HomeMy WebLinkAbout2013-12-02 - Public Affairs-Communications-Technology Committee Meeting MinutesMINUTES OF THE
YORBA LINDA WATER DISTRICT
PUBLIC AFFAIRS - COMMUNICATIONS - TECHNOLOGY COMMITTEE MEETING
Monday, December 2, 2013, 4:00 p.m.
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
The December 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
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Director Michael J. Beverage, Chair
Director Ric Collett
STAFF
Steve Conklin, Acting General Mgr
Art Vega, Acting IT Manager
Damon Micalizzi, Public Information Officer
PUBLIC COMMENTS
None.
DISCUSSION ITEMS
4.1. Status of Dynamics GP HR Consultant (Verbal Report)
Mr. Vega reported on the status of work being provided by the consultant
for the Human Resources module of the Dynamics GP software. A
decision was made to hold off on implementing the Position Control
section of the HR module due to the pending upgrade of Dynamics GP.
Once the upgrade has been completed, staff will probably need to enter
data for all the District's positions and delete the outdated information.
Staff believes this is the best approach as the new version will have new
options. Staff anticipates position control will be completed and resolved
once the new data is entered.
4.2. Dynamics GP Upgrade Status (Verbal Report)
Mr. Vega informed the Committee that the date of the upgrade has been
changed from November 23, 2013 to December 5, 2013. Cogsdale will
begin the upgrade late Thursday night, Dec 5, after closing with the
assistance of IT staff. IT staff will be in on Friday working with Cogsdale
to complete the upgrade. Testing has gone well and all the issues
discovered having been resolved with the exception of one permissions
issue within Cogsdale billing still remaining. This minor issue will be fixed
by the "go -live" date of Monday, December 9, 2013.
4.3. Freeway Complex Fire Five Year Anniversary Media Coverage (Verbal
Report)
Mr. Micalizzi recapped the news coverage of the Five -Year Anniversary of
the Freeway Complex Fire for the Committee.
4.4. Purchase of Portable Water Tanks for Emergency and Community Events
Mr. Micalizzi informed the Committee of the District's plan to purchase five
200 - gallon portable water tanks that will fit in the back of the District's
Pick -up Trucks. These tanks will replace the old 500 gallon drum that the
District uses to provide drinking water at various community events. They
can also serve as mobile potable water sources in the event of an
emergency.
4.5. Provision of Bottled Water to District Customers During Scheduled
Shutdowns (Verbal Report)
The Committee discussed options for distribution of bottled water during
scheduled shutdowns and the impact of doing so on the bottled water
program. After some discussion the Committee directed staff to continue
the practice and calculate and track the numbers for future discussion with
the Committee.
4.6. 2014 Bottled Water Label Contest (Verbal Report)
Mr. Micalizzi updated the Committee on the Annual Bottled Water Label
Contest. The Committee discussed having a February 14, 2013 deadline
for entries so to expedite the contest to best accommodate supply and
demand for bottled water in the upcoming year.
4.7. Winter Newsletter Content
The Committee reviewed the content for the Winter Newsletter. The
content was approved with minor edits.
4.8. History of YLWD Video
The Committee discussed potential interviewees for a History of YLWD
video. Mr. Micalizzi informed the Committee that he plans to begin the
interviews in February of 2014.
4.9. Status of Current Public Outreach Activities
The Committee reviewed the report. Mr. Micalizzi reported to the
Committee that sports teams were going to be offered refillable YLWD
sports bottles in lieu of bottled water. Initial responses to this offer have
been well received.
4.10. Future Agenda Items and Staff Tasks
None
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5. ADJOURNMENT
5.1. The meeting was adjourned at 5:15
Communications - Technology Committee
Monday, January 6, 2013 at 4:00 p.m.
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p.m. The next Public Affairs -
meeting is scheduled to be held