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HomeMy WebLinkAbout2012-02-06 - Public Affairs-Communications-Technology Committee Meeting Agenda PacketYorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT PUB AFFAIRS - COMMUNICATIONS -TECH COMMITTEE MEETING Monday, February 6, 2012, 4:00 PM 1717 E Miraloma Ave, Placentia CA 92870 COMMITTEE Director Gary T. Melton, Chair Director Michael J. Beverage 1. 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. Computerized Maintenance and Management System Project Status 2.2. Dynamics GP Consultant Status 2.3. Update on District Signs (Verbal Report) 2.4. Meter Correction Customer Outreach (Verbal Report) 2.5. Spring Newsletter Draft Content (To be provided at the meeting.) 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 March 5, 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 February 6, 2012 Budgeted: Total Budget: Public Affairs - Communications- Cost Estimate: Technology Committee Ken Vecchiarelli, General Manager Art Vega, Acting IT Manager Robyn Shaw, Info Sytm Tech II /Programmer Job No: Dept: Reviewed by Legal: CEQA Compliance: ITEM NO. 2.1 Yes 338,000 286,626 200915 Information Technology N/A 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 $28,000 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 January 25 with Glenn Wolf from Westin Engineering to discuss connectivity issues, creating a new GIS map for the valve crew workorders, re- ordering of workorder fields and adding map layers. Different options were discussed with Glenn. He will be researching and working with staff to implement the best suited options to improve connectivity. Glenn will also be assisting GIS staff in preparing a GIS map for the valve crew with the intent for future maps needed for CMMS being created by IT Staff. Discussion have been held with operations staff regarding the valve workorders. Staff will be working on re- ordering the field locations for hydrant workorders based on operation staff feedback. District staff has met with a new laptop vehicle mount vendor. Staff is working on obtaining a demo unit and negotiating a price. Attached for the Committee to review is an updated projected cost estimate for the CMMS project. ATTACHMENTS: Name: Description: Type: Projected Cost for CMMS 2011 - 2012.xlsx Projected Cost for CMMS Backup Material CMMS Projected Costs (updated Jan. 31, 2012) 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 $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 5 already purchased) * ** 10 X $2,350 $23,500 vehicle mounts for laptops (purchased 1) 14 x $7501 $10,500 CityWorks Administrator Training (John D.) * * ** 1 x $3,4001 $3,400 Custom Cover Dell Latitude E6420 Notebook 15 x $14.99 $225 Projected Remaining Costs for Supplies & Outside Services $94,221.06 Project Total to Date $292,918.20 Projected Cost for CMMS Project 1 1 $387,139 * 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. CMMS Projected Costs (updated Jan. 3, 2012) 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 $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 W Cost 19 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 5 already purchased) * ** 10 X $2,350 $23,500 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 $93,996.06 Project Total to Date $292,918.20 r it Projected Cost for CMMS Project 1 1 $386,914 * 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. AGENDA REPORT Meeting Date: February 6, 2012 To: Public Affairs- Communications- Technology Committee From: Ken Vecchiarelli, General Manager Presented By: Art Vega, Acting IT Manager Prepared By: Art Vega, Acting IT Manager Subject: Dynamics GP Consultant Status SUMMARY: Dept: Reviewed by Legal CEQA Compliance: ITEM NO. 2.2 Information Technology N/A N/A In discussions with the Finance Manager, HR Manager and their staff it has become evident that more training and assistance is needed with Dynamics Great Plain's HR and Accounting Modules. The District's Strategic Plan identifies under Operational Efficiency Initiative No. OE 1 -A, which states "Identify the Current Functionality of Existing Technology and Determine if it is Being Utilized to Full Capacity ". The additional training identified above will provide an opportunity to more fully utilize the HR and Financial program within the District's enterprise software system (Dynamics GP) DISCUSSION: Mr. Tom Santoro from Neul-ogics has been working with staff and has completed his analysis of the HR Setup and has determined that there is no need for any HR setup changes. His recommendation on how to resolve the issues staff has been having with the HR module, is the need for additional training and some workflow changes. He will address workflow changes during his training based on best practices and his experience with other agencies. Attached for the Committee to review is Mr. Santoro's proposed training agenda outline which has been reviewed by HR and Finance staff. Training is scheduled for Tuesday, February 7, 2012 at 8:00 a.m. STRATEGIC PLAN: OE 1 -A: Identify the Current Functionality of Existing Technology and Determine if it is Being Utilized to Full Capacity ATTACHMENTS: Nam- HR Training Agenda.docx Description: HR Payroll Training Agenda Type: Backup Material Yorba Linda Water District Training Outline Dynamics GP - Human Resources and Payroll 1) Setup a) HRto Payroll Workflow i) User setup (payroll view for HR) b) Review HR Sets i) Health & 1— eansa; ee, Ret+Fee}eet; Miss (1) Examine "iRrePletes" — ,+ .. + IiRked- be- Aye-eR HR and o-.y+ ii (2) Update the setup-9 2) Cobra Process a) Overview b) 9 Map current workflow to GP te{+se P A.4L,4 Overview a) 19) Map GUFFeRt W9FldlA-;.A.x *A- GP 4) How to use - Training and Skills a) Overview b) Map current workflow to GP 5) How to Track Certifications a) Overview 6) How to track Discipline a) Overview AGENDA REPORT Meeting Date: February 6, 2012 ITEM NO. 2.5 Subject: Spring Newsletter Draft Content (To be provided at the meeting.) ATTACHMENTS: Name: Description: Type: What do you pay for internet service.docx Backup Material Backup Material YLWD Water Sources.docx Backup Material Backup Material What do you pay for internet service? How about your satellite TV or Cable? What's your monthly cell phone bill run? While these services are vital for business in some cases, for the post part they are luxuries that many people pay a premium for each month. We asked a random group of YLWD customers to round up some of their monthly bills to see how they compare to the average water bill. Here are the averages: Internet Cell Phone 50.00 80.00 Cable /Satellite Electric Bill 85.00 155.00 Fun HD 1:1 The average water bill in YLWD is $60 a month. Water isn't a luxury, it's a necessity. You can get three gallons of water from YLWD for a penny. When you look at the rest of the checks you write each month, your water bill is a bargain by comparison, no? T he average water bill in YLWD is $60 a month. Water isn't a luxury, it's a necessity. You can get three gallons of water from YLWD for a penny. When you look at the rest of the checks you write each month, your water bill is a bargain by comparison. An In -Depth Look at YLWD Water A common criticism we hear from customers is "Your water is so expensive." This statement is really inaccurate on several levels. First of all, Yorba Linda Water District doesn't "own" any water. We purchase every drop of it. Yorba Linda Water District's drinking water comes from two sources: local groundwater and "imported water ". Approximately 55% comes from local groundwater and 45% comes from "imported water" from the Colorado River via the Colorado River Aqueduct and from Northern California via the State Water Project. The blending of these sources varies according to your geographic location within the District. YLWD currently operates 12 wells within our service area that draw upon the Orange County Groundwater Basin. The basin, itself, began forming millions of years ago as mountains eroded and ocean sediments filled a deep valley, trapping Santa Ana River water between the layers of accumulated sand and gravel. It holds between 10 million and 40 million acre -feet of water, of which 1.25 million to 1.5 million acre -feet, or approximately half a billion gallons, is usable. The groundwater basin is managed by the Orange County Water District (OCWD), who allows more than 20 cities and water agencies, including YLWD, to withdraw water from the basin, via wells, at a cost of approximately $275 per acre -foot. Unfortunately, even for agencies that have access to the groundwater basin, there is a maximum percentage of water that can be pumped. In the past few years, that number has been between 62% and 65% of