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HomeMy WebLinkAbout2012-04-09 - Public Affairs-Communications-Technology Committee Meeting Agenda Packet Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT PUB AFFAIRS-COMMUNICATIONS-TECH COMMITTEE MEETING Monday, April 9, 2012, 4:00 PM 1717 E Miraloma Ave, Placentia CA 92870 COMMITTEE STAFF Director Gary T. Melton, Chair Ken Vecchiarelli, General Manager Director Michael J. Beverage Art Vega, Interim IT Manager Cindy Botts, Management Analyst 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. 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. Second Draft of IT Department Budget 2.2. Sewer Facilities GIS Conversion Status (Verbal Report) 2.3. Computerized Maintenance and Management System Project Status 2.4. OCWD Water Education Festival Follow-up (Verbal Report) 2.5. Summer Newsletter Draft Content 2.6. Future Use of Water Conservation Community Signage 2.7. Public Outreach Activities 2.8. Status of Strategic Plan Initiatives 2.9. Future Agenda Items and Staff Tasks 3. ADJOURNMENT 3.1. The next meeting of the Public Affairs-Communications-Technology Committee will be held May 7, 2012 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: April 9, 2012 To: Public Affairs-Communications- Technology Committee From: Ken Vecchiarelli, General Manager Presented By: Art Vega, Acting IT Manager Dept: Information Technology Prepared By: Art Vega, Acting IT Manager Subject: Second Draft of IT Department Budget DISCUSSION: The Information Technology Department has decreased its Supplies and Services budget for Fiscal Year 2012-2013 by 1 .9% down to $463,677. The most significant cuts this year were made in the areas of contractual services, maintenance, and non-capital equipment. This revised draft budget has been increased by $22,900 due to the Information Systems section increasing its budget in the following budget categories: Data Processing by $6,200 for software licenses and hardware subscription renewals; Professional Services by $15,000 to include district wide GP training; and Travel and Conferences by $1 ,700 for the WinConnections 2013 Conference. 56% of the IT Department's budget relates to Information Systems, with warranties and service contracts, cell phone and broadband service, communication lines, software purchases and license renewals, hardware subscription renewals, desktops and notebooks, printer supplies, and consulting services amounting to 88% of that section's budget. In the GIS section, software license renewal accounts for over 92% of the budget. Lastly, in the SCADA Section, listed items such as warranties and service contracts, communication lines, software license renewals, meters and sensors, general electrical maintenance, PLC software and hardware, radio repairs and servicing, UPS and back-up power systems, software consulting, and electrical upgrade costs to name a few account for over 86% of the budget. STRATEGIC PLAN: FR 1-13: Prepare a High Level Annual Budget Document and Comprehensive Annual Financial Report and Compete for Recognition by the Government Finance Officers Association ATTACHMENTS: Description: Type: IT Budget Summary for FY 2012-13.xlsx IT Budget Summary Backup Material 6020 Budget for 2013 - V2 (3-22-12).pdf 6020 IS Budget Backup Material 6030 Budget for 2013.pdf 6030 GIS Budget Backup Material 6040 Budget for 2013.pdf 6040 SCADA Budget Backup Material IT Budget Summary Proposed For Fiscal Year 2012/2013 FY 2011/12 Proposed FY Expenses (Operating) Amended Budget 2012/2013 Budget Supplies & Services Communications $ 200 $ - Contractual Services $ 144,580 $ 137,540 Data Processing $ 127,350 $ 135,340 Dues & Memberships $ 1,447 $ 1,327 Materials $ 17,475 $ 14,275 District Activities & Events $ 300 $ 300 Maintenance $ 86,170 $ 76,370 Non-Capital Equipment $ 65,020 $ 54,450 Office Expense $ 10,675 $ 10,475 Professional Services $ 31,000 $ 43,000 Professional Development $ 7,500 $ 7,500 Travel & Conferences $ 4,350 $ 6,000 Supplies&Services Sub-Total $ 496,067 $ 486,577 Section Detail Expense Budget Dept/Section: IT (Information FY 2013 Systems) (6020) Primary GIL Category­% Sub Acct No./Sub Category Detail Item Description 1-6020-0600-00 $110,640 1-6020-0600-00 1,740 District Web Site Hosting 240 CONTRACTUAL SERVICES(E) CONTRACTUAL SERVICES(E) Security Solutions:Annual Fire&Burglar Alarm Mo 1,500 1-6020-0600-20 15,500 Konica Minolta Copy Room&Eng.Copiers Printer Le 11,000 Lease Agreements Konica Minolta Operations Copier,Printer Lease 4,500 1-6020-0600-30 26,750 Dell Hardware Service Contracts 2,000 Warranties&Service Contracts RMJ Tech.GPS Vehicle Tracking Service 20,000 APC Symmetra Data Center UPS On-Site Service Renew 3,750 Ricoh 480 Scanner/Copier in Eng Maint.Agreement 1,000 1-6020-0600-32 23,000 Cell Phone Service 23,000 Cell Phones(Nextel/Sprint) Service 1-6020-0600-33 12,150 Verizon Broadband Aircard Service inc.CMMS 12,150 Mobile Broadband Service 1-6020-0600-34 31,500 AT&T District Lines 20,500 Communication Lines Time Warner Cable&Dedicated Internet Access 11,000 1-6020-0620-00 $86,140 1-6020-0620-10 5,900 CS5 Photoshop 900 DATA PROCESSING(E) Software Purchases Solar Winds Mgmt.(APN,IP Address Mon.) 3,500 New Software 1,500 1-6020-0620-20 74,990 Laserfiche Software Assurance Plan(LSAP) 5,000 Software License Renewals Enterprise Leave Manager for Dynamics GP Maint. 450 Solar Winds Engineering's Toolkit Renewal 800 Kiwi Cat Tools 200 Lenel Onguard Software Support Agreement Renewal 250 Solar Winds Orion Monitoring Tool Maintenance 7,000 Novus Agenda Maintenance Renewal 4,000 GP&Cogsdale annual Maintenance 41,000 City Works Annual Maintenance 12,000 Netmotion Mobility XE Premium Software Maintenance 1,290 Trend Micro NeatSuite Antivirus&Spyware(90lic. 2,000 VMWare vSphere(Essentials Plus Kit)Maintenance 1,000 1-6020-0620-30 4,800 Barracuda Spam Firewall Energizer Annual Renewal 650 Hardware Subscription Renewals BDR Monthly Charge for Offsite Backup Storage 300 Watchguard x1250e Firewall UTM Renewal 2,250 PageR Monitoring 200 Barracuda Message Archiver Energizer Annual Renewa 1,400 1-6020-0620-47 450 Batteries 200 Cell Phone Supplies Holsters&Covers 150 Chargers 100 1-6020-0640-00 $847 1-6020-0640-00 847 MS Tech Net Plus Subscription 500 DUES,MEMBERSHIPS,SUBSCRI DUES,MEMBERSHIPS,SUBSCRIPTI P Smart Computing 30 TIONS(E) ONS(E) CPU 30 PCWorld 25 Misc Memberships 250 Maximum PC 12 1-6020-0710-00 $2,400 1-6020-0710-00 400 Materials 400 MATERIALS(E) MATERIALS(E) 1-6020-0710-49 100 Power Strips 100 Power Strips 1-6020-0710-51 700 Duplex 50/125 LC/LC fiber,CAT6A,CAT5e patch cabl 400 Cabling Adapters 100 DVI,VGA,DB9,Display Port,HDMI,USB cables 200 1-6020-0710-60 1,200 hardware supplies,AA&AAA batteries 400 Hardware Supplies Desktop peripherals 600 USB Drives USB Keys,SD/micro SD Cards 200 1-6020-0715-00 $300 1-6020-0715-50 300 Meeting Supplies 300 District Activities and Events Meeting Supplies 1-6020-0730-00 $6,800 1-6020-0730-00 1,000 Maintenance 1,000 MAINTENANCE(E) MAINTENANCE(E) 1-6020-0730-06 1,000 H P Printer Servicing 1,000 Printer Servicing 1-6020-0730-11 1,400 Phone Switch Servicing 400 Telco/Phone Servicing Building Line