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HomeMy WebLinkAbout2012-10-01 - Public Affairs-Communications-Technology Committee Meeting Agenda Packet Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT PUB AFFAIRS-COMMUNICATIONS-TECH COMMITTEE MEETING Monday, October 1, 2012, 4:00 PM 1717 E Miraloma Ave, Placentia CA 92870 COMMITTEE STAFF Director Gary T. Melton, Chair Steve Conklin, Acting General Manager Director Michael J. Beverage Art Vega, Interim IT Manager Damon Micalizzi, Public Information 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. Computerized Maintenance and Management System Project Status 2.2. Faxing & Printer Toner Issue (Verbal Report) 2.3. Bottled Water Contest Update (Verbal Report) 2.4. Status of Website Redesign (Verbal Report) 2.5. Public Affairs Workshop (Verbal Report) 2.6. Past Due Reminder Notice 2.7. Status Report on Strategic Plan Initiatives 2.8. Future Agenda Items and Staff Tasks 3. ADJOURNMENT 3.1. The next Public Affairs-Communications-Technology Committee meeting will be held Monday, November 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. ITEM NO. 2.1 AGENDA REPORT Meeting Date: October 1, 2012 Budgeted: Yes Total Budget: $388,000 To: Public Affairs-Communications- Technology Committee From: Steve Conklin, Acting 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 with Westin, in the amount not to exceed $38,000 to provide for additional support services on an on-call as-needed basis. For the 2012/13 budget year the CMMS CIP project was increased by $50,000. DISCUSSION: District IT staff assessed the status and expenditures to date with regard to the Westin Engineering agreement. The District has paid Westin Engineering 100% of the $ 248,626 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 $17,672.56 (46%) of the $38,000 for support services. Final valve crew training will be held on 9/26. Valve crew will be live October 1. Sewer crew fact gathering meeting held on 9/10. Attached for the Committee's review is an updated projected cost estimate for the CMMS project. STRATEGIC PLAN: OE 1-B: Evaluate How Each Department Might Make Further Use of Existing Technology ATTACHMENTS: Name: Description: Type: Protected Cost for CMMS 2012 - 2013.xlsx Projected Cost for CMMS 2012-2013 Backup Material CMMS Projected Costs (updated September 25,2012) Project Total to Date: $326,954.03 EQUIP $0.00 $0.00 INVENTORY $0.00 $8,646.38 LABOR $0.00 $7,943.67 OUTSIDE SVC $388,000.00 $282,316.40 SUPPLIES $0.00 $28,047.58 Project Total to Date: $326,954.03 Projected Remaining Costs for Supplies&Outside Services $64,790.00 Project Total to Date $326,954.03 . Ig"(gow, 1 1 $391,744 *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. Remaining amount in Westin Contract $0.00 Task Release No. 2 with Westin Engineering * up to$38,000 $20,327 CityWorks User Licenses (currently 15). 5 additional licenses ** 5 x$2,995 $14,975 Laptops with Verizon cards (15 Total 7 already purchased)*** 8 X$2,365 $18,920 Vehicle mounts for laptops (purchased 7) 8 x$1,3211 $10,568 Projected Remaining Costs for Supplies&Outside Services $64,790.00 Project Total to Date $326,954.03 . Ig"(gow, 1 1 $391,744 *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 August 27,2012) Project Total to Date: $323,639.03 EQUIP $0.00 $0.00 INVENTORY $0.00 $8,646.38 LABOR $0.00 $7,943.67 OUTSIDE SVC $388,000.00 $279,001.40 SUPPLIES $0.00 $28,047.58 Project Total to Date: $323,639.03 Projected Remaining Costs for Supplies&Outside Services $66,816.00 Project Total to Date $323,639.03 Projected 'I ' *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. Remaining amount in Westin Contract $0.00 Task Release No. 2 with Westin Engineering * up to$38,000 $22,353 CityWorks User Licenses (currently 15). 