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HomeMy WebLinkAbout2013-06-03 - Public Affairs-Communications-Technology Committee Meeting Minutes1 MINUTES OF THE YORBA LINDA WATER DISTRICT PUBLIC AFFAIRS-COMMUNICATIONS-TECHNOLOGY COMMITTEE MEETING Monday, June 3, 2013 4:00 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The June 3, 2013 meeting of the Yorba Linda Water District’s Public Affairs- Communications-Technology Committee was called to order by Director Beverage at 4:00p.m. The meeting was held in the Admin Conference Room at the District’s Administration Building located at 1717 East Miraloma Avenue in Placentia, California 92870. 2. ROLL CALL COMMITTEE STAFF Director Michael J. Beverage, Chair Steve Conklin, Acting General Mgr Director Ric Collett Damon Micalizzi, Public Info Officer Art Vega, Acting IT Manager Cody Peterson, Public Affairs Intern 3. PUBLIC COMMENTS None. 4. DISCUSSION ITEMS 4.1. CMMS Reports (Verbal Report) Mr. Vega displayed for the Committee a searchable database present on the intranet to view CMMS Reports. In addition he informed the Committee that the IT Department was working to color pipes by work order status in the CMMS program for the sewer crew. The Committee was impressed with the breadth of information available and asked how it could be utilized by staff to increase efficiency. 4.2. Status of Dynamics GP Consultant (Verbal Report) Mr. Vega informed the Committee that the consultant didn’t believe that he could finish the task by the end of the fiscal year. Director Beverage suggested those funds budgeted for the project should roll over into the next fiscal year instead of returning to reserves. Director Collett asked how long it would take to finish the project and was informed that it remained unclear at this time. 4.3. Draft Summer Newsletter (To be provided at the meeting) Mr. Micalizzi presented the draft newsletter to the Committee for approval. Director Beverage commented on the need to make the graphs easier to read and decrease the amount of text to make it easier on the eyes. The Committee approved the content with revision. 2 4.4. Water Education for FY 2013/14 (Verbal Report) Mr. Micalizzi updated the Committee on a proposed change to the District’s Water Education Program, taking the enhanced Keypad Assembly program to all 3rd, 4th and 5th graders in the District as opposed to the basic program, which was taken to all elementary grade levels in the past. The Committee approved the proposal noting that it is cost- neutral while bringing a better product to a more focused and influential group of students. 4.5. Lobby/Board Room Signage Changes (Verbal Report) Mr. Micalizzi informed the Committee that for $570 the vendor would raise the boardroom sign and apply a frosted vinyl backing to the lobby signage to make the shadows less obvious. The Committee approved staff to proceed with those changes. 4.6. Future Outreach and Press Relations (Verbal Report) Mr. Micalizzi updated the Committee that the new Yorba Linda beat reporter for the OC Register would be sending a reporter to the District’s June 20, 2013 tour of the District. 4.7. Status of Public Outreach Activities The Committee reviewed the report and discussed dealing with some requests that are outside the scope of the District’s program. 4.8. Status Report on Strategic Plan Initiatives The Committee reviewed the report. 4.9. Future Agenda Items and Staff Tasks A draft District brochure and draft Crisis Communication Plan will be presented at the Committee’s next meeting. 5. ADJOURNMENT 5.1. The meeting was adjourned at 5:30p.m. The next Public Affairs- Communications-Technology Committee meeting is scheduled to be held Monday, July 1, 2013 at 4:00 p.m.