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HomeMy WebLinkAbout2010-09-16 - Public Information-Technology Committee Meeting Agenda Packet Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT PUBLIC INFORMATION-TECHNOLOGY COMMITTEE MEETING Thursday, September 16, 2010, 4:00 PM 1717 E Miraloma Ave, Placentia CA 92870 COMMITTEE STAFF Director Michael J. Beverage, Chair Ken Vecchiarelli, General Manager Director Phil Hawkins Pat Grady, Assistant General Manager Damon Micalizzi, PI Officer 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. Proposed YLWD Bottled Water Policy Recommendation: That the Committee recommend the Board of Directors approve the policy. 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. Sports Groups Interest in Elk Mountain Project (Verbal Report) 3.2. Fullerton Arboretum Water Conservation Class Curriculum 3.3. Fall Newsletter Content 3.4. Public Outreach Activities (No New Activity to Report) 3.5. Conservation Ordinance Monthly Statistics 3.6. IT Projects Monthly Status 3.7. GIS & IT Master Plan Elements 3.8. Future Agenda Items and Staff Tasks 4. ADJOURNMENT 4.1. The next regular meeting of the Public Information-Technology Committee will be held October 5, 2010 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: September 16, 2010 Budgeted: Yes Total Budget: $20,000 To: Public Information-Technology Cost Estimate: $18,000 Committee Funding Source: Water Operating Fund From: Ken Vecchiarelli, General Account No: 1-2020-0580-35 Manager Presented By: Ken Vecchiarelli, General Dept: Administration Manager Reviewed by Legal: No Prepared By: Damon Micalizzi, Public CEQA Compliance: N/A Information Specialist Subject: Proposed YLWD Bottled Water Policy SUMMARY: The attached bottled water policy has been drafted for Committee review and comment prior to full Board consideration. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors approve the policy. DISCUSSION: The District is implementing a Bottled Water Program to further its ongoing public outreach efforts throughout the service area. In addition, YLWD Bottled Water can be provided to our customers during times of emergency or should the District's water supply become compromised. This policy defines the guidelines and procedures for external requests for bottled water. ATTACHMENTS: Narne: Description: i ype: Bottled Water Policy.docx Bottled Water Policy Backup Material Yorba Linda Water District Policies and Procedures Policy No.: 2020-10-02 Effective Date: October 1, 2010 Prepared By: Damon Micalizzi, Public Information Officer Applicability: District Wide POLICY: BOTTLED WATER POLICY 1.0 PURPOSE The purpose of this policy is to define guidelines and procedures for distributing the District's Bottled Water. 2.0 SCOPE Yorba Linda Water District implemented a Bottled Water Program to further the District's ongoing public outreach efforts throughout the service area. Distribution of bottled water was identified as a cost-effective way of promoting public interest and awareness while providing a service to the community. In addition, YLWD Bottled Water can be provided to our customers during times of emergency if the District's water supply becomes compromised or when portions of the distribution system are temporarily out of service. 3.0 PROCEDURES A. All requests will be forwarded to YLWD Public Affairs. A request form will be completed by the group/individual making the request. Upon approval, arrangements will be made by the requesting party to schedule a pick up unless District staff is scheduled to attend the event and distribute the bottled water. B. For requests to be considered, the following criteria must be met: 1. Bottled water requests considered by the District must be made by non-profit, secular organizations located within YLWD's service area and for events held within YLWD's service area or for the principal benefit of YLWD customers; 2. The bottled water will not be provided for political, partisan, electoral or socially controversial gatherings; Page 1 350835.1 Y0030-008 3. Water is donated at no cost to the requesting party. This water cannot be sold and cannot be used for any other event/purpose than the one specified on the request; 4. Quantities are limited and requests are fulfilled based on availability and on a first-come, first-serve basis; 5. All water is supplied at ambient warehouse temperature. It is the responsibility of the