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HomeMy WebLinkAbout2014-10-06 - Public Affairs-Communications-Technology Committee Meeting MinutesMINUTES OF THE YORBA LINDA WATER DISTRICT PUBLIC AFFAIRS - COMMUNICATIONS - TECHNOLOGY COMMITTEE MEETING Monday, October 6, 2014, 4:00 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. 3. 4. The October 6, 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. DISCUSSION ITEMS STAFF PRESENT Marc Marcantonio, General Manager Art Vega, Acting IT Manager Damon Micalizzi, Public Information Manager 4.1. Committee Activities Review for IT The Committee reviewed items that have been discussed and /or acted upon over the past year. Mr. Vega discussed projects such as CMMS (Computerized Maintenance and Management System) and the Storage Solution and Recovery Plan. Mr. Vega also discussed upgrades and contracts such as the Dynamics GP upgrade, the Professional Service Agreements with ECS (Environmental Engineering & Contracting) and RKI Engineering. 4.2. Status of GIS Upgrade (Verbal Report) Mr. Vega updated the Committee on the status of this project. Mr. Vega informed the Committee that this upgrade has been completed. IT staff upgraded to the latest version of the ESRI GIS server software and also upgraded the database software for the GIS data. There are only some minor issues left to be resolved. 4.3. GIS Data Sharing with the City of Yorba Linda (Verbal Report) Mr. Vega informed the Committee that IT staff has been unable to obtain the GIS data requested from the City of Yorba Linda. Mr. Vega then discussed what actions IT staff has made in order to communicate with City staff. 1 Director Kiley wanted this matter discussed at the next City of Yorba Linda Joint Agency Committee. 4.4. Status of CMMS (Verbal Report) Mr. Vega updated the Committee on the status of this project. Mr. Vega informed the Committee that IT staff has upgraded CityWorks AMS to the latest version. Mr. Vega also informed the Committee that ECS has completed a rough draft of the Strategic Plan and briefly went over it with the Committee. The District is still providing comments to ECS on the draft and will provide it to the Committee when it's completed. 4.5. Committee Activities Review for Public Affairs The Committee reviewed items that have been discussed and /or acted upon over the past few years. Mr. Micalizzi highlighted such items as the Joint Agency Town Hall Meeting and updated the Committee on plans for the District's History Wall Project and Digital Agenda Display for the Lobby. 4.6. Implementation of Stage 1 of the District's Conservation Ordinance Drought - Communications and Customer Response Mr. Micalizzi updated the Committee on the Community's response to the materials sent out regarding the Conservation Ordinance. He noted that while the majority of calls are from people pointing out violations in their neighborhoods, the rest of the calls have, for the most part, been from people wanting to ensure that they are adhering to the Ordinance. 4.7. District Community Outreach /Emergency Response Trailer (Verbal Report) Mr. Micalizzi updated the Committee on the progress in wrapping the District's Water Trailer, with anticipated completion by October 10, 2014. 4.8. Signs for Water Conservation Demonstration Project with City of Placentia After it was mentioned during a Board Meeting, Mr. Micalizzi informed the Committee that he had reached out to the City of Placentia regarding the signs posted in the islands on Yorba Linda Boulevard for the Water Conservation Demonstration Project. Replacing those signs will be discussed that the next joint agency meeting with the city. 4.9. Draft Fall Newsletter Mr. Micalizzi presented to the Committee the Draft Fall Newsletter. The Newsletter was approved with only minor edits. 4.10. History Video Update (Verbal Report) Mr. Micalizzi updated the Committee that he had scheduled the first interview for the District's History Video, with Ralph Shook on October 16, 2014. 2 4.11. Future Media Outreach and Press Relations (Verbal Report) Mr. Micalizzi updated the Committee on upcoming news and media reports that may be pertaining to the District. He made note of the recent round of latest layoffs at the OC Register. 4.12. Status of Current Public Outreach Activities The Committee reviewed the report and Mr. Micalizzi discussed the plans for the District's Participation at the upcoming City of Placentia Heritage Festival. 4.13. Future Agenda Items and Staff Tasks None. 5. ADJOURNMENT 5.1. The meeting was adjourned at 5:25 p.m. The next Public Affairs - Communications- Technology Committee meeting will be held Monday, November 3, 2014 at 4:00 p.m. AV /DM 3