HomeMy WebLinkAbout2013-08-06 - Public Affairs-Communications-Technology Committee Meeting MinutesMINUTES OF THE
YORBA LINDA WATER DISTRICT
PUBLIC AFFAIRS - COMMUNICATIONS - TECHNOLOGY COMMITTEE MEETING
Tuesday, August 6, 2013 4:00 p.m.
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
2.
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4.
The August 6, 2013 meeting of the Yorba Linda Water District's Public Affairs -
Communications- Technology Committee was called to order by Director
Beverage at 4:00 p.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.
ROI I CAI I
COMMITTEE STAFF
Director Michael J. Beverage, Chair Steve Conklin, Acting General Mgr
Director Ric Collett Art Vega, Acting IT Manager
Damon Micalizzi, Public Info Officer
PUBLIC COMMENTS
None.
DISCUSSION ITEMS
4.1. Storage Solution and Recovery Plan Outline (Verbal Report)
Mr. Vega presented a short PowerPoint presentation to the Committee
discussing the District's new centralized storage solution and outlining the
District's Recovery Plan moving forward. The 3rd part of the plan
(Archiving) was budgeted and will be implemented this fiscal year. The
fourth and final part (Disaster Recovery) will be planned and budgeted for
the 2014 - 2015 fiscal year. Mr. Vega addressed questions on the above
from the Committee.
Mr. Vega also informed the Committee that Time Warner Business has
offered the District a promotional reduced price for doubling internet
access speed at a cost increase of just 35% for a 3 -year term. This offer
will be analyzed and brought back to the Committee, to see the overall
impact to IT's communication budget versus the value received since an
increase in internet speed would benefit District staff in many ways.
4.2. Status of Dynamics GP Consultant (Verbal Report)
Mr. Vega updated the Committee on the status of this project. He noted
that the implementation of the 3% COLA into payroll for all staff was
accomplished for the new fiscal year without any issues. Staff and
NeuLogics are looking into ways to further reduce and simplify similar
tasks for future payroll changes. There have been more recent
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communication issues with NeuLogic staff. This issue and a plan of action
were discussed in a conference call meeting held Tuesday, August 6t"
Both agreed to have more discussions to keep the project moving forward.
The Committee was informed that District staff participating in the
conference calls include Art, Gina, Amelia, Bryan, Robyn and Delia. The
Committee requested an update at the next PACT Committee meeting.
4.3. District Information Brochure
The Committee reviewed the updated proof and finalized a title for the
brochure. A professional proof will be presented for the Committee to
review at the next meeting.
4.4. Fall Newsletter
The Committee discussed content for the Fall Newsletter which will be
mailed out in mid - September. With the recent newspaper articles
regarding reserve balances for Special Districts, the Committee discussed
a front -page article that will discuss the news coverage and offer readers a
bit more information regarding the District's reserves.
Other content will include:
Fire Hydrant Safety (October is Fire Prevention Month)
Electronic Delivery of Newsletter
In the Community - (Relay for life, Back to School)
4.5. Status of Promotional Items (Verbal Report)
Mr. Micalizzi updated the Committee on the design for promotional items,
noting that one of the original designs is not available. The Committee
approved moving forward with a reversed color scheme.
4.6. Adjustments to Board Room and Lobby Signage (Verbal Report)
Mr. Micalizzi updated the Committee on the adjustments made to the
Board Room and Lobby signage. The Committee agreed that the
adjustments have improved the overall look of the Admin lobby and Board
Room.
4.7. Future Outreach and Press Relations (Verbal Report)
The Committee discussed the recent news coverage and possible follow
up news stories that could result. Mr. Micalizzi informed the Committee
that he has been in constant contact with several journalists that may be
covering YLWD - related stories and will keep the Board abreast of any
upcoming news.
4.8. Community Outreach Activities
The Committee reviewed the upcoming community events slated for
District participation. The Committee discussed this year's Relay for Life
and its declining turnout. The Committee also discussed the "I cure
melanoma 5K" on August 24'" at which the District will be recognized as a
silver sponsor for donating water.
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4.9. Future Agenda Items and Staff Tasks
None.
5. ADJOURNMENT
5.1. The meeting was adjourned at 6:00 p.m. The next Public Affairs -
Communications- Technology Committee meeting is scheduled to be held
Monday, September 9, 2013 at 4:00 p.m.
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