requesting party to provide necessary means for chilling water if so desired. Water is supplied in 16.9 fl ounce bottles (500 mL) with flat screw caps. There are 24 bottles per case. The water should be stored indoors prior to use; 6. YLWD will determine the number of cases provided based on expected attendance, allowing no more than one bottle of water per person. Each organization may receive a maximum of 15 cases of water per event. Water is limited to 15 cases per event, and not to exceed 30 cases per organization per fiscal year. The District reserves the right to provide less than the full amount of water requested; 7. Organizations may request more than the maximum cases allowed. Requests will be reviewed by the General Manager and may require additional time for processing. If additional cases are approved, the General Manager may limit the number of requests the organization can make for the remainder of the year; 8. Requests should be made a minimum of two weeks prior to the event; 9. A request must be made by submitting a completed Bottled Water Request Form to YLWD. The form is available on YLWD's website at http://www.vlwd.com. A copy may also be picked up at Yorba Linda Water District, 1717 E. Miraloma Avenue, Placentia, CA 928857 between the hours of 7:30 a.m. and 5:30 p.m., Monday thru Friday. Send the completed form along with a flyer/letter describing the event to pio0_yIwd.com or via fax to (714) 301-3028. 10. Upon approval of the request, YLWD will contact the organization to arrange a date and time for the organization to pick up the water. Scheduled times will be arranged within the limitations of Monday- Friday 7:30 a.m. - 4:30 p.m. YLWD is not responsible for a missed scheduled pick up; 11. Pick up and transportation of the bottled water is the responsibility of the requesting organization. It is the responsibility of the requesting organization to bring appropriate transportation, staff and necessary equipment to safely transport the water. YLWD is not responsible for any damage to vehicles, persons or otherwise during the transportation and pickup of water; and 12. In the best interest of the environment, groups/organizations requesting bottled water should provide waste storage containers at the event and are encouraged to recycle the plastic bottles. Page 2 350835.1 Y0030-008 13. YLWD Bottled Water is not intended for Employee consumption; however cases of YLWD Bottled Water can be sold to employees or any resident or customer at YLWD's cost. 4.0 EXHIBITS Exhibit A - Bottled Water Request Form Approved: Kenneth R. Vecchiarelli Date General Manager Page 3 350835.1 Y0030-008 Exhibit A Yorba Linda Water District Reliable and Trusted Service for more than 100 years. Request for Bottled Water Yorba Linda Water District (YLWD) began its bottled water program to promote the quality of the District's water supply within the community and enhance public outreach. YLWD reserves the right to distribute bottled water at no cost at the discretion of its management, consistent with this goal. Requests for bottled water at no cost should be made at least ten (10) business days before the desired pick-up date. Requests made less than ten days prior to the desired pick-up date may not be approved. YLWD does not guarantee availability of water for any group, event or individual. Organization or Individual making request: Your name: Phone Fax Purpose of event: Number of attendees expected at event: No. of cases: (24 per case) Today's Date: Event Date: Pick-up Date: Comments: Do Not Write Below This Line - For District Use Only Approved: ❑ Yes ❑ No Log-in Date: Authorization: Date: Page 4 350835.1 Y0030-008 1717 E. Miraloma Ave / Placentia, CA 92870 / 714.701.8333 / fax 714.701.3028 / pio@ylwd.com / www.ylwd.com ITEM NO. 3.2 AGENDA REPORT Meeting Date: September 16, 2010 Budgeted: Yes Total Budget: $10,000 To: Public Information-Technology Cost Estimate: $10,000 Committee Funding Source: Water Operating Fund From: Ken Vecchiarelli, General Account No: 1-2020-0580-40 Manager Presented By: Ken Vecchiarelli, General Manager Prepared By: Damon Micalizzi, Public Information Specialist Subject: Fullerton Arboretum Water Conservation Class Curriculum SUMMARY: In Fiscal Year 2009/10, the District began a three-year partnership with the Fullerton Arboretum to educate the public on water conservating native plants and practices to enhance landscaping looks