HomeMy WebLinkAbout2014-01-06 - Public Affairs-Communications-Technology Committee Meeting Agenda Packet
AGENDA
YORBA LINDA WATER DISTRICT
PUB AFFAIRS-COMMUNICATIONS-TECH COMMITTEE MEETING
Monday, January 6, 2014, 4:00 PM
1717 E Miraloma Ave, Placentia CA 92870
1. CALL TO ORDER
2. ROLL CALL
COMMITTEE
Director Ric Collett, Chair
Director Phil Hawkins
STAFF
Steve Conklin, Acting General Manager
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. Committee Activities Review and Future Objectives for IT
4.2. Status of Dynamics GP HR Consultant (Verbal Report)
4.3. Dynamics GP Upgrade Status (Verbal Report)
4.4. Committee Activities Review and Future Objectives for Public Affairs
4.5. Future Outreach and Press Relations (Verbal Report)
4.6. Status of Current Public Outreach Activities
4.7. Portable Water Tanks for Emergency and Community Events (Verbal Report)
4.8. Bottled Water Label Contest (Verbal Report)
4.9. Draft Winter Newsletter
4.10. Future Agenda Items and Staff Tasks
5. ADJOURNMENT
5.1. The next Public Affairs-Communications-Technology Committee meeting is scheduled to
be held Monday, February 3, 2014 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. 4.1
AGENDA REPORT
Meeting Date: January 6, 2014
To:Public Affairs-Communications-
Technology Committee
From:Steve Conklin, Acting General
Manager
Presented By:Art Vega, Acting IT Manager
Prepared By:Art Vega, Acting IT Manager
Subject:Committee Activities Review and Future Objectives for IT
SUMMARY:
With the restructuring of the Board of Directors and District committees, staff has prepared for the
benefit of this Committee, a summary of items that have been discussed and/or acted upon during
calendar year (CY) 2013. In addition, staff has provided a list of future potential items for discussion
and/or consideration by the Committee.
DISCUSSION:
The following items of significance were discussed and/or considered by the Committee:
New Copier Lease Agreement - An addendum to the current lease agreement with Konica/
Minolta was brought to the Committee for review. The new approved copier resides in the
Operations building and replaces an older copier.
The need for a Training Room projector was considered by the Committee. The Committee
agreed to proceed with the recommendation to purchase a 80" Sharp touch-screen
commercial TV/ PC on a rolling cart/stand for mobility after a demonstration by the vendor.
CMMS (Computerized Maintenance and Management System) status - Monthly status reports
were brought to the Committee until the September meeting. In September, staff indicated the
need to stop working on CMMS due to loss of staff, the need to focus on more critical higher
priority issues and unsatisfactory performance by the consultant being used for this project.
Committee considered and recommended approval of a PSA with RKI Engineering for SCADA
Control Programming Services - a sole-source agreement at a rate of $100/hour for
professional services for new projects and modifications of current programming as needed.
Consultant for Dynamics GP Human Resources (HR) issue - Used to resolve the current
issues relating to the use of the HR module in GP. Only item left to finish is Position Control.
Committee considered and recommended approval of the implementation of a Consolidated
Storage and Backup Solution - This resulted in several benefits going from storage on each
server to a centralized storage solution for newer servers.
Server virtualization implementation - Has initial higher cost, but results in long-term savings
on server hardware among other benefits. Will ultimately result in the need to purchase fewer
severs.
The Committee considered and recommended proceeding with a Storage Solution and
Recovery Plan. The plan outlined 4 phases. Phase 1 (Storage) and 2 (Storage backup) have
been implemented. Phase 3 (Archiver) will be implemented by the end of this fiscal year.
Phase 4 (Disaster Recovery) will be budgeted and implemented next fiscal year
Dynamics GP Upgrade - Updated to current version of the software. Needed to address
payroll tax updates, other improvements and end of support.
Staff is proposing the following items to be discussed and considered during upcoming Committee
meetings. Staff is also seeking Committee input and feedback for additional items to be considered
at future meetings.
Consider a PSA with EEC (Environmental Engineering & Contracting, Inc. ) for GIS and
CMMS Support Services.
Consider establishing a users group with other public agencies using GP and the Cogsdale
Billing System.
Consider purchase of an Archiver for Records Management (Phase 3 of Storage Solution and
Recovery Plan Outline) .