5 additional licenses ** 5 x$2,995 $14,975 Laptops with Verizon cards (15 Total 7 already purchased)*** 8 X$2,365 $18,920 Vehicle mounts for laptops (purchased 7) 8 x$1,3211 $10,568 Projected Remaining Costs for Supplies&Outside Services $66,816.00 Project Total to Date $323,639.03 Projected 'I ' *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. ITEM NO. 2.6 AGENDA REPORT Meeting Date: October 1, 2012 To: Public Affairs-Communications- Technology Committee From: Steve Conklin, Acting General Manager Presented By: Steve Conklin, Acting General Manager Prepared By: Damon Micalizzi, Public Information Officer Subject: Past Due Reminder Notice SUMMARY: A rather verbose and aggressive customer contacted the District at the Customer Service Counter with concerns about a recent Past Due Reminder Notice he received. Additional staff was ultimately requested at the front desk for precautionary reasons as the customer grew more irritable. Attached is a copy of the Reminder Notice, which was recently created as a result of the Board's adopting Resolution No. 12-06 Adopting Water Development and Customer Service Fees. As can be seen, the notice is certainly clear and reasonable, and includes all of the necessary information. Up for discussion is potential editing of the notice to possibly add some verbiage to "soften the tone" with hopes to prevent the frequency of future similar incidents occurring. ATTACHMENTS: .._..._. Description: Type: Document.pdf Past Due Notice(REDACTED) Backup Material Yorba Linda CUSTOMER NAME: Water District ACCOUNT NUMBER: SERVICE ADDRESS: PAST DUE REMINDER NOTICE PAST DUE AMOUNT: $33.00 Dear Sir/Madam: Your water bill is now past due. Full payment must be received in our office by the due date indicated on your bill. A Late Fee of$3.00, which represents 109 of your past due water charges (not to exceed $10) has been added to your amount. Your revised past due amount is now$33.00. Should this amount not be paid in full by 09/25/2012, a $10 Notice of Discontinuance (Yellow Tag) Fee will be assessed. If payment has already been made, the Late Fee has been applied to your account, however no payment is necessary at this time. Please keep in mind that you may pay your bill online 24 hours a day, 7 days a week through our website at www.ylwd.com. During the one-time account set-up process you will be provided with an option to go green and establish paperless billing. If you have any questions, please feel free to contact a customer service representative at 714-701-3000. Regards, Yorba Linda Water District Billing Department ITEM NO. 2.7 AGENDA REPORT Meeting Date: October 1, 2012 Subject: Status Report on Strategic Plan Initiatives ATTACHMENTS: Description: Type: PACT - Strategic Plan Trackinq.xlsx Strategic Plan-September Backup Material Strategic Plan Initiatives Status Report Public Affairs-Communication-Technology Committee Strategies Start Date Completion Lead Party July 2012 Progress August 2012 Progress September 2012 Progress Date OE 1: O timize Use of Existing Technolo ies Network Fleet(Vehicle GPS) Network Fleet(Vehicle GPS) Identify the Current Functionality of Training rescheduled for Aug. Working with Chris Zeiler from Training held Aug.21. Working OE 1-A Existing Technology and Determine if Jul-11 Sep-11 IT Director/EPIC Committee 21. The need for more on updating contract with Negotium and legal on Dynamics it is Being Utilized to Full Capacity Dynamics GP HR training GP HR work 8v addendum to PSA Neu Logics/Negotium identified and to be scheduled. Evaluate How Each Department Might Joomla Training for 15 Staff EPIC Committee/Executive Discussed at Monthly Manager Discussed at Monthly Manager OE 1-B Make Further Use of Existing Sep-11 Dec-11 Staff Meetings Meetings Members Scheduled for October Technology 9th. CP 1: Increase Brand Recognition within the Communit Enhance Resources for Public Purchased promotional displays The District procurred an Intern CP 1-A Information&Governmental Affairs Jul-11 Dec-11 Public Information Officer to enhance District public PIO returned to work Division for Public Affairs in March 2012. outreach. Develop a Public Relations Master Presented at Board Workshop No further development has been YLWD Communications Plan is CP 1-B Plan with Measurable Goals Jul-11 Jun-12 Public Information Officer November 14,2011 made at this time. currently being updated. Effectively Use Broad Spectrum The summer newsletter was Progress was made on the fall CP 1-E Communication Opportunities On-going On-going Public Information Officer received well by the public. newsletter. YLWD.COM 3.0 Nearly Complete CP 2: Increase Public Awareness of Water and Wastewater Related Issues immon- Number of Discovery Science Ordered promotional materials Develop and Expand a Youth focusing on water,Created water CP 2-B Jul-11 On-going Public Information Officer Center children increased in Education Program early 2012 for the FY 2012/13. based theme for 3rd Annual Bottled Water Label Contest.