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HomeMy WebLinkAbout2013-04-02 - Public Affairs-Communications-Technology Committee Meeting Minutes1 MINUTES OF THE YORBA LINDA WATER DISTRICT PUBLIC AFFAIRS-COMMUNICATIONS-TECHNOLOGY COMMITTEE MEETING Tuesday, April 2, 2013 4:00 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The April 2, 2013 meeting of the Yorba Linda Water District’s Public Affairs- Communications-Technology Committee was called to order by Director Beverage at 4:00 p.m. The meeting was held in the Admin Conference Room at the District’s Administration Building located at 1717 East Miraloma Avenue in Placentia, California 92870. 2. ROLL CALL COMMITTEE STAFF Director Michael J. Beverage, Chair Steve Conklin, Acting General Mgr Director Ric Collett Art Vega, Acting IT Manager Damon Micalizzi, Public Info Officer 3. PUBLIC COMMENTS None. 4. DISCUSSION ITEMS 4.1. Draft IT Department Budget The Committee reviewed the proposed budget presented by Mr. Vega. Mr Vega informed the Committee that since the March Committee meeting, he cut the proposed IT budget down by $67,900 from the originally proposed $616,377 to $548,477 a 9.8% increase from last year’s budget. Further, Mr. Vega informed the Committee that the $60,000 budgeted for CMMS was being reduced to $50,000 and moved from the CIP budget into IT Department Supplies and Services. This resulted in a net decrease of only $17,900 from the previously proposed budget, leading to a net increase of 19.78% from last year’s budget. The Committee had more budgetary questions regarding Data Processing, Travel and Conferences, and Contractual Services for which Mr. Vega answered. 4.2. Draft Public Affairs Division Budget The Committee reviewed the proposed budget and noted that Mr. Micalizzi had identified opportunities to cut roughly 16% from the budget proposed during the Committee’s March meeting. Mr. Micalizzi also informed the Committee that the current supply of bottled water presently meets the forecasted demand, thusly pointing out a potential savings opportunity. 2 4.3. Lobby Signage – Core Values (Verbal Report) The Committee reviewed the most recent proofs for Lobby Signage and suggested that the design be taken to the full Board for review. 4.4. YLWD Campus Inspirational Messaging (Verbal Report) Mr. Micalizzi updated the Committee on progress being made throughout the District for department-inspired messaging. After some discussion the Committee agreed that this process will be one that will take some time. 4.5. Education Kiosk for Lobby (Verbal Report) Mr. Micalizzi presented a new option for an educational kiosk for the lobby that utilized fiber-optics and a topographical rendering of the District. Though impressed, the Committee decided that presently, this option would be cost prohibitive and directed staff to continue to explore internal options that would use our GIS, SCADA and the Hydraulic Model. 4.6. Status of Public Outreach Activities The Committee reviewed the report and noted the number of requests coming in is significantly more than years past. 4.7. Status Report on Strategic Plan Initiatives The Committee reviewed the report and Mr. Vega informed the Committee on the progress of the Dynamics GP HR software module project. Director Beverage inquired when that project would be completed for which Mr. Vega replied that it should be finished by June 30. 4.8. Future Agenda Items and Staff Tasks None. 5. ADJOURNMENT 5.1. The meeting was adjourned at 5:15 p.m. The next Public Affairs- Communications-Technology Committee meeting is scheduled to be held Tuesday, May 7, 2013 at 4:00 p.m.