Approve proceeding with Disaster Recovery (Phase 4 of Storage Solution and Recovery Plan)
ITEM NO. 4.4
AGENDA REPORT
Meeting Date: January 6, 2014
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:Committee Activities Review and Future Objectives for Public Affairs
SUMMARY:
With the restructuring of the Board of Directors and District committees, staff has prepared for the
benefit of this Committee, a summary of items that have been discussed and/or acted upon during
calendar year (CY) 2013. In addition, staff has provided a list of future potential items for discussion
and/or consideration by the Committee.
DISCUSSION:
In addition to content and messaging in District newsletters and other various internal and external
communications, during 2013, the following items of significance were discussed and/or considered
by the Committee:
District Participation in 2013 Water Education Festival -After the Fest was relocated to Irvine,
due to the additional time and resources it would take for YLWD to have a booth, the
Committee opted not to participate in the WEF.
Water Education for Elementary Schools in YLWD -The Committee reevaluated the overall
reach of the MWDOC/Discovery Science Center program, the Committee decided that an
enhanced program focusing on only 3rd and 4th grades would be the most efficient and
effective use of our Choice Budget.
Signage for the Board Room & Lobby - New signage was designed and now adorns the
Boardroom and Lobby.
Touch Screen PC Display for Presentations & Video Conferencing - The District purchased
the 80" Portable Touch Screen PC that is used regularly.
Lobby Kiosk Display - The Committee Discussed and reviewed options for a Lobby Kiosk
Display (ongoing- needs to be revisited)
Creation of the District's Informational Brochure - New YLWD Brochure, Our Commitment to
Public Service was created for the District Representatives to refer to and to distribute to the
community at events.
Freeway Complex Fire Five Year Anniversary Town Hall Meeting - Meeting agenda,
presentation and outreach.
History of YLWD Video - Interviewees were identified with preproduction to begin in February
(tentatively)
In addition, staff is proposing the following items to be discussed and considered during upcoming
Committee meetings. Staff is also seeking Committee input and feedback for additional items to be
considered at future meetings.
YLWD History Wall
Electronic Agenda Display
ITEM NO. 4.6
AGENDA REPORT
Meeting Date: January 6, 2014
Subject:Status of Current Public Outreach Activities
ATTACHMENTS:
Name:Description:Type:
Public_Outreach_Activities_FY_13.14.xlsx Public Outreach Activities Backup Material
PUBLIC OUTREACH ACTIVITIES AND DONATIONS FY 2013/14
Date
Business
Bottles
Sport Bottles
Pencils
Droplets
Bags
Water Truck /Staff Presence
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
01
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- Greatest Camp on Earth
240
0
0
0
0
N/A
09/11/13
YL Pop Warner Longhorns Cookout
312
0
01
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
09/18/13
YL Pop Warner Cook Off
288
0
0
0
0
N/A
09/19/13
Boys & Girls Club Golf Invitational
168
0
0
0
0
N/A
09/19/13
YMCA's Annual Crab Feast & Auction Under the Stars
504
0
0
0
01
N/A
09/19/13
City of Yorba Linda's Kid's Community Swapmeet
312
0
0
0
0
N/A
09/22/13
Costco Health and Business Expo
744
0
400
500
0
YES
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
1 8161
0
0
0
01
N/A
YLWD PUBLIC AFFAIRS
PUBLIC OUTREACH ACTIVITIES AND DONATIONS FY 2013/14
10/03/13
City of Yorba Linda CERT Training
240
0
0
0
0
NA
10/05/13
Chamber Chilli Cook Off & Car Show
1056
0
600
700
700
YES
10/10/13
Fullerton Rangers Car Wash
168
0
0
0
0
N/A
