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Home My WebLink About2010-01-05 - Public Information-Technology Committee Meeting Agenda Packet Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT PUBLIC INFORMATION-TECHNOLOGY COMMITTEE MEETING Tuesday, January 5, 2010, 4:00 PM 1717 E Miraloma Ave, Placentia CA 92870 COMMITTEE STAFF Director Michael J. Beverage, Chair Ken Vecchiarelli, General Manager Director Paul R. Armstrong Pat Grady, Assistant General Manager Art Vega, IS Administrator 1. PUBLIC COMMENTS Any individual wishing to address the committee is requested to identify themselves and state the matter on which they wish to comment. If the matter is on this agenda, the committee Chair will recognize the individual for their comment when the item is considered. No action will be taken on matters not listed on this agenda. Comments are limited to matters of public interest and matters within the jurisdiction of the Water District. Comments are limited to five minutes. 2. ACTION CALENDAR This portion of the agenda is for items where staff presentations and committee discussions are needed prior to formal committee action. 2.1. Water Bill Redesign Recommendation: That the Committee consider one of the two water bill samples and forward to the Board of Directors for consideration. 3. DISCUSSION ITEMS This portion of the agenda is for matters such as technical presentations, drafts of proposed policies, or similar items for which staff is seeking the advice and counsel of the Committee members. This portion of the agenda may also include items for information only. 3.1. Winter Newsletter - DRAFT 3.2. Conservation Ordinance Monthly Statistics 3.3. Automated Vehicle Locator (AVL) Pilot Program 3.4. IT Projects Monthly Status 3.5. Future Agenda Items and Staff Tasks 4. ADJOURNMENT 4.1. The next regular meeting of the Public Information-Technology Committee will be held February 2, 2010 at 4:00 p.m. Items Distributed to the Committee Less Than 72 Hours Prior to the Meeting Pursuant to Government Code section 54957.5, non-exempt public records that relate to open session agenda items and are distributed to a majority of the Committee less than seventy-two (72) hours prior to the meeting will be available for public inspection in the lobby of the District's business office located at 1717 E. Miraloma Avenue, Placentia, CA 92870, during regular business hours. When practical, these public records will also be made available on the District's internet website accessible at http://www.ylwd.com/. Accommodations for the Disabled Any person may make a request for a disability-related modification or accommodation needed for that person to be able to participate in the public meeting by telephoning the Executive Secretary at 714-701-3020, or writing to Yorba Linda Water District, P.O. Box 309, Yorba Linda, CA 92885-0309. Requests must specify the nature of the disability and the type of accommodation requested. A telephone number or other contact information should be included so the District staff may discuss appropriate arrangements. Persons requesting a disability-related accommodation should make the request with adequate time before the meeting for the District to provide the requested accommodation. ITEM NO. 2.1 AGENDA REPORT Meeting Date: January 5, 2010 To: Public Information-Technology Committee From: Pat Grady, Assistant General Manager Presented By: Pat Grady, Assistant General Dept: Administration Manager Prepared By: Pat Grady, Assistant General Manager Subject: Water Bill Redesign SUMMARY: On November 3, 2009, the Public-Information-Technology Committee authorized Staff to develop a new water bill format and present alternatives at future committee meetings. At the December 1, 2009 meeting, the Committee reviewed various water bill formats and provided Staff with direction as to the content and layout of the desired format. Attached for the Committee's review and comments are two water bill samples developed in-house. The difference between the two formats is the color scheme. The first sample uses multiple shades of blue, while the second sample uses a combination of yellow and blue. STAFF RECOMMENDATION: That the Committee consider one of the two water bill samples and forward to the Board of Directors for consideration. DISCUSSION: As the District transitions to a new utility billing software, Staff believes the timing is appropriate to develop and launch a new water bill format that is more user-friendly by providing additional information to the customer. Staff began the process by evaluating various water bills from other agencies. With the