Repairs 200 Security Equipment Maintenance&Repair 400 Cell Phone Servicing/replacement/repair 400 1-6020-0730-30 1,500 Cabling(CAT6A,CAT5e,fiber)installation&rep 1,500 Cabling&WAN Communication 1-6020-0730-60 1,900 UPS replacement batteries for desktops 300 UPS&Back-up Power systems APC Symmetra Data Center UPS battery modules(12) 1,600 1-6020-0750-00 $27,600 1-6020-0750-00 800 non-Capital Equipment 800 NON-CAPITAL EQUIPMENT(E) NON-CAPITAL EQUIPMENT(E) 1-6020-0750-06 6,600 Dell Optiplex PCs 6,000 Desktops Thin Clients 600 1-6020-0750-07 11,200 Dell Latitude E-Series 4,800 Notebooks Tablets 6,400 1-6020-0750-08 500 New Printers 500 Printers 1-6020-0750-09 4,400 Misc Network Equipment such as Transceivers 800 Networking Equipment Network Storage Devices 1,000 Network Office/cubicle Switches 200 Data Center Switches 2,200 KVM System Interface Pods 200 1-6020-0750-30 800 Data Center equipment(Rack&Cabinet) 800 Tools&Equipment 1-6020-0750-35 500 HID proximity badges for building access 500 Security 1-6020-0750-00 $27,600 1-6020-0750-41 2,500 Digital Cameras 500 NON-CAPITAL EQUIPMENT(E) Audio/Visual Misc. 500 LCD Monitors 1,500 1-6020-0750-45 300 Phones&Accessories 300 Telco 1-6020-0760-00 $8,675 1-6020-0760-21 7,675 Konica Minolta Copier/Printer Supplies for Ops 125 Office Expense Printer Supplies Konica Minolta Copier/Printer Supplies in Mail Roo 50 HP LaserJet Printers&Copier toners,fusers,in 7,500 1-6020-0760-26 1,000 Keyboards 400 Desktop Supplies Mice 200 Blank DVD+R,CD Disc,etc. 200 Misc 200 1-6020-0780-00 $21,500 1-6020-0780-11 2,000 Network/Hardware Consulting 2,000 PROFESSIONAL SERVICES(E) Network/Hardware Consulting 1-6020-0780-20 18,500 Software Consulting 3,500 Software Consulting GP Consulting 15,000 1-6020-0780-50 1,000 Technical Support 1,000 Technical Support 1-6020-0810-00 $3,200 1-6020-0810-00 3,200 IT Te c h n i c a I Training 3,200 PROFESSIONAL DEVELOPMENT Training 1-6020-0830-00 $4,400 1-6020-0830-00 4,400 Interop(April/May) 800 TRAVEL&CONFERENCES(E) TRAVEL&CONFERENCES(E) Mileage and Travel Reimbursement 300 City Works User's Conference (June) 800 WinConnections/DevConnections(November) 2,500 Section Total $272,502 1 i i Section Detail Expense Budget Dept/Section: IT (G IS) (6030) FY 2013 WM7 M11FIT Category Sub Acct No./Sub Category Detail Item Description 1-6030-0620-00 $18,700 1-6030-0620-20 18,700 InfoWater&InfoSewer 2,000 DATA PROCESSING(E) Software License Renewals Freeance Annual Software Maintenance 2,000 Arclnfor Concurrent Use Primary Maintenance 3,500 ArcEditor Concurrent(2) 3,200 ArcGIS Server Standard Enterprise Up to 4 Cores 6,000 ArcView Single Use Primary Maintenance 500 AutoCAD&Map 3Dv2010 Renewal Licenses 1,500 1-6030-0760-00 $1,500 1-6030-0760-21 1,500 Atlas Reprint Supplies(large format 2436,11x17) 1,500 Office Expense Printer Supplies 1-6030-0830-00 $200 1-6030-0830-00 200 Mileage and Travel Reimbursement 200 TRAVEL&CONFERENCES(E) TRAVEL&CONFERENCES(E) Section Total $20,400 Section Detail Expense Budget Dept/Section: IT (SCADA) (6040) FY 2013 MM Detail Item Description NIFFIVE Category Sub Acct No./Sub Category M W 1-6040-0600-00 $26,900 1-6040-0600-30 5,500 Cisco Smartnet premium(for Cisco 1842 routers) 1,500 CONTRACTUAL SERVICES(E) Warranties&Service Contracts Dell Servers Service contracts 1,500 Cisco Smartnet premium(for Cisco 3825 router) 2,500 1-6040-0600-34 21,400 AT&T Circuits(T1,DSO's,1MB's) 21,400 Communication Lines 1-6040-0620-00 $30,500 1-6040-0620-10 1,600 HMI Reports&Misc.software 1,600 DATA PROCESSING(E) Software Purchases 1-6040-0620-20 28,900 PLC Programing