HomeMy WebLinkAbout2012-04-09 - Public Affairs-Communications-Technology Committee Meeting Minutes MINUTES OF THE
YORBA LINDA WATER DISTRICT
PUBLIC AFFAIRS-COMMUNICATIONS-TECHNOLOGY COMMITTEE MEETING
April 9, 2012
A meeting of the Public Affairs-Communications-Technology Committee was called to
order by Director Melton at 4:00 p.m. The meeting was held at the District's
Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870.
COMMITTEE STAFF
Director Gary T. Melton, Chair Art Vega, Interim IT Manager
Director Michael J. Beverage Cindy Botts, Management Analyst
Cody Peterson, Public Affairs Intern
1. PUBLIC COMMENTS
None.
2. DISCUSSION ITEMS
2.1. Second Draft of IT Department Budget
The Committee reviewed the new IT Department Budget and supported it.
The Committee was also informed that their request to move all budgeted
funds for computer program training for the various departments to the IT
Department's Budget was completed.
2.2. Sewer Facilities GIS Conversion Status (Verbal Report)
Mr. Vega informed the Committee that the new project began with a kick
off meeting on March 27, and will serve to convert the sewer system
transferred from the City into the District's existing GIS system. The
project is set to take 4'/2 months to complete and is necessary to integrate
the acquired sewer assets into other District information systems,
including the Computerized Maintenance Management System (CMMS),
Asset Management Plan (AMP) and to explore impacts from future
annexations and developments.
2.3. Computerized Maintenance and Management System Project Status
The Committee reviewed the report and asked if the changes made to
several brackets had been reflected in the budget already. There were
also questions about the new radio signal boosters which were installed in
the service trucks which Mr. Vega answered for the Committee.
2.4. OCWD Water Education Festival Follow-Up (Verbal Report)
The event went well with 12 elementary school classes visiting the booth
throughout the two day period and was viewed by all those involved as a
success. Ms. Botts and Mr. Peterson attended the event and took
numerous photos which have been updated to the intranet and may be
used in the Summer Newsletter.
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2.5. Summer Newsletter Draft Content
Ms. Botts presented topics for review and approval for the Summer
Newsletter, which is expected to go out prior to June 21St, and noted the
Committee's suggestions. Some suggestions included: the state of
California's current water supply; possible boat inspections for invasive
muscles at local lakes; and the MET and OCWD rate increases affecting
the District. The Committee suggested that the Newsletter attempt to
explain to customers how water wholesaler rate increases are passed
through and how they affect District customers essentially without their
consent.
2.6. Future Use of Water Conservation Community Signage
The Committee was informed of an email from the Yorba Linda City staff
requesting the removal of all temporary signs from City property because
they are in violation of the City's sign ordinance. It was noted that the
email specified that these signs were no longer serving to alert the
community of the water shortage and thus could no longer be an
exception to the rules. In response, the Committee suggested that the
signs not be removed, but changed to be more informative in nature.
Ultimately, it was decided that the Discussion Item be moved to the EAO
Committee for consideration and further discussion.
2.7. Public Outreach Activities
The Committee proposed establishing a limitation of 2 events per year,
per school due to the large number of water bottles being requested
District wide. There were questions raised about how the water was
utilized, how much is stored in the warehouse, and what was the
maximum amount dispensed per annum. After Ms. Botts had addressed
these questions, there was a discussion over whether the District should
try and diversify its outreach efforts further and if more water bottles
needed to be purchased as a result. Staff will present a more
comprehensive bottled water procedure for the Committee's review at a
later meeting.
2.8. Status of Strategic Plan Initiatives
Mr. Vega addressed Committee questions regarding the backflow data
collection and informed them that the new system was drastically more
efficient.
2.9. Future Agenda Items and Staff Tasks
There were no additional future agenda items.
3. ADJOURNMENT
3.1. The meeting was adjourned at 4:45 p.m. The next meeting of the Public
Affairs-Communications-Technology Committee will be held May 7, 2012
at 4:00 p.m.
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