10/10/13
YL Pop Warner Jaguar's Cookout Night
312
0
0
0
0
NA
10/10/13
National League of Young Men Mother's Meeting
72
0
01
0
0
NA
10/12/13
City of Placentia Heritage Festival
3100
YES
10/17/13
St. Francis of Assisi's Tricks, Treats, and Tacos
600
0
0
0
0
N/A
10/17/13
Rose Drive PTA's Jog -a -thon
600
0
0
0
0
N/A
10/17/13
Linda Vista PTA Harvest Festival
504
0
0
0
0
N/A
10/17/13
Esperanza H.S. Cheer and Song Booster's Annual Cheer Showcase
216
0
0
0
0
N/A
10/17/13
El Dorado H.S. Fallen Heroes Memorial Project
312
0
0
0
0
N/A
10/21/13
OCSD Drug Use Is Life Abuse Golf Tornament
480
100
10/23/13
Fairmont Elementary Jog -a -thon
984
0
0
0
0
N/A
10/23/13
Esperanza H.S. Cheer and Song Booster's Haunted Maze
120
0
0
0
0
N/A
10/23/13
Mabel Paine PTA Jog -a -thon
528
0
0
0
0
N/A
10/24/13
City of YL Parks & Rec. Dept. Senior Health and Resource Fair
504
0
0
0
0
N/A
10/24/13
Lakeview Elementary Jog -a -thon
600
0
0
0
0
N/A
10/24/13
Littlest Angel Guild
288
0
0
0
0
N/A
10/24/13
St. Martin de Porres Catholic Church's Trunk or Treat
456
0
0
0
0
N/A
10/29/13
Travis Ranch Elementary Jog -a -thon
672
0
0
0
0
N/A
10/30/13
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
11/06/13
Travis Ranch Colorguard and Band's Band Pageant
120
0
0
0
0
N/A
11/07/13
Fairmont Elementary PTA Principal Luncheon
120
0
0
0
0
N/A
11/07/13
El Dorado Band and Colorguard Quartermania
120
0
0
0
0
N/A
11/07/13
Esperanza H.S. Men's Basketball Program
360
0
0
0
0
N/A
11/07/13
Y.L. Fiesta Days Foundation's 5k Red Shirt Run
192
0
0
0
0
N/A
11/14/13
Kraemer Middle School
552
0
0
0
0
N/A
11/14/13
Y.L. High School's Football Banquet
216
0
0
0
0
N/A
11/14/13
Church of Jesus Christ of Latter Day Saints' Emergency Prep Fair
312
0
0
0
0
N/A
11/21/13
El Dorado High School Freshman Football's Year -End Banquet
216
0
0
0
0
N/A
12/05/13
Fairmont Elementary PTA Principal Luncheon
120
0
0
0
0
N/A
01/09/13
Y.L.H.S. Baseball Boosters Golf Tournament
120
0
0
0
0
N/A
01/09/13
Kane Events Honkers Motivaitonal Marathon
264
0
0
0
0
N/A
01/09/13
Esperanza HS Cross Country Team's End of Season Banquet
168
0
0
0
0
N/A
YLWD PUBLIC AFFAIRS
PUBLIC OUTREACH ACTIVITIES AND DONATIONS FY 2013/14
01/23/13
EI Modena High School Baseball Boosters Club
1 288
0
01
0
0
N/A
02/13/13
IVan Buren Elementary Jog- a -thon
1 720
01
01
01
01
N/A
TOTALS 25904 5200 1000 1200 700
YLWD PUBLIC AFFAIRS
ITEM NO. 4.9
AGENDA REPORT
Meeting Date: January 6, 2014
Subject:Draft Winter Newsletter
ATTACHMENTS:
Name:Description:Type:
332013_Winter13_Newsletter.pdf Winter Newsletter Backup Material
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.
Board of
directors
PRESIDENT
Bob Kiley
VIcE- PRESIDENT
Ric collett
directors
Michael J. Beverage
Gary Melton
Phil Hawkins
We Welcome
Your comments!
YLWD PUBLIc AffAIRS
PublicAffairs@ylwd.com
(714) 701-3000
twitter.com/ylwd
Winter 2013
1717 E. Miraloma Ave., Placentia, CA 92870
(714) 701-3000 | www.YLWD.com
Independent, Trusted and Reliable
Service for more than 100 Years.
The Metropolitan Water District of Southern California (MWD) has
scheduled an 11 day shutdown of the Allen-McColloch Pipeline
(AMP), which is the large pipeline that supplies import water
to Orange County. The shutdown is scheduled from Monday,
January 13 through Thursday, January 23, to perform necessary
maintenance and upgrades. YLWD receives approximately 50%
of our water supply from Metropolitan. In preparation, we are
filling our reservoirs, and will rely on pumping more groundwater
and conservation efforts to sustain service during this shutdown.
We ask that you make an effort to conserve water during this
shutdown, turning off your sprinkler systems and refrain from
scheduling any major landscaping work. Thank You!
