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Home My WebLink About2010-02-02 - Public Information-Technology Committee Meeting Agenda Packet 'rba Linda Water District AGENDA YORBA LINDA WATER DISTRICT PUBLIC INFORMATION-TECHNOLOGY COMMITTEE MEETING Tuesday, February 2, 2010, 4:00 PM 1717 E Miraloma Ave, Placentia CA 92870 COMMITTEE STAFF Director Michael J. Beverage, Chair Ken Vecchiarelli, General Manager Director John W. Summerfield Pat Grady, Assistant General Manager 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 approve and forward the redesigned water bill statement 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. Proclamation for Director Armstrong (Verbal Report) 3.2. Winter Newsletter Update (Verbal Report) 3.3. Public Outreach Activities 3.4. Home Energy & Water Efficiency Survey Program 3.5. Conservation Ordinance Monthly Statistics 3.6. IT Projects Monthly Status 3.7. Future Agenda Items and Staff Tasks 4. ADJOURNMENT 4.1. The next regular meeting of the Public Information-Technology Committee will be held March 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: February 2, 2010 To: Public Information-Technology Committee From: Ken Vecchiarelli, General Manager Presented By: Pat Grady, Assistant General Dept: Administration Manager Reviewed by Legal: N/A Prepared By: Pat Grady, Assistant General Manager Subject: Water Bill Redesign SUMMARY: Attached for the Committee's review is a proof of the District's new proposed water bill statement. STAFF RECOMMENDATION: That the Committee approve and forward the redesigned water bill statement to the Board of Directors for consideration. DISCUSSION: 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. The process began as the District transitions to a new utility billing software. When completed, the new water bill format will be 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 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. At the January 5th meeting, the Committee approved the re-design with the blue theme and requested that a final proof be presented at the following meeting. Attached for the Committee's review is a proof provided by Infosend. Infosend is the company that prints and mails the District's water bills. ATTACHMENTS: Name: Description: Type: WaterBill.pdf Water Bill Backup Material YORBA LINDA WATER DISTRICT Phone (714) 701-3000 1717 E. Miraloma Avenue Website: www.ylwd.com Placentia, CA 92870 STATEMENT OF SERVICES Fax (714) 701-3058 Customer Name: John Doe Account Ncl 82118-1 Meter Previous Current Current Usage Payment Due Date: 12/06/2009 Number Read Read (units*) Billing Date: 11/09/2009 70482112 4809 4811 2 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 8 Billing Details 7 Previous Billing: 6Y Previous Bill 10/12/2009 $39.63 S' Payment 10/19/2009 - Thank you! (26.92) 3 ' Payment 10/29/2009 - Thank you! 17.18 2 - - - - Previous Balance ($4.47) 1r - o. Current Billing: Jun Jul Aug Sep Oct Nov Water Charges: Last Period Current Period - - • 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 7r W4 . 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 Service at (714) 701-3000. OR . . . x. Please detach and return this bottom portion with your payment. SEE REVERSE SIDE FOR ADDITIONAL INFORMATION YORBA LINDA WATER DISTRICT Account No.: 82118-1 1717 E. Miraloma Avenue C3 . 