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HomeMy WebLinkAbout2010-10-20 - Public Information-Technology Committee Meeting Agenda Packetr a Linda Water District AGENDA YORBA LINDA WATER DISTRICT PUBLIC INFORMATION - TECHNOLOGY COMMITTEE MEETING Wednesday, October 20, 2010, 4:00 PM 1717 E Miraloma Ave, Placentia CA 92870 COMMITTEE Director Michael J. Beverage, Chair Director Phil Hawkins STAFF Ken Vecchiarelli, General Manager Pat Grady, Assistant General Manager Damon Micalizzi, PI Officer 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. YLWD Bottled Water Update (Verbal Report) 2.2. Review of YLWD's Fall Newsletter (Verbal Report) 2.3. History of YLWD Video (Verbal Report & Video Demo) 2.4. Water Education for Elementary Schools in YLWD 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 November 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. 2.4 AGENDA REPORT Meeting Date: October 20, 2010 To: Public Information - Technology Committee From: Ken Vecchiarelli, General Manager Presented By: Ken Vecchiarelli, General Manager Prepared By: Damon Micalizzi, Public Information Specialist Subject: Water Education for Elementary Schools in YLWD SUMMARY: This is the seventh year that MWDOC and the Discovery Science Center are presenting water conservation education to Orange County Elementary School Students. Over that time period, more than 420,000 kindergarten through sixth grade students have participated in the interactive assemblies and hands -on water quality /water career investigation workshops that are offered through this partnership. During the 2009 -2010 school year 2,178 students from YLWD's service area took part in these grade- specific programs. The attached document outlines forecasts for this School Year and options /costs to reach more students through these programs. ATTACHMENTS: Description: Type: WATER EDUCATION INFO.docx WATER EDUCATION INFO Backup Material YL Background PUBLIC AFFAIRS 12010 WATER CONSERVATION EDUCATION For the past seven years, MWDOC and the Discovery Science Center have brought water conservation education to Orange County Elementary School Students, serving more than 420,000 students in grades K -6 over that time. During last school year alone, 2,178 students from YLWD's service area took part in these grade- specific programs. Programs consist of interactive assemblies and lands -on water quality water career investigation workshops. Classes are grade specific and the curriculum carries over from year to year. Topics Include: • Kindergarten Three forms of water; Evaporation • 1st Grade: Three forms of water; thermometers; Sun as a heat source • 2nd Grade: Types and properties of soil; Water as a resource • 3rd Grade: Three forms of water; Heat energy of the Sun; Geophysical features • 4th Grade: E cosystems; Flow of water • 5th Grade: Water cycle; Sources of water; Origin of local communitywater YL PUBLIC AFFAIRS 12010 WATER CONSERVATION EDUCATION The Program In Our Service Area At A Glance Participation has varied by year, reaching a peak of 3,127 students in YLWD's service area, in 06/07. The five -year average is 2,037 students, roughly a third of all the elementary school students in the YLWD service area. Due to MWDOC's current budgetary concerns, funding for the in-school water education program has been reduced by more than one -third for the upcoming school year. SCHOOL YEAR 05/06 06/07 07/08 08/09 09/10 5 YR AVG 10/11 TARGET YLWD STUDENTS 1198 ' 3,127 1,794 1,890 2,178 2,037 1,420 However, due to MWDOC's current budgetary concerns, funding for the in-school water education program has been reduced by more than one -third for the upcoming school year. Because of this, MWDOC has cut all subscribers by one -third and capped YLWD at 1,420. Reaching additional students is still possible at a cost of $2.95 per student, payable through MWDOC. At that rate, a return to last year's number of students reached would cost the District: $2,236.10. 012tions Moving Forward In an effort to maximize the program and its benefits, YLWD plans to promote this service much more. YLWD Public Affairs plans to join MWDOC and the Discovery Science Teachers for these classes and through our public outreach, take this program to as many students as is possible. E lementary Schools in the YLWD Service Area School Number of Students Bryant Ranch E lenientary 400 Friends Christian 400 Heritage Oak 175 Lakeview E lernentary 600 Linda Vista E lementary 438 Melrose Elementary 649 Paine (Mabel) Elenientary 415 Rose Drive Elernentary 420 Ruby Drive E lernentary 422 Saint Francis of Assisi 259 Sierra Vista E lementary 415 Travis Ranch School 610 Van Buren E lernentary 509 Wagner E lementary 425 