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Home My WebLink About2013-06-03 - Public Affairs-Communications-Technology Committee Meeting Agenda PacketYorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT PUB AFFAIRS - COMMUNICATIONS -TECH COMMITTEE MEETING Monday, June 3, 2013, 4:00 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. CMMS Reports (Verbal Report) 4.2. Status of Dynamics GP Consultant (Verbal Report) 4.3. Draft Summer Newsletter (To be provided at the meeting.) 4.4. Water Education for FY 2013/14 (Verbal Report) 4.5. Lobby /Board Room Signage Changes (Verbal Report) 4.6. Future Outreach and Press Relations (Verbal Report) 4.7. Status of Public Outreach Activites 4.8. Status Report on Strategic Plan Initiatives 4.9. Future Agenda Items and Staff Tasks Development of District FAQ Brochure Development of Crisis Communications Plan 5. ADJOURNMENT 5.1. The next Public Affairs - Communications - Technology Committee meeting is scheduled to be held Monday, July 1, 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. AGENDA REPORT Meeting Date: June 3, 2013 ITEM NO. 4.3 Subject: Draft Summer Newsletter (To be provided at the meeting.) ATTACHMENTS: Description: Type: Backup Material Distributed Less Than 72 Hours Prior to 330901 Summer13 Newsletter.pdf Backup Material the Meeting ®Yorba Linda Water District Independent, Trusted and Reliable Service for more than 100 Years. 1717 E. M iraloma Ave., Placentia, CA 92870 (714) 701 -3000 1 www.YLWD.com Storing Tap Water for Emergency Use Backup Material Distributed Less 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 1 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, andrinse 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 — rot 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. 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 Eno exposure to sunlight. You may want to consider storing half of it in one place and half in another place to guard against all 111 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. BOARD OF DIRECTORS PRESIDENT Gary Melton VICE- PRESIDENT Bob Kiley DIRECTORS Michael J. Beverage Ric Collett Phil Hawkins WE WELCOME YOUR COMMENTS! YLWD PUBLIC AFFAIRS PublicAffairs @ylwd.com (714) 701 -3000 twitter.com /ylwd O n OUR MISSION Yorba Linda Water District will provide reliable, high quality water and sewer services in an environmentally responsible manner, while maintaining an economical cost and unparalleled customer service to our community. OUR VISION Yorba Linda Water District will become the leading, innovative and efficient source for high quality reliable services. 0 Summer 2013 WE'RE ERE FORYOU 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 7am — 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 customerservice@YLWD.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. Backup Material Distributed Less Than 72 Hours Prior to the Meetin mill 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 nor does the District profit from the services it provides. 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. As a result, your rates are composed of what we pay for water and what it costs us to deliver it. 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 Tap Wite - What a Gres[ ValueI .. km .....a., --- - suowa 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 General Manager YLWD TAKES PROACTIVE APPROACH TO SEWER MAINTENANCE .r �I r 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. 