HomeMy WebLinkAbout2010-06-01 - Public Information-Technology Committee Meeting Agenda Packet
Yorba Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
PUBLIC INFORMATION-TECHNOLOGY COMMITTEE MEETING
Tuesday, June 1, 2010, 4:00 PM
1717 E Miraloma Ave, Placentia CA 92870
COMMITTEE STAFF
Director Michael J. Beverage, Chair Ken Vecchiarelli, General Manager
Director Phil Hawkins Pat Grady, Assistant General Manager
Damon Micalizzi, PI Specialist
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. 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.
2.1. Public Notice Regarding Pass-Through Rate Increase
2.2. Summer Newsletter Content
2.3. Practice Fields Atop District Reservoirs (Verbal Report)
2.4. Bottled Water Update (Verbal Report)
2.5. Public Events Update
2.6. Conservation Ordinance Monthly Statistics
2.7. IT Projects Monthly Status
2.8. Future Agenda Items and Staff Tasks
3. ADJOURNMENT
3.1. The next regular meeting of the Public Information-Technology Committee will be held
July 6, 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: June 1, 2010
Subject: Public Notice Regarding Pass-Through Rate Increase
ATTACHMENTS:
Name: cv,r i~a$icri: a ype:
Bill Message.pdf Bill Message Backup Material
Bill Message With _Phone _Number.pdf Bill Message With Phone Number Backup Material
PUBLIC AFFAIRS 2010
SPECIAL MESSAGE RE: PASS-THROUGH RATE INCREASE
Notice of Pass-Through Rate Increase
Due to two upcoming water rate increases from the Metropolitan Water District of
Southern California (MWD), the YLWD Board of Directors approved a $1.53 pass-
through rate increase to the monthly Basic Service Charge, EFFECTIVE AUGUST 1,
2010. This increase directly reflects water supply costs based on charges for imported
water from MWD. While approximately 55% of YLWD's water supply is purchased from
MWD, the associated cost amounts to approximately 80% of YLWD's yearly water
supply expense.
For more information call: (714)-701-XXXX
PUBLIC AFFAIRS 2010
SPECIAL MESSAGE RE: PASS-THROUGH RATE INCREASE
Notice of Pass-Through Rate Increase
Due to two upcoming water rate increases from the Metropolitan Water District of
Southern California (MWD), the YLWD Board of Directors approved a $1.53 pass-
through rate increase to the monthly Basic Service Charge, raising it from $10.20 to
$11.73 per month, EFFECTIVE AUGUST 1, 2010. This increase directly reflects water
supply costs based on charges for imported water from MWD. While approximately
55% of YLWD's water supply is purchased from MWD, the cost amounts to
approximately 80% of YLWD's yearly water supply expense. For more information call
(714) 701-#### or visit www.ylwd.com.
ITEM NO. 2.2
AGENDA REPORT
Meeting Date: June 1, 2010 Budgeted: Yes
Total Budget: $4,400
To: Public Information-Technology Cost Estimate: $4,400
Committee
Funding Source: All Water Funds
From: Ken Vecchiarelli, General Account No: 1-2020-0580-50
Manager
Dept: Administration
Prepared By: Damon Micalizzi, Public
Information Specialist
Subject: Summer Newsletter Content
SUMMARY:
In additon to a Letter from the GM, and info about YLWD on Facebook and Twitter the attached
content is available for the Summer Newsletter.
ATTACHMENTS:
Name: Des°urip ion: Type:
Summer Newsletter Articles.docx Summer Newsletter Articles Backup Material
Bill Insert- New Bill Design copy.pdf Understanding Your New Bill Backup Material
GlenKnollKids. bmp Glen Knoll Kids Backup Material
Summer Newsletter Articles - Revised.pdf Summer Newsletter Articles - Revised Backup Material
TWO NEW RESERVOIRS ON LINE FOR YLWD
As Summer begins, the Yorba Linda Water District will be putting the finishing touches on two
highly anticipated capital improvement projects. Two new reservoirs will be on-line by the end
of June.