Total 6,137 YL PUBLIC AFFAIRS 12010 WATER CONSERVATION EDUCATION To serve all kids in the District it would cost roughly $14,000. While that expense makes reaching all of our students each year out of the question, up for discussion is how to best spread this resource and money that is budgeted currently and in the future to achieve the maximum benefit from this program. We currently have long standing relationships with several of these schools (i.e. providing water at their events and fundraisers, providing educational materials, etc), including. Linda Vista, Bryant Ranch, Rose Drive, Travis Ranch, Van Buren, (we also have a history with Mabel Paine in the past, but much less since we moved to the newbuilding). Keeping up with that tradition School Number of Students Bryant Ranch E lenientary 400 Linda Vista E lementary 438 Rose Drive Elementary 420 Paine (Mabel) Elementary 415 Travis Ranch School 610 Van Buren E lernentary 509 Total 2,792 It would cost roughly $8,300 to ensure that all of those schools benefit from the program. (That is under the unlikely assumption that the original 1,420 that has been earmarked for YLWD by MWDOC somehow didn't reach those schools.) Meeting Date: Subject: ATTACHMENTS: AGENDA REPORT October 20, 2010 Public Events Update Name: Description: Public Outreach Activities FY 10- 11.doc Public Events Update ITEM NO. 2.5 Type: Backup Material Special Events Date Description Business Materials Notes 8/13/10 Walk -a -thon Yorba Linda Relay for Life- 24 hr walk 5000 Sports Bottles, Water Truck 9/25/10 Watershed Clean -Up Var. County Agencies / Yorba Regional Park 250 Sports Bottles, Newsletters 10/15/10 Jog -a -thon Yorba Linda Middle School 1000 Water Bottles, Water Truck 10/15/10 Jog -a -thon Linda Vista Elementary School 650 Water Bottles, Water Truck, 500 Sports Bottles 10/22/10 Jog -a -thon Mabel Paine Elementary School 550 Water Bottles, Water Truck 10/22/10 Jog -a -thon Glenknoll Elementary School 100 Water Bottles, Water Truck 10/22/10 Jog -a -thon Fairmont Elementary School 1,000 Water Bottles, Water Truck 10/29/10 Jog -a -thon Van Buren Elementary School 750 Water Bottles, Water Truck 10/29/10 Jog -a -thon Lakeview Elementary School 600 Water Bottles, Water Truck 11/19/10 Jog -a -thon Glenview Elementary School 500 Water Bottles, Water Truck 11/25/10 5K Run Plymouth Rock & Run 2010 2,000 Sports Bottles, Water Truck with "Big Blue" Fullerton Arboretum Class Attendance Date Description Customers Others Total Notes 10/8/10 California Friendly Plants for the Garden 4 7 11 Attendance at ALL Arboretum classes have been low this year NOTE: Class Limit is 70 people. Meeting Date: Subject: ATTACHMENTS: AGENDA REPORT October 20, 2010 Conservation Ordinance Monthly Statistics Name: Description: Ordinance Monthly Stats FY 10- 11.xls Ordinance Monthly Statistics ITEM NO. 2.6 Type: Backup Material Conservation Ordinance Monthly Statistics July 1, 2010- October 15, 2010 MEME Violations Repealed EEEEE���� ERM -• -M.N. • -• Waivers Denied OEM MOM ODEON ®00000000000 ©0 Violation $ Collected: - 1 'r4(t� 2nd Viola:IC3(rd Violation h Violation ($100 fi 50 fine) 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. This does not effect the 14 day violation dispute timeline Meeting Date: To: From: Presented By: Prepared By: AGENDA REPORT October 20, 2010 Public Information - Technology Committee Ken Vecchiarelli, General Manager Pat Grady, Assistant General Manager Pat Grady, Assistant General Manager Subject: IT Projects Monthly Status Budgeted Dept: ITEM NO. 2.7 N/A Information Technology Reviewed by Legal: N/A CEQA Compliance: N/A SUMMARY: At the PIT Committee meeting held on September 16, 2010, Vice President Beverage requested additional detail information related to the District's implementation of the Great Plains financial systems, the Cogsdale utility billing software, and implementation of the GIS program. Attached for the Committee's review, in addition to the monthly IT Projects Status report, is a separate listing of the outstanding items related to these software implementations along with a estimated completion date. Staff will review these items in greater detail at the Committee meeting. ATTACHMENTS: Name: Description: Type: IT Projects_ Update(Sep- 2010)pdf IT Projects Status Backup Material Punchlist.pdf IT Punchlist Backup Material IT Projects Update FY 2008/09 - FY 2010/11 Status thru Sep /2010 Project FY 2009/10 FY 2009/10 FY 2010/11 FY 2010/11 Project Name &Description Bid Budget Actual Budget Actual Status & Comments Financials & Utility Billing Software $264,212 $150,000 $218,929 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 Implemented 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 