involvement and feedback of the managers, the Customer Service staff, and the PIT Committee, a draft design was developed in-house encompassing the various comments. At this point, Staff believes the process is nearing the final stage and seeks comments from the PIT Committee. The final step includes Board approval. ATTACHMENTS: Blame: Description: Type: Draft Water Bills.pdf Draft Water Bill Samples Backup Material YORBA LI NDA WATER DI STRI CT Phone (714) 701-3000 1717 E. Miraloma Avenue Fax (714) 701-3058 Placentia, CA 92870 STATEMENT OF SERVI CES Website: www.ylwd.com Account Summary Water Usage Customer Name: John Doe Meter Previous Current Current Usage Account No.: 82118-1 Number Read Read units* Payment Due Date: 12/06/2009 70482112 4809 4811 2 Billing Date: 11/09/2009 Billing Period: 10/07/2009 to 11/02/2009 Average Usage: 55.4 gallons/ day No. of Days: 27 Service Address: 1234 Main Slreet g 7 Billing Details 6 Previous Billing: 5 Previous Bill 10/12/2009 $39.63 Payment 10/19/2009 -Thank you! (26.92) 3 ` Payment 10/29/2009 - Thank you! (17.18) z Previous Balance ($4.47) o J- J,1 Current Billing: Aug Sep o t No Water Charges: Last Year Current Usage - - - 10% Conservation Goal Water Usage (2 Units @ $2.52/ Unit) 5.04 Basic Service Charge 10.20 1 unit = 748 gallons Sewer Maintenance Charge 5.50 Special Message Basic Backf low Charge 2.42 Total Current Charges $23.16 Online Bill Pay is now available for Yorba Linda Water Total Amount Due by 12/ 06/ 2009: $18.69 District customers. Customers are able to pay their water bills with a credit card, view their consumption history, and sign up for Autopay online at www.ylwd.com. For more information or questions concerning this service, please contact Customer Service at (714) 701-3000. Please detach and return this bottom portion with your payment. SEE REVERSE SIDE FOR ADDITIONAL INFORMATION YORBA LI NDA WATER DI STRI CT Account No.: 82118-1 1717 E. Miraloma Avenue Previous Balance: ($4.47) Placentia, CA 92870 Phone (714) 701-3000 Current Charges: $23.16 Total Amount Due: $18.69 Payment Due Date (to avoid penalties): 12/06/2009 Amount Enclosed: John Doe Yorba Linda Water District 1234 Main Sl reet PO Box 309 Yorba Linda, CA 92885 Yorba Linda, CA 92885-0309 11111111111111111111111 11141111111111111111111111111 YORBA LINDA WATER DISTRICT Phone (714) 701-3000 1717 E. Miraloma Avenue Fax (714) 701-3058 Placentia, CA 92870 STATEMENT OF SERVICES Website: www.ylwd.com Account Summary Water Usage Customer Name: John Doe Meter Previous Current Current Usage Account No.: 82118-1 Number Read Read units* Payment Due Date: 12/06/2009 70482112 4809 4811 2 Billing Date: 11/09/2009 Billing Period: 10/07/2009 to 11/02/2009 No. of Days: 27 Average Usage: 55.4 gallons/day Service Address: 1234 Main Street 9 Billing Details Previous Billing: Previous Bill 10/12/2009 $39.63 Payment 10/19/2009 - Thank you! (26.92) 3 Payment 10/29/2009 - Thank you! 17.18 z Previous Balance ($4.47) 1 - O J- J'I A,g 01 Current Billing: $eP Water Charges: Last Year Current Usage - - - 10% Conservation Goal Water Usage (2 Units @ $2.52/Unit) 5.04 Basic Service Charge 10.20 *1 unit = 748 gallons t ''tk'dfdfu4'F.Lk:kY°k.,y;•kk:tr} Sewer Maintenance Charge 5.50 Special Message t Basic Backflow Charge 2.42 Total Current Charges $23.16 Online Bill Pay is now available for Yorba Linda Water Total Amount Due by 12/06/2009: $18.69 District customers. Customers are able to pay their water bills with a credit card, view their consumption history, and sign up for Autopay online at www.ylwd.com. For more information or questions concerning this service, please contact Customer Ser- vice at (714) 701-3000. t; Please detach and return this bottom portion with your payment. SEE REVERSE SIDE FOR ADDITIONAL INFORMATION YORBA LINDA WATER DISTRICT 1717 E. Miraloma Avenue Account No.: 82118-1 Placentia, CA 92870 Previous Balance: ($4.47) Phone (714) 701-3000 Current Charges: $23.16 Total Amount Due: $18.69 Payment Due Date (to avoid penalties): 12/06/2009 Amount Enclosed: 92885-OP0 Box 309 92885-OPO Box 309 John Doe Yorba Linda Water District 1234 Main Street PO Box 309 Yorba Linda, CA 92885 Yorba Linda, CA 92885-0309 11111111 IIH1111111111 ~~~~~~~IIIII III ITEM NO. 3.1 AGENDA REPORT Meeting Date: January 5, 2010 To: Public Information-Technology Committee From: Pat Grady, Assistant General Manager Presented By: Pat Grady, Assistant General Manager Prepared By: Pat Grady, Assistant General Manager Subject: Winter Newsletter - DRAFT SUMMARY: Attached for the Committee's review and comments is a draft of the District's Winter Newsletter. The schedule for printing and mailing of the newsletter continues to be mid-February/2010. Staff is seeking comments from the Committee at this time. ATTACHMENTS: Narne: L)9scsirAd o : V ype: YLWD WinterNewsletter - REV3.pdf Draft Winter Newsletter Backup Material Yorba Linda Yorba Linda Years of Conservation i db Water Vi5frict Water District Even cons in the earK, year, of the 1`arLinda Cm pi- 4:-ra" r District v~vater ~ ;,A■rter ~ ~ 1. econ.