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Home My WebLink About2013-02-04 - Public Affairs-Communications-Technology Committee Meeting Agenda Packet Yorba Linda Hater District AGENDA YORBA LINDA WATER DISTRICT PUB AFFAIRS-COMMUNICATIONS-TECH COMMITTEE MEETING Monday, February 4, 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. 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. YLWD Lobby Signage 2.3. Educational Kiosk (Verbal Report) 2.4. Spring Newsletter Draft Content (To be provided at the meeting.) 2.5. New Bottled Water Label Review (Verbal Report) 2.6. YLWD Campus Inspirational Messaging (Verbal Report) 2.7. Status of Public Outreach Activites 2.8. Status Report on Strategic Plan Initiatives 2.9. Future Agenda Items and Staff Tasks 3. ADJOURNMENT 3.1. The next Public Affairs-Communications-Technology Committee meeting will be held Wednesday, February 20, 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: February 4, 2013 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: Staff will update the Committee on the District's implementation of the Computerized Maintenance and Management System (CMMS). 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 final status of expenditures with regard to Task Release No. 2. The district paid Westin Engineering $17,672.56 (46%) of the $38,000 for support services. The 12 month term of Task Release No. 2 has ended. District IT staff assessed the status of expenditures to date with regard to Task Release No. 3. The district has paid Westin Engineering $0 (0%) of the $20,327.44 for support services. Training with the sewer crew will be scheduled the first week of February with additional training the second week. After this training is complete, the sewer crews understanding of the work order system will be assessed to determine the next step (going live or additional training). Going live with the sewer crew is anticipated before the end of February. Laptops and vehicle equipment have been ordered 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 PRIOR RELEVANT BOARD ACTION(S): 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. On December 19, 2012, the PACT Committee approved Task Release No. 3 amending the PSA with Westin Engineering, extending support services for another year using remaining budgeted funds in the amount not to exceed $20,327.44 (the amount remaining from Task Release No. 2) 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. ATTACHMENTS: Description: Type: Protected Cost for CMMS 2012 - 2013.xlsx Projected Cost for CMMS 2012-2013 Backup Material CMMS Projected Costs (updated January 29,2013) Project Total to Date: $329,143.55 EQUIP $0.00 $0.00 INVENTORY $0.00 $8,646.38 LABOR $0.00 $7,943.67 OUTSIDE SVC $388,000.00 $284,341.00 SUPPLIES $0.00 $28,212.50 Project Total to Date: $329,143.55 Projected Remaining Costs for Supplies&Outside Services $64,790.00 Project Total to Date $329,143.55 $393,934 *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. 3 with Westin Engineering * up to$20,327 $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 $329,143.55 $393,934 *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 November 27,2012) Project Total to Date: $329,143.55 EQUIP $0.00 $0.00 INVENTORY $0.00 $8,646.38 LABOR $0.00 $7,943.67 OUTSIDE SVC $388,000.00 $284,341.00 SUPPLIES $0.00 $28,212.50 Project Total to Date: $329,143.55 Projected Remaining Costs for Supplies&Outside Services $64,790.00 Project Total to Date $329,143.55 $393,934 *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 $329,143.55 $393,934 *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. 