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Home My WebLink About2012-01-09 - Public Affairs-Communications-Technology Committee Meeting Agenda Packetr a Linda Water District AGENDA YORBA LINDA WATER DISTRICT PUB AFFAIRS - COMMUNICATIONS -TECH COMMITTEE MEETING Monday, January 9, 2012, 4:00 PM 1717 E Miraloma Ave, Placentia CA 92870 COMMITTEE Director Gary T. Melton, Chair Director Michael J. Beverage PUBLIC COMMENTS STAFF Ken Vecchiarelli, General Manager Art Vega, Interim IT Manager Damon Micalizzi, Public Information Officer 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. Dynamics GP Consultant Status (Verbal Report) 2.3. Computerized Maintenance and Management System Project Status 2.4. Review of New District Signage 2.5. 2012 Children's Water Education Festival 2.6. Public Outreach Activities 2.7. Status of Strategic Plan Initiatives 2.8. Future Agenda Items and Staff Tasks 3. ADJOURNMENT 3.1. The next meeting of the Public Affairs - Communications - Technology Committee will be held February 6, 2012 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. Meeting Date: To: From: Presented By: Prepared By: Subject: SUMMARY: AGENDA REPORT January 9, 2012 Public Affairs- Communications- Technology Committee Ken Vecchiarelli, General Manager Damon Micalizzi, Public Information Officer Damon Micalizzi, Public Information Officer Committee Activities Review and Future Objectives ITEM NO. 2.1 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) 2011. 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 2011, the following items of significance were discussed and /or considered by the Committee: • Committee Name Change • YLWD Slogan Review (Independent) • District Participation in 2011 Water Education Festival • Video /Audio Taping of District Meetings • Practice Fields Atop District Reservoirs • Water Education for Elementary Schools in YLWD • Re- Design of District Conservation Signs 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. • YLWD Website Makeover • Hidden Hills Reservoir Dedication Ceremony • History of YLWD Video & Kiosk Display • Electronic Agenda Display Meeting Date: To: From: Presented By: Prepared By Subject: SUMMARY: AGENDA REPORT January 9, 2012 Public Affairs - Communications Technology Committee Ken Vecchiarelli, General Manager ITEM NO. 2.3 Budgeted: Yes Total Budget: $338,000 Cost Estimate: $286,626 Westin Contracts Job No: 200915 Art Vega, Acting IT Manager Dept: Information Technology Reviewed by Legal: N/A Art Vega, Acting IT Manager CEQA Compliance: N/A Computerized Maintenance and Management System Project Status 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. On October 27, 2011 the Board authorized the General Manager to execute Task Release No. 2 amending the PSA between Westin, in the amount not to exceed $38,000 to provide for additional support services on an on -call as- needed basis. 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 $245,004.94 (98.5 %) of the $248,626.00 professional services contract to date for development, installation and initial training on the CityWorks CMMS software system. District IT staff assessed the status of expenditures to date with regard to Task Release No. 2. The District has paid Westin Engineering $0.00 (0 %) of the $38,000 for support services. A meeting was held on Dec. 14 with IT and Operations staff to discuss issues. Issues discussed were: connectivity issues, vehicle stands for laptops, additional wireless training, task menu changes in work orders, arrangement of drop boxes, GIS map layers, Dead end flushing, Air vac, and Cla valves. Two additional notebooks have been received and are currently being configured for CMMS. Attached for the Committee to review is an updated projected cost estimate for the CMMS project. ATTACHMENTS: Name: Description: Type: Protected Cost for CMMS 2011 - 2012.xlsx CMMS Projected Cost - Jan Backup Material CMMS Projected Costs (updated Nov. 29, 2011) Cost Category to Date Cost Bud et EQUIP $0.00 $0.00 INVENTORY $0.00 $0.00 LABOR $6,147.59 $0.00 OUTSIDE SVC $260,604.94 $338,000.00 SUPPLIES $18,9987 $0.00 Project Total to Date: $285,750.58 Projected Remaining Costs for Supplies & Outside Svc Cost Total Remaining amount in Westin Contract $3,621.06 Task Release No. 2 with Westin Engineering * up to $38,000 $38,000 CityWorks User Licenses (currently 15). 