~ervation has as. always been a key factor n pi--.ding .liab •.vater - service- Evidence of this can he found in earn company document;, which include - materials such as a. copy of a March 1919 Water Wisdom ~Ualer ~ letter senttoCalifornia Genera IA„emblyman N ..r ti. Walter Eden, urging the support of a bill ACROSS before the State Legislature conceming the Y~ conservation of 34ater that was bei ng wasted t. California's wwst one of these was by the continuous flow of artian wells. In in 1977• rs 1920", the Califomia Legislature mandated, d. Running water that empties into an under the States constitution, that water own would "not be ewasted but gut to reasonable and beneficial uses." T1 is loci e the 1. ~t tr. Where you wash yeas (wands. ~R'~ • ~ _ DO" IN foundation for future water consen atcn 7. Take a instead of a bath. egulation . u-- " 2. We need a lot more of this. 4. d l t ! - 9_ watering plants with a watering 3. Tube used to wait-r the lawn. ; Over the years, a booming population and econo.m would lead to a huge uses less water than a hose. 5. These are running dangerously low ~r+7 Increase In water demands for the State's growling industries, cities, a Ind farm,_ ~ ~ r 14. This is everyone's responsibility. _ larch rder in Southern California were forced to import w a ter rrom Northern 11 These need to be fixed as soon as right now. California and the Colorado River to meet the region's growing needs- B. This kind of irrigation system saves Bea=I.,ntn$ an the late '19b4 , a series or wildlife and environmental protection they are found. policies would be passed, which would further diminish an already s water. 1 fK t__. strained 12. A rntrorxn stem. water supply- Complicating matters further, California water pravicm would 13. A large body of fresh water frequently have to contend with serere drought conditions. 14 14. These m°ve'aater from one area to surrounded by ?and. an other. Over the 14G years c! the Yorba Linda Water -l"I vir-I TF -F-- YE-1! mom a s--- F a~P- s- -NI 1.ssoU7v District existence California has endured a - ;I _ - ``"•s._ :;1t1 f ?'s combmedtatalof 34years or state wide drought 4'WalerLnes is produced quarterly to Y- - conditions During the State worst recorded inforin larfia Linda Witer Distrki Ninety-Seven percent of the clroughtvear{t9; i,SouthernCalifoniarrfaeed cgs fornersabourivaterrefaledisslres2nd earth's water is ocean. Two S mandatory water rationing, which included upronaeng events. If tou II anti, star) percent of the earth's water estrictions such as prohibition against hosing dawn on nvays ansidewalk,, using non- ideas or suggestions, please mail them i5 frozen in glaciers. One 1 rd seater in decorative fountains, and do YMVD Communications Daparnnent, percent is fresh water nor us v.atenng lawns bet%~een 10 am and 4 pm- 'water was served in restaurants. 171`7 L ,Afiraloma :A%e, Pldcel7til, CA to use. only by request, and residents were encouraged to conserve water use in the 92870 or email rhern to infola- rwd.com home in a number of ways- In 1987 California was faced with what would end up being a6yeardrought During this drought, water rationing was once again implemented, an 3 counties in the state declared local emergencie - gm As the New tear fns in 2410, the State of California enters year tour of a t drought that has once again led to mandatory water rationing. At this pointy ` you may be wandering what you can do to help conserve water in this most nn ,r current draught- Here are several simple things that ;Iou can do to help us 0 reach our conservation goals: g r" INDOOR what you can dm How mush you can sac e. GI 1 Turn or the water while brushing. 3 gallons per day 3harEan shovrers. by I - _ minutes. 3 gallons per day 3! Fig;. leak, #a set 5 BaC:orr„. per day 3'. :ash arvze- Lull Loads. et 'aundn;: '_C• gallons pe; day fmcp AM-1--&"A OUTDOOR Projects U What You J. H much You can sac e. I Water I and on~q he . o to reduce 15 BY]- p_. dae ~ evaporation _ interference from, wend. ' x a~ } 1 y 2° p nk.l controller. 