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HomeMy WebLinkAbout2011-11-18 - Public Affairs-Communications-Technology Committee Meeting Agenda Packetr a Linda Water District AGENDA YORBA LINDA WATER DISTRICT PUB AFFAIRS - COMMUNICATIONS -TECH COMMITTEE MEETING Friday, November 18, 2011, 10:00 AM 1717 E Miraloma Ave, Placentia CA 92870 COMMITTEE STAFF Director Phil Hawkins, Chair Ken Vecchiarelli, General Manager Director Gary T. Melton Art Vega, Info Systems Administrator Damon Micalizzi, Public Information Officer 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. 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. 2.1. Computerized Maintenance and Management System Project Status 2.2. YLWD Holiday Newsletter (Verbal Report) 2.3. New District Signs (Verbal Report) 2.4. Public Outreach Activities 2.5. Status of Strategic Plan Initiatives 2.6. Future Agenda Items and Staff Tasks 3. ADJOURNMENT 3.1. The next meeting of the Public Affairs - Communications - Technology Committee will be held December 5, 2011 at 4:00 p.m. Items Distributed to the Committee Less Than 72 Hours Prior to the Meetina 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. AGENDA REPORT Meeting Date: November 18, 2011 To: Public Affairs- Communications- Technology Committee From: Ken Vecchiarelli, General Manager Presented By: Art Vega, Acting IT Manager Prepared By: Art Vega, Acting IT Manager Subject: SUMMARY: Budgeted: Total Budget: Cost Estimate: Job No: Dept: Reviewed by Legal: CEQA Compliance: ITEM NO. 2.1 Yes $338,000 $248,626 200915 Information Technology Pending N/A Computerized Maintenance and Management System Project Status On July 22, 2010, the Board authorized the General Manager to execute a Professional Services Agreement with Westin Engineering, in the amount of $248,626, to provide Computerized Maintenance & Management System (CMMS) software and implementation services. The software proposed by Westin Engineering was Azteca's CityWorks software solution. On October 27, 2011 the Board authorized the General Manager to execute Task Release No. 2 amending the PSA between Westin, in the amount not to exceed $38,000 to provide for additional support services on an on -call as- needed basis. DISCUSSION: District IT staff assessed the status, schedule and expenditures to date with regard to the Westin Engineering agreement. The District has paid Westin Engineering $244,463.94 (98 %) of the $248,626.00 professional services contract to date for development, installation and initial training on the CityWorks CMMS software system. District IT staff assessed the status of expenditures to date with regard to Task Release No. 2. The District has paid Westin Engineering $0.00 (0 %) of the $38,000 for support services. An additional field operator for hydrants is now live for a total of 3 field operators and 1 Leadworker. The hydrant Leadworker has requested the need to add several new fields to the hydrant repair and replace work order templates. These change requests have been made and are being tested by the 3 field operators. IT staff is in the process of acquiring 2 additional notebook computers. Attached for the Committee to review is a basic schedule and a projected cost estimate for the CMMS project. ATTACHMENTS: Name. Projected Cost for CMMS 2011 11.xlsx CMMS_ Schedule[ll.docx Description: Projected Costs for CMMS Projecl CMMS Schedule Type: Backup Material Backup Material CMMS Projected Costs (updated Nov. 3, 2011) Cost Category to Date Cost Budget EQUIP $0.00 $0.00 INVENTORY $0.00 $0.00 LABOR $6,147.59 $0.00 OUTSIDE SVC $260,063.94 $338,000.00 SUPPLIES $18,998.05 $0.00 Project Total to Date: $285,209.58 Projected Remaining Costs for Supplies & Outside Svc Cost Total Remaining amount in Westin Contract $4,162.06 $4,162.06 Task Release No. 2 with Westin Engineering * up to $38,000 $38,000 CityWorks User Licenses (currently 15). 