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HomeMy WebLinkAbout2011-02-07 - Public Information-Technology Committee Meeting Agenda Packet Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT PUBLIC INFORMATION-TECHNOLOGY COMMITTEE MEETING Monday, February 7, 2011, 4:00 PM 1717 E Miraloma Ave, Placentia CA 92870 COMMITTEE STAFF Director Phil Hawkins, Chair Ken Vecchiarelli, General Manager Director Gary T. Melton 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. Committee Name Change Recommendation: That the Committee recommend the Board change the name of the Committee from the Public Information/Technology Committee to the Public Affairs Communications and Technology or PACT Committee. 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. Ohio St. Construction Public Outreach/Meetings (Verbal Report) 3.2. Arboretum Class Attendance Update 3.3. Children's Water Education Fest YLWD Presentation 3.4. Winter Newsletter Final (To be provided at the meeting.) 3.5. AB-37 Smart Timers 3.6. Tour of Orange County Fire Authority (Verbal Report) 3.7. Customer Service Feedback Report 3.8. Future Agenda Items and Staff Tasks Review Policy and Budget for District Cell Phones Review Status of Software Programming for Each Department 4. ADJOURNMENT 4.1. The next regular meeting of the Public Information-Technology Committee will be held March 7, 2011 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: February 7, 2011 To: Public Information-Technology Committee From: Ken Vecchiarelli, General Manager Presented By: Ken Vecchiarelli, General Manager Prepared By: Damon Micalizzi, Public Information Officer Subject: Committee Name Change SUMMARY: With a new Board of Directors and a new Calendar year the Committee may want to consider reevaluating the name and acronym for this Committee. STAFF RECOMMENDATION: That the Committee recommend the Board change the name of the Committee from the Public Information/Technology Committee to the Public Affairs Communications and Technology or PACT Committee. ITEM NO. 3.2 AGENDA REPORT Meeting Date: February 7, 2011 Budgeted: Yes Total Budget: $10,000 To: Public Information-Technology Cost Estimate: $10,000 Committee Funding Source: All Water Funds From: Ken Vecchiarelli, General Manager Presented By: Damon Micalizzi, Public Dept: Administration Information Officer Prepared By: Damon Micalizzi, Public Information Officer Subject: Arboretum Class Attendance Update SUMMARY: On Saturday, January 22, 2011, the Fullerton Arboretum held an adult class sponsored in part by YLWD. The class was the third in a six part series offered throughout the year, which focus on water conservation themes. This class was titled "Water Conservation Gardening Class III: "California Friendly" Landscape Design" and was presented by Landscape Architect Steve Gerischer, offering his expert advice for creating beautiful garden designs requiring little water. Arboretum representatives reported 25 people attended, 13 of whom were Yorba Linda Water District customers who receive free admittance with a YLWD Water bill. The Arboretum reported: "We received several positive comments regarding the class and unanimously good marks for our instructor Steve Gerischer! We are looking forward to the next class on February 26. Thanks again for your partnership." ITEM NO. 3.3 AGENDA REPORT Meeting Date: February 7, 2011 To: Public Information-Technology Committee From: Ken Vecchiarelli, General Manager Presented By: Damon Micalizzi, Public Information Officer Prepared By: Damon Micalizzi, Public Information Officer Subject: Children's Water Education Fest YLWD Presentation SUMMARY: The 15th Annual Children's Water Education Festival makes learning about water and the environment fun for local fourth, fifth, and sixth-graders. On March 23 and 