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Home My WebLink About2013-09-25 - Public Affairs-Communications-Technology Committee Meeting Agenda PacketYorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT PUB AFFAIRS - COMMUNICATIONS -TECH COMMITTEE MEETING Wednesday, September 25, 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. Dynamics GP Upgrade Status (Verbal Report) 4.2. Status of Dynamics GP Consultant (Verbal Report) 4.3. CMMS Project Status (Verbal Report) 4.4. Draft Fall Newsletter 4.5. YLWD.com Review and Analytics Report (To be provided at the meeting.) 4.6. Status of Current Public Outreach Activites 4.7. Future Outreach and Press Relations (Verbal Report) 4.8. The Pipeline - YLWD's Internal Newsletter (Verbal Report) 4.9. Future Agenda Items and Staff Tasks 5. ADJOURNMENT 5.1. The next Public Affairs - Communications - Technology Committee meeting is scheduled to be held Monday, October 7, 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. 4.4 AGENDA REPORT Meeting Date: September 25, 2013 Subject: Draft Fall Newsletter ATTACHMENTS: Description: Type: 331397 Fall13 Newsletter Front.pdf Fall Newsletter Backup Material ElYorba Linda Water District Independent, Trusted and Reliable Service for more than 100 Years. 1717 E. Miraloma Ave., Placentia, CA 92870 (714) 701 -3000 1 www.YLWD.com E- DELIVERY OF THE NEWSLETTER Would you prefer receiving your copy of Water Lines via email? In an effort to be more environmentally friendly and save on postage, YLWD will offer electronic delivery of our newsletter beginning this winter.To sign up, visit www.ylwd.com and click on the link to subscribe. Your winter newsletter will then be delivered straight to your email inbox saving a stamp and a tree or two in the process. If you still want to receive a papercopy in their hands, we will continue to mail the print version to those who don't sign up for e- delivery. FfPE Iff ff� JNANT SAAkr1 October is Fire Prevention Month, a time when we should all be aware of ways to help learn fire safety and prevention. Yorba Linda Water District is responsible for maintenance of almost 4,000 fire hydrants that fire fighters use to protect our community. Help the Orange County Fire Authority and YLWD by following these simple tips to keep fire hydrants working properly and accessible when they are needed: Keep cars, bikes, toys and other objects away from fire hydrants at all times. Mow and trim grass or weeds around fire hydrants near your property. Do not plant flowers or shrubs around fire hydrants. BOARD OF A LOO K AT OU R BOOKS... M DIRECTORS Recently, the OC Register published an article calling into question the unrestricted reserves of many special districts in contrast to those of Yorba PRESIDENT Gary Melton Linda Water District due to our surprising low amount of unrestricted reserves. d•c.++aterdls ~� am That article stirred up more than a few questions and comments from our � s hirlium in cash ,w.+.o,,; ,,� '" °f"' VICE - PRESIDENT customers. While several people thanked the District for our conservative "' +e;" Bob Kiley approach to managing the customer's money, the article left some with questions about the District's finances. I � o...m,,,,,,,i,q •w�,,,,, DIRECTORS Michael J. Beverage Ric Collett Phil Hawkins WE WELCOME YOUR COMMENTS! YLWD PUBLI C AFFAIRS PublicAffairs @ylwd.com (714) 701 -3000 twitter.com /ylwd O 91 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 serviceto our community. OUR VISION Yorba Linda Water District will become the leading, innovative and efficient source for high quality reliable services. In order to address these concerns, we have selected a few of the most �Flrt'm.�^O•n ✓�W N 1iw� �s commonly asked questions and brought them to the finance department for clarification. Could a lack of an abundance of unrestricted reserves leave the District vulnerable in the event of an emergency? No. The District's current Reserve Policy has established distinct Restricted Reserves that have articular definitions and purposes includin Emergency Reserves, Capital Replacement Reserves, and Debt Service Reserves. In short, in the event of an emergency; we have money in the bank and good credit to weather "t""•• «« h"°0ry M.ae a.�u w,.n. the storm. What is the difference between Restricted and Unrestricted Reserves? rho aranpeC4U ^cash 4 w.` Restricted Reserve Funds are those earmarked for the purpose offunding sta eemem :l�tiReolsor�ayxeaauaatenrna such items as new capital facilities, repair or replacement of existing rusAions WZ7.