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.
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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.
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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.
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