24, 2011, nearly 6,000 students from 70 public and private schools across Orange County will attend this event at the Richard Nixon Library and Museum. In the past, YLWD has been a sponsor of the event. This year however, we will also have an activity booth where students will learn all about how water is moved from the ground to the hill tops and across the grid. ITEM NO. 3.5 AGENDA REPORT Meeting Date: February 7, 2011 To: Public Information-Technology Committee From: Ken Vecchiarelli, General Manager Presented By: Damon Micalizzi, Public Information Officer Prepared By: Damon Micalizzi, Public Information Officer Subject: AB-37 Smart Timers SUMMARY: Huffman Introduces New Bill Addressing Consumer Concerns with Smartmeters AB 37 gives consumers an "opt-out" alternative to wireless Smartmeters, requires disclosures regarding the technology and performance of wireless meters (Sacramento, CA) - Assemblymember Jared Huffman (D-Marin) introduced legislation today in response to consumer concerns raised over potential health effects of Smartmeters, the Advanced Metering Infrastructure currently being deployed by California utilities to better manage electricity consumption and pricing. Numerous constituents, along with the Marin County Board of Supervisors and several city councils, have expressed concerns about the potential health effects of exposure to radio frequency (RF) emissions from the new Smartmeters and have questioned whether current federal standards are sufficient to ensure the protection of public health. Huffman's bill, AB 37, directs the California Public Utilities Commission (CPUC) to provide an "opt- out" alternative for customers who do not wish to have a wireless Smartmeter installed, and to require utilities to make this option available using wired technology that provides equivalent smart grid reliability and efficiency. It also directs the utilities to disclose important information about the Smartmeters to consumers, including the timing, magnitude, frequency and duration of RF emissions so that individual consumers can make informed decisions. The bill directs the CPUC to temporarily suspend deployment of Smartmeters until this opt-out alternative is in place. "This bill is about giving consumers reasonable choices. Whether or not you believe RF exposures from Smartmeters are harmful, it's only fair that consumers who are concerned about health effects be given complete technical information and the choice of another technology for devices that are installed at their homes," said Huffman. "We can do that while preserving the effectiveness of the smart grid and all the benefits it will bring for consumers and the environment." In July, Huffman asked the California Council on Science and Technology, a non-partisan, impartial, non-profit group that provides expert advice on science and technology to the Legislature, to examine the issue and assess whether current safety standards are sufficient. The Council is in the process of conducting a thorough review of the safety of Smartmeters and a preliminary report is expected later this month. Assemblymember Jared Huffman represents the 6th Assembly District, which encompasses southern Sonoma County and all of Marin County. First elected in 2006, Huffman chairs the Assembly Water, Parks and Wildlife Committee and also serves as Co-Chair with Senator Fran Pavley of the Legislative Environmental Caucus. Capitol: State Capitol - P.O. Box 942849 -Sacramento, CA 94249-0006 - Tel: (916) 319-2006 - Fax: (916) 319-2106 District: 3501 Civic Center Drive, Room 412 - San Rafael, CA 94903 - Tel: (415) 479-4920 - Fax: (415) 479-2123 ITEM NO. 3.7 AGENDA REPORT Meeting Date: February 7, 2011 Subject: Customer Service Feedback Report ATTACHMENTS: Name: Dosciiption: a ype: Customer Feedback