2.2 AGENDA REPORT Meeting Date: February 4, 2013 Subject: YLWD Lobby Signage SUMMARY: Submitted for consideration by the Committee are proofs for signage for the District's Lobby detailing our Mission, Vision & Core Values. ATTACHMENTS: Name: Description: Type: est22551 v3 PROOF Pg1 Core Values.pdf core values Backup Material est22551 v3 PROOF Pg2 Mission Statement.pdf mission Backup Material est22551 v3 PROOF Pg3 Vision Statement.pdf vision Backup Material Option A: Arial Bold font 60 in 14 CORE VALUES INTEGRITY ACCOUNTABILITY M RESPONSIBILITY TRANSPARENCY TEAMWORK Option B: Myriad Pro Bold j b CORE VALUES INTEGRITY ACCOUNTABILITY RESPONSIBILITY TRANSPARENCY TEAMWORK 7/8"dia. stand-off :j CORE VALUES � CORE VALUES INTEGRITY ACCOUNTABILITY INTEGRITY ACCOUNTABILITY wow I RESPONSIBILITY RESPONSIBILITY TRANSPARENCY TEAMWORK TRANSPARENCY TEAMWORK Moir, rw f i *Simulated view *Simulated view 1 ea.36"h x 60"wx 114"thick non-glare clear acrylic with first surface black vinyl text. 6 ea.718"dia.solid aluminum stand-offs for mounting to wall. J PME.RICgs 1265 Manassero St. #309-310 oK as is I ZQ Anaheim, CA 92807 Date: Rev. 01.24.13 Job #: est22551_3-pg 1 -Core Values (50 Phone: (714) 693-2989 OK with NO corrections a INSTANT i �i Fax: (714) 693-2925 Contact: Cody Peterson - Yorba Linda Water District Not OK send W M cikz Americas InstantSigns.com another proof Qa This is an original unpublished drawing created by America's Instant Signs in co junction with a pr ject being planned for the client It is not to be copied,reproduced or exhibited in any fashion to or by anyone outside of the clients organization,in whole or in part without the express written authorization of America's Instant Signs Option A: Arial Bold font F---18 in I F M LO L El OUR MISSION YORBA LINDA WATER DISTRICT WILL PROVIDE RELIABLE, HIGH QUALITY WATER C) AND SEWER SERVICES IN AN ENVIRONMENTALLY RESPONSIBLE MANNER,WHILE N MAINTAINING AN ECONOMICAL COSTAND UNPARALLELED CUSTOMER SERVICE TO OUR COMMUNITY. IM h 96 in OUR MISSION YORAA LINDAWATER DISTRICT WILL PROVIDE RELIABLE,NIGH QUALITY WATER AND SEWER SERVICES IN AN ENVIRONMENTALLY RESPONSIBLE MANNER,WHILE MAINTAINING AN ECONOMICAL COSTAND UNPARALLELED CUSTOMER SERVICE TO OUR COMMUNITY. 'Slmufatedview Option B: Myriad Pro Bold YL, W � J J J OUR MISSION YORBA LINDAWATER DISTRICT WILL PROVIDE RELIABLE,HIGH QUALITY WATER AND SEWER SERVICES IN AN ENVIRONMENTALLY RESPONSIBLE MANNER,WHILE MAINTAINING AN ECONOMICAL COSTAND UNPARALLELED CUSTOMER SERVICE TO OUR COMMUNITY. J J 7/8"dia. stand-off M 0 OURMISSION YORBA LINDAWATER DISTRICT WILL PROVIDE RELIABLE,HIGH QUALITY WATER AND SEWER SERVICES IN AN ENVIRONMENTALLY RESPONSIBLE MANNER,W HILE MAINTAINING AN ECONOMICAL COSTAND UNPARALLELED CUSTOMER SERVICE TO OUR COMMUNITY. 1 ea.20"h x 96"wx 114"thick non-glare clear acrylic with firstsurface black vinyl text. Logo:TBD. 6 ea. 718"dia.solid aluminum stand-offs for mounting to wall. KlmulatedvJew J NMERICgs 1265 Manassero St. #309-310 OK as is ! ZQ Anaheim, CA 92807 Date: Rev. 01.24.13 Job #: est22551_3-pg2-Mission Statement Art: BLM OK with �N Phone: (714) 693-2989 corrections Na N STA NT El i i Fax: (714) 693-2925 Contact: Cody Peterson - Yorba Linda Water District Not OK send W0 1 V - Americas InstantSigns.com another proof Qa JSiNCE This is an original unpublished dmv,g created by America's Instant Signs in conjunction with a pnoiject 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 organization,in whole or iu part without the express written authorization of America's Instant Signs. rssl Option A:Arial Regular font 80 in F OUR VISION YORBA LINDA WATER DISTRICT WILL BECOME THE LEADING, INNOVATIVE L AND EFFICIENT SOURCE FOR HIGH QUALITY RELIABLE SERVICES. a J U8"dia. stand-off OUR VISION YORBA LINDAWATER DISTRICT WILL BECOME THE LEADING,INNOVATIVE AND EFFICIENT SOURCE FOR HIGH QUALITY RELIABLE SERVICES. 000 all Option B: Times New Roman Bold J J J OUR VISION YORBA LINDAWATER DISTRICT WILL BECOME THE LEADING,INNOVATIVE AND EFFICIENT SOURCE FOR HIGH QUALITY RELIABLE SERVICES. � y OUR VISION YORBA LINDA WATER DISTRICT WILL BECOMETHE LEADIM,INNOVATIVE AND EFFICIENT SOURCE FOR NIGH QUALITY RELIABLE SERVICES. ■ D J 1 ea. 14"h x 80"wx 114"thick non-glare clear acrylic with first surface black&blue vinyl text. 6 ea.7 18"dio.solid aluminum stand-offs for mounting to wall. PMERICgs 1265 Manassero St. #309 J oK as is ! ZQ 1] (50 -310 Anaheim, CA 92807 Rev. 01.24.13 Vision Statement Date: Job #: est22551_3-pg3- Art: BLM OK with El Phone: (714) 693-2989 corrections Na INSTANT i �i Fax: (714) 693-2925 Contact: Cody Peterson - Yorba Linda Water District Not OK send W cikz AmericasInstantSigns.com another proof Qa This is an original unpublished d,--g created by America's Instant Signs in co junction with a pr ject being planned