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 (I IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII Amount Enclosed: $ Il~~~ll~~~~~llll~l~~lll~~~~lll~l~~l~l~~~~~l~~l~~l~~~lllllllllIIIII~~I~III~IIIIIIII~IIIIIIIII JOHN DOE YORBA LINDA WATER DISTRICT 1234 MAIN STREET PO BOX 309 YORBA LINDA CA 92885 YORBA LINDA CA 92885-0309 ITEM NO. 3.3 AGENDA REPORT Meeting Date: February 2, 2010 Subject: Public Outreach Activities ATTACHMENTS: Name: Description: Type: Public Outreach Activities.pdf Public Outreach Acitivites Report(s) Water _Pressure _Notice.pdf Water Pressure Notice Backup Material Special Events Date Description Business Materials Notes 01/12/09 Golf Tournament Friends Christian School Golf Classic Water Bottles, Water Truck 8 03/20/09 Jogathon Linda Vista Elementary School Water Bottles, Water Truck 63 04/24/09 Jogathon Van Buren Elementary School Water Bottles, Water Truck 1 California Friendly Landscape Designs 06/03/09 5th Grade Celebration Travis Ranch Elementary School Water Bottles, Water Truck 02/20/10 06/04/09 2nd Grade Park Day Travis Ranch Elementary School Water Bottles, Water Truck 06/09/09 3rd Grade Country Fair Travis Ranch Elementary School 105 Water Bottles, Water Truck 08/07/09 Relay YL Relay for Life /American Cancer Society Water Bottles, Water Truck 10/10/09 Parade Placentia Heritage Festival & Parade 2,000 Water Bottles, Water Truck 10/03/09 Booster Club Fundraising Yorba Linda High School /Fairway Ford 300 Water Bottles (Empty), Rain Drops, Pencils 10/16/09 Jogathon Linda Vista Elementary School 450 Water Bottles, Water Truck 10/23/09 Jogathon Mabel Paine Elementary School Water Truck 10/23/09 Jogathon Yorba Linda Middle School 500 Water Bottles, Water Truck 10/28/09 Jogathon Travis Ranch Elementary School 550 Water Bottles, Water Truck 10/30/09 Jogathon Lakeview Elementary School 620 Water Bottles, Water Truck 11/26/09 5k Run Plymouth Rock N' Run 5k 1,000 Water Bottles, Water Truck 11/20/09 Jogathon Glenview Elementary School 500 Water Bottles, Water Truck 12/10/09 Community Celebration Holiday in Old Towne Yorba Linda 500 Water Bottles, Water Truck 01/15/10 Golf Tournament Esperanza High School Baseball 150 Water Bottles (Empty) 01/28/10 Jogathon Valencia High School 50 Water Bottles (Filled) 03/01/10 Golf Tournament YL Chamber of Commerce /OC Credit Union 80 Water Bottles (Empty) To be picked up. 04/16/10 Jogathon Glenknoll Elementary School 510 Water Bottles, Water Truck to deliver. NOTE: Approximately 3250 water bottles in stock as of 01/27/10. Fullerton Arboretum Class Attendance Date Description Customers Others Total Notes 09/12/10 Alternatives to Lawns 34 8 42 10/10/10 California Friendly Plants for the Garden 63 5 68 01/23/10 1 California Friendly Landscape Designs 24 14 38 Nine (9) customers preregistered but did not attend. 02/20/10 Irrigating the Low -Water Use Garden 03/27/10 Edible Landscapes 05/15/10 Low Water Gardening Basics NOTE: Class limit is 70 people. Yorba Linda Water District Reliable and Trusted Service for More Than 100 Years IMPORTANT INFORMATION REGARDING YOUR WATER PRESSURE February 1, 2010 Dear Resident, On December 2, 2009, the Yorba Linda Water District issued a letter informing you of the status of the Zone Reconfiguration Project in your neighborhood, and suggesting you consider installing a "pressure regulator" on your water supply. This project was constructed to provide additional water pressure in your area as of February 1, 2010. We are pleased to inform you that this change in water pressure was completed February 1 and that you will be able to tell the difference when using the water in your home or business. The District would like to remind you again to consider taking a preventative step in protecting your plumbing fixtures and appliances by installing a pressure regulator for your home or business if you have not yet done so. With the increase of approximately 40 to 45 psi, your current total pressure might exceed 80 psi. The California Plumbing Code recommends that any household with water pressure exceeding 80 psi, a pressure regulator should be installed to prevent excess pressure from causing potential leakage to the plumbing fixtures. The cost of installing