5 additional licenses ** 5 x $2,995 $14,975 Laptops with Verizon cards (15 Total 3 already purchased) * ** 11 X $2,350 $25,850 vehicle mounts for laptops (purchased 1) 14 x $7501 $10,500 CityWorks Administrator Training (John D. & Robyn S.) 2 x $3,4001 $6,800 Projected Remaining Costs for Supplies & Outside Services $99,746.06 Project Total to Date $285,750.58 Projected Cost for CMMS Project 1 1 $385,497 * Total amount of annual service contract may not be used. 1 -year term ** 16 -20 licenses $2995 /each, 21 -100 licenses $1,995 /each. Total amount of licenses needed still to be determined * ** Does not include monthy verizon card fee of $37.99 plus applicable taxes per card per month CMMS Projected Costs (updated Jan. 3, 2012) Cost Category to Date Cost Budget EQUIP $0.00 $0.00 INVENTORY $0.00 $0.00 LABOR $6,147.59 $0.00 OUTSIDE SVC $263,004.94 $338,000.00 SUPPLIES $23,765.67 $0.00 Project Total to Date: $292,918.20 Projected Remaining Costs for Supplies & Outside Svc Cost Total Remaining amount in Westin Contract $3,621.06 Task Release No. 2 with Westin Engineering * up to $38,000 $38,000 CityWorks User Licenses (currently 15). 5 additional licenses ** 5 x $2,995 $14,975 Laptops with Verizon cards (15 Total 3 already purchased) * ** 9 X $2,350 $21,150 vehicle mounts for laptops (purchased 1) 14 x $7501 $10,500 CityWorks Administrator Training (John D.) * * ** 1 x $3,4001 $3,400 Projected Remaining Costs for Supplies & Outside Services $91,646.06 Project Total to Date $292,918.20 Projected Cost for CMMS Project 1 1 $384,564 * Total amount of annual service contract may not be used. 1 -year term. ** 16 -20 licenses $2995 /each, 21 -100 licenses $1,995 /each. Total amount of licenses needed still to be determined. * ** Does not include monthy verizon card fee of $37.99 plus applicable taxes per card per month. * * ** The need for Administrator training for John is being evaluated. ITEM NO. 2.4 AGENDA REPORT Meeting Date: January 9, 2012 To: Public Affairs- Communications- Technology Committee From: Ken Vecchiarelli, General Manager Presented By: Damon Micalizzi, Public Information Officer Prepared By: Damon Micalizzi, Public Information Officer Subject: Review of New District Signage SUMMARY: With the drought restrictions lifted and the District no longer needing to implement mandatory conservation, YLWD opted to replace our Conservation Signs with new messaging aiming at promoting water use efficiency and the value of YLWD Product. A brief PowerPoint will show these new signs at their various locations across the District. Up for discussion is the effectiveness of these images and messages. Meeting Date: To: From: Presented By: Prepared By: Subject: SUMMARY: AGENDA REPORT January 9, 2012 Public Affairs- Communications- Technology Committee Ken Vecchiarelli, General Manager Damon Micalizzi, Public Information Officer Damon Micalizzi, Public Information Officer 2012 Children's Water Education Festival ITEM NO. 2.5 OCWD's Annual Children's Water Education Festival will be once again calling Yorba Linda home, with the event being hosted at the Nixon Library. In 2011, YLWD's team debuted as presenters, teaching students about the water cycle. This year, YLWD will aim for a more hands on