SIGN UP TO RECEIVE YOUR
NEWSLETTER VIA E-MAIL
Don’t forget, you can get your quarterly edition of Water Lines
via E-mail. Just log on to our website and click on the link to
subscribe for on-line delivery. YLWD is making every effort
to “go green” and this will help us save paper and money on
postage.
Calling all Elementary School Artists! YLWD is proud to present our
Annual Bottled Water Label Contest.
This year’s theme is: What Does Water Do For You?
All students in grades K-5 that live in or attend schools with YLWD’s service area are eligible.
All Entries must be submitted by January 31st. District will narrow the field to a top three
with the winner being decided in an on-line vote.
As always, the winning artwork will be featured on the inside label of YLWD’s bottled water and the
artist will be recognized by our Board of Directors.
YLWD bottles water directly from our wells and is donated to schools and charitable organizations for
community events and fundraisers. In addition, the bottled water serves as an emergency supply of
drinking water in the event of a disaster or emergency.
CONTEST RULES:
Open to all students in grades K-5 that live in or attend schools with YLWD’s service area. Artwork must demonstrate
student’s own ability. All Entries must be submitted by February 28th. Original Artwork only -No trademarked/
copyrighted material- Mickey Mouse, etc. All submitted Artwork will become the exclusive property of YLWD for
reproduction and promotional purposes.
WHat does Water do for You?PLEASE CONSERVE DURING
11 DAY SHUTDOWN
Please include the following information
on the back of the artwork:
- Student’s Name
- Student’s Grade
- Parent’s Name
- Student’s Phone Number
- Teacher’s Name
- School
Entries are to be sent to:
YLWD Public Affairs
P.O. Box 309
Yorba Linda, CA 92885
Last year’s winner: Tyler Yang,
Second Grade Mabel Paine Elementary
Working TogeTher For The PeoPle We Serve
Steve Conklin
Acting General Manager
ylWd in The communiT y
Yorba Linda Water District is constantly looking for ways to improve our
service. In that regard, our Board of Directors has been very active in
meeting with decision makers from other agencies in our service area to
ensure continuity and explore areas where we can collaborate to make the
best use of resources and get the most out of the public dollar.
For example, we meet regularly with the City of Yorba Linda and the City
of Placentia, where we are looking at options for saving tax payer dollars
via water conservation. A joint project replacing grass islands on streets
within the District’s service area in Placentia with artificial turf and drought tolerant landscape
would over time save taxpayers thousands of dollars each year. Other topics include alternative
uses of current facilities for public recreational use.
Another area where this collaboration is extremely important is Emergency Management. For
that reason, our Joint Agency Committee consisting of electeds and management from both
the Water District and the City of Yorba Linda, decided to hold a Town Hall Meeting with the
Orange County Fire Authority and the Orange County Sheriff’s Department and do a Five Year
Retrospective of the Freeway Complex Fire.
During this meeting, we all took turns detailing what each agency has done to prepare for the
next emergency or disaster. A video of this meeting is available on our website. It’s not a
question of ‘if’ a fire, earthquake or some other emergency will occur, it’s when. While we
cannot always predict these situations, constant communication and good working relationships
with our neighbors in public service is vital to providing the best public service- even under the
most uncertain circumstances.
TURKEY
TROT
FIESTA
DAYS
Metropolitan Water District of Southern california, (MWD)
imports most of the drinking water for all of Southern
california. In December, members of YLWD ‘s citizens
Advisory committee were invited by former YLWD
Director and current Municipal Water District of Orange
county (MWDOc) and MWD Director, Brett Barbre,
to attend his annual colorado River Aqueduct (cRA)
Inspection Trip.
This tour takes you back to the year 1928 when the
colorado River aqueduct was built offering a look at the
exciting history and an up close look at what goes into delivering high quality water to our taps .
The trip begins at the Robert B. Diemer Treatment Plant in the hills of Yorba Linda. Then, the
“Rolling college of Water Knowledge” embarks on a two and a half day tour with stops at the
Diamond Valley Lake, copper Basin the Whitsett Intake Pumping Plant and Parker Dam. The in-
depth trip, complete with breathtaking views, provided a unique opportunity to better understand
the challenges of sustaining Southern california’s vast water supply system – which spans from the
Sacramento-San Joaquin Bay Delta in Northern california to the 242-mile colorado River Aqueduct.
CAC Inspects Metropolitan’s Colorado
River Aqueduct Facilities