41 AGENDA REPORT Meeting Date: June 3, 2013 ITEM NO. 4.7 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 Donation Notes 07/03/12 Community Event East Lake Eagle Rays Swim Team 120 Bottles 07/05/12 Community Event The Cal South Outreach Program for Soccer 600 Bottles 07/18/12 School Fundraiser YLHS Men's Basketball 144 Bottles 07/26/12 Community Event YL Chamber of Commerce- Taste of YL 1,200 Bottles 07/26/12 Community Event Project 999 (Supporting Fallen Police Officers 288 Bottles 08/03/12 School Fundraiser El Dorado HS Football Golf Tournament 120 Bottles 08/10/12 Community Event YL Relay for Life 750 Sports Bottles, Water Truck, Booth 08/16/12 School Fundraiser 5th Annual Ryan Bous uet Memorial Fun Run 264 Bottles 08/30/12 Community Event National Charity League Father/Daughter Event 384 Bottles 09/10/12 Community Event "Tee It Up For the Troops" Golf Tournament 168 Bottles 09/13/12 Community Event Kids' Community Swap Meet 360 Bottles 09/20/12 Health Expo Costco 200 Bottles 250 Squirt Bottles 350 YoYos Frisbees 09/29/12 Community Event East Lake Village 200 Bottles 10/03/12 Community Event Littlest Angel Guild Home Tour & Gift Fair 240 Bottles, 8 Traffic Cones 10/03/12 Fundraiser YL Pop Warner Football 340 Bottles 10/04/12 Fundraiser Es eranza High School PTSA 720 Bottles 10/12/12 Community Event Yorba Linda Girl Scout association. 500 Bottles 10/13/12 Community Event Placentia Heritage Festival 3,000 Sports Bottles 10/18/12 0 -a -thon Fairmont Elementary 1,200 Bottles 10/18/12 0 -a -thon Glenknoll Elementary 520 Bottles 10/25/12 Community Event City of Y.L. Parks & Rec. Senior Health Faire 504 Bottles, 500 Sports Bottles 10/25/12 Community Event St. Martin de Porres Halloween Fundraiser 504 Bottles 10/26/12 0 -a -thon Lakeview Elementary 528 Bottles 10/26/12 0 -a -thon Mable Paine Elementary 528 Bottles 11/01/12 0 -a -thon Van Buren Elementary 720 Bottles 11/01/12 0 -a -thon Glenview Elementary 480 Bottles 11/08/12 Jo -a -thon Rose Drive Elementary 432 Bottles 11/10/12 Community Event City of YL Fiesta Days 1,500 Sport Bottles 11/17/12 Fundraiser YLHS Basketball 312 Bottles 11/22/12 Community Event Plymouth Rock'N Run 2,000 Sport Bottles, Frisbees, YoYos 12/08/12 School Fundraiser Es eranza Dance Team 480 Bottles 02/04/13 School Fundraiser Baseball Booster Club Golf Tournament 432 Bottles 02/14/13 0 -a -thon Bryant Ranch o -a -thon 600 Bottles 02/14/13 Community Event Tyler Young Donation 120 Bottles 02/14/13 School Event YLHS Theater Guys and Dolls Program 288 Bottles 02/21/13 Community Event Friends Church Annual justice Conference 600 Bottles 02/21/13 Community Event Cub Scout Pack 580 Blue and Gold 312 Bottles 02/21/13 Community Event BSA Pack 780 Blue and Gold 216 Bottles 02/23/13 Community Event Costco Business Expo 1400 Bottles, 100 YoYos, Pens & Pencils 02/25/13 Community Event National League of Young Men Mom's Meeting 72 Bottles 02/28/13 School Event St. Francis of Asisi Academic Decathalon 72 Bottles 03/06/13 Community Event Yorba Linda Youth Track Meet 720 Bottles 03/07/13 School Event Travis Ranch Vocal Music 288 Bottles 03/14/13 Community Event Richfield Church Women's Retreat 120 Bottles 03/14/13 School Event El Dorado Boy's Basketball Banquet 192 Bottles 03/14/13 School Event YLHS PTSA Mustang Pride Day 216 Bottles 03/14/13 Community Event WYL Little League Grandparents Day 360 Bottles 03/17/13 Community Event REACH Foundation, ShamRock n' Run 504 Bottles 03/21/13 Community Event Orangewood Children Foundation 600 Bottles 03/21/13 Community Event Centanni- Cottle Memorial 5k 600 Bottles 03/21/13 Community Event National League of Young Men Mom's Meeting 72 Bottles 03/21/13 Community Event Cub Scout Pack 780 Pinewood Derby 168 Bottles 03/21/13 School Event Travis Ranch Middle School Run -2b -Fit 816 Bottles 03/28/13 Community Event City of Y.L. E - Citement Hunt 408 Bottles 03/28/13 Community Event Cross ointe Church Easter Eggstravaganza 1,800 Bottles 04/04/13 Community Event OC Annual Foster-Kinship Event 408 Bottles 04/11/13 Community Event National League of Young Men Mom's Meeting 