitions to a new utility billing software package, the timing for a redesign of the water bill is appropriate. STAFF RECOMMENDATION: That the Committee authorize Staff to develop drafts of alternative water bill designs to be presented at a future Public-Information-Technology Committee meeting and Board meeting for final approval. DISCUSSION: Staff is recommending that an alternative water bill statement be considered as a new utility billing software is slated for implementation during the first quarter of 2010. The redesign would encompass the District's branding and logo, and could potentially include additional information such as a historical water usage graph to assist customers in tracking their water use more closely. The process would begin by Staff's review of multiple water bill designs and presenting 3-5 final designs at a future Committee meeting for a final recommendation to the Board. The various designs would be obtained by Infosend, who currently prints and mails the Districts' water bills. Since they perform this service for other agencies, they are willing to provide samples of other utility bills. Additionally, Staff has the ability to customize and modify any sample received from Infosend to better suit the District's needs. PRIOR RELEVANT BOARD ACTION(S): None. ITEM NO. 3.1 AGENDA REPORT Meeting Date: November 3, 2009 To: Public Information-Technology Committee From: Pat Grady, Assistant General Manager Presented By: Pat Grady, Assistant General Manager Reviewed by Legal: N/A Prepared By: Pat Grady, Assistant General Manager Subject: Conservation Signs SUMMARY: Per the request of Director Beverage, this item has been placed on the agenda for discussion. Staff will present additional information related to the location of each sign at the Committee meeting. Attached for the Committee's reference is a map of the permitted sign locations. ATTACHMENTS: Water Conservation Sign Locations.pdf Sign Locations Backup Material ElYarba Linda Water Distract BIRCH S Q' ACity of Brea° GOLDEN AVE i w Q o� z -woof pA�M oy City of Placentia - ALTA VISTA ST 0 GPN� ON Rv GPRgON BASTANCHURY RD YORBA LINDA BLVD BUENAVISTAAVE 0 0 J W x U I� MAAVE V Q co PLE ---- ~-•. RAVER . N Chino Hills State Park i OIL , ;AS TANCHUWD R)' R _. O O c LU � �� O ORANGETliO'— LA PALMAAVE x w IL City of Yorba Linda PLO 0 2 City of Anaheim 3 PPVE 4 LP PPM C O� SANTAANgCAN D. O Permitted Water Conservation Signs OHO No. w �� tiwr Q W 2 Es eranza Rd & West of Fairmont Connector 1Y w �g YORBA LINDA BLVD BUENAVISTAAVE 0 0 J W x U I� MAAVE V Q co PLE ---- ~-•. RAVER . N Chino Hills State Park i OIL , ;AS TANCHUWD R)' R _. O O c LU � �� O ORANGETliO'— LA PALMAAVE x w IL City of Yorba Linda PLO 0 2 City of Anaheim 3 PPVE 4 LP PPM C O� SANTAANgCAN D. O Permitted Water Conservation Signs OHO No. Location of Permitted Signs 1 Imperial Highway & Yorba Linda Blvd 2 Es eranza Rd & West of Fairmont Connector 3 Yorba Linda Blvd. & Savi Ranch Pkwy 4 La Palma Ave & Gypsum Canyon Rd 5 LakeView Ave & North of Mariposa Ave 6 Imperial Hwy & Southeast of Rose Dr •Yorba Linda Water Uistr- 20% + r . We �, GOI.. i J - wa t 0 M-1 .. -$00 274 -0513 ut atmsvnwheelsxom 55 / -- oltyor 4 -- - Clty or nnanNm c Vicinity Map —1--L h Add, "� y r i '� _ f - dP YOFtBA LIN. DA BLVD varo■ �Nw■ er a ,ba LVlyd ■9xa ,�� -.- ��` -. _ »,YarB■L■td■ U YO LINDA BLVD Bh+tl vomeceee - �+. _ _ - � , y# '. Yam Liard■ BMd ., t s r' ■� +� ..[,- ,rte.,. 111_ c Water Conservation Sign Date: Nov. 2, 2009 ® Yt>rba L rld.a Water District Imperial Hwy & Yorba Linda Blvd Scale: No Scale i FAA, - 20% 10% Yorba Linda Water District Water Conser,4 no r , �e of ff -s a - c TL ip • y, r • e° �} r i r 'S y t n ��- � � y' � '•\ Si ~ �M _ � �'� �'- a 1' � -_ Ate, _ M1 _� - '� � I f r � �s , �� .s rt 9. -. � Y..,.