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HomeMy WebLinkAbout2010-08-19 - Public Information-Technology Committee Meeting Agenda Packet Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT PUBLIC INFORMATION-TECHNOLOGY COMMITTEE MEETING Thursday, August 19, 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 Officer 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. Barricade Fire Retardant (Verbal Report) 2.2. Emergency Preparedness Information on District's Website and in Quarterly Newsletter (Verbal Report) 2.3. Elk Mountain Practice Field Update (Verbal Report) 2.4. Bottled Water Update (Verbal Report) 2.5. Public Events Update (Verbal Report) 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 September 7, 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. 2.2 AGENDA REPORT Meeting Date: August 19, 2010 Subject: Emergency Preparedness Information on District's Website and in Quarterly Newsletter (Verbal Report) ATTACHMENTS: YLWDWEBDRAFT.pdf Backup Material Backup Material contact us I calendar I jobs I sitemap I search: *r 110► n ~ Yorba Linda - n O Water 13istrict About the District Your Water Service Your Sewer Service Conservation Water Quality News & Publications Education Contact Us a -Pay Your Bill On Line ady National Preparedness Month i . face~ Find us on Facebook Follow us on Twitter Latest News From YLWD National Preparedness Month 2010 Newslink... What is National Preparedness Month (NPM)? News link... September is National Preparedness Month! This awareness month is sponsored by the Newslink... Ready Campaign in partnership with Citizen Corps and the Ad Council. NPM is designed to encourage Americans to take simple steps to prepare for emergencies in their homes, businesses, and communities. Snapshots from the Community Eoard Aiaend >A` 6 t Take a look at what the Board will be discussing at the next meeting. l 4 I~r % Alert 27 Stay Informed. Register for E enc Messages ~"R _ t• Ready ~ -.,;:)se=i~eniyplepaledfltft reiu~(,r „y, Glenknoll Elementary School's Annual Jog-A-Thon in Yorba Linda Ready Water Conservation Stages + Prrparr- flan. Sta%, Infirm d Minimum Water Shortage He e!e Stage 1 Reduce usage by 10% MudeiateWatei Shmtaye Stage 2 Reduce usage by 10°0 20% Severe Water Shortage GOAL 1 , Stage 3 Reduce usage by 20-35% Stage 4 Critical Water Shortage Reduce usagernoie than 35% YLWD Customers Exceed Conservation Goal by 8 percentage points (Since July 1, 2009) I + tit in:l Our goal this past fiscal year was a 10% cut from what we used as a District last r rt m unity Event' year. YLWD Customers did their part by using 18% less water than last year. T bottled water here Keep it up YLWD customers. Every Drop Counts About the District I Your Water Service I Your Sewer Service I Conservation I Water Quality I News & Publications I Education _ This is the official web site of the Yorba Linda Water District . Copyright © 1998- 2008. All Rights Reserved, _ r ITEM NO. 2.6 AGENDA REPORT Meeting Date: August 19, 2010 Subject: Conservation Ordinance Monthly Statistics ATTACHMENTS: Name: Dosciiption: a ype: Ordinance Monthly Stats FY 09-10.xls Year in Review FY 2009-10 Backup Material Ordinance Monthly Stats_FY_10-11.xls Ordinance Monthly Statistics Backup Material PYLUSD Conservation Violation Letter.pdf PYLUSD 1 st Violation Letter Backup Material Conservation Ordinance Monthly Statistics July 1, 2009 -June 30, 2010 Total Amount of Fines Issued: $ 500.00 Point(s) of Note: Only 2 customers have had a Violation Appeal Denied (Feb. /1st Violation & Jun. /2nd Violation) Both were watering in middle of day (1) 1 st Violation denied after speaking with Customer who admitted the violation & agreed to let it stand (1) 2nd Violation denied after 2 verbal explainations & 3 tags on his door (only received 1 st & 2nd violations due to a short time between offenses). • M. 1 • . • • 2nd Violation 3rd Violat E4(1 h :Va ion ($100 fine) ($250 fine) $e) ** At ea ch 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 Grace Period Hotline Calls 1st Violations Violations Appealed Violations Repealed 2nd Violations Violations Appealed Violations Repealed 3rd Violations 4th Violations Installed Flow Removed Flow Shut -offs Waivers Approved Waivers Denied Jul -09 291 62 0 0 0 0 0 0 0 0 0 0 0 11 1 Aug-09 0 63 79 2 2 0 0 0 0 0 0 0 0 6 0 0 33 78 4 4 1 0 0 0 0 0 0 0 1 0 —Sep-09 Oct -09 0 40 26 5 51 1 0 0 0 01 0 0 0 5 0 Nov -09 0 7 13 2 2 0 0 0 0 0 0 0 0 0 0 Dec -09 0 3 4 1 1 0 0 0 0 0 0 0 0 0 0 Jan -10 0 10 7 0 0 1 1 1 0 0 0 0 0 0 0 Feb -10 0 5 7 1 0 0 0 0 0 0 0 0 0 0 0 Mar -10 0 61 20 2 2 21 0 0 01 0 0 0 01 0 0 Apr-1 0 0 8 14 0 0 0 0 0 0 0 0 0 0 0 0 Ma -10 0 15 1 4 0 0 1 0 0 0 1 0 0 0 0 0 0 Jun -10 0 12 9 0 0 0 1 0 0 0 0 0 0 1 0 TOTAL 291 264 261 17 16 __767_7 2 1 0 0 0 0 0 24 1 Total Amount of Fines Issued: $ 500.00 Point(s) of Note: Only 2 customers have had a Violation Appeal Denied (Feb. /1st Violation & Jun. /2nd Violation) Both were watering in middle of day (1) 1 st Violation denied after speaking with Customer who admitted the violation & agreed to let it stand (1) 2nd Violation denied after 2 verbal explainations & 3 tags on his door (only received 1 st & 2nd violations