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Home My WebLink About2013-01-07 - Public Affairs-Communications-Technology Committee Meeting Agenda Packet Yorba Linda Hater District AGENDA YORBA LINDA WATER DISTRICT PUB AFFAIRS-COMMUNICATIONS-TECH COMMITTEE MEETING Monday, January 7, 2013, 4:00 PM 1717 E Miraloma Ave, Placentia CA 92870 COMMITTEE STAFF Director Michael J. Beverage, Chair Steve Conklin, Acting General Manager Director Ric Collett 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. 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. New Operations Department Copier Lease Recommendation. That the Committee recommend the Board of Directors authorize the Acting General Manager to execute the new Lease Agreement with Konica Minolta for a new Bizhub C224 at a cost of$247.00 per month and a unit cost of$0.07330 per color copy and $0.0124 per black and white copy 2.2. YLWD Branding Signage for Board Room Recommendation. That the Committee recommend the Board of Directors approve the design for the Board Room at the cost of$1,715.76 to be taken out of the Public Affairs Budget for 2012-2013. 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. Signage/Branding Options for District Administration Building (Verbal Report) 3.2. Committee Activities Review and Future Objectives 3.3. Status Report on Strategic Plan Initiatives 3.4. Future Agenda Items and Staff Tasks 4. ADJOURNMENT 4.1. The next Public Affairs-Communications-Technology Committee meeting will be held Monday, February 4, 2013 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: January 7, 2013 Budgeted: Yes Total Budget: $4,500 To: Public Affairs-Communications- Cost Estimate: $247/mo. + cost per Technology Committee copy From: Steve Conklin, Acting General Account No: 1-0620-0600-20 Manager Presented By: Art Vega, Acting IT Manager Dept: Information Technology Reviewed by Legal: Pending Prepared By: Art Vega, Acting IT Manager CEQA Compliance: N/A Subject: New Operations Department Copier Lease SUMMARY: The District currently has one Konica Minolta Bizhub C220 copy machine in the Operations Department. The lease for this copier expired on November 29, 2012. Konica Minolta has proposed replacing the Bizhub C220 with a new Bizhub C224 at a lower lease cost. Attached for the Committee's review is Konica Minolta's new lease proposal. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors authorize the Acting General Manager to execute the new Lease Agreement with Konica Minolta for a new Bizhub C224 at a cost of$247.00 per month and a unit cost of $0.07330 per color copy and $0.0124 per black and white copy DISCUSSION: The new Bizhub C224 copier is Minolta's proposed replacement for our Bizhub C220 copier in Operations. The new copier's touch-screen display works almost identically to the current copier so there would be minimal need for additional training. Konica Minolta has proposed to lower the monthly cost and per page cost with the new lease. The lease for the new copier would be $247.00 per month with a unit cost of$0.07330 per color copy and $0.0124 per black and white copy. Based on average usage, it is projected that the District will save on average $18.57 a month compared to the previous lease. The cost includes the return costs associated with the current Bizhub C220 and no remaining lease payments will be due on the old copier. PRIOR RELEVANT BOARD ACTION(S): On June 23, 2011, the Board authorized the General Manager to execute a Lease Agreement with Konica Minolta for the leasing of 2 new copiers for the Administration Building. ATTACHMENTS: Name: Description: Type: Lease renewal for Ops copier from Konica Minolta 2012 12.pdf New Ops Copier Lease Proposal Backup Material Admikk KONICA MINOLTA Yorba Linda Water District Current Situation: Konica Mingita Bizhub C22Q Monthly Lease Cost (36 Month FMV lease): $ 251.00 Monthly service black and white (2000 copies @ .01694) 33.88 Monthly service color (254 copies @ .0968) 24.59 Total 309.47 Proposed Situation: Konica Min Ita BizhubQ24 Monthly Lease Cost (36 Month FMV lease): $ 247.04 Monthly service black and white (2000 copies @ .01264) 25.28 Monthly service color (254 copies @ .07330) 18.62 Total 290.89 MONTHLY 5AVINGS $ 18. 7 NOTES: New Bizhub C224 has full networking capabilities Increased productivity with Single Pass dual sided color scanning Includes return costs associated with current C220. No remaining payments will be due. Wendy Keown wkeown@kmbs.kon!cam inolta.us Major Account Executive Konica Minolta Business Solutions U.S.A., Inc. 1900 S. State College Suite 600 Anaheim, CA 92806 Direct: (714) 688-7726 KON ICA MINOLTA Yorba Linda Water District BIZHUB 0224 • Copy/Print at 22PPM B1acklWhite& Color • Scans at 80 PPM _ • Single Pass Dual sided scanning Document Feeder • Fax with PC Fax Capabilities(optional) • Mac&PCL6 Printing W Print from Wad,iPhone or tablet directly to the Bixhub • Scan to HDDIFTPISMBIUSB • 2-500 Sheet Universal Paper Drawers(included) 00 ■ 2 additional Paper Trays(optional) m 150 Sheet By-Pass Tray ■ 250GB Hard Disk Drive—stores 3,000 documents • Two-Sided"Duplex"Copying Printing ■ Large LCD