w Graph 2010 Final.pdf Feedback Report Calendar Year 2010 Backup Material 25928.pdf CSR Pressure Issue Dec 2010 Backup Material 25928 Comment Card.pdf Comment Card on Pressure Issue Dec 2010 Backup Material OPS Tracking and Feedback 2010 2-4-11.pdf Ops Tracking 2010 Backup Material Customer _Feedback _w Graph for January 2-4-11.pdf Customer Feedback Report Jan 2011 Backup Material OPS Tracking and Feedback Jan 2011.pdf Ops Tracking Jan 2011 Backup Material CUSTOMER FEEDBACK 2010 Customer Feedback Calls (Data based on date of original request) Feb Mar Jun Jul Oct Nov Dec 300 _. 250 200 150 ....... D — So 0 - Jarn Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec ■E A ■P Customer Feedback Cards (Data based on date of initial service request) Rep Taking Call Response Time Knowledge Attitude Handling of Problem Overall Satisfaction 3 y yti`° y e o `2-c e�� 21 9 6 19 12 8 24 10 4 42 22 10 43 23 10 40 23 6 25 15 9 17 9 2 19 16 4 Expianaimns: E A P E A P E A P E A P E A P E A P Jan 201 11 0 19 1 1 17 3 0 19 0 0 19 0 D 18 0 1 Feb 16 1 0 13 3 1 15 1 0 15 1 0 15 0 1 16 0 11 Mar 23 3 0 25 1 0 23 3 0 24 2 0 23 2 1 23 1 2 Apr 40 0 1 35 7 0 37 0 2 40 0 1 38 1 1 35 4 01 May 37 4 1 34 8 1 34 6 1 37 5 0 34 6 2 35 8 1 Jun 33 6 01 311 8 1 31 6 1 36 3 1 33 5 21 35 41 11 Jul 211 4 0 231 2 0 191 61 0 221 3 01 22 2 1 23 1 1 Aug 17 0 D 15 0 2 16 21 0 16 1 0 13 1 2 13 0 2 Set 14 4 C 13 4 0 14 1 0 15 2 0 14 2 3 14 2 3 Oct 6 0 0 6 0 0 6 0 0 6 0 0 6 0 0 6 0 D 6 2 0 E= Excellent Am Average P= Poor Nov 21 11 1 20 2 1 18 4 0 19 3 1 21 2 0 21 2 0 24 11 5 Dec 7 0 0 7 0 6 7 0 0 7 D 0 6 0 1 6 0 1 7 4 3 11 Yvrba Linda Water District 9 8 CUSTOMER SERVICE REPORT CUSTOMER REQUEST OR COMPLAINT INSPECTION & MAINTENANCE REPORT ;RIVED AT SCENE: D£tT[ pro TirvIL ~ . :_'=:i I~f D f T I C~ ~l f` O U PJ L? /e s ea.+<~ A f $'T~~!*~' NATURE OF MAINTENANCE OR REPAIR CLJ tWr tear PAaintenance Complaint Outcome ACTION TAKEN WATER LEAK NO ACTION TAKEN - CUSTOMER PROBLEM Ll MAIN Ll f\jDTIFIED CUSTOMER SERVICE ❑ I DID NOT NOTIFY CUSTOMER ❑TAGGED DOOR AMS TEMPORARY REPAIRS MADE t_I METER I_I PERMANENT REPAIRS MADE J FIRE HYDRANT 1- PERMANENT REPAIRS COMPLETED _I MAIN LINE VALVE ❑ F-7 RELAY TO OTHER UNIT WATER QUALITY OLD NEW NO WATER ❑ METER No. METER NO. CI DIRTY WATER ❑ OLD NEW ❑ TASTE READING HEADING 11 ODOR ^.I OLD CIP NEW CID El HIGH PRESSURE " LOW PRESSURE OLD MXIJ NEW WATER METERS WORK. DONE C_Mdeclcwo a, c* ld:specrey A~cffA ❑ TURN ON F-! As 1es Se~G r~~~, LJ TURN CUFF C SEWER STOPPAGE LL ❑ ODOR ❑ LABOR ,~/rc.E J 0 OVERFLOW J MISCELLANEOUS NOISE IN PIPES ❑ C DAMAGED BOX OR LID CI MATERIAL ~lorco,~ 7 CUSTOMER PROBLEM ❑ ❑ CONTRACTOR I' OTHER REMARKS EQUIPMENT -As /P ORIGINATOR STARTED f.'vl~,•~+ COMPLETED TIME DATE ASSIGNED TO REPORT MADE BY Al,-k DATE 12la Ls0 OUT IN '``u~, B vo _ ROUTING: ORIGINATOR OPER M''t ENC 'f4L AGM CARD CUST SVC rev-2-03,'2009 ORIGINAI ,1'- I F ORIGINATOR - CANARY CUSTOMER SERVICE - PINK ~ Please rate our services: Excelle Average Poor Representative taking call - Response time - Representative's knowledge Representative's attitude Handling of the problem - ~4Z Overall satisfaction Any comments or explanations to the above responses? How may we improve our service to you?.-rJ~. _ e 1 .9 r C -rte :v~ r Lena . A L - Anything you would like to discuss personally? Call Customer Se at 714-701-3050 CR ~+t' ESY—b. Lindu Water Disirirt OPERATIONS DEPARTMENT CR TRACKING Janua . 24285 -24442 8 15 5 28 5 1 3 4 1 0 4 15 7 19 2 0 4 10 4 2 26. 