due to a short time between offenses). • M. 1 • . • • 2nd Violation 3rd Violat E4(1 h :Va ion ($100 fine) ($250 fine) $e) ** At ea ch 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 Conservation Ordinance Monthly Statistics July 1, 2010- August 9, 2010 Violation $ Collected: 2nd Violation ($100 fine) Ordinance Violation FlowChart 4th Violation ($500 fine) ** 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. z> This does not effect the 14 day violation dispute timeline OEM • 000000000000 ©0 Violation $ Collected: 2nd Violation ($100 fine) Ordinance Violation FlowChart 4th Violation ($500 fine) ** 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. z> This does not effect the 14 day violation dispute timeline ^YV ~ './V e April 28, 2010 A11- " qr r Steve Marani Asst. Director Maintenance & Operation Dept. Placentia-Yorba Linda Unified School District 1301 E. Orangethorpe Avenue Placentia, CA 92870 Re: Pursuant to Ordinance 09-01, First Violation, Case No. 00308 Dear Mr, Marani, The Yorba Linda Water District would like to bring to your attention Ordinance 09-01, passed by the Yorba Linda Water District Board of Directors on May 14, 2009. On April 25, 2010, a District employee was in your area and noticed a violation of an on-going leak at Rose Drive Elementary School.. Please be advised that this letter serves as a first warning of violation and any future violations within a twelve-month calendar period will incur fines, including and up to the installation of flow restrictors and disconnection of service. This ordinance, like many similar throughout California, was passed in reaction to the worsening water crisis. The on-going leak, which the District first brought to your attention on March 21, 2010, has resulted in approximately 150,000 gallons above your average usage for the month of April. While the District understands your verbal concerns that repairing the leak at Rose Drive Elementary School may not take precedence due to the additional costs of bringing in bottled water and portable toilets while the water is shut off during the day, and hiring additional staff to watch for the possibility of a fire, if the water is shut off at night; the Yorba Linda Water District feels that a leak of this magnitude deserves the highest possible priority. Given that the District has notified the Placentia-Yorba Linda Unified School District on four separate occasions (March 21, 2010; March 25, 2010; and twice on April 24, 2010), in addition to several follow-up calls, we, at the District, believe that even with the challenge you voiced of only being able to work after-hours (to maintain the health and safety of the children attending the school) a month of notice should have brought a full repair of the problem. The District is requesting that you make the necessary repair immediately, as all of the District's customers are expected to adhere to Ordinance 09-01, including PYLUSD schools located within the District's boundaries. This ordinance states that all leaks must be corrected within two (2) calendar days of notice from the District. The District is therefore issuing a deadline of Monday, May 3, 2010 for repair. Should the leak continue after this date, the District will be forced to issue PYLUSD subsequent violations with associated penalties starting at one hundred dollars ($100). Please review the included tri-fold on the Ordinance and feel free to contact me at 714- 701-3024 if you have any questions about its implementation. The full Ordinance is online at www.ylwd_com. Thank you in advance for your efforts to resolve this situation promptly and for your commitment to water use efficiency. Sincerely, Cindy Botts Management Analyst Cc: Rich Philippi, PYLUSD Director of Maintenance & Operations Cc: Kenneth R. Vecchiarelli, YLWD General Manager ITEM NO. 2.7 AGENDA REPORT Meeting Date: August 19, 2010 Subject: IT Projects Monthly Status ATTACHMENTS: Name: cv, i~a$icri: a ype: IT Projects Update (Jul-2010).pdf IT Projects Update Backup Material IT Projects Update FY 2008/09 FY 2009/10 Status thru Jul /2010 Project FY 2008/09 FY 2008/09 FY 2009/10 FY 2009/10 FY 2010/11 FY 2010/11 Project Name & Description Bid Budget Actual 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 $167,262 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 Implemented May /2010 Utility Billing Implemented Jul /2010 Backflow Tracking Aug /2010 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 Completed Jun /2010 Purchase Requisitioning System In house Aug /2010 to Sep /2010 CMMS (Computerized Maintenance & Management) TBD $160,000 $0 $200,000 $33,670 $300,000 Aug /2010 Kickoff 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 $504,1441 Implemented Aug /2009 (Includes labor and costs from previous years) Phase 2 - QA/QC & LIB Integration $100,000 $0 $60,000 Sep /2010 Online Bill Pay $5,400 (one time) $13,660 $13,759 3069 to 3324 customers (14%) $800 (monthly) Automated Vehicle Locator (GPS) $36,000 $2,100 $22,000 Aug /2010 Board Consideration Email Archiving Implementation $6,000 $5,963 Aug /2010 Security Camera System $20,000 Sep /2010 Security & Access Improvements $15,000 Nov /2010