Support-Proworks32,Concept,&Unity 6,500 Software License Renewals Wonderware Premium Support 22,400 1-6040-0640-00 $480 1-6040-0640-00 480 AWWA 230 DUES,MEMBERSHIPS,SUBSCRI DUES,MEMBERSHIPS,SUBSCRIPTI PTIONS(E) ONS(E) International Society of Automation 250 1-6040-0710-00 $11,875 1-6040-0710-50 3,200 Electrical Supplies 3,200 MATERIALS(E) Electrical Supplies 1-6040-0710-60 1,200 Hardware Supplies 1,200 Hardware Supplies 1-6040-0710-78 7,475 Integral Manflods for Flow&Pressure Meters 975 Meters&Sensors Level Indicators 4,000 Flow Meter 2,500 1-6040-0730-00 $69,570 1-6040-0730-15 1,800 Flow Meter Calibration 1,800 MAINTENANCE(E) Flow Meter Calibration 1-6040-0730-20 16,000 Electrical General Maintenance 16,000 Electrical General Maintenance 1-6040-0730-30 4,650 Conduit Replacement/Wiring Replacement/WAN Com 4,650 Cabling&WAN Communication 1-6040-0730-40 5,000 Radio repairs&Servicing 5,000 Radio repairs&Servicing 1-6040-0730-45 16,900 M340 system/PLC's 11,000 PLC Hardware Module replacements 3,100 Terminal Blocks/Other parts 1,500 Power supplies&componets 500 Signal Conditioners-Converters 800 1-6040-0730-52 10,000 PLC-SCADA Modifications 10,000 PLC Software 1-6040-0730-55 1,800 Security&Gas detectors 1,800 Security&Gas detectors 1-6040-0730-60 5,420 UPS&Back-up Power systems(Redundent 24Vdc Power 5,420 UPS&Back-up Power systems 1-6040-0730-00 $69,570 1-6040-0730-61 3,000 Cooling&A/C Service 3,000 MAINTENANCE(E) Cooling A/C Servicing 1-6040-0730-62 5,000 Instrumentation 5,000 Instrumentation 1-6040-0750-00 $26,850 1-6040-0750-09 6,000 Field Routers,Switches,Fiber Device Servers,Mod 6,000 NON-CAPITAL EQUIPMENT(E) Networking Equipment 1-6040-0750-30 1,550 Tools&Equipment 1,550 Tools&Equipment 1-6040-0750-35 2,500 Security 2,500 Security 1-6040-0750-55 5,000 PLCs&Panels 5,000 PLCs&Panels 1-6040-0750-65 8,000 Electrical Upgrades 8,000 Electrical Upgrades 1-6040-0750-70 3,800 (Radio)OC66 3,800 Redundant SCADA Communications Radio Systems 1-6040-0760-00 $300 1-6040-0760-30 300 Manuals/Books/Magazines 300 OFFICE EXPENSE(E) Books&Publications 1-6040-0780-00 $21,500 1-6040-0780-20 21,500 PLC program Conversions to Unity 10,500 PROFESSIONAL SERVICES(E) Software Consulting SCADA system programing 11,000 1-6040-0810-00 $4,300 1-6040-0810-00 4,300 Wonderware training 2,400 PROFESSIONAL DEVELOPMENT Training PLC programing training 1,400 Awwa training 500 1-6040-0830-00 $1,400 1-6040-0830-00 1,400 Awwa Conference 1,400 TRAVEL&CONFERENCES(E) TRAVEL&CONFERENCES(E) Section Total $193,675 ITEM NO. 2.3 AGENDA REPORT Meeting Date: April 9, 2012 Budgeted: Yes Total Budget: 338,000 To: Public Affairs-Communications- Technology Committee From: Ken Vecchiarelli, General Manager Job No: 200915 Presented By: Art Vega, Acting IT Manager Dept: Information Technology Reviewed by Legal: N/A Prepared By: Robyn Shaw, Info Sytm Tech CEQA Compliance: N/A II/Programmer Subject: Computerized Maintenance and Management System Project Status SUMMARY: 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 $28,000 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 $247,687.44 (99.5%) 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. On-going discussions have been held with operations staff regarding the valve crew work orders. Staff is working on getting the valve crew on the CMMS system and completing the work orders for hydrant flushing. The second and final notebook for the valve crew has arrived. A quote for the vehicle mounts has been received which includes a power module. The power module protects the vehicle's battery from being drained by the laptop and