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Home My WebLink About2011-01-03 - Public Information-Technology Committee Meeting Agenda Packet Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT PUBLIC INFORMATION-TECHNOLOGY COMMITTEE MEETING Monday, January 3, 2011, 4:00 PM 1717 E Miraloma Ave, Placentia CA 92870 COMMITTEE STAFF Director Phil Hawkins, Chair Ken Vecchiarelli, General Manager Director Gary T. Melton 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. Committee Activities Review and Future Objectives 2.2. YLWD Promotional Collateral Inventory & Replacement Costs (Summary Sheet Attached) 2.3. Public Notice Regarding New Waterline Construction on Ohio Street and Oriente Drive 2.4. Draft YLWD Winter Newsletter 2.5. IT Projects Status & Update 2.6. Fixed Based Meter Reading System (Verbal Report) 2.7. Future Agenda Items and Staff Tasks 3. ADJOURNMENT 3.1. The next regular meeting of the Public Information-Technology Committee will be held February 7, 2011 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 3, 2011 To: Public Information-Technology Committee From: Pat Grady, Assistant General Manager Presented By: Damon Micalizzi, Public Information Specialist Prepared By: Damon Micalizzi, Public Information Specialist Subject: Committee Activities Review and Future Objectives SUMMARY: With the restructuring of the Board of Directors and District committees, staff has prepared for the benefit of this Committee, a summary of items that have been discussed and/or acted upon during calendar year (CY) 2010. In addition, staff has provided a list of future potential items for discussion and/or consideration by the Committee. DISCUSSION: In addition to content and messaging in District newsletters and other various internal and external communications, during 2010, the following items of significance were discussed and/or considered by the Committee: . Naming of Future District Facilities . District Participation in 2011 Water Education Festival . Bottling District Water . District Media Policy . Hidden Hills Reservoir Dedication Ceremony . Practice Fields Atop District Reservoirs . History of YLWD Video . Water Education for Elementary Schools in YLWD In addition, staff is proposing the following items to be discussed and considered during upcoming Committee meetings. Staff is also seeking Committee input and feedback for additional items to be considered at future meetings. . Video/Audio Taping of District Meetings . YLWD Website Makeover . YLWD Slogan Review . YLWD Values Statement For the Information Technology portion, staff will be updating the Committee via a Powerpoint presentation. ITEM NO. 2.2 AGENDA REPORT Meeting Date: January 3, 2011 Subject: YLWD Promotional Collateral Inventory & Replacement Costs (Summary Sheet Attached) ATTACHMENTS: Narn9: Doscrip ion: u Collateral Inventory Replacement Costs.doc Collateral Inventory & Replacement Costs Backup Material PUBLIC AFFAIRS jo YLWD Promotional Collateral Inventory & Replacement ITEM QUANTITY LEFT COST PROMOTIONAL YLWD BOTTLED WATER--------------------------------29000-------------$20,000.00---135,000--------- - - SPORT BOTTLES---------------------------------------------350----------------$8,200.00----110,000--------- FRISBEES-------------------------------------------------------30----------------- $3,300.00 ----15,000----------- WATER DROPS/HANDS 150 $7200.00 ----15,000 - YO-YOS----------------------------------------------------------50------------------$3,400.00 ----15,000----------- SPORT BOTTLES (OLD STYLE) 80o NA BRANDING VEHICLE-MAGNETS---------------------------------------------------------------$2,000.00 J---FLEET - - BUISNESS CARDS $2,300.00 --JALL CARDS - - LETTERHEAD $6,000.00 NOTEPADS/EXISTING LETTERHEAD $300.00 Total to replace due -------------------------------------------------------------------to new logo----- $10,600.00 - ITEM NO. 2.3 AGENDA REPORT Meeting Date: January 3, 2011 To: Public Information-Technology Committee From: Pat Grady, Assistant General Manager Presented By: Damon Micalizzi, Public Information Specialist Prepared By: Damon Micalizzi, Public Information Specialist Subject: Public Notice Regarding New Waterline Construction on Ohio Street and Oriente Drive SUMMARY: The attached letter of Public Notice will be sent out to those living in the vicinity of Ohio Street and Oriente Drive to inform residents of daytime work closures during upcoming construction this Spring. The letter will also inform residents of a Public Meeting hosted by YLWD to present details of the project to residents and answer any questions or concerns. ATTACHMENTS: Name: Description: Type: Public Notice.doc Public Notice Backup Material January 3, 2011 RE: New Waterline Construction in Ohio Street and Oriente Drive Dear The Yorba Linda Water District (YLWD) will be replacing