activity educating the students about Water Quality. ITEM NO. 2.6 AGENDA REPORT Meeting Date: January 9, 2012 Subject: Public Outreach Activities STRATEGIC PLAN: CP 1 -A: Enhance Resources for Public Information and Governmental Affairs Division ATTACHMENTS: Description: Type: Public Outreach Activities FY 11- 12.docx Public Outreach Event: Backup Material Special Events Date Description Business Materials Notes 08/05/11 Walk -a -thon Yorba Linda Relay for Life- 24 hr walk 300 Sports Bottles, Water Truck 08/18/11 Jog -a -thon Esperanza HS- Memorial 3K Run 360 Water Bottles 09/23/11 School Fundraiser YLHS Men's Basketball 216 Water Bottles 10/01/11 Softball Fundraiser Girls Softball -Team Smith 168 Water Bottles 10/01/11 Community Event Walk to Cure Cervical Cancer 240 Water Bottles 10/05/11 School Fundraiser YLHS Water Polo 48 Water Bottles 10/12/11 Pop Warner Fundraiser Veteran's Field 144 Water Bottles 10/14/11 Jog -a -thon YLMS 3K Run for Success 600 Water Bottles 10/20/11 Community Event CHOC Fundraiser 360 Water Bottles, 10 traffic cones 10/21/11 Jog -a -thon Fairmont Elementary 1200 Water Bottles 10/22/11 Community Event City of YL Senior Health Fair 360 Water Bottles 10/26/11 Jog -a -thon Travis Ranch Elementary 600 Water Bottles 10/27/11 Jog -a -thon Mabel Payne Elementary 480 Water Bottles 10/27/11 Jog -a -thon Lakeview Elementary 600 Water Bottles 10/27/11 School Fundraiser Esperanza High School 264 Water Bottles 10/31/11 Jog -a -thon Linda Vista Elementary 816 Water Bottles 10/31/11 School Fundraiser Bryant Ranch Elementary 72 Water Bottles 11/10/11 Community Event "Wounded Warriors" Fundraiser 72 Water Bottles 11/10/11 Community Event YMCA Golf Tournament 240 Water Bottles 11/10/11 Jog -a -thon Glenknoll Elementary 504 Water Bottles 11/18/11 11/19/11 11/24/11 01/20/12 01/21/12 Jog -a -thon School Fundraiser 5K Run Jog -a -thon Community Event Van Buren Elementary YLHS Men's Basketball Plymouth Rock & Run 2011 Bryant Ranch Elementary YLHS Cheer & Song Team 672 Water Bottles 600 Water Bottles 2,500 Sports Bottles, Water Truck 600 Water Bottles 600 Water Bottles As of January 14, 2012, 10,116 Water Bottles Scheduled /Donated Fullerton Arboretum Class Attendance Date Description Customers Others Total Notes NOTE: Class Limit is 70 people. AGENDA REPORT Meeting Date: January 9, 2012 ITEM NO. 2.7 Subject: Status of Strategic Plan Initiatives ATTACHMENTS: i , a1Tr, : Description: Type: Strategic Plan Tracking- PACT.pdf Strategic Plan Initiatives Backup Material Strategic Plan Initiatives Status Report Public Affairs - Communication - Technology Committee Strategies Start Date Completion Lead Party Jan 2011 Progress Date OE 1: O timize Use of Existing Technolo ies Identify the Current Functionality of Dynamics GP: Waiting on Action Plan OE 1 -A Existing Technology and Determine if Jul -11 Sep -11 IT Director /EPIC Committee & Training Agenda for HR & Payroll it is Being Utilized to Full Capacity from Tom Santorro (NeuLogics) Evaluate How Each Department Might EPIC Committee/ Executive OE 1 -B Make Further Use of Existing Sep -11 Dec -11 Staff Committee to be Re -Orged Technology CP 1: Increase Brand Recognition within the Communit Enhance Resources for Public CP 1 -A Information & Governmental Affairs Jul -11 Dec -11 Public Information Officer Selection Process Underway Division CP 1 -B Develop a Public Relations Master Plan Jul -11 Jun -12 Public Information Officer N/A with Measurable Goals CP 1 -E Effectively Use Broad Spectrum On -going On -going Public Information Officer Underway Communication Opportunities CP 2: Increase Public Awareness of Water and Wastewater Related Issues CP 2 -13 Develop and Expand a Youth Jul -11 On -going Public Information Officer New A La Carte Education Program in Education Program the Works with MWDOC