1 10 11 5 3 0 0 3 1 0 0 0 6 22 0 0 a o 9 39 1 45 144 Februa 24406 -24569 4 B 8 29 0 2 9 7 0 2 3 e 5 8 2 7 D 5 4 0 31 0 12 11 s 0 0 4 5 0 1 0 0 B 9 0 0 0 0 5 43 0 28 127 March 24559 -24783 12 21 7 30 4 0 12 2 1 1 3 13 8 12 0 0 1 4 7 1 25 1 13 10 8 2 0 2 2 0 1 0 0 11 19 0 0 0 0 6 44 1 43 150 A dl 24621 -24938 5 15 5 31 5 1 8 5 1 3 3 6 3 1fl 0 0 1 6 4 1 0 18 0 16 B 8 3 1 0 4 0 1 0 0 4 12 0 0 Q 33 2 35 120 Ma 24812 -25033 B 26 8 28 3 0 2 1 0 1 0 12 B 14 0 0 2 fD 3 9 0 28 2 17 9 8 2 1 0 0 0 0 0 a 7 18 0 0 0 39 0 A4 143 June 24916 -25190 2 36 6 21 4 4 11 9 0 1 0 9 7 15 1 0 0 4 5 0 42 0 24 9 4 5 0 2 B 0 2 1 1 1A 11 1 0 0 July 25121 -25415 5 24 3 24 1 0 11 3 0 3 0 15 7 20 0 0 9 6 7 0 28 1 15 15 5 1 J07 Au ust 25272 -25551 10 19 1 25 1 0 3 5 0 0 0 14 3 11 1 0 0 6 4 0 18 2 20 6 2 1 0 0 3 0 0 0 2 3 14 0 0 0 Se tember 25371 - 25710 12 30 3 30 3 1 7 3 0 0 2 12 6 13 o 0 2 0 4 5 0 20 1 24 B 5 1 0 1 2 0 0 0 0 5 13 0 0 0 25568 -25787 8 16 4 76 1 0 3 3 0 7 9 5 9 70 1 0 0 0 4 1 0 25 1 13 a s o 0 0 1 0 0 6 t 1n 10 a v P November 25827 -25913 15 12 5 18 3 1 5 6 1 3 9 9 8 15 2 0 1 1 5 4 0 2fi 11 11 2 2 0 0 2 0 0 3 1 5 14 25815 -26035 4 5 1 12 6 2 4 2 4 # 4 16 3 11 3 0 1 0 3 4 0 18 0 6 2 5 3 3 31 0 30 90 TOTAL Yr. 2010 93 227 56 2921 38 121 78 54 4 18 28 132 70 158 12 1 8 5 59 58 S 30fi 11 181 104 83 23 2 13 31 1 6 5 5 83 772 1 0 0 1 80 444 5 .480 1680 Explanations: Low Pressure: < 25psi High Pressure: Usually over 100psi Meter LeakfAMS: Includes gasket and cunnectlon leaks Install Muter: Includes replacement of damaged meters Explanations: Leaking Fire Hydrant: Includes all calls concerning Fire Hydrants E = Excellent Turn Meter ONIOFF: Includes customer requests for shut offs A = Average Other: Calls including customer leaks, sprinklers running, service line breaks, settlements. contractor assistance, etc. P -. Poor T—, Tr-.,n 21412011 IwTILBILLSRUIC)a1s1C3a CUSTOMER FEEDBACK 2011 Customer Feedback Calls (Data based on date of original request) Q5 ��S �y e se yea 41z, kt� y� 4� aoy (, °� a �a�` Customer Feedback Cards [Data based on date of initial service reouestl a Rep Taking Call Response Time Knowledge Attitude Handling of Problem Overall Satisfactiono�tL0 Q- 0 0 0 Explanations: E A P E A P E A P E A P E A P E A P Jan 01 0 0 01 0 0 0 0 0 0 0 0 0 0 0 01 01 0 Feb Mar Apr May Jun Jul Aug Se pt Oct E = Excellent A = Average P = Poor Nov D2C a BY-16, Lind, warm r7PStrict OPERATIONS DEPARTMENT CR TRACKING 2011 •t v m l� om �' v U` y h h h Oa fl ♦ ®00000 �a .c � ��' �m $ zy �� �m m`D a�' gm m� `4 Month CR US: Leaking Fire Hydrant: Includes all calls wnceming Fire Hydrants ©oo Turn Meter ONIOFF: Includes customer requests For shut offs �i� om ® ®00000 Meter Leak1AMS: includes gasket and connection leaks !w! wi! i!! i!! iw! coil! Install Meter: lncludes replacement of damaged meters Explanations: Leaking Fire Hydrant: Includes all calls wnceming Fire Hydrants ©oo Turn Meter ONIOFF: Includes customer requests For shut offs A = Average ®�oosr�000m P = Poor o ©�i000n © ®�iloommon000mnm iiiiiiii!!!liiw!!! f��'1�liliiilii!lwi�iiiii�ii liliiwii!!!!ii!!!i i iiiiiiiii!liiiiiiiii!`i■ !w!liiii!!!liiilw! ��lilwiili!!! i! liiili�iiiliiiiii !!lwiiiiiiiifii ■ ri!!i!!i!!!!iilw!! iiiiiiii!!!!!r!i!i iiiiiwli!!!�i!!!!i I<�Il'i■�!iliii!!lwii! �lliii�i! ! wiiii!!!!w iiiili!!li�:i■ I�$�— !wliii!!!!ii! �!liii�!! !liiii!lwii iiii!!ii ii�'i■ - wiiii!!l iii!! �!liii�!!liiiii!!liii!!ilwiiii! i■ �� om ®m0000 ® ®nolr�mos��■ ®o ©om oomonnoo�onnmmn000 ©mood Ez lanalions: Low Pressure: <25pai High Pressure: Usually over 100psi Meter Leak1AMS: includes gasket and connection leaks !w! wi! i!! i!! iw! coil! Install Meter: lncludes replacement of damaged meters Explanations: Leaking Fire Hydrant: Includes all calls wnceming Fire Hydrants E = Excellent Turn Meter ONIOFF: Includes customer requests For shut offs A = Average Other: Calls including customer leaks, sprinklers run ring, service line breaks, settlements, contractor assistance, etc. P = Poor :. • • • !w! wi! i!! i!! iw! coil! illliiliilwiliilili iiiiiiii!!!liiw!!! liliiwii!!!!ii!!!i !w!liiii!!!liiilw! ri!!i!!i!!!!iilw!! iiiiiiii!!!!!r!i!i iiiiiwli!!!�i!!!!i 242011