HomeMy WebLinkAbout2014-04-17 - Public Affairs-Communications-Technology Committee Meeting MinutesMINUTES OF THE
YORBA LINDA WATER DISTRICT
PUBLIC AFFAIRS - COMMUNICATIONS - TECHNOLOGY COMMITTEE MEETING
Thursday, April 17, 2014, 4:00 p.m.
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
2.
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The April 17, 2014 meeting of the Yorba Linda Water District's Public Affairs -
Communications- Technology Committee was called to order by Director Collett
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.
ROLL CALL
COMMITTEE MEMBERS PRESENT
Director Ric Collett, Chair
Director Robert R. Kiley
PUBLIC COMMENTS
None.
ACTION CALENDAR
STAFF PRESENT
Steve Conklin, Acting General Manager
Art Vega, Acting IT Manager
Damon Micalizzi, Public Information Officer
4.1. GIS & CMMS Consulting Services
Mr. Vega provided an overview of the proposed PSA with Environmental
Engineering & Contracting, Inc (EEC) to the Committee. Mr. Vega
compared the fee schedules between Westin Engineering and EEC citing
a significant cost benefit with EEC and competitive rates for GIS services.
He further reviewed the benefit of using EEC due to their location in Santa
Ana in comparison to Westin's consultant who is located in Oregon and
has been unresponsive. Following discussion, the Committee approved
moving forward with the PSA with EEC for GIS and CMMS Services for a
total fee not to exceed $58,000.
5. DISCUSSION ITEMS
5.1. Second Draft of IT Department Budget
Mr. Vega presented the Second Draft Proposed Budget for the IT
Department for FY 2014/15 to the Committee. Mr. Vega explained that
the need for this second draft was to budget for Microsoft software
licensing. The 3 -year term of the District's previous agreement needs to
be renewed in order to lawfully continue using their software such as
Windows Server, Office, email including Outlook and others. Mr. Vega
further explained that there are changes in the new agreement and IT staff
will investigate avenues to reduce the cost through the State of
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California's purchasing contract and other governmental subcontracts.
Director Collett inquired if it would be possible to budget this every year
instead of being hit every 3 years. Mr. Vega replied that Microsoft now
provides the ability to amortize the cost of the licenses through the length
of the contract and IT was planning to take advantage of this feature
starting with this upcoming budget year. The Committee approved the
Second Draft Budget.
5.2. Public Relations Society of America Western District Conference &
California Association of Public Information Officials Annual Conference
(Verbal Report)
This item will be reported at the Committee's May meeting.
5.3. MWDOC Choice Program Budget FY 2014/2015
Mr. Conklin reported to the Committee that the initial budget numbers from
Municipal Water District of Orange County for the Choice program for FY
2014/15 came in higher ($26,026) than staff originally forecasted ($20,000
based on FY13/14 costs). Mr. Micalizzi reported however, that quotes for
the history wall came in lower than expected adjusting the budget to offset
this increase, resulting in no net increase to the Draft Public Affairs
Division budget for FY 14/15.
5.4. Signs for Water Conservation Demonstration Project with City of Placentia
The Committee discussed the signage posted in the islands on Yorba
Linda Boulevard in conjunction with the joint conservation demonstration
project with City of Placentia. Mr. Micalizzi reported that the contractor
created the signs and that the District's logo was not presented as had
been requested.
5.5. 2014 YLWD Bottled Water (Verbal Report)
Mr. Micalizzi reported that the new shipment of YLWD bottled water would
be delivered on April 21, 2014.
5.6. Draft Spring Newsletter
The Committee reviewed the draft spring newsletter and approved the
draft with minor edits.
5.7. Future Outreach and Press Relations (Verbal Report)
Mr. Micalizzi reported on upcoming media stories that could include or
pertain to the District.
5.8. Status of Current Public Outreach Activities
The Committee reviewed the report, with Mr. Micalizzi reporting on
upcoming community events scheduled after the posting of the agenda at
Orchard Supply Hardware during the weekend of May 2 -4, 2014.
5.9. Future Agenda Items and Staff Tasks
None.
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6. ADJOURNMENT
6.1. The meeting was adjourned at 5:15 p.m. The next Public Affairs -
Communications- Technology Committee meeting is scheduled to be held
Monday, May 5, 2014 at 4:00 p.m.
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