protects the laptop from power fluctuations. District mechanics and IT staff recommend purchasing the power modules with the vehicle mounts to protect our equipment and vehicles. Attached for the Committee to review is an updated projected cost estimate for the CMMS project. ATTACHMENTS: Nami Description: Type: Protected Cost for CMMS 2011 - 2012.xlsx Projected Cost for CMMS 2011 -2012 Backup Material CMMS Projected Costs (updated Mar.27,2012) Cost Category to Date Cost Bud et EQUIP $0.00 $0.00 INVENTORY $16.54 $0.00 LABOR $6,620.25 $0.00 OUTSIDE SVC $265,766.84 $338,000.00 SUPPLIES $24,096.221 $0.00 Project Total to Date: $296,499.85 Projected Remaining Costs for Supplies & Outside Svc Cost Total Remaining amount in Westin Contract $1,150.00 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 5 already purchased)*** 10 X$2,350 $23,500 Vehicle mounts for laptops (purchased 1) 14 x$1,330 $18,620 Custom Keyboard Cover Dell Latitude E6420 Notebook 10 x$14.99 $225 Projected Remaining Costs for Supplies&Outside Services $96,470.00 Project Total to Date $296,499.85 Projected Cost for CMMS Project I I $392,970 *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 Projected Costs (updated Feb.27,2012) Cost Category to Date Cost Budget EQUIP $0.00 $0.00 INVENTORY $0.00 $0.00 LABOR $6,147.59 $0.00 OUTSIDE SVC $264,616.84 $338,000.00 SUPPLIES $24,096.22 $0.00 Project Total to Date: $294,860.65 Projected Remaining Costs for Supplies & Outside Svc cost Total Remaining amount in Westin Contract $2,088.56 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 5 already purchased)*** 10 X$2,350 $23,500 vehicle mounts for laptops (purchased 1) 14 x$750 $10,500 Custom Keyboard Cover Dell Latitude E6420 Notebook 15 x$14.99 $225 Projected Remaining Costs for Supplies&Outside Services $89,288.56 Project Total to Date $294,860.65 Projected Cost for CMMS Project I I $384,149 *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. ITEM NO. 2.5 AGENDA REPORT Meeting Date: April 9, 2012 Budgeted: N/A To: Public Affairs-Communications- Technology Committee Funding Source: N/A From: Ken Vecchiarelli, General Manager Presented By: Ken Vecchiarelli, General Dept: Administration/Public Manager Affairs Reviewed by Legal: N/A Prepared By: Cindy Botts, Management CEQA Compliance: N/A Analyst Subject: Summer Newsletter Draft Content SUMMARY: The Summer Newsletter, to be delivered by June 21 , 2012, will have the following content: • OCWD Water Ed. Festival Participation • Fullerton Arboretum Classes (June-August) • Budget Process • Rate Increase/Prop. 218 (If Necessary) • YL Pipeline Project- Traffic Reminder ITEM NO. 2.6 AGENDA REPORT Meeting Date: April 9, 2012 Budgeted: N/A To: Public Affairs-Communications- Technology Committee Funding Source: N/A From: Ken Vecchiarelli, General Manager Presented By: Ken Vecchiarelli, General Dept: Administration/Public Manager Affairs Reviewed by Legal: N/A Prepared By: Cindy Botts, Management CEQA Compliance: N/A Analyst Subject: Future Use of Water Conservation Community Signage SUMMARY: The community information signs that the District instituted in 2009, in conjunction with the Water Conservation Ordinance, were updated in January 2012 with a message relating to the economical cost of YLWD water. Since then, the City of Yorba Linda has requested that the signs be removed, as they are in violation of the City's sign ordinance. Additionally, both the City of Yorba Linda and the District have received several customer complaints about the appropriateness of the current messaging. DISCUSSION: The City of Yorba Linda is