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HomeMy WebLinkAbout2011-06-07 - Public Affairs-Communications-Technology Committee Meeting Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PUBLIC AFFAIRS-COMMUNICATIONS-TECHNOLOGY COMMITTEE MEETING June 17, 2011 A meeting of the Public Affairs-Communications-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 Art Vega, Interim IT Director Damon Micalizzi, PI Officer 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1. Lease Agreement for Two Copiers The Committee discussed the Lease Agreement for two new copiers with Konica Minolta. The new lease would replace a 10-year old Konica Minolta black and white copier the District owns and a Xerox color copier for which the District is in its third year of a five year lease agreement. The District would use a rebate check for $12,000 from Konica Minolta to pay off most of the remaining lease with Xerox. Staff estimates that the new lease agreement would save the District typically around $264 a month depending on the volume of copies made. The Committee will recommend that the Board authorize the General Manager to sign a Lease Agreement with Konica Minolta for a Bizhub C552 and a Bizhub 181. 2.2. Review of District Slogan The Committee discussed changing the District's Slogan, Reliable & Trusted Service for more than 100 Years, to include the word "Independent". With the purchase of new promotional items on the horizon, if a change to the District Slogan is imminent, staff recommends it be done soon. The Committee will recommend that the Board consider changing the Distirct's Slogan to Independent, Reliable & Trusted Service for more than 100 Years. 1 3. DISCUSSION ITEMS 3.1. Elk Mountain Neighborhood Outreach (Verbal Report) The Committee discussed hosting an informational community meeting on July 21, 2011 at the Elk Mountain Reservoir site to review possible plans for implementation of a practice field for youth sports groups atop the reservoir. At this meeting, neighbors will be able to weigh in on the proposed design, share any concerns and ask questions about the proposed project and its impact. After discussion, the Committee agreed that a letter of invitation be sent to residents that live within a quarter-mile radius of the site along with a map. In addition to Staff, members of the various participating youth sports groups will attend the meeting to speak to the potential benefits of the project. Board members will also be present to gauge community feedback. 3.2. Water Conservation Signs (Verbal Report) With the Board lifting the Stage 2 restrictions and a theme shifting from Conservation to Water Use Efficiency the Committee discussed what to do with the current Conservation Gauge Signs (We Are Here F) scattered throughout the District. After much discussion the Committee agreed that the signs are indeed effective, however they are currently dated. The Committee suggested looking into creating new, more current signs that have interchangeable messaging to better inform the District about current situations with the water supply or season, for example "high fire threat." These new signs will replace the current signs that can be stored in the event that mandatory conservation becomes necessary again. 3.3. New Sewer Customer Outreach As a result of the Sewer Transfer Agreement with the City of Yorba Linda, on July 1, 2011, the District will be acquiring roughly 6,383 sewer accounts. In an effort to keep these new customers informed about the transfer and what they can expect, the District included an article in the Spring Newsletter outlining the details of the transfer. In conjunction with that article, a July bill stuffer is planned to be sent to those new sewer customers as a follow up. The Committee reviewed this bill stuffer and approved it with minor changes including reiterating once again, that new customers are not going to be experiencing any rate increase as a result of the transfer. In addition, as a result of reviewing the City's tax rolls against the District's customer databases and accounts, staff discovered that some customers have been billed redundantly by both the City and the District and may be entitled to receive a refund. The Committee reviewed and approved a draft letter that will be sent to those customers to inform them of this refund. 2 3.4. Dynamics GP Consultant Mr. Vega informed the committee that based on discussions with the Finance Director and HR Manager more training and assistance is needed with Dynamics GP's HR and Accounting Modules. Specifically reviewing the payroll process and system setup, reviewing the inventory module, reviewing Project Accounting, assisting with Dynamics GP's security, HR and payroll Training, and Dynamics GP's "Smartlist Builder" training to create reports. IT, Accounting, and HR staff called and met with two local consultants certified with Dynamics GP and recommended NeuLogics based in Mission Viejo for assisting the District in creating and implementing a high level plan. 3.5. Computerized Maintenance & Management System Project Status Mr. Vega updated the Committee on the Status of the CMMS project. He discussed the meeting held on May 19th with Westin regarding CityWorks configuration, work order types, work order templates, and equipment setup. The District's GIS geodatabase has been modified to accom- modate vertical assets based on Productions staff input. Production continues to work on building a vertical asset database and is identifying additional work order types. 3.6. Future Agenda Items and Staff Tasks ■ Status of Public Affairs Events ■ Facilities Tours for the Public ■ Future District Participation or Sponsorship in OC Taxpayers Assoc. Events 4. ADJOURNMENT 4.1. The meeting was adjourned at 1:07 p.m. The next regular meeting of the Public Affairs-Communications-Technology Committee will be held on July 13, 2011, at 12:00 p.m. 3