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HomeMy WebLinkAbout2013-05-22 - Public Affairs-Communications-Technology Committee Meeting Agenda PacketYorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT PUB AFFAIRS - COMMUNICATIONS -TECH COMMITTEE MEETING Wednesday, May 22, 2013, 3:00 PM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. ROLL CALL COMMITTEE STAFF Director Michael J. Beverage, Chair Steve Conklin, Acting General Manager Director Ric Collett Art Vega, Acting IT Manager Damon Micalizzi, Public Information Officer 3. 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. 4. 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. 4.1. Promotional Items for FY 2013/14 (Verbal Report) 4.2. Options for Water Education for FY 2013/14 (Verbal Report) 4.3. Draft Summer Newsletter Content 4.4. YLWD.com Review and Social Media Analytics Report (To be provided at the meeting.) 4.5. Future Agenda Items and Staff Tasks 5. ADJOURNMENT 5.1. The next Public Affairs - Communications - Technology Committee meeting is scheduled to be held Monday, June 3, 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. 4.3 AGENDA REPORT Meeting Date: May 22, 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: Draft Summer Newsletter Content SUMMARY: Proposed draft stories for the summer Newsletter are attached for the Committee to review. ATTACHMENTS: DRAFT SUMMER CONTENT.docx Description: DRAFT SUMMER CONTENT Type: Backup Material (Page 2 Letter from the Acting GM) The Value of Tap Water A comment we often hear is: Your water is so expensive. However, Yorba Linda Water District doesn't own any water. We purchase every drop from Metropolitan Water District of Southern California (MWD) our source for import water, and via Orange County Water District (OCWD), presiding over the groundwater basin. Tap water costs you less than a penny a gallon. Yet how many of us consider what it takes to treat and deliver safe and reliable water to homes and businesses every single day? There is, for example, the challenge of meeting increasingly stringent drinking water regulations that can require new treatment technologies. There is the need to repair and upgrade aging pipelines, pumps, and other facilities, some more than 100 years old. And there is the rising cost of electricity to transport and treat the water. Diving a little deeper into the facts, the truth is, water is free, the costs you pay on your monthly water bill are all for shipping and handling. The water you receive at your tap may come from a nearby well or it may travel hundreds of miles through canals or pipelines to reach your tap. In either case, your tap water is filtered, cleaned, tested and distributed in an exhaustive process that produces some of the highest quality drinking water in the nation and the world. What Drives Water Rates Some of the factors affecting the cost of treating and delivering water: Rising treatment costs: California tap water meets some of the most rigorous water quality standards in the nation. Producing high- quality water requires significant investments in treatment technologies. Aging water infrastructure: From treatment plants to pumping stations to local storage tanks to pipelines, much of the system that delivers water to Californians was built decades ago. Aging parts of that system must be upgraded, repaired or replaced to ensure reliable water deliveries for future residents and businesses. Capital expenses and debt service to fund those repairs and upgrades can account for a significant portion of monthly water bills. Increasing energy costs: Electricity can account for a substantial portion of a local water agency's operating expenses. Water is a heavy substance that requires a great deal of energy to move from the source to the tap, which could require pumping it out of the ground, over mountains, and long distances. Energy is also used during the water treatment process to remove impurities. Investing in new supplies: California's population continues to grow, but our statewide water supply system of canals, pipelines or other storage facilities has not been significantly expanded in more than three decades. YLWD has invested millions of dollars in local resource strategies, such as groundwater storage, conservation and other projects, to stretch supplies and increase reliability. These strategies are much more expensive than sources we have relied on in the past and monthly water bills may reflect a share of the costs. As these factors continue to impact water rates, YLWD's Board of Directors has elected to spread current rate increases over three years, beginning this past fiscal year and continuing for the next two years in order to try to keep rates as flat as possible. YLWD prides itself on being an excellent steward of your water system, which includes proactive maintenance, stringent quality standards and preparing for changing weather patterns. Though there is a cost associated with the management of the system, the cost of NOT appropriately managing the system is far greater. -Steve Conklin Acting GM Page 3 Option 1 YLWD Takes