410 g.!1. ns pe, d } ~ ~ ~ {3 ry i r 3t lJse a b -..m ,stead of a hose to 15D gal Ions earn time u l3 0 ~ ~.m and }as albs- ab,[g zra 3 Check p k1. cv-te for Team, 500 Bal lens s mnn~ b d: r aver--.pray 1 b-okets sprinkler heads. I I `I I F Yorba Linda Water District Stage 2 Water Alert Update V%, me 201€} The Yorba Linda Water District would ~?11t rr; ClF from the General Manager Projects Update like to remind its customers of the On September 15,2009, new water rates went into effect restrictions imposed by the 4'L?ater . w . 'or customers of the Yorba Linda Water District. This Conservation Ordinance. Vve would increase was necessary as our costs to purchase import Highland Reservoir like to thank our customers for their + avater from the Municipal Water District of Orange Replacement Project 1 - continuing conservation efforts- If County increased significantly; 15% on January 1. 2009 Construction of the new six million - everyone continues to conserve, it is and another 201%, on September 1 009. This along with gallon reservoir continues on schedule. r J our hope that wve can eventually lower Hirer increased groundwater costs from the Orange County The reservoir base has been completed the Conservation Alert to Stage 1. GOAL T-~ Water District obligated the Board of 'directors to adopt and work continues on the wall sections the new rates. Through the rate hearing process, the Board considered a and root columns. Construction of the In addition to the restrictions of the ~ tiered rate structure for residential customers, which represent over 90% roof will follow. The finished reservoir ~ Stage 2 Conservation Alert- please of all our customer accounts. While the Board ultimately adopted the flat will be buried. Construction is expected also be mindful of the permanent, rate increase, they also requested Staff to review and evaluate a "budget- to he completed by September 2010, t Year-round Water Conservation based" tiered rate structure that could be equitably applied to ALL district Measures and Prohibitions Against customers. 44. ; Water Waste. A "budget-based" water rate system takes into account the individual water For more information about the Conservation Ordinance and its needs of customers and determines a fair water "budget" required to meet Zone Reconfiguration Projeel enforcement, please visit: www.ylwd.com. those needs. The rates are tiered to match responsible water use and to Construction is complete on the Zone Recontiguration Project, designed to discourage excessive water useabove thebudget. Factors that are considered improve water pressure to nearly 800 homes in areas north and south ofYorba in determininga water budget include the number at individuals in a home, Linda Blvd, between Village Center Drive and Via del Aguas All of the homes and the sizeand typeof landscaping and weather conditions. Restructuringthe businesses in the project area should have improved water service pressure. A water rate from a flat tee to a "budget-based" tiered rate would be designed map of the project area is. available at www.yl%,vd.com. Stage 1 Mininamn Water Shortage i to reflect the true rising cost of water and send price signals to encourage Reduce usage by 10% water conservation and appropriate water use- This type of system would not penalize customers who are already conserving and would provide options to help keep water bills low- As we evaluate this further, we will Stage 2 Moderate Water Shortage continue to keep our customers updated with the latest information. y~ Hidden Hills Reservoir Project Reduce usage by I D% - 20 % Just over a year ago in ,November, we as a community experienced the / Construction of the new two million gallon reservoir continues on schedule. Stage 3 Severe Water Shortage Freeway Complex Fire - a firestorm the likes of which had never before The reservoir base has been completed Reduce usage by 20"o - 35 % been experienced in the Yorba Linda area L'v hile recognizing the practical limitationsofourpublicresources,weattiorbaLindaLla.erDistrictcontinue andvyorkcontinuesonthet sections to strengthen our water system and improve our response capabilities to r and roof columns. Construction of the Stage -i Critical Water Shortage an-made and natural disasters. Over the P" ast year we have addressed roof will follow, as well as construction m Reduce usage more than 35% potential vulnerabilities and have made numerous system enhancement of pipelines and paved access road. including: commenced construction of the q Hidden Hills Reservoir: acquired ti The finis ed is expected to bib oburied. Water two portable pumps that can be mobilized uicklvtofurtheraugmentwater ~ P P Waste Hotline;{714 701-3029 supplies from one area to another; acquired a portable electrical generator by September 2010. that can be used