� -:IY� � _ f 1�_ � "4x.•1.1. yas 11` 'CS � R11F��.J�riry Date: Nov. 2, 2009 E1'Y6rb.a• APO l4k. YL w 0% Cor At 20109110130 02:43 PM Clty o� llnaa -' Vicinity Map - —1a :N. Scale im- MIM S tiyOV +6 I ¢ ia� Rr t Water Conservation Sign Date: Nov. 2, 2009 ® Y6rba L rld.a mater District Yorba Linda Blvd & Savi Ranch Pkwy Scale: No Scale N MrAM"'I� 7 I 20% 10% •Yorba Linda Water District We Are Here! � �L'� 0% _ Water _ Conserved_ 7_ ty t .- 4 roan �9R ` city or o r.naa ,ae 9 s s a — ciry or nnanrm Vicinity Map s�a�e NoSCa�e N — - rY _ _ . r 4 v. _ e...y fr IL IU M� y fir' a ^ rr — 4... Y IIAARIP SA Avg _ I - _ ` ` i 16 Water Conservation Sign Date: Nov. 2, 2009 ® Yt>rba L rld.a mater District Lakeview Ave & N/O Mariposa Scale: No Scale uF � 4 Vicinity Map Scale: No Scale ' 46 f r, 1 A" � ulT 1 i 7' tl� ✓' i� OdeiiJ' if QdC4s1 QP J - f .f � 9b yli,' •'rl � �f_� - ! �� ' y � _ lF �. - a r. - r s ± r ROSE DR "— "fir— Q - w ��'� .:• � .rte _. �� ,1; I- Rose Dr _��_ ® Yt>rba L rld.a Water District Water Conservation Sign Date: Nov. 2, 2009 Scale: No Scale Imperial Hwy & Rose Dr Clty o� llnaa tis s s a _ - - -' Vicinity Map N scale: No sczle �.. _ lop 3 sldr ��e - old P a ' t _ Water Conservation Sign Date: Nov. 2, 2009 El Y43rba L rld.a Witter District La Palma Ave & Gypsum Canyon Rd Scale: No Scale Z.. - Tal - d ' _ �.. _ lop 3 sldr ��e - old P a ' t _ Water Conservation Sign Date: Nov. 2, 2009 El Y43rba L rld.a Witter District La Palma Ave & Gypsum Canyon Rd Scale: No Scale ITEM NO. 3.2 AGENDA REPORT Meeting Date: November 3, 2009 To: Public Information-Technology Committee From: Pat Grady, Assistant General Manager Presented By: Pat Grady, Assistant General Manager Reviewed by Legal: N/A Prepared By: Pat Grady, Assistant General Manager Subject: Fire Hydrant Out-of-Service Covers SUMMARY: Per the request of Director Beverage, this item has placed on the agenda for discussion. Staff will present the Committee with a sample cover currently utilized by the District that designates when a fire hydrant is out-of-service. In addition, Staff will present alternative options for Committee discussion. ITEM NO. 3.3 AGENDA REPORT Meeting Date: November 3, 2009 Budgeted: Yes To: Public Information-Technology Committee From: Pat Grady, Assistant General Manager Presented By: Pat Grady, Assistant General Dept: Administration Manager Reviewed by Legal: N/A Prepared By: Pat Grady, Assistant General Manager Subject: Winter Newsletter Preliminary Content SUMMARY: As development of the District's Winter newsletter begins, Staff has developed preliminary content for the Committee to review and provide feedback. DISCUSSION: Within the District' Summer newsletter, the following articles were included: . Message from the General Manager . Rate Changes Enacted . Projects Update: . Highland Reservoir . Zone Reconfiguration Project . Hidden Hills Reservoir Project . Stage 2 Water Alert Update . Partnership with Fullerton Arboretum . Kids Corner For the Winter edition, Staff is suggesting the following content: . Message from the General Manager . Projects update . Board action regarding number of watering days . Solar pilot project approved by the Board . Partnership with Fullerton Arboretum . Kids Corner ITEM NO. 3.4 AGENDA REPORT Meeting Date: November 3, 2009 To: Public Information-Technology Committee From: Pat Grady, Assistant General Manager Presented By: Pat Grady, Assistant General Manager Reviewed by Legal: N/A Prepared By: Annie Alexander, Executive Secretary Subject: Update of District's Participation in Community Events SUMMARY: The following is a list of events the District recently