while decreasing water use. Attached is the curriculum and course descriptions the current fiscal year. This information will also be incorporated in the District's Fall Newsletter. ATTACHMENTS: Name: Description: Type: Arboretum Class List.p if Arboretum Class List Backup Material CONSERVATION GARDENING CLASSES AT THE FULLERTON ARBORETUM Once again, Yorba Linda Water District is proud to partner with the Fullerton ~Arboretum for this year's Water Conservation Gardening Series with landscape' designer Steve Gerischer. All classes are offered FREE to YLWD customers. Just cll.":; bring a copy of your YLWD bill. Here's a look at the curriculum. a;E l = Class I: Alternatives to Lawns Cut your water use in half and grow a more beautiful garden! Come and learn the ty "I {d °t' 1 a trt n steps necessary to turn your water-guzzling lawn into a low water garden you'll love. Join landscape designer Steve Gerischer for this informative and valuable class. Sat / Sep 11 / 1:30-3:30 pm / Pavilion classrooms Pre-registration recommended / Space limited / Call by Wed, Sept. 8 / 657-278-3407 40 Class II: "California Friendly" Plants for the Garden Beautify your yard while lowering your water bill! Landscape designer Steve Gerischer will present the short list of easy to grow native and "California friendly" plants for any space in your garden. Come to this class to learn great low-water plant combinations and basic design tips that will leave you loving your yard and your water bill! Class takes place the weekend of our California Native Plant Sale, where you can purchase many low water plants on site. Sat / Oct 9 / 1:30-3:30 pm / Pavilion classrooms Prer-egistration recommended / Space limited / Call by Wed, Oct 6 / 657-278-3407 40 Class III: "California Friendly" Landscape Designs . Landscape Architect Steve Gerischer returns to offer his expert advice in this class for creating beautiful garden designs requiring little water. Steve will walk you through specific design points in order to provide you with the tools needed to turn any space I• j into a beautiful "California friendly" landscape. I Sat / Jan 22 / 1:30-3:30 pm / Pavilion classrooms Pre-registration recommended / Space limited / Call by Wed, Jan 19 / 657-278-3407 A Look Ahead Dates TBD, but these are the descriptions for the classes Class IV: Irrigating the Low-Water Use Garden yrr tY` • ` Discover the irrigation solutions to quality garden care with significantly less water. k,~ Landscape architect Rick Fisher returns to Fullerton Arboretum to teach class , , F yc participants basic irrigation design and other water management techniques used to get maximum benefit while using minimum water in the garden. Feb - Date TBD Space limited / Preregister to reserve your spot / Call by Wed, Feb 17 / 657-278-3407 40 Class V: Edible Landscapes You can grow a beautiful edible landscape where there used to be just lawn ► grass. This is not your grandfather's veggie patch--today's edible landscapes can ?K'°( be as attractive as they are useful. Learn how to grow an edible landscape that is packed with color, is water-wise, and produces year-round. Mar - Date TBD Space limited / Preregister to reserve your spot / Call by Wed, Mar 24 / 657-278-3407 6 Class VI: Low Water Gardening Basics So you want to get rid of that lawn but don't know what to do next? Come AT~ discover how easy it is to design a beautiful landscape that uses less water and„ A S w resources while providing habitat for local wildlife--birds butterflies and insects. Learn why 'going native' benefits you and your environment. We will cover all the basics of design and installation to help you conquer that lawn! w ` May - Date TBD Space limited / Preregister to reserve your spot / Call by Wed, May 12 / 657-278- Raw Instructor Steve Gerischer is an award-winning landscape designer, teacher, and current president of the Southern California Horticulture Society. ITEM NO. 3.3 AGENDA REPORT Meeting Date: September 16, 2010 Subject: Fall Newsletter Content ATTACHMENTS: Name: cv,r i~a$icri: a ype: Fall Newsletter Content.pdf Fall Newsletter Content Backup Material PUBLIC AFFAIRS -,!010 YLWD FALL NEWSLETTER CONTENT s c 7h r8~ '4 ~r ~ l YLWD provided water `round the clock, to participants in this year's Relay For Life at Yorba Linda Middle School where they raised over $100,000 in the fight against cancer. Upon request, and as supplies are available, YLWD provides water "SE bottles, bottled water, educational coloring books and other promotional Arm W h products to schools and community groups within the District's service M "ATER D[5TR - t e o"t.