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HomeMy WebLinkAbout2012-06-11 - Public Affairs-Communications-Technology Committee Meeting Agenda Packet Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT PUB AFFAIRS-COMMUNICATIONS-TECH COMMITTEE MEETING Monday, June 11, 2012, 4:00 PM 1717 E Miraloma Ave, Placentia CA 92870 COMMITTEE STAFF Director Gary T. Melton, Chair Ken Vecchiarelli, General Manager Director Michael J. Beverage Art Vega, Interim IT Manager Cindy Botts, Management Analyst 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. ACTION CALENDAR This portion of the agenda is for items where staff presentations and committee discussions are needed prior to formal committee action. 2.1. MWDOC Water Efficiency Bill Insert Options Recommendation: That the Committee consider this matter and provide direction to Staff. 3. 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. 3.1. Computerized Maintenance and Management System Project Status 3.2. Sewer Facilities GIS Conversion Status (Verbal Report) 3.3. Future Use of Water Conservation Community Signage 3.4. Public Outreach Activities 3.5. Status of Strategic Plan Initiatives (No Change) 3.6. Future Agenda Items and Staff Tasks 4. ADJOURNMENT 4.1. The next Public Affairs-Communications-Technology Committee meeting will be held Monday, July 2, 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. ITEM NO. 2.1 AGENDA REPORT Meeting Date: June 11 , 2012 Budgeted: Yes Total Budget: $10,800 To: Public Affairs-Communications- Cost Estimate: $500-$1,000 Technology Committee Funding Source: N/A From: Ken Vecchiarelli, General Account No: 1-2020-0580-00 Manager Presented By: Ken Vecchiarelli, General Dept: Administration/Public Manager Affairs Reviewed by Legal: No Prepared By: Cindy Botts, Management CEQA Compliance: N/A Analyst Subject: MWDOC Water Efficiency Bill Insert Options SUMMARY: MWDOC has prepared a free bill insert on water use efficiency entitled "July is Smart Irrigation Month." The insert will be provided to YLWD at no expense but there are various fees involved with publishing it. STAFF RECOMMENDATION: That the Committee consider this matter and provide direction to Staff. DISCUSSION: If the District opts to include MWDOC's bill insert there is a fee of one to two cents per insert charged by the bill printing company (InfoSend) for including the 1/3 sheet insert as well as an additional fee of one to two cents to print the YLWD logo on MWDOC's insert. The City has expressed interest in possibly including their logo on the insert as well and sharing the cost with the District. At 24,000 customers, the range of fees for the inclusion of this insert is $500-$1 ,000. STRATEGIC PLAN: CP 1-E: Effectively Use Broad Spectrum Communication Opportunities ATTACHMENTS: Nang. Description: Type: WUE Bill Insert- Summer 2012.pdf MWDOC WUE Bill Backup Material When is the best time to water? Watering in the early morning (between 4 a.m. and 8 a.m.) saves money and water, while keeping your grass, plants and trees healthier. Watering early when the sun is low and winds are calm: . Helps reduce water loss from evaporation due to heat and wind. Improves soil absorption so water and nutrients get to plant roots, where it's needed most. Always follow local watering guidelines and restrictions. MAFi 1 !