participated in: 1. Water Conservation Series at Fullerton Arboretum The second class in this series titled California Friendly Plants for the Garden was held October 10, 2009. There were a total of 68 attendees of which 63 were District customers. The limit is 70, so this was a very good turn out. The next class titled California Friendly Landscape Designs will be held January 23, 2010. Staff is continuing efforts to publicize these classes on the District's website, newsletter, etc. 2. Jog-A-Thons The District provided water and water bottles for the following Jog-A-Thons: October 16, 2009 - Linda Vista Elementary (Water & 450 Bottles) October 23, 2009 - Mable Paine Elementary (Water Only) October 23, 2009 - Yorba Linda Middle School (Water & 500 Bottles) October 28, 2009 - Travis Ranch Elementary (Water & 600 Bottles) October 30, 2009 - Lakeview Elementary (Water & 620 Bottles) 3. Placentia Heritage Festival and Parade The District participated in this event on October 10, 2009 and provided a float for the parade as well as water and water bottles for approximately 2,000 members of the marching bands and color guards. ITEM NO. 3.5 AGENDA REPORT Meeting Date: November 3, 2009 Subject: Conservation Ordinance Monthly Statistics ATTACHMENTS: H<-3ru e: IS.i0 Clvi. 'y`S.iC-.'. Ordinance Monthly Stats.xls Monthly Stats Backup Material Conservation Ordinance Monthly Statistics Updated: 10/29/09 4:00 PM Grace Period Notices Hotline Calls 1st Violations 2nd Violations 3rd Violations 4th or More Violations Violations Appealed (1st appeal) Violations Repealed (1st appeal) Violations Appealed (2nd appeal) Violations Repealed (2nd appeal) Installed Flow Restrictors Removed Flow Restrictors Shut -offs Waivers Approved Waivers Denied Jul -09 291 62 0 0 0 0 EMPI-0 0 11 1 Aug -09 0 63 108 1 0 0 0 0 0 0 0 0 0 6 0 Sep -09 0 33 Tl V2 V 01 0 2 0 0 0 0 1 0 Oct -09 0 40 28 1 01 0 3 3 0 0 0 0 0 5 0 Nov -09 Dec -09 Jan-10 Feb -10 Mar -10 Apr -10 May -10 Jun -10 Updated: 10/29/09 4:00 PM ITEM NO. 3.6 AGENDA REPORT Meeting Date: November 3, 2009 Budgeted: N/A To: Public Information-Technology Committee From: Pat Grady, Assistant General Manager Presented By: Pat Grady, Assistant General Manager Reviewed by Legal: N/A Prepared By: Pat Grady, Assistant General Manager Subject: Progress Report of Information Technology Projects SUMMARY: Per the request of Director Beverage, Staff will update the Committee on the various IT projects recently completed, currently in progress and projects scheduled to begin. ATTACHMENTS: Name. Description: Type: IT Projects Update.pdf IT Projects Update Backup Material �iect Name & Description Project Bid FY 2009110 FY 2009110 serfiche_(Electronic Imaging & Storage? $70,000 ancials & Utility Billing Software $264,212 IM$ (Computerized Mainkenance 8 Management) TBD draulic Model Software $16,000 a (Phase 1) Various items GIS (Phase 2) Web Site Redesign $9,000 - $15,000 SCADA Conversion & Maintenance (MSO) i Time & Material - — — -- AN System for Board Room 7 $106,600 Online Bill Pay 1 $2,700 + monthly IT Projects Update FY 2008109 FY 2009110 FY 2008!09 FY 2008109 FY 2009110 FY 2009110 Budget Actual Budget Actual Status & Comments $80,000 $66,378 22,000 $18,000 System in use. Scanning of documents continues for FY 2009110 $92,300 $145,653 $15000 $8,000 See footnote 1)below $0 $200.000' $1,800 RFP to be distributed in Dec/2009 $160,000 $0' $0 $30,000 $0 Will defer sewer portion to next fiscal year $700,0001 $334,636 Conversion complete. System in use $100,000 $0 Includes integration to UB and CMMS $10,000 $0 $0 Future web site modifications performed internally by Staff $0 $0 $81,479 $20,000 $22,469 $106,423 $0 $0 $0 $0 $0 $9,050 $3,400 Current! $700/ma