After 100 years of serving YLWD customers, The Highland Reservoir, or Reservoir #1, has been
replaced.
"The Highland Reservoir serves as a critical artery of the Yorba Linda Water District system",
said YLWD Board President, Bill Mills. "All of our potable groundwater goes through the
Highland tank."
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Originally built in 1911 as an open-air reservoir, the 4.6 million-gallon tank was YLWD's oldest
storage facility. It received a facelift in the late 1950s and was covered with a roof and
surrounding enclosure walls, making good for another 50 years of service.
"The Highland Reservoir is a vital piece of Yorba Linda Water District History and a staple of
the area's past agricultural roots," said Mills. "But time has taken its toll. The new Highland
Reservoir will live up to its stoic predecessor's standard."
The new and improved Highland Reservoir will hold six million-gallons and since it's buried
underground, will offer an opportunity to provide a scenic upgrade as well. "The Board will
consider options for joint use of the reservoir top, possibly as a passive park or for solar power
generation to offset some of the pumping costs at the nearby Highland Booster Pump Station,"
said General Manager Ken Vecchiarelli.
"Having sufficient water storage capacity is critical to ensuring low-cost, reliable operations,"
said YLWD General Manager Ken Vecchiarelli. "Increasing storage capacity at our Highland
Reservoir will benefit our entire service area since it anchors our groundwater transmission and
distribution system as the first of several lifts required to deliver groundwater throughout the
community. Being able to do that while improving views is an opportunity that just made a
whole lot of sense."
The new Hidden Hills Reservoir will also bring additional water storage to some of Yorba
Linda's most remotely located homes at the highest elevations served by the District. The two
million-gallon buried reinforced concrete reservoir will be located on a northeasterly extension
of Hidden Hills Road, surrounded by the Chino Hills State Park.
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After the Freeway Complex Fire of November 2008, where several dozen Hidden Hills homes
were lost, water supply for that part of the District came into question.
A lot of people think that the Hidden Hills Reservoir was built as a result of the Freeway
Complex Fire", said Vecchiarelli. "This project had been in the works for years before the fire.
The project design was completed in 2008 and we were in the permitting process with the State
Parks when the fires erupted."
The project also included upgrades to the Santiago Booster Pump Station, which currently
provides water service to the surrounding Hidden Hills community and will replenish water to
the Hidden Hills Reservoir.
The combined Hidden Hills Reservoir and Santiago Booster Pump Station project comes with a
price tag of about five million dollars and was paid for from General Obligation Bonds sold
when the area was originally developed. The Highland Reservoir project cost nearly ten million
dollars and was funded through long-term revenue bonds sold in 2003 and 2008.
YLWD... GETTING GREENER EVERY DAY
The resounding thuds shook the walls
here at 1717 E. Miraloma Avenue.
"At first I thought it was an earthquake,"
said Personnel Technician, Amelia
Cloonan. "Thankfully, it was not."
It wasn't an earthquake at all. It was a
crew from Akeena Solar installing 216
solar panels atop the roof at YLWD -
Headquarters. Panels that will generate
a total 31,477 watts of electrical power,
and about 18-20% of the total annual t-
power consumption for the building.
The solar roof is just the latest of several green
endeavors taken on by YLWD. Waterless urinals,
solar tube lighting and carpeting made from recycled
fibers were all installed in YLWD's Administration
building that was built in 2008.
Project Engineer Hank Samaripa who helped design
the building says the new solar roof should pay for
itself in about 18 years.
A- $72,000 of the $218,000 tab will be recouped in grant
money from the California Solar Initiative, which
offers financial incentives for solar installations.
"And on weekends, power generated from the panels
will be feed back into SoCal Edison's electrical grid,"
AN Said Samaripa. "YLWD will receive a credit for that
as well".
Good for business. Good for the environment.