~ YluOic i(fY~)i i~YVctli~~i 01 10 eql.d6 promotional items for your group or charity, please call (714) 701-3000. PUBLIC AFFAIRS 2010 YLWD FALL NEWSLETTER CONTENT Letter from the GM (PAGE 2) September was "Disaster Preparedness Month" and at YLWD we began organizing table-top exercises with other local agencies, on both the local and regional levels, to increase communication and collaboration in the event of a large-scale emergency. In a land of earthquakes and wildfires, disaster preparedness is necessary more than just a once of year. Recent earthquake activity serves as a reminder that "The Big One" could be just around the corner, and a dry, hot summer has increased the possibility of another volatile fire season in southern California. It is, therefore, vital that all residents take the necessary steps to prepare for a disaster. The California Emergency Management Agency advises that every Californian should be prepared to be self sufficient for at least 72 hours after a major disaster, and with one of the highest disaster rates in the country, Orange County residents need to be especially vigilant. By taking a few simple steps now, each of us can be certain we are better prepared for the next disaster. The following three tips can help get you started. 1. Identify Your Risk- Have you cleared away an adequate amount of brush and trees, creating a "defensible space"? If you are at the bottom of a hill, do you have access to sandbag materials in the event of a flood or mudslide? 2. Prepare a Family Disaster Plan- Build a Disaster Kit for your home and car, designate an out-of-area family contact (as it is often easier to call out of area rather than across town), update electronic devices with an ICE (in case of emergency) in your contact list, learn CPR/First Aid and subscribe to AlertOC (a mass emergency notification system). 3. Be Informed- Get connected through local Orange County disaster preparedness programs such as ReadyOC, local CERTs (Community Emergency Response Team) and the Orange County chapter of the Red Cross. No one knows when a disaster might strike. Whether it's a natural or man-made disaster in your area, having basic supplies will help ensure safety and survival for yourself and the people important to you. PUBLIC AFFAIRS 010 YLWD FALL NEWSLETTER CONTENT (PAGE 2) ARE YOU PREPARED? Basic Home Emergency Kit IJ Water, one gallon of water per person per day for at least three days, for drinking and sanitation IJ Food, at least a three-day supply of non-perishable food IJ Battery-powered or hand crank radio and a NOAA Weather Radio with tone alert and extra batteries for both IJ Flashlight and extra batteries IJ First aid kit IJ Whistle to signal for help IJ Dust mask, to help filter contaminated air and plastic sheeting and duct tape to shelter-in-place IJ Moist towelettes, garbage bags and plastic ties for personal sanitation IJ Wrench or pliers to turn off utilities IJ Can opener for food (if kit contains canned food) IJ Maps for Orange, Los Angeles and San Diego counties IJ Cell phone with chargers For additional Emergency supplies and tips visit www.rcadyoc.org. Ready ' ,'n! aeE Upleggednesi if Source Alert I Stay Informed- Register for Emei enc Mersa es ITEM NO. 3.5 AGENDA REPORT Meeting Date: September 16, 2010 Subject: Conservation Ordinance Monthly Statistics ATTACHMENTS: Name: Dosciiption: a ype: Ordinance Monthly Stats FY 10-11.xls Ordinance Monthly Statistics Backup Material Conservation Ordinance Monthly Statistics July 1, 2010- August 31, 2010 Violation $ Collected: 2nd Violation ($100 fine) Ordinance Violation FlowChart 4th Violation ($500 fine) ** At each violation, a customer has 14 days to dispute prior to any fines levied on their account ** A customer is given 3 -5 days to receive the notice and make corrections prior to the next violation being assessed. z> This does not effect the 14 day violation dispute timeline OEM • 0 ©0000000000 ©0 Violation $ Collected: 2nd Violation ($100 fine) Ordinance Violation FlowChart 4th Violation ($500 fine) ** At each violation, a customer has 14 days to dispute prior to any fines levied on their account ** A customer is given 3 -5 days to receive the notice and make corrections prior to the next