ag waterlines in Ohio Street north of Yorba Linda Boulevard to the terminus of Ohio Street, Oriente Drive from Lakeview Avenue to Ohio Street. The existing waterlines vary in in approximately 70 to 85 years, and require replacement in order to continue to prov* water service to you and your neighbors. A vicinity map showing the local area pipe eing replaced is provided on the back of this letter. Currently, we anticipate this work to take plac spring through earl er 2011. Please be advised, installation of t new water w ire tempora osure of small sections of Ohio Street from Sam weekday o the narrow nat of this street. Note that each sectional closure will ring those -day hours, only for the time period necessary to complete pipe installation a n. Pipeline replacement ente D will o ire s closure at the Ohio Street intersection because ene ider, in n io Street. Be aware that if your street outlets onto O reet or to Aven ur access y be impacted by the project. Please note 0 pm 20, , YLWD will conduct a public meeting at District 171 ralo nu lacentia. At the meeting, we will make a short ation an de details o lanned project. You are invited to attend this meetin questions, xpre concerns you may have. If you are unable to attend, more info on will be p ed a project construction draws closer, currently expected late spring t summer 2 We rovide you with information on who to contact with questions and a me for yo alls. We recognize that c cti an inconvenience to residents and we greatly appreciate your patience and understan this matter. If you have questions in the interim, please contact me or Mr. Anthony Manz error Project Manager, at 714-701-3106. Sincerely, Steve Conklin, P.E. Engineering Manager Waterline Construction in Ohio Street and Oriente Drive yFg BRUIN 1114 A~O~{ 1~~ w 4 r h,~'•~ ~q~~ G I SPECTACULAR BID f'j a 1 I TYTRIS CN iARIAT GARNER j m r SEABISCUIT~RUN (L< (f)I If! G~F 2~ ' 3ASTANCHURY ° ARBOR GATE AVOCADO C088 f ESiONF ~ ~ t LGRAINE _ :O ❑ w _ RAN CH6 CIRCLE , O SOUTHERN HILLS LMAPLE LFAF J!J O o_ s ADOwRIDCE PROPOSED PIPELINE? ~I W_ J LA CASTA~ LACASITA -.;W _ ~.f W HIDEAWAY / H PIPER Q 0~ ~ ~I IPIPER ~ ~ J-~ I I VI vlaA DEL CA - -oE LCAE i VILLA ! l d ! - . o APB OERP, AVOLINDA N AVOLINDA U o I ,v- - 1~ ~I OR a DR ~ I t V J Q DRIVE oRIENTe doRIEN~ RIO DE ORO HUMMINGBIRD w 7-77, 7 BEN LOMO J ND I COl1NTRY4 m } li. ORGVERDE SKYVIEW KNOLLS YC)RBA ~--y ALTRUDY - FRED ERICK 0 d 1' !mll -=__I I .LAMPLIGHT :PROPOSED PIPELINE I raj . HAVEN ~DEnNDAI PALasVERDFS 1~-_ 4 { I I I IMICKE 10 ¢ f 1 SYCAM RE HACIENDA SUNCREST LYNNr r P" p ~l PALM, O 1__ _ 'd. EASv Y w 4-_ Q_.~ J Y ~ - i i BUCKSKIN - lYYff e z -a ~ YORBA LINDA 1` _ _ _ DRY CREEK ) SUNRISE m i r fi Jp ~r J~~ CA GSd ~ ~fd f~f f o' ~//u0 SU t f f r i, ~FR6n ~~YN I, ~ 0 180 360 720 Reef 111111 Ili LOCATION MAP ITEM NO. 2.4 AGENDA REPORT Meeting Date: January 3, 2011 Subject: Draft YLWD Winter Newsletter ATTACHMENTS: Name: cv, i~a$icri: a ype: Winter201 1 A. pdf Newsletter - Side A Backup Material Winter2011 B.pdf Newsletter - Side B Backup Material Yorba Linda Water District 1717 E. Miraloma Ave., Placentia, CA 92870 (714) 701 -3000 1 www.YLWD.com CONSTRUCTION UPDATE The Yorba Linda Water District (YLWD) will be replacing aging waterlines in Ohio Street north of Yorba Linda Boulevard to the terminus of Ohio Street, and in Oriente Drive from Lakeview Avenue to Ohio Street. The existing waterlines vary in age from approximately 70 to 85 years, and require replacement in order to continue to provide quality water service to you and your neighbors. A vicinity map showing the local area and the pipelines being replaced is provided on the back of this letter. Currently, we anticipate this work to take place late spring through early summer 2011. Please be advised, installation of the new waterlines will require temporary closure of small sections of Ohio Street from Sam to 4pm, weekdays, due to the narrow nature of this street. Note that each sectional closure will only be during those mid -day hours, only for the time period necessary to complete pipe installation in that section. Pipeline replacement work in Oriente Drive will only require street closure at the Ohio Street intersection because it is generally wider, in comparison with Ohio Street. Be aware that if your street outlets onto Ohio or Oriente, your access may be impacted by the project. We recognize that construction is an inconvenience to residents and we greatly appreciate your patience and understanding with this matter. If you have questions in the interim, please contact Anthony Manzano, Senior Project Manager, at 714- 701 -3106. FREE GARDENING CLASSES AT THE FULLERTON ARBORETUM YLWD is proud to partner with the Fullerton Arboretum for this year's Water Conservation Gardening Series. All classes are offered FREE to YLWD customers. Just