Yorba Linda
Water District
A 1)(W (00t TO YOUR WARR BI(C
The Yorba Linda Water District is unveiling anew, easy-to-read water bill in early May 2010.
Look for highlights about the new components on the left of this insert.
YORBA LINDA WATER DISTRICT Phone (714) 701-3000
1717 E. Miraloma Avenue Website: www.ylwd.com
What To Look For In Placentia, CA 92870 STATEMENT OF SERVICES Fax (714) 701-3058
Your New Bill Account -
Customer Name: John Doe Meter Previous Current Current Usage
Account No.: 82118-1 Payment Due Date: 12/06/2009 Number Read Read units*
RE"i y uate: 11/09/2009 70482112 4809 4829 20
- Billing Period: 10/07/2009 to 11/02/2009 554.1 No. of Days: 27 Average Usage: gallons/day
"Water Usage" Chart Service Address: 1234 Main Street
Average Daily Usage 90
80
_
-14
Comparison Chart ' 70 -
PreviousPiiiing: $93.73 eo
of Usage Previous Bill 10/12/2009 (72.08) 50
(LastYearvs. Current Year) Payment 10/19/2009 - Thank you! (26.92) 40
Payment 10/29/2009 - Thank you! 17.18 20
` Previous Balance ($4.47) 10
° Jun Jul Aug Sep Oct Nov
Current Billing:
Water Charges: Last Year Current Year
Water Usage (20 Units @ $2.52/Unit) 50.40
"Billing Details" Basic Service Charge 10.20 *1 unit = 748 gallons
Easier to Understand Sewer Maintenance Charge * 5.50
Water Use Charges Basic Backflow Charge 2.42
Total Current Charges $68.52
inline Bill Pay is now available for Yorba Linda Water
Total Amount Due by 12/06/2009: $64.05 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
"Special Message" concerning this service, please contact Customer
Service at (714) 701-3000.
Now Easier to Read
if applicable
I P-L
Please detach and return this bottom portion with your payment. SEE Rr'.
YORBA LINDA WATER DISTRICT Account No.: 82118-1
1717 E. Miraloma Avenue Previous Balance: ($4.47)
~
"Payment Stub" N:;centia, CA 92870 Past Due Amounts:
Redesigned Phone (711) 701-3000 Current Charges: $68.52
Amount Due" Total Amount Due: $64.05
Section Payment Due Date (to avoid penalties): 12/06/2009
Amount
Enclosed: $
IIII'Ill'Illllll'Il'III"'Il'Illl'I'Il'I'I'I'Il'I'IIIIJIIIIIIII, /902662941003/
1;21ytk JOHN DOE YORBA LINDA WATER DISTRICT
KLULet
1234 MAIN STREET PO BOX 309
ail YORBA LINDA CA 92885 YORBA LINDA CA 92885-0309
00 00000000000005 0951200000 0000006521000000000 02500000 12345678 01200000000 1
SOO Wj.I
Become a Fan @YLWD (714) www.ylwd.com
@YLWD emergency 701-3000
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16
REVISED
A Letter from the GM
As we head into what looks to be another blazing Southern California summer, we are
once again reminded that we live not in a`2/Iediteiranean climatd', as we were taught in
r grade school, but more of an"arid climatd'.
While rain this past winter, Coupled with fantastic conservation on the part of YLWD
customers, have kept the District from incurring penalties in the millions of dollars,
significant water supply challenges continue to affect us.
In the past, YLWIYs import water supplier, Metropolitan Water District of Southern
California (MWD), would replenish water reserves with wet winters. But, as these wet
winters become scarcer, there is less and less water available to replenish the water used
during the drier years. The groundwater system in Orange County is much the same.
Orange County Water District' s (OCWD) Groundwater Replenishment System (GWRS) is an innovative system
designed to help replenish and improve the quality of Orange County~s natural groundwater basin. The GWRS
provides enough water into the groundwater basin to meet the needs of 500,000 people per day, but as Orange
County~s water demands are expected to rise by 20% by the year 2020, securing current and future water
supplies continues to be a challenge.