at various sites in the event of power failure- i n creased w eed abatement at reservoir and booster pump stationsr reinforced critical wiring and cabling at remote locations; and implemented operating procedures to fill water reservoirs to 930mo during high fire danger- Solar Power Project We have also increased staff training in coordinated emergency response The District recently approved construction of a 30-kilowatt Solar Power i,. and have conducted joint exercises with other local agencies mcludingthe Generation Project to be located on the roof of the DistricVs administration City ofYorba Linda. City of Placentia, Brea Police, WEROC and the Orange building. Akeena Solar Inc. will be the contractor providing and installing the Count} Fire Authority. We are confident these system improvements. 216 solar panels on roof area in the first quarter of 2010. The system will enhanced operating procedures and training will further strengthen our generate approximately 54,500 kilowatt-hours per year of electricity {17% of water system reliability and elevate our emergency preparedness and the building"s demand}. To defer some of the cos! of installation, the District response capabilities. %vill be applying for a California Solar Initiative rebate. Over the 30 year life of the Sotar panels, the project will generate clean electricity, while reducing I Kenneth R.%tecchiarelli atmospheric emissions. General Manager ITEM NO. 3.2 AGENDA REPORT Meeting Date: January 5, 2010 To: Public Information-Technology Committee From: Pat Grady, Assistant General Manager Subject: Conservation Ordinance Monthly Statistics ATTACHMENTS: Name: Description: Type: Ordinance Monthly Stats.pdf Monthly Stats Backup Material Conservation Ordinance Monthly Statistics Grace 4th or Violations Violations Violations Violations Installed Removed Hotline 1st 2nd 3rd Waivers Waivers Period Calls Violations Violations Violations More Appealed Repealed Appealed Repealed Flow Flow Shut-offs Notices Violations (1st appeal) (1st appeal) (2nd appeal) (2nd appeal) Restrictors Restrictors Approved Denied Jul-09 291 62 0 0 0 0 0 0 0 0 0 0 0 11 1 Aug-09 0 63 108 1 0 0 0 0 0 0 0 0 0 6 0 Sep 09 0 33 74 2 0 0 2 2 0 0 0 0 0 1 0 Oct-09 0 40 28 1 0 0 3 3 0 0 0 0 0 5 0 Nov-09 0 7 15 0 0 0 2 0 0 0 0 0 0 0 0 Dec-09 0 3 4 0 0 0 3 0 0 0 0 0 0 0 0 Jan-10 Feb-10 Mar-10 Apr-10 May 10 Jun-10 December Numbers go thru Dec. 30th. (as of Dec. 30th) ITEM NO. 3.3 AGENDA REPORT Meeting Date: January 5, 2010 To: Public Information-Technology Committee From: Pat Grady, Assistant General Manager Presented By: Pat Grady, Assistant General Manager Prepared By: Pat Grady, Assistant General Manager Subject: Automated Vehicle Locator (AVL) Pilot Program SUMMARY: Staff will make a presentation concerning AVL technology and a proposed pilot program for the District. ITEM NO. 3.4 AGENDA REPORT Meeting Date: January 5, 2010 To: Public Information-Technology Committee From: Pat Grady, Assistant General Manager Subject: IT Projects Monthly Status ATTACHMENTS: Name: Description: Type: IT Projects_Update (Dec-2009)pdf IT Projects Update Backup Material IT Projects Update FY 2008/09 FY 2009/10 Status thru 12/31/2009 Project FY 2008/09 FY 2008/09 FY 2009/10 FY 2009/10 Project Name & Description Bid Budget Actual Budget Actual Status & Comments Laserfiche (Electronic Imaging & Storage) $70,000 $80,000 $66,378 $22,000 $18,000 System in use. Scanning of documents continues for FY 2009/10 Financials & Utility Billing Software $264,212 $92,300 $145,653 $150,000 $24,707 Implemented: GL, Inventory, AP, HR partially In Progress and est. date: Fixed Assets - Jan/2010 HR remaining - Jan/2010 Purchasing - Jan/2010 (partial) Payroll - Jan/2010 or sooner Project Accounting - Feb/2010 Utility Billing - Mar/2010 Timesheet System In house In progress - implementation in Jan/2010 Purchase Requisitioning System In house Implementation in February/2010 CMMS (Computerized Maintenance & Management) TBD $160,000 $0 $200,000 $4,950 RFP to be distributed on Jan 4, 2010 (due Feb 26, 2010) Hydraulic Model Software $16,000 $0 $0 $30,000 $0 Water portion in progress GIS (Phase 2) $100,000 $0 Includes integration with UB and CMMS - on hold until UB implementation Web Site Redesign $9,000 - $15,000 $0 $10,000 $0 $0 Future web site modifications performed internally by Staff - ongoing SCADA Conversion & Maintenance (MSO) Time & Material $0 $81,479 $20,000 $22,469 ongoing mantainence Online Bill Pay $2,700 + monthly $0 $0 $9,050 Implemented - currently 7.5% registration or 1,788 customers Automated Vehicle Locator $36,000 Pilot program consists of 10 vehicles b mid-Feb/2010