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HomeMy WebLinkAbout2011-04-11 - Public Affairs-Communications-Technology Committee Meeting Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PUBLIC AFFAIRS-COMMUNICATIONS-TECHNOLOGY COMMITTEE MEETING April 11, 2011 A meeting of the Public Information-Technology Committee was called to order by Director Hawkins at 12:00 p.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE STAFF Director Phil Hawkins, Chair Ken Vecchiarelli, General Manager Director Gary Melton Steve Conklin, Engineering Manager Art Vega, Info Systems Administrator Damon Micalizzi, PI Officer 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1. Draft 2011 Water Quality Report Mr. Conklin presented to the Committee the Draft 2011 Water Quality Report. The report is a full color, tri-fold bill stuffer that will accompany YLWD bills in June, since it must be mailed to our customers for their receipt by July 1. The Committee reviewed the document and supported recommending its approval to the Board of Directors. The Committee also asked questions about the document's production and distribution and suggested the final document also be provided through a link on the District's Website. Director Melton also suggested placing a copy of the graphic showing a cross section of the groundwater table on our website. 3. DISCUSSION ITEMS 3.1. Draft Public Affairs Budget Mr. Micalizzi presented to the Committee the Draft Public Affairs Supplies and Services Budget for FY 11/12, pointing out items for Legislative Advocacy and implementation of Video in the Board Room as the main additions to the Department's Budget. The Committee suggested reducing the amount budgeted for bill stuffers to reflect four stuffers per year instead of twelve, and to increase the Legislative Advocate budget component to $5,000 per month. 3.2. Draft I.T. Department Budget Mr. Vega presented the Information Technology Department Draft Supplies and Services Budget for FY 11/12, highlighting a reduction of approximately 10% from last year's approved budget. The Committee also reviewed the proposed Budget for Capital Items and the description 1 and justification for the associated costs. The Committee discussed the detail line items for District cell phone carriers, associated service contracts and some of the policy issues and concerns which were later discussed in more detail under the next discussion item. 3.3. Cell Phone Contracts Mr. Vega presented the Committee a summary of the current contracts the District is carrying with various cellular providers, (Verizon, AT&T and Sprint), the number of phones and the costs associated with these services. Director Melton inquired as to how the District monitors phone usage for possible abuse. The Committee also discussed the possibility of eliminating one of the carriers to better streamline service and potentially cutting some costs. 3.4. Computerized Maintenance & Management System Project Status Mr. Vega updated the Committee on the Status of the implementation of a Computerized Maintenance & Management System (CMMS). For various unforeseen issues and circumstances, the project is currently 3.5 months behind the initial schedule. Mr. Vega also mentioned that they are currently working on Phase 4 of 6 identified in the scope of work and that the consulting integrator will visit the District within the coming weeks for a meeting on implementing a Preventative Maintenance program and for feedback from District staff on the CMMS interface. 3.5. Video Recording of Board of Directors Meeting Mr. Micalizzi presented the Committee with staff's proposal for implementing a solution for Videotaping Board Meetings for playback on the web. The Committee reviewed staff's estimate and discussed the various facets of the proposed solution. Director Melton reiterated that he would like to see the initial implementation of video to be done in the most inexpensive and simple manner and that further enhancements to the system would be driven only by increased demand from the public. 3.6. Governor Brown's End of Drought Declaration The Committee discussed a message from the District crafted in response to Governor Brown's declaring the end of the California Drought. The Committee decided that the best placement for such a response would be in the District's upcoming Newsletter, penned from the Board President. 3.7. Ideas for Spring Newsletter Content (Verbal Report) Mr. Micalizzi presented to the Committee additional ideas for content for the Spring Newsletter, including a letter from the General Manger detailing the upcoming transfer of the City Operated Sewers to YLWD. 3.8. Online Sign Up for Water Service (Verbal Report) Mr. Micalizzi updated the Committee on a request made by the Board President to have staff determine what is required to facilitate Online Sign 2 Up for Water Service. Staff confirmed that On-line sign up can be incorporated and will be included in the new look home page of the District's website. 3.9. Sewer Transfer Community Outreach and Education (Verbal Report) The Committee discussed District Outreach regarding the potential Sewer Transfer and suggested that in addition to the Newsletter article, a bill insert be sent to the new sewer customers outlining the details of the transfer. 3.10. Annexations and District Boundaries (Verbal Report) The Committee discussed the fact that current customers that only receive sewer service, but not water from YLWD do not vote in District Elections. Staff reported that additional research is being conducted into how exactly services provided directly correlate to the drawing district boundaries and how that might change, should the District's service area grow. 3.11. Future Agenda Items and Staff Tasks None. 4. ADJOURNMENT 4.1. The meeting was adjourned at 1:50 p.m. The next regular meeting of the Public Information-Technology Committee will be held on May 2, 2011, at 4:00 p.m. 3