The other major factor of the water supply challenge involves pumping restrictions in the Sacramento-San
Joaquin Delta. The Delta, where the rivers of the western Sierra Nevada merge before heading into San
Francisco Bay, is the hub of California's water system. However, due to current restrictions only about 30
percent of Southern California's water supply is moving across the Delta to the aqueduct system of the State
Water Project.
The Delta's declining ecosystem, caused by a number of factors, has led to historic restrictions in water supply
deliveries. The result is a pressing need to both improve the Delta environment and improve the water systems
that help sustain the state economy.
Ultimately, this means that conservation on the local level must become a way of life for Californians. As
Benjamin Franklin is so famously quoted, "when the well's dry we know the worth of water." The well is not
quite dry in Southern California, but we are really getting to appreciate the worth of water. As with any other
precious substance that is high in demand and low in supply, increasing costs become a big factor. MWD has
raised their rates to water supply agencies, like YLWD, over one third since 2009, with additional increases on
the way, including a 7.5% increase in January 2011, and a second 7.5% increase scheduled in January 2012.
How can individual customers, keep their water costs as low as possible, given the continuing challenges of our
water supply system? Conserve, Conserve, Conserve. YLWD continues to be at a Stage 2 (Moderate Water
Shortage) condition.
Change out some or all of our water-thirsty grass for "California Friendly" plants. Limit showers to 5 minutes.
Fix leaking sprinklers, toilets and pipes, and continue to adhere to YLWD's Conservation Ordinance
restrictions, which are designed to maximize the efficiency of the water that is used for landscaping purposes,
since most of our water is used for this purpose.
As you get ready to enjoy summer pool parties and bar-b-ques, please try to remember to use water wisely.
-Ken Vecchiarelli P.E.
GM, Yorba Linda Water District
YLWD IN THE COMMUNITY
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Glenknoll Elementary SchooPs (Yorba Linda) annual Jog-a-thon. Upon request, and as supplies are available,
YLWD provides water bottles, informational coloring books and other promotional products to schools and
community groups within the District's service area.
facebooll.__ Check us out on Facebook and Twitter!
Now you can stay "plugged in" to YLWD News and updates with the click of a mouse or from your
mobile phone.
ITEM NO. 2.5
AGENDA REPORT
Meeting Date: June 1, 2010
Subject: Public Events Update
ATTACHMENTS:
Name: ype:
Public Outreach Activities.doc Public Events Update Backup Material
Special Events
Date
Description
Business
Materials
Notes
01/12/09
Golf Tournament
Friends Christian School Golf Classic
Water Bottles, Water Truck
03/20/09
Jogathon
Linda Vista Elementary School
Water Bottles, Water Truck
04/24/09
Jogathon
Van Buren Elementary School
Water Bottles, Water Truck
06/03/09
5th Grade Celebration
Travis Ranch Elementary School
Water Bottles, Water Truck
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.
03/13/10
Community Celebration
OC GirlScouts's Birthday Celebration
Coloring Books, OC Water Heroes kits
To be picked up.
03/26/10
Jogathon
Travis Ranch Elementary School
950 Water Bottles (Filled), Water Truck
04/01/10
Earth Week Celebration
Linda Vista Elementary School
500 Water Bottles (Empty), Coloring Books
Dropped off prior to Earth Week
04/16/10
Jogathon
Glenknoll Elementary School
525 Water Bottles, Water Truck, Rain Drops
05/15/10
5th Grade Celebration
Travis Ranch Elementary School
105 Water Bottles
To be picked up
05/17/10
Community Play
Girl Scout Troop #317
12 Water Drops- props for play
05/20/10
3rd Grade Celebration
Travis Ranch Elementary School
105 Water Bottles
To be picked up.