bring a copy of your YLWD bill. Class Schedule: Sat. Feb. 26th 1:30 -3:30 pm Irrigating the Low -Water Use Garden Discover the irrigation solutions to quality garden care with significantly less water. Sat. Mar. 26th 1:30 -3:30 pm Edible Landscapes You can grow a beautiful edible landscape wherethere used to bejust lawn grass. Learn how to grow an edible landscape that is packed with color, is water -wise, and produces year- round. Sat. May 7th 1:30 -3:30 pm Low Water Gardening Basics So you want to get rid ofthat lawn but don't know what to do next? Come discover how easy it is to design a beautiful landscape that uses less water and resources while provid- ing habitat for local wildlife -- birds, butterflies and insects. YLWD Introduces Yorba Linda Water District Bottled Water YLWD Bottled Water is a service that will both promote the quality of the District's water supply within the community and enhance public outreach. The water comes from YLWD Well #19, which was voted the best tasting water by District Employees. In many cases, YLWD Bottled Water will be distributed in lieu of the Sport Bottles that are typically donated to schools and charitable groups It also will serve as an emergency supply of drinking water that the District can distribute in the event of a disaster, should our water supply become compromised, or when portions of the distribu- tion system are temporarily out of service. The artwork on the inside of the label comes courtesy of Connor Nason, a second grader at Linda Vista Elementary School. It was fitting that Linda Vista Elementary was the first to receive the Inaugu ral YLWD Bottled Water for their annual Jog- A -Thon. In the future, the District will partner with elementary schools in our service area to have students compose water conservation based artwork with the winning art donning the inside label of our water bottles. Upon request, and as supplies are available, YLWD provides bottled water, sport bottles, informational coloring books and other promo- tional products to schools and community groups within the District's service area. For more information or to request promotional items for your group, please call (714) 701 -3000. 1 w! V.eep D rdrN# 'Near if yT it. elk � ;) MY • @} gScyclE� ElYorba Linda Water District Reliable and Trusted Service for More Than 100 Years. VV AT-MINES ti 2011 Plans to be a busy year... We have entered into another new year and at YLWD, 2011 will be an especially busy and exciting year At the December 22, 2010 Board meeting, the Board of Directors, which includes three newly elected Board members, approved four new water system improvement projects. The first is the Emergency Pumpout Facilities Project, which will allow the District to move water more efficiently )f emergency or loss of supply. At different sites around the District, short pipeline runs above the ground will connect to water mains in the street. In the event of an emergency, portable pumps on trailers can be brought to any of the sites and used to pump water from one zone to another, which will enhance our existing capabilities at already established booster pump stations. The second project is Refurbishment and Upgrades to YLWD /City of Anaheim System Connections. Both YLWD and the City of Anaheim each have their own pipeline to serve their specific customers, but we connect our pipes at three sites to make it possible for either agency to provide water to the other on short notice in time of water loss, unusually high demands or during an emergency. The refurbishment and upgrades at each site includes new piping, valves, flow meter and controls. The third project is actually a continuation of a project approved in 2007, the Vista del Verde Valve Replacement Project —Phase 2. In the initial construction of the Vista Del Verde Development project in the early 1990s, the developer installed 22 valves integral to provide water throughout the development. The District found these valves to be substandard and unreliable for long -term use. When this determi- nation was made, the valves were no longer under warranty with the manufacturer or the developer. Replacement of these valves was approved by the Board as part of the budgeted Capital Improvement Program. Phase1 of the project replaced five valves and was successfully completed in July 2010. Fifteen construction bids were received on November 30, 2010 for Phases 2 to replace the remain- ing 17 defective butterfly valves. The Board awarded a construction contract to the low -bid firm on December 22 to proceed with the replacement of the remaining valves. THREE CITIZENS ADVISORY COMMITTEE MEMBERS ELECTED TO YLWD BOARD Yorba Linda Water District heads into 2011 with three newly elected Directors at the helm. Yorba Linda restaurant owner Gary Melton and small business owner