Color Touch Screen for easy reading and use �f ■ vCare for Automated Meter Reads& Supply Notifications • Internal Finisher(included) • Stapling Finisher(optional) ■ I PRODUCTINFO N c«° — Copier/Printer/Scanner 36 Month lease — $ 247.00* Service and Supply Pricing Co. .01264 for black and white and .07330 for color. No monthly minimum volume required. M� *Upon commencement, we will return existing Bixhub C220 with no further payment necessary from Yorba Linda Water District, * PRICING Service Coverage includes toner,labor and ali parts IriN. vCare Automated Device Management—Automated meter readings,service calls and supply orders Includes Delivery,installation Sc Training CONNECT- CONIMUNICATE • NOTES WENDY KEOWN ■KONICA MINOLTA BUSINESS SOLUTIONS■ 1900 STATE COLLEGE BLVD ANAHEIM • (714)688-7726 wkeown(r7kmbs.konicaminolta.us ITEM NO. 2.2 AGENDA REPORT Meeting Date: January 7, 2013 Budgeted: No To: Public Affairs-Communications- Cost Estimate: $1,715 Technology Committee Funding Source: Multiple Funds From: Steve Conklin, Acting General Account No: 1-2020-0580-05 Manager Presented By: Damon Micalizzi, Public Dept: Board of Directors Information Officer Prepared By: Damon Micalizzi, Public CEQA Compliance: N/A Information Officer Subject: YLWD Branding Signage for Board Room SUMMARY: Over the past few meetings the Committee has discussed and reviewed potential options for adorning the wall behind the dais in the Board Room with the YLWD logo and slogan. This signage will brand our Board Room and present better photo opportunities, as the room currently is very bare. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors approve the design for the Board Room at the cost of$1,715.76 to be taken out of the Public Affairs Budget for 2012-2013. DISCUSSION: The idea was posed to the Committee after several photos were taken at Board Meetings, that "Branding" may be helpful where the photos were taken. The Committee discussed the design and over the course of several meetings, reviewed multiple proofs to arrive at the attached recommended look for the design. STRATEGIC PLAN: CP 1-A: Enhance Resources for Public Information and Governmental Affairs Division ATTACHMENTS: Description: Type: Approval Proof Vor22358est 8.pdf Proof Backup Material Estimate.pdf Estimate Backup Material 20"h x 90"w x 112"thick black acrylic with brushed laminate face.Logo Panel with letters and logo box routed out. 17.5"h x 87.5"w x 114"thick blue acrylic backer panel.Blue will show through when mounted to the back of Logo panel. 112"thick white flat cut acrylic letters. Will mount to blue backer. c 0 N Ldependent, Trusted& Reliable 6.5"h x 90"w x 112"thick black acrylic with brushed laminate face.Slogan Panel with letters routed out. 'Simulated layout Andy ervice for more than 100 Years�N AIL_ 4.5"h x 88"w x 114"thick black acrylic backer panel.Black will show through when mounted to the back of Slogan panel. Logo Panel: Logo panel: 20"h x 90"w x 112"thick black acrylic with brushed aluminum laminate face backed with 114"thick blue acrylic. Letters and logo box will be routed out of panel to expose blue acrylic. "YLW"Letters will be 112"thick white flat cut acrylic. Note: Corner radius of panel is proportionate to logo box corner radius. Slogan Panel: 6.5"h x 90"w x 112"thick black acrylic with brushed aluminum laminate face backed with 114"thick black acrylic. Letters will be routed out of panel to expose black acrylic. J 7 OK as is ! �LQ p,N1ERICgs 1265 Manassero St. #309-310 N Anaheim, CA 92807 Date: 1 2.27.12 Job #: Yor22358_8 Art: BLM OK with Phone: (714) 693-2989 corrections Na S'"sTa Fax:'S 714 693-2925 W� Contact: Cody Peterson - Yorba Linda Water District Not OK send Americas InstantSigns.eom another proof Qa 5 ce This is an original unpublished dmv, ,c eared by A—Ito's Instant Signs in o junction with a project being planned for the client It is not to be copied,reproduced or exhibited iu any fashion to or by anyone outside of the clients orgarnzation,in whole or iu part without the express written authorization of America's Instant Signs. 7991 Estimate Page 1 of 2 America's Instant Signs p.r 1265 Manassero St., Units 309-310 Estimate: 22358 Anaheim, CA 92807 ph. (714) 693-2989 fax (714) 693-2925 Printed: 1/2/2013 2:06:39PM email: aisigns @aol.com Description: Brushed Aluminum Logo and Letters for Boardroom Prepared For: Damon Micalizzi ph: (714) 701-3000 Company: Yorba Linda Water District email: dmicalizzi @ylwd.com Dear Damon: Thank you for working with me on your sign project. Below is the pricing for the layout, version 8, you requested. Please feel free to call if you have any questions, or you'd like us to begin work. Sincerely Linda Prina Product Font Qty Sides Height Width Unit Cost Install Item Total 1 Metal lam on 1/2" acryli 1 1 0 0 $1,422.00 $180.00 $1,602.00 Color: Description: BOARDROOM LOGO PANELS: •AIS to provide a layout for your approval, prior to production. • Fabricate individual dimensional letters and a logo panel: Logo Panel = Routed rectangular shape out of 1/2"thick black acrylic with a brushed aluminum laminate face, radius corners, at 20" x 90". Letters and