+'Percent ^r es. Whie rifles had ca hlal facilities, and operating reserves designated for a specific purpose b a rkfs ave„p,ne^di "a -d the sewer p 9 9 p p p Y ue cercent. the Board of Directors. The Reserve Policy approved by the District Board provides the rules and guidelines for the use of established O.C. WATER DISTRI CTS AMASS BILLI ONS IN CASH reserve funds. The other type of reserve funds One extremely glaring exception to the rule is Yorba Linda Water Distric which had a negative balance in what auditor -types call "unrestricted net are Unrestricted Reserves. These are reserves assets," and what we would call cash reserves. that can be used for most Board - approved purposes with no pre- defined restrictions. At It appears to be in fine enough financial shape, with total assets outpacin the Yorba Linda Water District, it is our fiduciary total liabilities by $165 million, according to its most recent audit. responsibility to identify and maintain the distinction between Restricted and Unrestricted Reserves when preparing mandated financial statements. Why are YLWD's Unrestricted Reserves so low as compared to other agencies ?Rather than build a robust source of Unrestricted Reserves, it has been the overall philosophy and practice of the District to have rates that coincide with the budgeted expenses for the current fiscal year. Each month, we at the District must pay our bills, including those to Southern California Gas & Edison Companies, and Metropolitan Water District of Southern California and Orange County Water District. If they increase their rates, we must determine if our current established rates will generate the water sales revenue to meet our anticipated costs. If our long -term projections indicate costs exceeding what our revenue can support, we typically have to raise our rates. However, as much as possible, the District does its best to let you, our customers, keep your money in your savings account, rather than in ours. AGENDA REPORT Meeting Date: September 25, 2013 Subject: Status of Current Public Outreach Activites ATTACHMENTS: Description: Public Outreach Activities FY 13- 14.xlsx Backup Material ITEM NO. 4.6 Type: Backup Material Date Business Bottles Sports Bottles Pencils Water Drops Bags Water Truck 07/03/13 Y.L.H.S. Boys Basketball Picnic Kickoff 168 0 0 0 0 N/A 07/11/13 Geneological Society of N.O.C. Annual Seminar 120 0 0 0 0 N/A 07/11/13 TOPSOCCER FEST 408 0 0 0 0 N/A 07/18/13 Yorba Linda Boy Scouts 504 0 0 0 0 N/A 07/22/13 El Dorado H.S. Quarterback Club Golf Classic 168 0 0 0 0 N/A 07/25/13 East Lake Eagle Rays Swim Along 120 0 0 0 0 N/A 08/02/13 Relay For Life 2000 1,500 0 0 0 YES 08/08/13 Cal State Fullerton Ruby Geontology Center Open House 504 0 0 0 0 N/A 08/08/13 YL Girl Scouts Camp at the Club House 216 0 0 0 0 N/A 08/14/13 Esperanza Men's Cross Country's Ryan M. Bousquet Memorial 5k 264 0 0 0 0 N/A 08/22/13 iCureMelanoma 5k 1200 500 0 0 0 YES 08/22/13 Esperanza H.S. Women's Volleyball Program 240 0 0 0 0 N/A 08/28/13 YL Pop Warner Cowboys Cookout 216 0 0 0 0 N/A 08/29/13 Chelsea Soccer Club Champions Cup Tournament 96 0 0 0 0 N/A 09/04/13 YL Pop Warner Jets Cookout 288 0 0 0 0 N/A 09/05/13 Tee It Up For The Troops 216 0 0 0 0 N/A 09/05/13 Ocf -Ocf Greatest Camp on Earth 240 0 0 0 0 N/A 09/11/13 YL Pop Warner Longhorns Cookout 312 0 0 0 0 N/A 09/12/13 California Performance Runners' OC Youth Cross Country Meet 264 0 0 0 0 N/A 09/12/13 National League of Young Men Meeting 72 0 0 0 0 N/A 09/12/13 Esperanza Cheer & Song's Cheer Clinic 168 0 0 0 0 N/A 09/22/13 Costco Health and Business Expo 09/26/13 East Lake Village Comm. Assoc. Wine & Boots 96 0 0 0 0 N/A 09/26/13 Elite Aquatics Sports Team's Back to School Swim Meet 408 0 0 0 0 N/A 09/26/13 Girl Scouts of OC Recruitment Night 120 0 0 0 0 N/A 09/26/13 St. Joseph Church's Confirmation Youth Retreat 216 0 0 0 0 N/A 09/26/13 YL Pop Warner's JMM Cowboys Cookout 288 0 0 0 0 N/A 09/26/13 PYLUSD Valadez Academy's Read for the Record 600 0 0 0 0 N/A 09/26/13 Friends Church Elija Jay Memorial Golf Tourn. 216 0 0 0 0 N/A 10/03/13 Girl Scouts Welcome Back Dance Party 816 0 0 0 0 N/A 10/05/13 Chamber Chilli Cook Off & Car Show 10/10/13 Fullerton Rangers Car Wash 1 1681 01 01 01 01 N/A 10/12/13 City of Placentia Heritage Festival I I I I I I YES Date Business Bottles Sports Bottles Pencils Water Drops Bags Water Truck 10/17/13 Wagner Elementary Jog -a -thon 504 0 0 0 0 N/A 10/24/13 YL Parks & Rec. Dept.'s "Enjoy the Magic of Good Health" Senior Fair 504 0 0 0 0 N/A 10/24/13 Lakeview Elementary Jog -a -thon 600 0 0 0 0 N/A 10/30/131 Linda Vista Elementary Annual Jog -a -thon 576 0 0 0 0 N/A 10/31/13 Ovarian Cancer Orange County Alliance's Bingo Fundraiser 168 0 0 0 0 N/A 11/07/13 Esperanza H.S. Men's Basketball Program 360 0 0 0 0 N/A 11/09/13 City of Yorba Linda Fiesta Days 11/14/13 Church of Jesus Christ of Latter Day Saints' Emergency Prep Fair 1 3121 01 01 01 01 N/A