5 additional licenses ** 5 x $2,995 $14,975 Laptops with Verizon cards (15 Total 3 already purchased) * ** 11 X $2,350 $25,850 vehicle mounts for laptops (purchased 1) 14 x $7501 $10,500 CityWorks Administrator Training (John D. & Robyn S.) 2 x $3,0001 $ 6,000.00 Projected Remaining Costs for Supplies & Outside Services $99,487 Project Total to Date $285,209.58 Projected Cost for CMMS 1 1 $384,697 * Total amount of annual service contract may not be used. 1 -year term ** 16 -20 licenses $2995 /each, 21 -100 licenses $1,995 /each. Total amount of licenses needed still to be determined * ** Does not include monthy verizon card fee of $37.99 plus applicable taxes per card per month CMMS Steering Committee Project Manager: Art Vega, Administrators: John DeCriscio, Robyn Shaw CMMS Phase 1 Schedule • Hydrants November 14: Live with 3 field operators and one Leadworker Total Notebook Computers: 3, 3 in use Phase 1 PM Templates, Repair, Replace, Reports Training • Sewer November 14 to February 14: Total Notebook Computers: 3 Fact Gathering and overview meeting — create schedule Custom Map Phase 1 Repair, Replace, PM Template Reports Training • Valves November 14 to February 14: Total Notebook Computers: 2 Fact Gathering and overview meeting — create schedule Custom Valves Map Phase 1 Repair, Replace, PM Template Reports Training • Leaks February 15 to April 15: Total Notebook Computers: 1 Fact Gathering and overview meeting — create schedule Custom Valves Map Phase 1 Repair, Replace, PM Templates Reports Training • Production ongoing Total Notebook Computers: 3 has some unique challenges with reoccurring work order December and January training will cover • Misc April 15 to July 1 Total Notebook Computers: 3 CSR - testing ongoing with each group Warehouse water quality Clay Valves Air Vacs Dead end flushing SCADA Meeting Date: Subject: ATTACHMENTS: AGENDA REPORT November 18, 2011 Public Outreach Activities Name: Description: Public Outreach Activities FY 11- 12.docx Public Outreach Activities Log ITEM NO. 2.4 Type: Backup Material Special Events Date Description Business Materials Notes 08/05/11 Walk -a -thon Yorba Linda Relay for Life- 24 hr walk 300 Sports Bottles, Water Truck 08/18/11 Jog -a -thon Esperanza HS- Memorial 3K Run 360 Water Bottles 09/23/11 School Fundraiser YLHS Men's Basketball 216 Water Bottles 10/01/11 Softball Fundraiser Girls Softball -Team Smith 168 Water Bottles 10/01/11 Community Event Walk to Cure Cervical Cancer 240 Water Bottles 10/05/11 School Fundraiser YLHS Water Polo 48 Water Bottles 10/12/11 Pop Warner Fundraiser Veteran's Field 144 Water Bottles 10/14/11 Jog -a -thon YLMS 3K Run for Success 600 Water Bottles 10/20/11 Community Event CHOC Fundraiser 360 Water Bottles, 10 traffic cones 10/21/11 Jog -a -thon Fairmont Elementary 1200 Water Bottles 10/22/11 Community Event City of YL Senior Health Fair 360 Water Bottles 10/26/11 Jog -a -thon Travis Ranch Elementary 600 Water Bottles 10/27/11 Jog -a -thon Mabel Payne Elementary 480 Water Bottles 10/27/11 Jog -a -thon Lakeview Elementary 600 Water Bottles 10/27/11 School Fundraiser Esperanza High School 264 Water Bottles 10/31/11 Jog -a -thon Linda Vista Elementary 816 Water Bottles 10/31/11 School Fundraiser Bryant Ranch Elementary 72 Water Bottles 11/10/11 Community Event "Wounded Warriors" Fundraiser 72 Water Bottles 11/10/11 Community Event YMCA Golf Tournament 240 Water Bottles 11/10/11 Jog -a -thon Glenknoll Elementary 504 Water Bottles 11/18/11 11/19/11 11/24/11 01/20/12 Jog -a -thon School Fundraiser 5K Run Jog -a -thon Van Buren Elementary YLHS