officially requesting that the District remove the community information signs from City property because the original purpose of the signs, which was to communicate to the public the necessity of water conservation during a time of mandatory water allocations, is no longer applicable. Should the District be forced to again communicate mandatory water allocations to the community, the City will be willing to work with the District on an encroachment permit for the placement of the signs at that time. Additionally, comments from the public have been received by both the City of Yorba Linda and the District regarding confusion about the current messaging. The confusion centers around the interpretation of the signs as "water is cheap, so don't bother to use it wisely." Several of the people who raised a concern are proud of the emphasis the District has placed on water use efficiency and are afraid the District is altering course on that emphasis. STRATEGIC PLAN: CP 1-E: Effectively Use Broad Spectrum Communication Opportunities PRIOR RELEVANT BOARD ACTION(S): The Board of Directors approved the use of permanent community information signs, in conjunction with the Ordinance 09-01 Instituting Water Conservation Measures, in 2009. ATTACHMENTS: Nam(- Description: Type: City of Yorba Linda Email Regarding Community City of YL- Future Use of PA Signs.docx Backup Material Information Signage From: Mark Stowell <M Stowell gyorb a-linda.org> Date: April 3, 2012 9:41:25 AM PDT To: Ken Vecchiarelli <kvecchiarelligylwd.com> Cc: Steve Rudometkin <srudometkingyorba-linda.org> Subject: YLWD Signs - Various Locations Around The City Ken, Per our discussion last week, we are requesting that the temporary signs, originally placed to inform the public of the mandatory water restrictions, be removed. It is our understanding that the mandatory restrictions have been lifted and the original signs are no longer necessary. The current signs, although the message is important, must be removed as they are in violation of the City's sign ordinance. This past winter provided minimal precipitation,which may result in water restrictions later this year. If the water restriction signs must be placed again to notify the residents, we will gladly work with you to obtain an encroachment permit for their placement. Please contact me if you have any questions. Mark L. Stowell, P.E. Director of Public Works/City Engineer City of Yorba Linda Public Works Department 4845 Casa Loma Avenue P.O. Box 87014 Yorba Linda, CA 92885-8714 k0 Erb � �yl °•,y�Rrio P (714) 961-7170 F (714) 986-1010 m stowe I I a-yo rba-I i n d a.o ng www.ci.yorba-linda.ca.us ITEM NO. 2.7 AGENDA REPORT Meeting Date: April 9, 2012 Subject: Public Outreach Activities s ATTACHMENTS: Name: Description: Type: Public Outreach Activities FY 11-12.docx Public Activities Log 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 Jog-a-thon Van Buren Elementary 672 Water Bottles 11/19/11 School Fundraiser YLHS Men's Basketball 600 Water Bottles 11/24/11 5K Run Plymouth Rock& Run 2011 2,500 Sports Bottles, Water Truck 01/20/12 Jog-a-thon Bryant Ranch Elementary 600 Water Bottles 01/21/12 Community Event YLHS Cheer& Song Team 600 Water Bottles 01/22/12 Community Event Ceremony to Honor Fire Station 10 of YL 264 Water Bottles 02/11/12 School Fundraiser El Dorado HS Dance Team 600 Water Bottles 02/16/12 School Fundraiser YLHS Baseball 360 Water Bottles 02/26/12 Cub Scouts Fundraiser Cub Scouts Pack 580 360 Water Bottles 02/27/12 Community Event Friends Christian School 600 Water Bottles 03/08/12 School Fundraiser Travis Ranch Elementary 512 Water Bottles 03/10/12 Community Event Genealogical Society of North OC 120 Water Bottles 03/22/12 School Fundraiser Esperanza High School Dance Team 600 Water Bottles 04/13/12 Community Event National Charity League 48 Water Bottles Total 05/10/12 Community Fundraiser American Subcontractors Assoc. Golf Tourn. 