HomeMy WebLinkAbout2013-07-10 - Public Affairs-Communications-Technology Committee Meeting Minutes1
MINUTES OF THE
YORBA LINDA WATER DISTRICT
PUBLIC AFFAIRS-COMMUNICATIONS-TECHNOLOGY COMMITTEE MEETING
Monday, July 10, 2013 4:00 p.m.
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
The July 10, 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
Cody Peterson, Public Affairs Intern
3. PUBLIC COMMENTS
None.
4. DISCUSSION ITEMS
4.1. Status of Dynamics GP Consultant (Verbal Report)
Mr. Vega updated the Committee on the progress being made with the GP
Consultant. He informed the committee that staff comprised of the HR
Technician and Programmer Analyst confirmed that all employees and
pay codes were consistent in the HR module of Dynamics GP.
Furthermore, he noted that they had agreed on a methodology to
implement the 3% COLA increase for the new fiscal year. The final test
on the changes will be in the running of the first payroll for the new fiscal
year.
4.2. Status of Data Storage Consolidation and Backup Solution (Verbal
Report)
Mr. Vega updated the Committee on the status of the Data Storage
Consolidation and Backup project. He informed the Committee that the
biggest hurdle addressed was software licensing issues with Laserfiche
and GIS.
4.3. Review of Proofs for District Promotional Items
The Committee reviewed proofs for the items to be ordered and approved
the creative layout for all items with minor edits to one of the items.
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4.4. Draft Design of District Information Brochure (To be provided at the meeting.)
The Committee reviewed the first draft of the District Information Brochure,
with much of the discussion regarding the title of the document. The
Committee will revisit this item again at future meetings.
4.5. Status of Current Public Outreach Activities
The Committee reviewed the report and briefly discussed District
participation in this year’s Cities of Yorba Linda’s and Placentia’s annual
parade events.
4.6. Future Public Outreach Efforts and Press Relations (Verbal Report)
The Committee discussed plans for a YLWD presentation at the October
Joint Agency Town Hall Meeting with the City of Yorba Linda and the OC
Fire Authority with a topic being the five year anniversary of the Freeway
Complex Fire.
4.7. Adjustments to Board Room and Lobby Signage (Verbal Report)
Mr. Micalizzi updated the Committee on adjustments that will be made to
the recent signage in the lobby and Board Room.
4.8. YLWD.com Review and Analytics Report (To be provided at the meeting.)
Mr. Micalizzi presented to the Committee recent website statistics noting
that the customer service section of the site is getting the bulk of the traffic
over the past two months. This may be an indication that efforts to make
the website more accommodating and customer friendly have been
successful.
4.9. Draft District Crisis Communications Plan
The Committee reviewed the draft Crisis Communications Plan. Several
areas of the document were discussed and it was noted that the final
document will not be presented until after the O&E study is complete as a
finalized Org Chart will dictate some of the key elements to the plan.
4.10. Status of Strategic Plan Initiatives
The Committee reviewed the report.
4.11. Future Agenda Items and Staff Tasks
None.
5. ADJOURNMENT
5.1. The meeting was adjourned at 6:05 p.m. The next Public Affairs-
Communications-Technology Committee meeting is scheduled to be held
Monday, August 5, 2013 at 4:00 p.m.