Men's Basketball Plymouth Rock & Run 2011 Bryant Ranch Elementary 672 Water Bottles 600 Water Bottles 2,500 Sports Bottles, Water Truck 600 Water Bottles As of November 10, 2011, 12,016 Water Bottles Scheduled /Donated Fullerton Arboretum Class Attendance Date Description Customers Others Total Notes NOTE: Class Limit is 70 people. AGENDA REPORT Meeting Date: November 18, 2011 ITEM NO. 2.5 Subject: Status of Strategic Plan Initiatives ATTACHMENTS: Name: Description: Type: Strategic Plan Tracking- PACT.xlsx Strategic Plan Initiatives Backup Material Strategic Plan Initiatives Status Report Public Affairs - Communication- Technology Committee Completion Strategies Start Date I Lead Party Jul 2011 Progress Aug 2011 Progress Sep 2011 Progress Oct 2011 Progress Nov 2011 Progress Date OE 1: O timize Use of Existin R Technolo ies Dynamics GP: Finishing Dynamics GP: Finished with Dynamics GP: 2 hours Identify the Current PSA with NeuLogics for Inventory. of Smartlist Training Dynamics GP: Reconciling District's PSA and training and Dynamics GP: Functionality of NeuLogics MSA for training and configuration configuration changes to Network Fleet: was used for Year End Coordinating with OR 1 -A Existing Technology Jul- 1 Sep -11 IT Director /EPIC changes to Dynamics GP Software. Dynamics GP Software. Discussed at Managers Closing Training. NeuLogics on a start and Determine if it is Committee meeting: HR will NeuLogics analysis on Being Utilized to Full Network Fleet Discussion will be held at next Network Fleet discuss with bargaining the HR module of date for HR module Managers Meeting on 8/02 Discussion will be held at analysis. Capacity next Managers Meeting unit regarding adding more users. Will be Dynamics GP will begin in late October. on 8/02 assigned to EPIC Evaluate How Each Department Might EPIC Committee/ EPIC Discussed initially OR 1 -B Sep -11 Dec -11 On Agenda for 9/13 Ongoing Ongoing Make Further Use of Executive Staff at 7/28 Meeting Existing Technology CP 1: Increase Brand Reco ninon within the Community Townsend Public Enhance Resources for Intern Policy being Public Information & Public Information 2011/12 Budget Passed. Initial outreach to evaluated and creating Affairs Hired by Board Currently working on To be hired Winter CP 1 -A Jul -11 Dec -11 Chapman University for Interns has been on 8/25. Staff working Governmental Affairs Officer made. job descriptions for with Chapman for intern recruitment. Semester 2012 Division internships. intern recruitment. Draft Document is Draft Document Develop a Public nearing completion. submitted to PACT on Public Information Document is being Approved by PACT and CP 1 -B Relations Master Plan Jul -11 Jun -12 Officer Draft Document is underway. Drafted. Public Affairs 10/ 10. Public Affairs Presented at Workshop with Measurable Goals Workshop to be Workshop to be scheduled in Nov. /Dec. scheduled for Nov 14. Effectively Use Broad Website makeover underway, social media Website Committee Consultant to begin CP 1 -E Spectrum On -going On -going Public Information sites have been set up and will be utilized formed/ Compensation Ongoing. Ongoing. Website Makover for Communication Officer more. Transparency Tab Added. early 2012 release. Opportunities CP 2: Increase Public Awareness of Water and Wastewater Related Issues Ongoing collaboration Develop and Expand a Working with Discovery Science Center to 2011 Bottled Water with Discovery Science CP 2 -B Youth Education Jul -11 On -going Public Information enhance their School Education Program in 2011 Bottled Water Label Label Contest Center for expanded Ongoing Officer Contest Underway. Program YLWD. - Bottled Water Label Contest. Underway. curriculum in District Elementary Schools.