for the diem It is not to be copied,reproduced or exhibited iu any fashion to or by anyone outside of the clients organization,in whole or in part without the express written authorization of America's Instant Signs ITEM NO. 2.7 AGENDA REPORT Meeting Date: February 4, 2013 Subject: Status of Public Outreach Activites ATTACHMENTS: Description: Type: PACT - Public Outreach Activities FY 12-13.docx Public Outreach Activities Backup Material Special Events Date Description Business Materials Notes 07/03/12 Community Fundraiser East Lake Eagle Rays Swim Team 120 Water Bottles 07/05/12 Community Event The Cal South Outreach Program for Soccer 600 Water Bottles 07/18/12 School Fundraiser YLHS Men's Basketball 144 Water Bottles 07/26/12 Community Event YL Chamber of Commerce- Taste of YL 1,200 Water Bottles 07/26/12 Community Event Project 999 (Supporting Fallen Police Officers) 288 Water Bottles 08/03/12 School Fundraiser El Dorado HS Football Golf Tournament 120 Water Bottles 08/10/12 Community Fundraiser YL Relay for Life 750 Sports Bottles,Water Truck, Booth 08/16/12 School Fundraiser 5th Annual Ryan Bousquet Memorial Fun Run 264 Water Bottles 08/30/12 Community Event National Charity League Father/Daughter Event 384 Water Bottles 09/10/12 Community Fundraiser "Tee It Up For the Troops" Golf Tournament 168 Water Bottles 09/13/12 Community Event Kids' Community Swap Meet 360 Water Bottles 09/20/12 Health Expo Costco 200 Water Bottles/250 Squirt Bottles 350 YoYos 100 Frisbees 09/29/12 Community Fundraiser East Lake Village 200 Water Bottles 10/03/12 Community Event Littlest Angel Guild Annual Home Tour& Gift Fair 240 Water Bottles, 8 Traffic Cones 10/03/12 Fundraiser YL Pop Warner Football 340 Water Bottles 10/04/12 Fundraiser Es eranza High School PTSA 720 Water Bottles 10/12/12 Community Event Yorba Linda Girl Scout association. 500 Water Bottles 10/13/12 Community Event Placentia Heritage Festival 3,000 Sports Bottles 10/18/12 0 -a-thon Fairmont Elementary 1,200 Water Bottles 10/18/12 0 -a-thon Glenknoll Elementary 520 Water Bottles 10/25/12 Community Event City of Y.L. Parks & Rec. Senior Health Faire 504 Water Bottles, 500 Sports Bottles 10/25/12 Community Fundraiser St. Martin de Porres Catholic Church Halloween Fundraiser 504 Water Bottles 10/26/12 0 -a-thon Lakeview Elementary 528 Water Bottles 10/26/12 0 -a-thon Mable Paine Elementary 528 Water Bottles 11/01/12 0 -a-thon Van Buren Elementary 720 Water Bottles 11/01/12 0 -a-thon Glenview Elementary 480 Water Bottles 11/08/12 0 -a-thon Rose Drive Elementary 432 Water Bottles 11/10/12 Community Event City of YL Fiesta Days 1,500 Sport Bottles 11/17/12 Fundraiser YLHS Basketball 312 Water Bottles 11/22/12 Community Event Plymouth Rock'N Run 2,000 Sp ort Bottles, Frisbees,YoYos 12/08/12 School Fundraiser Es eranza Dance Team 480 Water Bottles 02/04/13 School Fundraiser Baseball Booster Club Golf Tournament 432 Water Bottles 02/14/13 Jo -a-thon Bryant Ranch Jo -a-thon 600 Water Bottles 03/16/13 School Event YLHS PTSA Mustang Pride Day 216 Water Bottles 03/17/13 Community Fundraiser R.E.A.C.H. Foundation, ShamRock n' Run 504 Water Bottles 03/28/13 , Community Event Cross ointe Church Easter Eggstravaganza 1,800 Water Bottles 06/01/13 Community Event Church of Jesus Christ of LDS 504 Water Bottles As of January 29, 2012, 21,412 Water Bottles Scheduled/Donated ITEM NO. 2.8 AGENDA REPORT Meeting Date: February 4, 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 Staff Sta Technology CP 1: Increase Brand Recognition within the Communit Enhance Resources for Public Signage for Board Room CP 1-A Information&Governmental Affairs Jul-11 Dec-11 Public Information Officer Approved and Ordered Division CP 1-B Develop a Public Relations Master Jul-11 Jun-12 Public Information Officer Public Affairs Workshop Plan with Measurable Goals Scheduled for 3/21. CP 1-E Effectively Use Broad Spectrum On-going On-going Public Information Officer Communication Opportunities CP 2: Increase Public Awareness of Water and Wastewater Related Issues Develop and Expand a Youth Exploring Options for replacing CP 2-13 Education Program Jul-11 On-going Public Information Officer MWDOC/DSC education program with YLWD program.