Programmer Sep /2010 to Nov /2010 HR Employee Self Portal In house Nov /2010 CMMS (Computerized Maint. Mgmt) TBD $200,000 $33,670 $300,000 $48,000 Initial training Nov /2010 Hydraulic Model Software $30,000 Water $12,000 $12,000 Nov /2010 Sewer Jan /2010 (Part of Cl P) Geographical Information System (GIS) Phase 1 - Conversion Implemented Aug /2009 (Includes labor and costs from previous years) Phase 2 - QA /QC & UB Integration $100,000 $0 $60,000 UB integration complete/ QA- QC ongoing Online Bill Pay $5,400 (one time) $13,660 $13,759 $13,660 $2,689 3924 customers (17 %) $800 (monthly) Automated Vehicle Locator (GPS) $36,000 $2,100 $42,000 $42,291 Sep /2010 Implemented Email Archiving Implementation $6,000 $5,963 Aug /2010 Security Camera System $20,000 Sep /2010 to Nov /2010 Security & Access Improvements $15,000 Nov /2010 Outstanding Items from Software Conversions As of Oct/2010 Module or System Task Status Est. Completion Assigned to Finance Security: Complete setting for all users to appropriate settings In Progress End of Nov IT & Finance A /P: Include memo field on checks stubs Not Started End of Oct IT Add voided checks to the internal check register report IT Inventory: Utilizing Min /Max levels effectively In Progress End of Nov Finance G /L: Inventory reconciliation general issues In Progress Mid Dec Finance Human Resources Develop and or modify existing reports: a. Position Control Report Not Started Mid Dec IT b. Merit Review Report Not Started Mid Dec IT c. Insurance Change Report Not Started Mid Dec IT d. Vacation /Sick Leave Report Not Started Mid Dec IT Troubleshoot in -house On -Line Applications In Progress End of Oct IT General refresher training Not Started End of Dec IT Acquire HR /Payroll Microsoft training manual (if possible) Not Started Mid Nov IT Utility Billing Modify return address located on payment stub on Cogsdale internal bill print statement. Address currently displays the Yorba Linda PO box Not Started Mid Nov IT or Cogsdale The Misc charges are being considered as "current charges" and not included as `past due' when the delinquency process is calculated Not Started Mid Nov Cogsdale The phone number on the "Shut -Off' list is incorrect Not Started Mid Nov IT or Cogsdale Incorrect balances are displayed on the in -house generated Collections Notice Report Not Started End of Oct IT 1 Outstanding Items from Software Conversions As of Oct/2010 Module or System Task Status Est. Completion Assigned to Tap Location Annotation Placement In Progress End of Nov IT The Meter Manufacture information from D3 needs to be imported In Progress End of Nov IT into the Cogsdale database Not Started Mid Nov IT The usage graph on the customer water bills should reflect meter In Progress End of Oct reading month, as opposed to billing month In Progress End of Nov Cogsdale Adjust security settings to not display employee personal phone In Progress End of Oct numbers when closing out a service work order Not Started Mid Nov IT or Cogsdale The customer late tags report should be sorted by route number as In Progress End of Nov opposed to account number Not Started End of Oct IT or Cogsdale Add ability to search by MXU and CID Nos. within Cogsdale Not Started TBD Cogsdale Closing out multiple service orders results in notes, from previous Not Started Jan /2011 accounts, to carry over to the next service order Not Started Mid Nov Cogsdale GIS Match Irrigation Meters to GIS In Progress End of Oct IT Tap Location Annotation Placement In Progress End of Nov IT Water Rate Study - compute lot size for each meter In Progress End of Nov IT Add Following Projects to GIS IT a. Hidden Hills In Progress End of Oct b. New High School Water & Sewer Update In Progress End of Nov c. Highland Reservoir In Progress End of Oct d. Lakeview Reservoir update In Progress End of Oct e. Etco Development - Richfield & Orchard In Progress End of Nov f. Toll Brother -Vista Del Verde Area "Q" In Progress End of Dec g. Toll Brother- Vista Del Verde Village III Condominium Not Started End of Dec g. Shea Home -Area "O" Not Started Jan /2011 h. Hovnanian Home - Village 4 Condominium Area "T" Not Started Jan /2011 Add Contour Layer to Freeance Not Started End of Dec IT GPS Meter Locations In Progress TBD IT CMMS Integration Not Started End of Dec IT 2 Outstanding Items from Software Conversions As of Oct/2010 Module or System Task Status Est. Completion Assigned to Continuously Update All other existing GIS feature layers with Unknown data such as Job Number, Size, Material, Year Installed, Location Description, etc... In Progress On Going IT Water Hydraulic Model (InfoWater) -- Send final GIS Water Network to MWH Soft Not Started Beg of Nov IT 3