72 Bottles 04/11/13 School Event Glenknoll Elementary o -a -thon 504 Bottles 04/11/13 Community Event Girl Scouts of OC Finance Your Future 120 Bottles 04/11/13 School Event Travis Ranch Elementary Pride Day 2013 168 Bottles 04/11/13 Community Event YL Presb. Church Youth Spaghetti Dinner 168 Bottles 04/18/13 Community Event National Charity League's Patroness Meeting 144 Bottles 04/22/13 Community Event Alta Vista 288 Bottles 04/25/13 School Event Yorba Linda High School Golf Tournament 240 Bottles 05/02/13 Community Event Girl Scout Troop 221 Dance 288 Bottles 05/02/13 School Event Travis Ranch Elementary 3rd Grade Country Fair 168 Bottles 05/04/13 Community Event Costco Business Expo 1400 Bottles, 100 Pens & Pencils 05/18/13 Community Event Boy Scouts Richfield Community Church 792 Bottles 05/18/13 Community Event Placentia Green Business Expo 400 Bottles, 100 Pencils 05/23/13 School Event Charles Wagner Elementary PTA Dance -a -thon 480 Bottles 05/23/13 School Event Es eranza High School Academic Recognition 360 Bottles 05/30/13 Community Event E.F.C.S. CW Perry Memorial Golf Tournament 288 Bottles 05/30/13 School Event Mabel Paine PTA Carnival 408 Bottles 05/30/13 Community Event OC Foundation for Oncology Children's Camp 264 Bottles 05/30/13 Community Event Church of Jesus Christ of LDS 504 Bottles 06/06/13 School Event Bernardo Yorba Middle School Field Day 1008 Bottles 06/06/13 School Event Fairmont Elementary Greek Olympics 552 Bottles 06/06/13 School Event Sierra Vista Elementary School Carnival 504 Bottles 06/06/13 School Event Travis Ranch Middle School Promotion Dance 504 Bottles 06/06/13 School Event Bernardo Yorba Middle School 8th Grade Grad. 360 Bottles 06/10/13 School Event Friends Christian School Grad Night 120 Bottles 06/20/13 Community Event Yorba Linda Girl Scouts Day Camp 480 Bottles 07/11/13 Community Event North OC Geneolo ical Society Annual Seminar 120 Bottles 08/17/13 Community Eve Placentia Dist. Library Summer Readin Celeb. 2016 Bottles As of May 30, 2013, 34,432 Bottles Scheduled /Donated AGENDA REPORT Meeting Date: June 3, 2013 Subject: Status Report on Strategic Plan Initiatives ATTACHMENTS: Description: PACT - Strategic Plan Trackinq.xlsx Strategic Plan Tracking ITEM NO. 4.8 Type: Backup Material Strategic Plan Initiatives Status Report Public Affairs- Communication - Technology Committee Strategies Start Date Completion Lead Party April Progress May Progress Date OE 1: O timize Use of Existing Technologies Identify the Current Functionality of HR -PR Audit completed by Negotium has started solution for OE 1 -A Existing Technology and Determine if Jul -11 Sep -11 IT Director /EPIC Committee it is Being Utilized to Full Capacity Negotium awaiting report HR issues. Evaluate How Each Department Might EPIC Committee/ Executive Looking at Options for a Video OE 1 -13 Make Further Use of Existing Sep -11 Dec -11 Staff Monitor in Crews Quarters Technology CP 1: Increase Brand Recognition within the Communit Enhance Resources for Public CP 1 -A Information & Governmental Affairs Jul -11 Dec -11 Public Information Officer Division Develop a Public Relations Master DRAFT CRISIS DRAFT CRISIS CP 1 -13 Plan with Measurable Goals Jul -11 Jun -12 Public Information Officer COMMUNICATIONS PLAN COMMUNICATIONS PLAN UNDERWAY UNDERWAY CP 1 -E Effectively Use Broad Spectrum On -going On -going Public Information Officer Ongoing Ongoing Communication Opportunities CP 2: Increase Public Awareness of Water and Wastewater Related Issues Meeting Scheduled for 5/8 with program to be edited to focus on CP 2 -13 Develop and Expand a Youth Jul -11 On -going Public Information Officer MWDOC to discuss edits and 3 grades with enhancements and Education Program Branding enhancements for additonal branding. Program