05/21/10
1 School Carnival
Van Buren Elementary School
725 Water Bottles (Empty), Coloring Books
Dropped off.
NOTE: Approx. 700 bottles remain as of 05/31/10. These have been reserved for
Little Leagues
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
California Friendly Landscape Designs
24
14
38
Nine (9) customers pre- registered but did not attend.
02/20/10
Irrigating the Low -Water Use Garden
18
4
22
Two (2) customers pre- registered but did not attend.
03/27/10
Edible Landscapes
3
16
19
05/15/10
1 Low Water Gardening Basics
10
15
25
NOTE: Class Limit is 70 people.
Meeting Date:
Subject:
ATTACHMENTS:
AGENDA REPORT
June 1, 2010
Conservation Ordinance Monthly Statistics
ITEM NO. 2.6
Name: Description: Type:
Ordinance Monthly Stats.pdf Ordinance Monthly Stats Backup Material
Conservation Ordinance Monthly Statistics
July 1, 2009 - May 24, 2010
Total Amount of Fines Issued: $ 400.00
Point(s) of Note: Only 1 customer has had a Violation Appeal Denied (Feb. /1st Violation) -- was watering in middle of day
Ordinance Violation FlowChart
3 2nd Violation zsra violation 4tn violation
($100 fine) .0 (0,;n final 0 IfiSnn final
** At each violation, a customer has 14 days to dispute prior to any fines levied on their account
** A customer is given 3 -5 days to receive the notice and make corrections prior to the next violation being assessed.
This does not effect the 14 day violation dispute timeline
ITEM NO. 2.7
AGENDA REPORT
Meeting Date: June 1, 2010
Subject: IT Projects Monthly Status
ATTACHMENTS:
Name: Type:
IT Projects Update (May- 2010).pdf Backup Material
IT Projects Update
FY 2008/09
FY 2009/10
Status thru May /2010
Project
FY 2008/09
FY 2008/09
FY 2009/10
FY 2009/10
Project Name &Description
Bid
Budget
Actual
Budget
Actual
Status & Comments
Electronic Imaging & Agenda Automation
$93,000
Laserfiche (imaging & archiving software)
$30,079
$30,079
Implemented Jan /2009
NovusAgenda (agenda automation)
$40,406
$40,406
Implemented May /2009
Financials & Utility Billing Software
$264,212
$92,300
$145,653
$150,000
$105,347
General Ledger
Implemented Jul /2009
Accounts Payable
Implemented Dec /2009
Inventory
Implemented Jan /2010
Fixed Assets
Implemented Mar /2010
Human Resources
Implemented Mar /2010
Purchasing (partial)
Implemented Mar /2010
Payroll
Implemented Apr /2010
Project Accounting
Implemented Apr /2010
Bank Reconciliation
Apr /2010 to May /2010
Utility Billing
Jun /2010 (week of Jun 28)
Intranet Software
Timesheet System
In house
Implemented Feb /2010
Online Employment Applications
In house
Implemented Mar /2010
Automated Event Sign -ups
In house
Implemented Apr /2010
Projects Status and Publishing
In house
Apr /2010 to May /2010
Purchase Requisitioning System
In house
Jun /2010
CMMS (Computerized Maintenance & Management)
TBD
$160,000
$0
$200,000
$28,470
Narrowed to one vendor - in negotiations
Hydraulic Model Software
$30,000
Water
$12,000
$12,000
20% Complete
Sewer
To be determined
Geographical Information System (GIS)
Phase 1 - Conversion
$700,000
$504,144
Implemented Aug /2009 (Includes labor and costs from previous years)
Phase 2 - QA/QC & UB Integration
$100,000
$0
On hold until UB implementation
Online Bill Pay
$5,400 (one time)
$13,660
$12,074
2663 to 2860 customers (12 %)
$800 (monthly)
Automated Vehicle Locator (GPS)
$36,000
$0
Pilot program completed - in negotiations