an agency's total water portfolio. In effect, there are no agencies in Orange County that provide 100% groundwater. The remainder of YLWD's drinking water is "imported" water, purchased through the Municipal Water District of Orange County ( MWDOC). MWDOC, in turn, purchases water from the State Water Project and the Colorado River Aqueduct, as part of a consortium of 26 agencies, through the Metropolitan Water District of Southern California (Metropolitan). MWDOC then delivers this water to its own 28 client agencies throughout Orange County, including YLWD, who provide retail water services to the public. The cost of imported water to the retail agencies, such as YLWD, is almost four times the cost of pumping out of the groundwater basin. The majority of YLWD's operating expenses are variable water costs, which include purchasing water from both OCWD and MWDOC, as well as electricity costs to pump water up to the highest elevations. For fiscal year 2010/11, the variable water costs were approximately $11 million, more than 50% of the total budget. As far as the water we deliver being "expensive ", YLWD understands that a delicate balance must held between environmental stewardship, providing reliable, high - quality water and sewer services, and maintaining the most economic cost to our customers. By comparison to some of the other water purveyors in region, YLWD is maintaining a very reasonable rate, with unparalleled service. Agency Brea, City of Monthly • $72.87 Yorba Linda Water District $74.73 Mesa Consolidated Water District $88.75 Laguna Beach County Water District $119.05 Golden State Water Company (Placentia) $121.07 South Coast Water District $128.20 * Based on 1" meter and 25 units of water Meeting Date: Subject: s ATTACHMENTS: AGENDA REPORT February 6, 2012 Public Outreach Activities Name: Description: Public Outreach Activities FY 11- 12.docx Activities Log ITEM NO. 2.6 Type: 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 Jog -a -thon Van Buren Elementary 672 Water Bottles 11/19/11 School Fundraiser YLHS Men's Basketball 600 Water Bottles 11/24/11 5K Run Plymouth Rock & Run 2011 2,500 Sports Bottles, Water Truck 01/20/12 Jog -a -thon Bryant Ranch Elementary 600 Water Bottles 01/21/12 Community Event YLHS Cheer & Song Team 600 Water Bottles 01/22/12 Community Event Ceremony to Honor Fire Station 10 of YL 264 Water Bottles 02/11/12 School Fundraiser El Dorado HS Dance Team 600 Water Bottles 03/10/12 Community Event Genealogical Society of North OC 120 Water Bottles As of January 14, 2012, 11,100 Water Bottles Scheduled /Donated Fullerton Arboretum Class Attendance Date Description Customers Others Total Notes 02/04/12 California Friendly Plants for the Garden 04/28/12 Irrigating the Low Water Use Garden 05/12/12 Basic Design Strategies for the Low Water Use Garden 06/23/12 Edibles in the Low Water Use Garden NOTE: Class Limit is 70 people. AGENDA REPORT Meeting Date: February 6, 2012 ITEM NO. 2.7 Subject: Status of Strategic Plan Initiatives ATTACHMENTS: Name: Description: Type: Strategic Plan Tracking- PACT.xlsx Strategic Plan Initiatives Backup Material Strategic Plan Initiatives Status Report Public Affairs- Communication - Technology Committee Completion Strategies Start Date Lead Party Feb 2012 Progress Date OE 1: O timize Use of Existing Technologies Dynamics GP: Training Agenda received from Identify the Current Functionality of Tom Santorro OE 1 -A Existing Technology and Determine if Jul -11 Sep -11 IT Director /EPIC Committee (NeuLogics) and accepted it is Being Utilized to Full Capacity by staff. Training will commence on Feb. 2 (4 gam Evaluate How Each Department Might EPIC Committee/ Executive Discussed at 2/2/12 OE 1 -13 Make Further Use of Existing Sep -11 Dec -11 Technology Staff meeting. 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 Interviews on 2/1-2/2 Division Develop a Public Relations Master Plan CP 1 -13 with Measurable Goals Jul -11 Jun -12 Public Information Officer Completed Effectively Use Broad Spectrum New Website Design CP 1 -E On -going On -going Public Information Officer Communication Opportunities Underway CP 2: Increase Public Awareness of Water and Wastewater Related Issues WEF- Program to be Develop and Expand a Youth CP 2 -13 Jul -11 On -going Public Information Officer taken to District Schools Education Program in Future.