�� uv ROTATING NOZZLE REBATE PROGRAM: Reduce water runoff and overspray by replacing your sprinkler heads with water-efficient rotating nozzles. Rotating nozzles water more evenly and uniformly, and they can reduce your outdoor water consumption by up to 30%. I if rent Rebate Level: $4 per nozzle. WEATHER-BASED IRRIGATION CONTROLLER REBATE PROGRAM: Take I control of your sprinkler system by installing a weather-based irrigation - controller. These controllers use information about your plants, soil, and weather conditions to give your landscape the right amount of water. f,_{ Current Rebate Level: Single-Family Residences: Up to $425 per fi residence; Multi-family Residents and Businesses: $25 per station (up to timer capacity) IV For more information: Visit www.mwdoc.com.com/services/smart•irrigation e DISTRICT Single-family residents,call (888)376-3314 OF ORANGE Multi-family residents and businesses,call (877) 728-2282 The Family of Orange CountyWaterAge 4.-Y -k 4 ITEM NO. 3.1 AGENDA REPORT Meeting Date: June 11 , 2012 Budgeted: Yes Total Budget: 338,000 To: Public Affairs-Communications- Technology Committee From: Ken Vecchiarelli, General Manager Job No: 200915 Presented By: Art Vega, Acting IT Manager Dept: Information Technology Reviewed by Legal: N/A Prepared By: Robyn Shaw, Info Sytm Tech CEQA Compliance: N/A II/Programmer Subject: Computerized Maintenance and 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. 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 and expenditures to date with regard to the Westin Engineering agreement. The District has paid Westin Engineering $248,589.44 (99.9%) 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. Glenn Wolf was on-site June 4th through June 6th. Cityworks and ArcGIS have been upgraded to the most current version which will bring additional functionality to both programs. Two additional vehicle mounts and power modules have been installed in the hydrant crew's vehicle's. All 4 hydrant vehicles now have vehicle mounts installed. Two additional mounts are in the process of being ordered for the valve crew. Furthermore, one additional notebook computer with Verizon modem card, and booster antenna is being ordered to complete the two needed for the valve crew. After these purchases, the District will have a total of 6 fully equipped notebooks and 6 vehicle stands. Four for the hydrant crew and two for the valve crew. An updated projected schedule will be presented at the meeting. Attached for the Committee to review is an updated projected cost estimate for the CMMS project. ATTACHMENTS: Nam, Description: Type: Projected Cost for CMMS 2011 - 2012.xlsx Projected Cost for CMMS Backup Material CMMS Projected Costs (updated June 05,2012) Cost Category to Date Cost Budget EQUIP $0.00 $0.00 INVENTORY $2,139.15 $0.00 LABOR $6,620.25 $0.00 OUTSIDE SVC $267,528.84 $338,000.00 SUPPLIES $28,031.04 $0.00 Project Total to Date: $304,319.28 Projected Remaining Costs for Supplies & Outside Svc cost Total Remaining amount in Westin Contract $36.56 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$2,365 $23,650 Vehicle mounts for laptops (purchased 4) 11 x$1,3211 $14,531 Projected Remaining Costs for Supplies&Outside Services $91,192.56 Project Total to Date $304,319.28 Projected Cost for CMMS Project 1 1 $395,512 *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 May.03,2012) Cost Category to Date Cost M luq22t EQUIP $0.00 $0.00 INVENTORY $2,139.15 $0.00 LABOR $6,620.25 $0.00 OUTSIDE SVC $266,668.84 $338,000.00 SUPPLIES $24,096.221 $0.00 Project Total to Date: $299,524.46 Projected Remaining Costs for Supplies & Outside Svc Cost Total Remaining amount in Westin Contract $36.56 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$2,365 $23,650 Vehicle mounts for laptops (purchased 1) 14 x$1,330 $18,620 Projected Remaining Costs for Supplies&Outside Services $95,281.56 Project Total to Date $299,524.46 Projected Cost for CMMS Project 1 1 $394,806 *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. Delivery Phases T13 T14 T15 T16 T17 T18 T19 T20 T21 T22 T23 T24 S-13 S-14 S-15 S-16 S-17 S-18 S-19 S-20 S-21 S-22 S-23 S-24 R-13 R-14 R-15 R-17 R-18 R-19 R-20 R-21 R-22 R-23 R-24 Q-13 Q-15 Q-16 0-17 Q- Q-19 Q-20 Q-21 Q-22 Q-23 Q-24 P-13 J P-14 P-15 P-16 P-17 P-18 P- P-20 P-21 P-22 P-23 P-24 0-13 0-14 0-15 0-16 Q-F 0-18 D-19 0 0-21 0-22 0-23 0-24 N-13 N-14 N-15 N-16 N- 7 N-18 N-19 N-20 21 N-22 N-23 N-24 M-1 M-14 M-15 M-16 M- 7 M-18 M-19 M-20 M-21 -22 M-23 M-24 L 3 L-14 L-15 L-16 L- 7 L-18 L-19 L-20 L-21 L-22 L-23 L-24 K- K-14 K-15 K-16 K-1 K-19 K-20 K-21 K-22 K123 K-24 J-13 J-14 -15 J-16 J-17 J-18 J-19 J-20 J-21 -22 J-23 J-24 1-13 I- 4 1-15 1-16 1-17 1-18 1-19 1-20 1-21 1-22 1-23 1-24 H-13 H-14 H-15 H-16 H-17 H-18 H-19 H-20 H-21 H-22 H-23 H-24 G-13 G-14 G-15 G-16 G-17 G-18 G-19 G-20 G-21 G-22 G-23 G-24 F-13 F-14 F-15 F-16 F-17 F-18 F-19 F-20 F-21 F-22 F-23 F-24 Yvrba Linda Water District Legend Delivery Phases: Date, Phase-1 19 Grids (61512012) Phase-2 60 Grids (71612012) Pilot 4 Grids !.511120121 No Data 97 Grids L- Service_Boundary N W E S TRAINING SCHEDULE Please keep in mind, schedule WILL change Day Time Attending Tuesday 8:15-9:15a Group 1 -Service orders, Continuous Service Agreements 9:15-10:15a Group 2 -Service orders, Continuous Service Agreements 10:15-12:30p Billing - Rachel Pati Linda Delia Jennifer 11:30-12:30p Lunch Cheryl 12:30-1p Lunch Pati and Denise 1-1:30p Lunch Katy, Delia and Rachel 12:30-1:30p Lunch Linda 1:30-3p Group 2 -Voids/Credits/Deposits 3:30-5p Group 1 -Voids/Credits/Deposits Wednesday 8-11:OOa Backflow -Robyn Ruben Nicki Derek Jennifer 11-12p Open Space 12-1p Lunch 1-2:30p Smartlist User -Cindy Miguel Nicki Amelia Anyone else 2:30-5p Smartlist Builder - Delia Robyn Joann Miguel Rachel Maria Jennifer Cindy Nicki Anyone else Thursday 8-9a FOG Fees -Ariel Nicki Rachel Delia 9-11:30a Misc Receipts - Linda Pati Rachel Delia 11:30-12:30p Lunch 12:30-3p Meter Reading -Jennifer Rick Nicole Dane? 3-5p & 1 on 1's - Pati Cheryl Denise Katy Cindy as available 1 on 1's Rachel Delia Group 1 Group2 Delia Rachel Cheryl Katy Denise Pati Nicki Linda CMMS Steering Committee Project Manager: Art Vega, Administrators: John DeCriscio, Robyn Shaw CMMS Schedule • Hydrants Phase 1 Complete Total Notebook Computers: 2 Fact Gathering and overview meeting—create schedule Custom Valves Map Phase 1 Repair, Replace, PM Template Reports Training Phase 1 Live July Cost Accounting Repair work orders generated through customer service Training • Valves Live startup June Phase 1 Total Notebook Computers: 2 Fact Gathering and overview meeting—create schedule complete Custom Valves Map complete Phase 1 Repair, Replace, PM Template in progress Reports in progress Training • Sewer Kickoff meeting August Phase 1 Total Notebook Computers: 2 Fact Gathering and overview meeting—create schedule Custom Map Phase 1 Repair, Replace, PM Template Reports Training • Leaks TBD Phase 1 Total Notebook Computers: 1 Fact Gathering and overview meeting—create schedule Custom Valves Map Phase 1 Repair, Replace, PM Templates 1 Reports Training • Production Delayed Total Notebook Computers: 3 has some unique challenges with reoccurring work order • Misc TBD Total Notebook Computers: 3 CSR-testing ongoing with each group Warehouse water quality Clay Valves Air Vacs SCADA ITEM NO. 3.3 AGENDA REPORT Meeting Date: June 11 , 2012 Budgeted: Yes Total Budget: $1,650 To: Public Affairs-Communications- Technology Committee Funding Source: Water Operating Fund From: Ken Vecchiarelli, General Account No: 1-2020-0580-05 Manager Presented By: Ken Vecchiarelli, General Dept: Administration Manager Reviewed