96 Water Bottles 2 05/11/12 School Fundraiser Friends Christian School 312 Water Bottles 05/12/12 Community Event Girl Scouts Troop 149 Bingo Night 120 Water Bottles Basic Design Strategies for the Low Water Use Garden 05/17/12 Boy Scout Fundraiser Boy Scouts Troop 1613 Merit Badge Day 864 Water Bottles 06/23/12 06/07/12 Jog-a-thon Ovarian Cancer Orange County Alliance 312 Water Bottles As of March 28, 2012, 15,284 Water Bottles Scheduled/Donated Fullerton Arboretum Class Attendance Date Description Customers Others Total Notes 02/04/12 California Friendly Plants for the Garden 6 2 8 04/28/12 Irrigating the Low Water Use Garden 05/12/12 Basic Design Strategies for the Low Water Use Garden 06/23/12 Edibles in the Low Water Use Garden NOTE: Class Limit is 70 people. ITEM NO. 2.8 AGENDA REPORT Meeting Date: April 9, 2012 Subject: Status of Strategic Plan Initiatives ATTACHMENTS: Name: Description: Type: Strategic Plan Tracking- PACT.xlsx March Strategic Plan Initiatives Backup Material Strategic Plan Initiatives Status Report Public Affairs-Communication-Technology Committee Strategies Start Date Completion Lead Party Dec 2011 Jan 2012 Progress Feb 2012 Progress Mar 2012 Progress Date Progress OE 1: O timize Use of Existing Technolo ies Dynamics GP:Training Meeting held on March D Dynamics D Agenda received from 27 regarding backflow Meeting Tom Santorro program in Cogsdale.The regarding (Neu Logics)and accepted need for backflow and Identify the Current Functionality of HR& Dynamics GP:Waiting on Action Plan by staff. Training will "Smartlist"training were OE 1-A Existing Technology and Determine if Jul-11 Sep-11 IT Director/EPIC Committee Payroll with &Training Agenda for HR&Payroll commence on Feb.2 @ identified.District also it is Being Utilized to Full Capacity Tom from from Tom Santorro(Neu Logics) gam.4 hour HR& needs to document Neu Logics Payroll training sesson backflow workflow and scheduled held on Feb.7 with Tom agree on what data to for Dec 7. Santorro. collect. Evaluate How Each Department Might EPIC Committee/Executive Still No Discussed at 2/2/12 Committee meeting OE 1-B Make Further Use of Existing Sep-11 Dec-11 Staff EPIC Committee to be Re-Orged meeting. scheduled for early April Technology CP 1: Increase Brand Recognition within the Communi Enhance Resources for Public Recruitment CP 1-A Information&Governmental Affairs Jul-11 Dec-11 Public Information Officer sent out to Selection Process Underway Intern Interviews on 2/1- Intern began work on local 2/2 3/19/12 Division Colleges CP 1-B Develop a Public Relations Master Jul-11 Jun-12 Public Information Officer N/A N/A Completed Completed Plan with Measurable Goals CP 1-E Effectively Use Broad Spectrum On-going On-going Public Information Officer Underway Underway New Website Design New Website Design Communication Opportunities Underway Underway CP 2: Increase Public Awareness of Water and Wastewater Related Issues New Water Develop and Expand a Youth to be New A La Carte Education Program in WEF-Program to be WEF-Program to be CP 2-B Education Program Jul-11 On-going Public Information Officer delivered the Works with MWDOC taken to District Schools taken to District Schools December in Future. in Future. 15th.