Proactive Approach to Sewer Maintenance With more than 235 miles of sewer mains, and 2 sewage pump stations conveying millions of gallons of wastewater per day, Yorba Linda Water District maintains a goal of zero sewer spills, and takes a proactive approach, rather than reactive to inspection and maintenance of these facilities. "Wastewater collection systems can be vulnerable to potential failure, with probable impacts to the environment and to public safety," said John DeCriscio, YLWD Operations Manager. YLWD's collection system (sewer system) has approximately 25,000 connections and serves a population of more than 70,000 people including all of the City of Yorba Linda and portions of Placentia, and pockets of Unincorporated Orange County. It's important to point out that YLWD does not maintain storm drains, which is a separate system from sewers. The District has 7 collection system employees who keep the sewer lines flowing, maintain lift stations, manhole covers and respond to emergencies. There is a fleet of specialized vehicles that help workers do their jobs. Collection system employees use closed circuit television (CCTV) trucks to monitor various conditions of 6 to 24 inch sewer mains using closed circuit television. Employees are able to inspect these sewer mains by inserting an 80 -pound brass mechanical tractor, with an attached adjustable camera which resembles a remote control vehicle. The tractor and camera is lowered through a manhole opening where it is controlled by an operator, tethered on a 1,000 -foot cable. The camera travels through the sewer mains while an employee watches the images on a computer screen inside the CCTV truck. Sewer mains are checks for cracks, roots, and any other type of blockages which may occur. Employees also inspect all new sewer mains prior to being placed into service. Collection system employees also utilize Hydro /Combination Units for cleaning all sewer mains throughout our community. This specialized piece of equipment can carry approximately 1,000 gallons of water, which is pumped through 600 feet of one -inch hose under high - pressure. The high- pressure hose is inserted into the sewer mains through the manhole opening. The high - pressure stream of water scours the pipe walls as it is propelled through the sewer main removing all accumulated debris. Employees also visually inspect the conditions of the manhole structure as well. Special attention is given to inspecting and cleaning sewer mains within shopping centers because of the potential of grease problems from food service establishments. Page 3 Option 2 Storing Tap Water for Emeruncy Use Yorba Linda Water District's goal is to provide an uninterrupted supply of quality drinking water even in the face of adversity; however, we also advocate preparedness. Water can quickly become a precious resource following many disasters. The following guidelines, adapted from www.ready.gov, can help you be prepared in case of an emergency. How Much Water Should I Store for Emergency Use? It is recommended you store a three - day supply of water including at least one gallon per person per day. A normally active person needs at least one -half gallon of water daily just for drinking. How Should Tap Water be Stored? It is recommended you purchase food -grade water storage containers from surplus or camping supply stores to use for water storage. Before filling with water, thoroughly clean the containers with dishwashing soap and water, and rinse completely so there is no residual soap. Follow directions below for filling the container with water. If you choose to use recycled storage containers, choose two -liter plastic soft drink bottles — not plastic jugs or cardboard containers that have contained milk or fruit juice. Milk protein and fruit sugars cannot be adequately removed from these containers and provide an environment for bacterial growth when water is stored in them. If storing water in plastic soda bottles, follow these steps: Thoroughly clean the bottles with dishwashing soap and water, and rinse completely so there is no residual soap. Sanitize the bottles by adding a solution of one teaspoon of liquid household chlorine bleach such as Clorox® Regular Bleach to the water. (Do not use scented, color safe or bleaches with added cleaners.) Swish the sanitizing solution in the bottle so that it touches all surfaces. After sanitizing the bottle, thoroughly rinse with clean water. Filling the Containers: Fill the container with tap water. Yorba Linda Water District water is treated with chlorine so you do not need to add anything to preserve it. If the water you are using comes from a well or water source that is not treated with chlorine, add two drops of liquid household chlorine bleach such as Clorox® Regular Bleach to the water. (Do not use scented, color safe or bleaches with added cleaners.) Tightly close the container using the original cap. Be careful not to contaminate the cap by touching the inside of it with your finger. Place a date on the outside of the container so you know when it was filled. Where Should the Water