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HomeMy WebLinkAbout2011-09-09 - Public Affairs-Communications-Technology Committee Meeting Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PUBLIC AFFAIRS-COMMUNICATIONS-TECHNOLOGY COMMITTEE MEETING September 9, 2011 A meeting of the Public Affairs-Communications-Technology Committee was called to order by Director Hawkins at 12:00 p.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE STAFF Director Phil Hawkins, Chair Lee Cory, Operations Manager Director Gary T. Melton Art Vega, Interim IT Manager Damon Micalizzi, PI Officer John DeCriscio, Chief Plant Operator 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1. YLWD/MWDOC Combined Turf Removal Program The Committee recommended the Board of Directors authorize participation in the MWDOC Turf Removal Program, augmented with a YLWD Rebate Program of two dollars per square foot for the installation of synthetic turf and authorize execution of the agreement with MWDOC. 3. DISCUSSION ITEMS Items 3.6 and 3.8 were moved to the beginning of the agenda to accommodate Mr. DeCriscio and Mr. Cory. 3.6. Computerized Maintenance and Management System Project Status Mr. Vega and Mr. DeCriscio presented to the Committee a look at "CityWorks" the District's CMMS solution. Mr. Vega informed the Committee that Westin Engineering's contract is coming to an end and they have laid out the foundation for which the District now needs to build on. The District will need to spend staff time and bring in resources to continue to improve and build on this project. Staff is currently running a live pilot with the valve crew and production crews. Based on feedback from staff the work orders are being modified by Mr. DeCriscio. Mr. Cory informed the Committee that staff plans to next do a live pilot with the sewer crew and test and modify as needed, the work orders that Westin has created. 1 3.8. Public Affairs and Legislative Affairs Board Workshop The Committee Discussed scheduling a workshop at the request of the Board to discuss and establish set goals and milestone objectives for increased public affairs and legislative affairs efforts. At the September 8th Board of Directors meeting, the Board President suggested combining the Public Affairs workshop with the yet to be scheduled IT/CMMS workshop to minimize the number of meetings and since both of these workshops stem from the same Committee. After much discussion however, the Committee decided that two workshops would be better, as both of these subjects contain a lot of material and both meetings could potentially run for a few hours. In an effort to complete both of these workshops before the end of the calendar year, staff was directed to target a couple of dates in November for the Public Affairs Workshop and a couple of dates in December for the IT/CMMS Workshop, so the Board can settle on specific dates at the next meeting. Mr. DeCriscio and Mr. Cory left the meeting at this time. Items 3.3 and 3.5 were taken out of order to allow for Mr. Vega to be excused prior to the end of this meeting. 3.3. Video in the Board Room Update (Verbal Report) Mr. Micalizzi presented to the Committee a look at the newly implemented solution for videotaping the Board Meetings, with one centralized camera capturing only the Board of Directors. The Committee agreed that this bare bones and economical solution installed by staff was acceptable and discussed minor aesthetic improvements for the audio/video system moving forward. 3.5. Dynamics GP Consultant Status Mr. Vega informed the Committee that Tom Santoro has been working with IT, Finance and Operations on inventory and this portion of the scope of work has been completed. All three departments are very satisfied with the work he performed and the recommendations he proposed. Staff will be looking to start working on the HR portion of the scope of work in October depending on the availability of NeuLogics resources. This portion would entail reviewing the current HR and payroll setup and drafting recommendations. Should the district decide to implement these changes NeuLogics would provide an estimate of the hours needed to complete the work. Mr. Vega left the meeting at this time. 2 3.1. Locke Ranch Annexation Outreach (Verbal Report) The Committee discussed sending a brief letter or mailing to all Locke Ranch residents, should that area be annexed to YLWD. The letter would make clear to those new customers that although the area has been annexed into the District's boundaries, we will continue to provide sewer service only and they will continue to receive water from their current water purveyor. 3.2. New Design for District Signs (Verbal Report) Mr. Micalizzi presented to the Committee three draft signs to replace the current conservation signs located in three various spots throughout the District. Two of the three concepts for signs were approved by the Committee with a third suggested concept for a sign promoting Drought Tolerant Landscapes. 3.4. National Preparedness Month Mr. Micalizzi informed the Committee the following special message will go out to District Customers on their September Bills for National Preparedness Month. Be Ready! September is National Preparedness Month. Are you ready in case of an emergency? YLWD reminds you to Promise to Prepare. assemble an emergency supply kit, make your emergency plans, stay informed, and get involved in helping your family, your business, and your community be ready for emergencies. For more information on how to prepare, visit www.ReadvOC.org. Mr. Micalizzi also reminded the Committee that a link to Ready OC is on the District's website. The Committee decided that no further promotion of National Preparedness month is necessary for YLWD as this message would be better delivered by the local Fire and Law Enforcement Agencies. 3.7. Status Report on Committee Specific Strategic Plan Initiatives The Committee reviewed the Strategic Plan Status Report. 3.9. Future Agenda Items and Staff Tasks None. 4. ADJOURNMENT 4.1. The meeting was adjourned at 1:40 p.m. The next meeting of the Public Affairs-Communications-Technology Committee will be held October 3, 2011. 3