logo box to be "cut out" and backed with 1/4" thick blue acrylic so that the letters are "recessed" and blue. YLW= Individual dimensional letters (YLW), routed out of 1/2"white acrylic glued to the blue face. Tag Line Panel = Routed rectangular shape out of 1/2" thick black acrylic with a brushed aluminum laminate face, radius corners, at 6.5"x 90". Letters to be "cut out" and backed with 1/4"thick black acrylic so that the letters are "recessed" and black. • Panels will have special mounts on the ends, to attach to the wood slats and/or wall behind. Please note the wall is curved, and there will be an "open area" behind the signs. * Installation is included. Text: www.AmericasinstantSigns.com Estimate Page 2 of 2 America's Instant Signs p.r 1265 Manassero St., Units 309-310 Estimate: 22358 Anaheim, CA 92807 ph. (714) 693-2989 fax (714) 693-2925 Printed: 1/2/2013 2:06:39PM email: aisigns @aol.com Notes: Line Item Total: $1,602.00 DEPOSIT: 50%deposit is required upon placement of order; balance due upon completion. Tax Exempt Amt: $180.00 TURNAROUND: Please allow 14 working days for production. Subtotal: $1,602.00 Taxes: $113.76 Total: $1,715.76 Company: Yorba Linda Water District 1717 E. Miraloma Avenue Received/Accepted By: Placentia, CA / / www.AmericasinstantSigns.com ITEM NO. 3.2 AGENDA REPORT Meeting Date: January 7, 2013 To: Public Affairs-Communications- Technology Committee From: Steve Conklin, Acting General Manager Presented By: Damon Micalizzi, Public Information Officer Prepared By: Damon Micalizzi, Public Information Officer Subject: Committee Activities Review and Future Objectives SUMMARY: 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) 2012. 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 2012, the following items of significance were discussed and/or considered by the Committee: • Signage/Branding for Board Room -The Committee selected a final draft and requested that it be presented before the full board. • District Promotional Displays -The District purchased a presentation backdrop, table covers, a pop-up, banner, magazine racks, and chairs all personalized with the District's logo. • Water Conservation Signage -After much debate the Water Conservation signage was taken down and placed in storage • OCWD Water Education Festival Presentation -The District was represented by staff at the Festival who gave a presentation on the water cycle to students from throughout the county. • Website Redesign -The District's website was redesigned and launched. • Bottled Water Label Contest -The Second Annual Bottle Water Label Contest was a major success with online voting being used for the first time. • Bottled Water Policy/Supply & Demand -The Committee reviewed its bottled water policy and increased the amount of water that it ordered for the year 2013. • Promotional Collateral Inventory and Replacement -The District ordered more rain drops, pens, pencils, yoyo's, and Frisbees. . Water Lines Newsletter Redesign and Review of District Printed Collateral -Given a new look an YLWD Brand was redesigned for consistency across all printed collateral. 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. • Mission, Vision Statement & Core Values Signage for District Administration Building • Touch-Screen Display for Training Room • Interactive Digital Display for Lobby/History of YLWD Video & Kiosk Display • Electronic Agenda Display ITEM NO. 3.3 AGENDA REPORT Meeting Date: January 7, 2013 Subject: Status Report on Strategic Plan Initiatives ATTACHMENTS: Description: Type: PACT - Strategic Plan Trackinq.xlsx Strategic Plan Tracking Backup Material Strategic Plan Initiatives Status Report Public Affairs-Communication-Technology Committee Strategies Start Date Completion Lead Party December Progress January Progress Date OE 1: O timize Use of Existing Technologies Negotium work and training for Reviewed by Legal. Awaiting Identify the Current Functionality of Dynamics GP pending legal. insurance information and OE 1-A Existing Technology and Determine if Jul-11 Sep-11 IT Director/EPIC Committee Reviewed by PACT in November. request for extra services letter it is Being Utilized to Full Capacity Tentatively scheduled to start from Negotium. this work on January Evaluate How Each Department Might EPIC Committee/ Executive OE 1-B Make Further Use of Existing Sep-11 Dec-11 Sta Staff Technology CP 1: Increase Brand Recognition within the Communit Enhance Resources for Public Reviewing new Signage for Board CP 1-A Information&Governmental Affairs Division Jul-11 Dec-11 Public Information Officer Room. CP 1-B Develop a Public Relations Master Jul-11 Jun-12 Public Information Officer YLWD Communications Plan Plan with Measurable Goals being updated. CP 1-E Effectively Use Broad Spectrum On-going On-going Public Information Officer New YLWD.com launched. Social Communication Opportunities Media Campaign underway. CP 2: Increase Public Awareness of Water and Wastewater Related Issues Develop and Expand a Youth Record#of Applicants and CP 2-13 Education Program Jul-11 On-going Public Information Officer Partnership with the PYLSD for Bottled Water Label Contest