by Legal: N/A Prepared By: Cindy Botts, Management CEQA Compliance: N/A Analyst Subject: Future Use of Water Conservation Community Signage SUMMARY: The District is in discussions with the City of Yorba Linda on the design of a joint-use community information sign based on the concept of irrigation runoff leading to stormwater pollution. This joint- use design would be placed at each of the six sites around the City of Yorba Linda. DISCUSSION: Staff has requested a quote from Instant Sign Center, who originally created the six community signs, to include printing of the design to be placed on the signs, as well as creation of the aluminum framing for the design. The original aluminum framing was installed in mid-2009 and had become damaged over time. The new aluminum framing should last approximately 2-3 years. Attached is a possible design for the new community signs. STRATEGIC PLAN: CP 1-E: Effectively Use Broad Spectrum Communication Opportunities ATTACHMENTS: Nary, Description: Type: Public Information Signs- with City of YL- Runoff.pdf Draft Joint-Use Community Sign Design Backup Material 1 1 • o a o O YL ITEM NO. 3.4 AGENDA REPORT Meeting Date: June 11 , 2012 Subject: Public Outreach Activities s ATTACHMENTS: Name: Description: Type: Public Outreach Activities FY 11-12.docx Public Outreach Activities 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 02/16/12 School Fundraiser YLHS Baseball 360 Water Bottles 02/26/12 Cub Scouts Fundraiser Cub Scouts Pack 580 360 Water Bottles 02/27/12 Community Event Friends Christian School 600 Water Bottles 03/08/12 School Fundraiser Travis Ranch Elementary 512 Water Bottles 03/10/12 Community Event Genealogical Society of North OC 120 Water Bottles 03/22/12 rSchool Fundraiser Esperanza High School Dance Team 600 Water Bottles 16,032 04/12/12 Community Event Yorba Linda Horse Show 600 Water Bottles Total 04/13/12 Community Event National Charity League 48 Water Bottles 2 04/19/12 Speaking Engagement Yorba Linda Women's Club 45 minute presentation on YLWD&WUE Gardening 6 04/23/12 Community Event City of Yorba Linda Volunteer Day 1200 Water Bottles Basic Design Strategies for the Low Water Use Garden 05/08/12 School Event Glenview Elementary School 600 Water Bottles and 600 Sports Bottles 06/23/12 05/09/12 Community Event City of Yorba Linda Employee Luncheon 168 Water Bottles 05/10/12 Community Fundraiser American Subcontractors Assoc. Golf Tourn. 96 Water Bottles 05/11/12 School Fundraiser Friends Christian School 312 Water Bottles 05/12/12 Community Event Girl Scouts Troop 149 Bingo Night 120 Water Bottles 05/17/12 Boy Scout Fundraiser Boy Scouts Troop 1613 Merit Badge Day 864 Water Bottles 06/07/12 Jog-a-thon Ovarian Cancer Orange County Alliance 312 Water Bottles 06/07/12 School Event Lakeview Elementary PTA 5t"Grade Promotion 168 Water Bottles 06/08/12 Community Event Bernardo Yorba Middle School Graduation 360 Water Bottles 06/09/12 Community Fundraiser Primitive Cross Fit Fundraiser for St.Jude's 120 Water Bottles 06/11/12 School Event Fairmont Elementary 6t" Grade Event 264 Water Bottles 06/12/12 Community Event Travis Ranch PTA 5t"Grade Celebration 600 Water Bottles 06/14/12 School Event Promotion Ceremony Linda Vista Elementary 168 Water Bottles As of June 6, 2012, 22,032 Water Bottles Scheduled/Donated Fullerton Arboretum Class Attendance Date Description Customers Others Total Notes 02/04/12 California Friendly Plants for the Garden 6 2 8 04/28/12 Irrigating the Low Water Use Garden 6 4 10 05/12/12 Basic Design Strategies for the Low Water Use Garden 5 3 8 06/23/12 Edibles in the Low Water Use Garden NOTE: Class Limit is 70 people.