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HomeMy WebLinkAbout2011-08-01 - Public Affairs-Communications-Technology Committee Meeting Agenda Packet Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT PUB AFFAIRS-COMMUNICATIONS-TECH COMMITTEE MEETING Monday, August 1, 2011,12:00 PM 1717 E Miraloma Ave, Placentia CA 92870 COMMITTEE STAFF Director Phil Hawkins, Chair Ken Vecchiarelli, General Manager Director Gary T. Melton Art Vega, Info Systems Administrator 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. Elk Mountain Project Update (Verbal Report) 2.2. Compensation Transparency on Website 2.3. Draft Summer Newsletter (Verbal Report) 2.4. Status of Dynamics GP Consultant (Verbal Report) 2.5. Computerized Maintenance & Management System Project Status 2.6. Video Recording of Board of Directors Meetings (Verbal Report) 2.7. Status Report on Committee Specific Strategic Plan Initiatives 2.8. Future Agenda Items and Staff Tasks 3. ADJOURNMENT 3.1. The next regular meeting of the Public Affairs-Communications-Technology Committee is scheduled September 5, 2011 at 4:00 p.m. but will be rescheduled due to the holiday. 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. 2.2 AGENDA REPORT Meeting Date: August 1, 2011 To: Public Affairs-Communications- Technology Committee From: Ken Vecchiarelli, General Manager Prepared By: Damon Micalizzi, Public Information Officer Subject: Compensation Transparency on Website ATTACHMENTS: Name: cv, i~a$icri: a ype: ylwd.comCompensation_Transparency.docx YLWD Compensation Transparency Backup Material YLWD Compensation Transparency for 2010 Director Name Compensation for 2010 Calendar Year Michael J. Beverage $10,350.00 Position Base Salary Range* Ric Collett $7,350.00 General Manager $160,140.00 Phil Hawkins $7,350.00 Engineering Manager $108,130.46 - $131,746.57 William Mills $10,200.00 Operations Manager $108,130.46 - $131,746.57 Paul Armstrong $150.00 Human Resources Manager $102,981.42 - $125,472.88 John Summerfield $9,300.00 Finance Manager $108,130.46 - $131,746.57 *Amounts listed under base salary range were calculated using the hourly rates, for the positions listed, from the District's Management Classifications & Salary Range table (step 1 and step 9). The base salary listed for the General Manager is from the most current approved contract. Employer-paid benefits for management employees include 40 hours of paid management leave, auto allowance (unless provided with a District vehicle), insurance (health, dental, vision, life, AD&D and LTD), EAP, and PERS. Management employees are not paid overtime. The District pays the current premium amount for employees and 2/3 of the premium amount for eligible dependents for health, dental, and vision coverage. The District's cost for medical, dental, and vision coverage ranges from $478.30 to $1,326.83 per employee, per month (depending on dependent coverage). The District also provides Group Life and AD&D insurance in the amount of one times the employee's basic annual salary. The District's cost for Group Life/AD&D coverage is $0.159 per thousand dollars of coverage. The District also provides Long Term Disability for its employees at a cost of $0.272 per hundred dollars of coverage. Employees are covered by an employee assistance program (EAP) at a cost of $2.20 per employee, per month. Board members are not eligible for Life and AD&D, LTD, or EAP coverage. The District pays the current premium amounts for any employee who retires from the District for health, dental, and vision insurance and 2/3 of the premium amount for eligible dependents. This benefit accrues at a rate of 1 year for each 3 years of service to the District. To be eligible for this benefit, the employee must be at least 50 years of age, have 5 years of service with the District, and must retire from the District while in good standing. Employees of Yorba Linda Water District participate in CalPERS retirement. The District pays 100 percent of the employee's 7% contribution. Vacation days for all employees (including management) are accrued as follows: Full-time employees shall accrue paid vacation up to the maximum accrual amount, at the following rate per month: For up to 5 years service - 6 2/3 hours per month (10 days per year) (vacation accrual = 80 hours, the maximum hours of vacation that can be accumulated shall be 120 hours) Five but less than 15 years service - 10 hours per month (15 days per year) (vacation accrual = 120 hours, maximum accumulation = 180 hours) Fifteen or more years service 13 1/3 hours per month (20 days per year) (vacation accrual = 160 hours, maximum accumulation = 240 hours) Board members are compensated $150 per day for each day's attendance at meetings of the Board of Directors and other meetings attended at the request of the Board of Directors. Compensation for any type of service cannot exceed 10 days in any calendar month. The District does not provide any of its Directors or employees with loans. ITEM NO. 2.5 AGENDA REPORT Meeting Date: August 1, 2011 Budgeted: Yes Total Budget: $300,000 To: Public Affairs-Communications- Cost Estimate: $248,626 Technology Committee From: Ken Vecchiarelli, General Manager Job No: 200915 Presented By: Art Vega, Acting IT Director Dept: Information Technology Reviewed by Legal: N/A Prepared By: Art Vega, Acting IT Director CEQA Compliance: N/A Subject: Computerized Maintenance & Management System Project Status SUMMARY: On July 22, 2010, the Board authorized the General Manager to execute a Professional Services Agreement with Westin Engineering, in the amount of $248,626, to provide Computerized Maintenance & Management System (CMMS) software and implementation services. The software proposed by Westin Engineering was Azteca's CityWorks software solution. The scope of work in the professional services agreement identified 6 phases. District staff and Westin Engineering are currently working on phase 4 and about to start phase 5 of this project. DISCUSSION: District IT staff assessed the status, schedule and expenditures to date with regard to the Westin Engineering agreement. The District has paid Westin Engineering $209,902.80 (84%) of the $248,626.00 professional services contract to date. Glenn from Westin using remote assistance software spent time on July 22 and 25 with the District's Water Maintenance Superintendent to assist him with work orders and the system. IT Staff and the Chief Plant Operator will meet with Customer Service Supervisor, Engineering Manager and the Finance Manager to go over work order work flow. Glenn from Westin was tentatively scheduled for a site visit the week of July 25 that has been pushed back to the week of August 1. The additional time was needed to give the District more time to get ready for the pilot and to give the Water Maintenance Superintendent more time to test the system and complete work order templates. The goal of this visit will be for the District to develop a pilot process. The Chief Plant Operator along with the Water Maintenance Operator will be developing work order scenarios to use during the pre-pilot training process. Production staff has completed work on the vertical asset database. GIS staff is currently in the process of integrated those assets into GIS. ITEM NO. 2.7 AGENDA REPORT Meeting Date: August 1, 2011 Reviewed by Legal: N/A Subject: Status Report on Committee Specific Strategic Plan Initiatives ATTACHMENTS: Name: Description: Type: Strategic Plan Tracking- PACT.xlsx Strategic Plan Tracking Backup Material Strategic Plan Initiatives Status Report Public Affairs - Communication - Technology Committee Completion Strategies Start Date Lead Party Jul 2011 Progress Date OE 1: O timize Use of Existin g Technologies Identify the Current Dynamics GP: Reconciling District's PSA and Functionality of NeuLogics MSA for training and configuration Existing Technology IT Director/ EPIC OE 1 -A Jul -11 Sep -11 changes to Dynamics GP Software. and Determine if it is Committee Network Fleet: Discussion will be held at next Being Utilized to Full Managers Meeting on 8/02 Capacity Evaluate How Each Department Might EPIC Committee/ OE 1 -13 Make Further Use of Sep -11 Dec -11 Executive Staff Existing Technology CP 1: Increase Brand Recognition within the Communit Enhance Resources for 2011/ 12 Budget Passed. Initial outreach to CP 1 -A Public Information & Jul -11 Dec -11 Public Information Chapman University for Interns has been Governmental Affairs Officer made. Division Develop a Public Public Information CP 1 -13 Relations Master Plan Jul -11 Jun -12 Draft Document is underway. Officer with Measurable Goals Effectively Use Broad Website makeover underway, social media Spectrum Public Information CP 1 -E Communication On -going On -going Officer sites have been set up and will be utilized Opportunities more. CP 2: Increase Public Awareness of Water and Wastewater Related Issues Develop and Expand a Working with Discovery Science Center to Public Information CP 2 -13 Youth Education Jul -11 On -going Officer enhance their School Education Program in Program YLWD. - Bottled Water Label Contest.