Bob Kiley, join fellow former Citizens Advisory Committee Member Phil Hawkins on the YLWD Board after the three captured the most votes in this past November's election. Hawkins, who was appointed to the Board after the death of long time Director Paul Armstrong in early The fourth project is the Yorba Linda Blvd Booster Station and 2010, says the experience on the Citizens Advisory Pipeline Project. This project will result in the construction of a new Committee lays the foundation for assuming their booster pump station near the intersection of Yorba Linda Blvd and new roles on the Board. Gun Club Road, that will double the District's ability to move groundwater supplies into the easterly and higher water service zones. Currently the District is working with an engineering me Newly elected vLwo Board Members. Gary Melton, Phil Hawkins a Bob Kiley consulting firm to provide planning, design, and construction -phase engineering services. It will take approximately one year for the "The Citizen's Advisory Committee was a great way for the three of us to learn the issues and challenges of the District," said Hawkins. "Certainly District to complete planning and design and another year to moving forward, we are hopeful that the Citizen's Advisory Committee will continue to stay dialed in on important issues facing the District and complete. We anticipate full completion of the project by Summer we as a Board are appreciative of their input' 2013. Though it will prove to be a busy year for the District, the difficulties Director Director Director in the construction industry make it an ideal time to complete Gary Melton Phil Hawkins Bob Kiley necessary water system improvements. The costs of materials and labor are low, saving the District ratepayers money. The awarded bid of the Emergency Pumpout Facilities Project was 22% less than the original estimate, and that makes everyone's New Year off to a good start. - -. om ♦ Owner, Joaquin's ♦ VP, Pacific West Assoc. ♦ Principle, WKGroup Restaurant of Realtors ♦ Aide to President ♦ Marketing Mgr, Pac Bell ♦ Coaches Soccer _ Ronald Regan do♦ Yorba Linda resident ♦ Yorba Linda resident ♦ Yorba Linda resident for 37 Years for 10 Years for 25 Years ♦ Wife, Lynn & ♦ Wife, Alissa & ♦ Wife, Barbara & 4 Children 3 Children 2 Children Together, the three bring an array of different business backgrounds and experience to the District. Director Melton worked as a Marketing Manager for Pacific Bell for 20 years before taking an early retirement in 1996 to assist his wife Lynn running the family business,Joaquin's Mexican Restaurant, which she opened in Yorba Linda in 1980. "To me, living in Yorba Linda for the past 39 years, the Water District has always been a staple ofthe community," Melton said. "I am honored to serve on the YLWD Board and lookforward to helping to further enhance the District's presence in the community." Director Kiley, owns and operates a business consulting firm with his wife Barbara, the former Mayor and Yorba Linda City Councilmember. Mr. Kiley was a part ofthe Reagan Presidential team and Director ofthe Republican Party of Orange County during the Reagan years. "I feel honored to represent the residents in their concerns that the District be more responsive," Kiley said. "Not in just day -to -day workings of the community, but in confronting prolonged droughts and sudden emergencies, such as the Freeway Complex Fire." With Hawkins, Melton and Kiley now on the Board, the Citizens Advisory Committee is hoping to bring in a few new members to fill those seats. YLWD Public Affairs is currently accepting applications for the CAC. All applications will be reviewed by the Board for appointment. Citizens Advisory Committee Applications Now Being Accepted Visit www.ylwd.com for Application Information ITEM NO. 2.5 AGENDA REPORT Meeting Date: January 3, 2011 Subject: IT Projects Status & Update ATTACHMENTS: Name: ype: IT Projects Update (Dec-2010).pdf IT Projects Status Backup Material IT Projects Update FY 2009/10 - FY 2010/11 Status thru Dec/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 $205,284 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 $9,563 In Testing - Jan Launch HR Employee Self Portal In house Mid Dec to Feb/2011 CMMS (Computerized Maint. Mgmt) TBD $200,000 $33,670 $300,000 $77,500 Design Phase Hydraulic Model Software $30,000 Water $12,000 $12,000 Mid Dec to Mid Jan Sewer Jan/2010 (Part of CIP) Geographical Information System (GIS) Phase 1 - Conversion Implemented Aug/2009 UB integration complete/ QA- Phase 2 - QA/QC & UB Integration $100,000 $0 $60,000 QC ongoing Online Bill Pay $5,400 (one time) $13,660 $13,759 $13,660 $5,800 4404 customers (19%) $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 Dec/2010 to Jan/2011 Security & Access Improvements $15,000 Nov/2010 to Mar/2010