HomeMy WebLinkAbout2012-10-01 - Public Affairs-Communications-Technology Committee Meeting Minutes1
MINUTES OF THE
YORBA LINDA WATER DISTRICT
PUBLIC AFFAIRS-COMMUNICATIONS-TECHNOLOGY COMMITTEE MEETING
October 1, 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 Steve Conklin, Acting General Manager
Director Michael J. Beverage Art Vega, Interim IT Manager
Damon Micalizzi, Public Information Officer
Gina Knight, HR/Risk Manager
1. PUBLIC COMMENTS
None.
2. DISCUSSION ITEMS
2.1. Computerized Maintenance and Management System Project Status
Mr. Vega informed the Committee that CMMS is now operational for the
valve crew. There were no further questions from the Committee.
2.2. Faxing & Printer Toner Issue (Verbal Report)
The Committee discussed the issues associated with faxing, the
availability of toner cartridges for printers and issues relating to emailing
very large files. The resulting recommendations are for staff to perform a
monthly inventory of toner and other supplies for copy and fax machines,
and to remind staff to use the “Out of Office” notification feature in
Outlook. Concerning the issue of emailing large files, IT staff will review
the current limitations on outgoing and incoming emails, and will report
back to the Committee on options and recommendations.
Mrs. Knight left the meeting following this discussion.
2.3. Bottled Water Contest Update (Verbal Report)
Mr. Micalizzi presented the Committee with the post-card-sized flyer that
will be distributed to elementary schools in the District’s service area,
promoting this year’s contest. He also outlined plans for the judging and
selection process that will include a social media campaign and coincide
with the launch of the District’s new Website.
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2.4. Status of Website Redesign (Verbal Report)
Mr. Micalizzi updated the Committee on the status of the redesign of the
District’s Website, noting that training is scheduled October 9 for about a
dozen District employees in the use and modification of the new website
program. The expected date for the launch of the District’s new website is
Monday October 22nd.
2.5. Public Affairs Workshop (Verbal Report)
The Committee briefly discussed the plans for a potential Public Affairs
Workshop to tentatively be scheduled before the end of the Calendar year.
Mr. Micalizzi discussed items for the workshop and ideas for the District’s
new messaging plan. The Public Affairs Workshop will not be scheduled
until a date and time is set for the District’s Organization and Efficiency
Study Workshop.
2.6. Past-Due Reminder Notice
The Committee reviewed the District’s Past-Due Reminder Notice, as a
follow-up, after an upset customer contacted the District at the Customer
Service Counter after receiving a reminder notice. Following discussion,
the Committee asked that staff take this to the EAO Committee for further
review and consideration.
2.7. Status Report on Strategic Plan Initiatives
The Committee reviewed the update on Strategic Plan Initiatives noting
that all of the updated items had been previously discussed in the
meeting.
2.8. Future Agenda Items
The Committee discussed having two meetings a month for the rest of the
Calendar year so to tend to items that had been idle during Mr. Micalizzi’s
unexpected extended absence. The following were tentatively setup as
meeting dates and times for future meetings: Oct 24 4pm, Nov. 5 4pm,
Nov. 20 4pm, Dec 3 3pm and Dec. 19 4pm.
3. ADJOURNMENT
3.1. The meeting was adjourned at 5:27 p.m. The next meeting of the Public
Affairs-Communications-Technology Committee will be held Wednesday,
October 24, 2012 at 4:00 p.m.