be Stored? Water for emergency use should be stored in a cool, dark place with limited or preferably no exposure to sunlight. You may want to consider storing half of it in one place and half in another place to guard against all of the water being compromised by the disaster. Containers of water can also be stored in a freezer where the ice will help maintain the temperature of the freezer during power outages and provide emergency water as it melts. If water will be frozen, the containers should not be filled completely to allow room for expansion. How Long Can the Water be Stored? Water stored in this way will last for many months. It is recommended that you inspect your stored water supply every three months and empty your containers, clean, and refill them approximately every six months. Storing Bottled Water: Commercially bottled water can be used for emergency water storage. Keep bottled water in its original container and do not open until it is needed. Replace bottled water on the expiration or "use by" date. More information on emergency water storage can be found at www.ready.gov. Page 4 ?? We're Here for You High quality customer service, whether it be in person, on the phone or online, is the hallmark of the Yorba Linda Water District. Our customer service tradition features an unwavering commitment to provide the best service at the lowest possible cost to our customers. YLWD's highly dedicated customer service professionals are available to provide information about many things, from your monthly water bill and bill payment questions to concerns about leaks and meter issues. While our call center is available Monday- Thursday from lam — 6pm, YLWD customers can also quickly quench their thirst for account related information by visiting the Customer Service section of the YLWD website for 24/7 access and important information and fact sheets. While visiting the YLWD website, customers can sign up for Online Bill Pay — YLWD's free electronic billing and payment service, register for Doxo, on -line bill delivery, access their bill and discover multiple bill payment options. During our regular business hours, YLWD Customer Service Specialists are available to answer questions via email at customerservicegYLWD.com or by calling 714 - 701 -3000. YLWD customers interested in finding new and innovative ways to save water or who have water conservation questions, can find detailed information on our website as well. Our core belief is that we serve the public. We strive to lead the industry in quality customer service and to provide the highest value to our customers in the form of the lowest possible cost. It's the YLWD way. To Drink or Not to Drink ?... From the Garden Hose Remember the hot summer days as a kid when you'd quench your thirst by getting a drink from the garden hose? Nowadays, that isn't such a good idea. The reasoning behind this is that many garden hoses are made of polyvinyl chloride (PVC), which uses lead as a stabilizer. When water sits in a PVC hose, lead can leach into the water in concentrations that, according to tests conducted by Consumer Reports, can reach 10 to 100 times the allowable lead levels. PVC hoses often carry a warning to consumers but unfortunately they are often printed in a microscopic font or on the underside of the label. Lead is a significant health threat that is particularly hazardous for children under the age of six. The impact of watering gardens with lead -laced water on a regular basis is not considered to be a concern. Plants don't generally absorb lead unless there is a high concentration of it in the soil. The good news is you can buy hoses that are lead free. They are made with FDA - approved materials and are labeled "drink- safe," or "safe for potable water ". And remember, even if you have a "drink- safe" hose, let the water run until it's cold before you drink from it, because bacteria can grow in warm standing water. AGENDA REPORT Meeting Date: May 22, 2013 ITEM NO. 4.4 Subject: YLWD.com Review and Social Media Analytics Report (To be provided at the meeting.) Im ATTACHMENTS: NaM6 Description: Type: Analytics All Web Site Data Audience Overview 20130427- Backup Material Distributed Less Than 72 Hours 20130527.pdf Prior to the Meeting Backup Material Goc,�,gIc Analytics Yorba Linda Water District - http: //w .ylwd.com All Web Site Data [DEFAULT] Audience Overview % of visits: 100.00% Overview • Visits 400 200 Apr 29 May 6 3,501 people visited this site Visits Unique Visitors J- f � 5,001 ref V\ 3,501 Pageviews Pages / Visit r-,t� 9,906 "~�'`^� " 1.98 Avg. Visit Duration Bounce Rate 00:01:22 "` 62.81% % New Visits �.'w' 47.47% Go to this report Apr 27, 2013 - May 27, 2013 May 13 May 20 ■ Returning Visitor New Visitor view full report © 2013 Google Backup Material Distributed Less Than 72 Hours Prior to the Meeting Language Visits % Visits 1. en -us 4,917 98.32% 2. en 48 0.96% 3. en -gb 14 0.28% 4. zh -cn 12 0.24% 5. zh -tw 5 0.10% 6. ko 3 0.06% 7. c 1 0.02% 8. fr 1 0.02% view full report © 2013 Google Backup Material Distributed Less Than 72 Hours Prior to the Meeting