a pressure regulator is estimated to be in the range of $175 to $250 including labor and materials depending on the size of your water supply line. Of course, if there are extenuating circumstances or other work required, the cost could be more. Any local plumber should be able to assist you with this installation. Again, the District recommends that you consider installing a pressure regulating device as early as possible to ensure that your existing plumbing is protected. If you have any questions regarding this matter, please contact Derek Nguyen, Water Quality Engineer at 714-701-3115. If you have any other questions, please call us in Customer Service at 714-701-3000. Thank you. Sincerely, rteve Conklin, P.E. Engineering Manager Yorba Linda Water District 1717 E. Miraloma Avenue Placentia, CA 92870 714-701-3000 714-701-3058 Fax ITEM NO. 3.4 AGENDA REPORT Meeting Date: February 2, 2010 To: Public Information-Technology Committee From: Ken Vecchiarelli, General Manager Presented By: Pat Grady, Assistant General Manager Reviewed by Legal: N/A Prepared By: Pat Grady, Assistant General Manager Subject: Home Energy & Water Efficiency Survey Program SUMMARY: On January 27, 2010, staff attended a workshop related to the Home Energy & Water Efficiency Survey Program developed by Southern California Edison. Staff will provide a verbal update to the Committee. ITEM NO. 3.5 AGENDA REPORT Meeting Date: February 2, 2010 Subject: Conservation Ordinance Monthly Statistics ATTACHMENTS: Name: Description: Type: Ordinance Monthly Stats.xls Monthly Stats Backup Material Conservation Ordinance Monthly Statistics July 1, 2009 -January 26, 2010 race Period Hotline Calls 1st Violations 2nd Violations 3rd Violations 4th or More Violations Violations Appealed Violations Repealed Violations Appealed io a ions Repealed ns a e Flow emove Flow Shut -offs Waivers Approved Waivers Denied Jul -09 291 62 0 0 0 0 0 0 0 0 0 0 0 11 1 Au -09 0 63 108 1 0 0 0 0 0 0 0 0 0 6 0 Se -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-091 0 3 4 0 0 0 3 0 0 0 0 0 0 0 0 Jan -10 0 7 7 1 0 0 0 0 0 0 0 0 0 0 0 Feb -10 Mar -10 A r -10 Ma -10 Jun -10 ITEM NO. 3.6 AGENDA REPORT Meeting Date: February 2, 2010 Subject: IT Projects Monthly Status ATTACHMENTS: Name: Description: Type: IT Projects Update (Jan-2009).pdf IT Projects Monthly Update Backup Material IT Projects Update FY 2008/09 FY 2009/10 Status thru 1/31/2010 I I Proiect I FY 2008/09 1 FY 2008/09 1 FY 2009/10 1 FY 2009/10 1 1 Financials & Utility Billing Software $264,212 $92,300 $145,653 $150,000 $43,0851 Implemented: GL, Inventory, AP, HR partially Fixed Assets Jan /2010 to Feb /2010 Human Resources Jan /2010 to Feb /2010 Purchasing (partial) Jan /2010 to Complete Payroll Jan /2010 to Feb /2010 Project Accounting Feb /2010 Utility Billing Mar /2010 Timesheet System In house In- progress to Implemented Unllne bill ray $5,4UU (one "me, $u $u $y,USU $/,bb4 $800 (monthly) Vehicle Locator Implementation in February /2010 RFP distributed on Jan 4, 2010 (due Feb 26, 201 In progress To be determined Includes integration with UB and CMMS - on hold until UB implementation 1,788 to 2030 customers Pilot program consists of 10 to 14 vehicles by mid - Feb /2010 Purchase Requisitioning System In house CMMS (Computerized Maintenance & Management) TBD $160,000 $0 $200,000 $6,800 Hydraulic Model Software $0 $0 $30,000 $0 Water $12,000 Sewer GIS (Phase 2) $100,000 $0 Unllne bill ray $5,4UU (one "me, $u $u $y,USU $/,bb4 $800 (monthly) Vehicle Locator Implementation in February /2010 RFP distributed on Jan 4, 2010 (due Feb 26, 201 In progress To be determined Includes integration with UB and CMMS - on hold until UB implementation 1,788 to 2030 customers Pilot program consists of 10 to 14 vehicles by mid - Feb /2010