violation being assessed. z> This does not effect the 14 day violation dispute timeline ITEM NO. 3.6 AGENDA REPORT Meeting Date: September 16, 2010 Subject: IT Projects Monthly Status ATTACHMENTS: Name: cv, i~a$icri: a ype: IT Projects Update (Aug-2010).pdf IT Projects Report Backup Material IT Projects Update FY 2008/09 - FY 2010/11 Status thru Aug /2010 Project FY 2008/09 FY 2008/09 FY 2009/10 FY 2009/10 FY 2010/11 FY 2010/11 Project Name & Description Bid Budget Actual Budget Actual Budget Actual Status & Comments Electronic Imaging & Agenda Automation $93,000 Laserfiche (imaging & archiving software) $30,079 $30,079 Implemented Jan /2009 NovusAgenda (agenda automation) $40,406 $40,406 Implemented May /2009 Financials & Utility Billing Software $264,212 $92,300 $145,653 $150,000 $218,929 General Ledger Implemented Jul /2009 Accounts Payable Implemented Dec /2009 Inventory Implemented Jan /2010 Fixed Assets Implemented Mar /2010 Human Resources Implemented Mar /2010 Purchasing (partial) Implemented Mar /2010 Payroll Implemented Apr /2010 Project Accounting Implemented Apr /2010 Bank Reconciliation Implemented May /2010 Utility Billing Implemented Jul /2010 Backflow Tracking Implemented Aug /2010 Intranet Software Timesheet System In house Implemented Feb /2010 Online Employment Applications In house Implemented Mar /2010 Automated Event Sign -ups In house Implemented Apr /2010 Projects Status and Publishing In house Completed Jun /2010 Purchase Requisitioning System Programmer Aug /2010 to Sep /2010 HR Employee Self Portal In house Nov /2010 CMMS Computerized Maintenance & Management) TBD $160,000 $0 $200,000 $33,670 $300,000 Sep /2010 Kickoff Hydraulic Model Software $30,000 Water $12,000 $12,000 20% Complete Sewer To be determined Geographical Information System (GIS) Phase 1 - Conversion $700,000 $504,1441 Implemented Aug /2009 (Includes labor and costs from previous years) Phase 2 - QA/QC & LIB Integration $100,000 $0 $60,000 Sep /2010 Online Bill Pay $5,400 (one time) $13,660 $13,759 $13,660 $1,050 3681 customers (16 %) $800 (monthly) Automated Vehicle Locator (GPS) $36,000 $2,100 $22,000 Sep /2010 Implemented Email Archiving Implementation $6,000 $5,963 Aug /2010 Security Camera System $20,000 Sep /2010 Security & Access Improvements $15,000 Nov /2010 ITEM NO. 3.7 AGENDA REPORT Meeting Date: September 16, 2010 To: Public Information-Technology Committee From: Ken Vecchiarelli, General Manager Presented By: Pat Grady, Assistant General Dept: Information Manager Technology Reviewed by Legal: N/A Prepared By: Pat Grady, Assistant General CEQA Compliance: N/A Manager Subject: GIS & IT Master Plan Elements SUMMARY: At the PIT meeting held on August 19, 2010, Director Beverage requested this item be placed on the next PIT meeting agenda for discussion. Attached for the Committee's review is a detailed milestone schedule related to the District's GIS program. ATTACHMENTS: Name: Dosciiption: a ype: GIS Milestone.pdf Milestone Schedule Backup Material GIS Milestone Schedule Time Frame Description Jan. 2002 GIS Master Plan June 2006-Nov. 2006 Updated GIS Master Plan Jan 2007 Parcel Data Purchased March 2007-May 2007 Sewer and Water Geodatabase Design May 2007- July 2007 GIS Pilot Study August 2007 GIS Water and Sewer Data Conversion RFP released Sept 2007 Board Awarded the GIS Project Nov 2007 -March 2008 Scanning of Asbuilts & Tract Drawings Dec. 2007 -Oct. 2008 GIS Kick Off meeting Data Conversion Begin - Phase 1 to 6 for Water - Phase 1 to 4 for Sewer Feedback & Correction March 2008 ArcGIS Software Purchased Aug 2008 ArcGIS Server Enterprise In Placed Oct. 2008 Data Conversion Database Delivered Nov. 2008-Dec. 2008 Setting up the Layout for atlas book and Crystal template for Atlas table attribute Jan. 2009 Atlas sent to All Department for QA/QC March 2009 Atlas Feedback from all departments sent back for correction August 2009 Final Atlas Delivery and sent to print Sept 2009 Atlas Book Distributed Oct 2009-April 2010 QA-QC for Assets Management Project & Hydraulic model: Water and Sewer Water: Mainline, Hydrants, Valves, BPS, PRV, & Reservoirs, for Installed Year, Material Type, PipeSize, Valve Type. Sewer: Gravity Main & Manhole for Installed Year, Material Type, Pipe Size, Invert Elevation and Slope May 2010 Water Rate Study Parcel/Lot Size with Meter Service Number QA-QC with Meter Layer June 2010 to Now Ongoing QA-QC and addition of new projects