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Home My WebLink About2014-03-03 - Public Affairs-Communications-Technology Committee Meeting Agenda PacketYorba Linda '"Water District AGENDA YORBA LINDA WATER DISTRICT PUB AFFAIRS - COMMUNICATIONS -TECH COMMITTEE MEETING Monday, March 3, 2014, 4:00 PM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. ROLL CALL COMMITTEE STAFF Director Ric Collett, Chair Steve Conklin, Acting General Manager Director Robert R. Kiley 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. Draft IT Department Budget 4.2. Draft Public Affairs Division Budget 4.3. Storage Solution and Recovery Plan Outline: Phase 3 Archiving and Phase 4 Disaster Recovery (Verbal Report) 4.4. Committee Activities Review and Future Objectives for Public Affairs 4.5. Bottled Water Label Contest Results 4.6. Bottled Water Options (Verbal Report) 4.7. Spring Newsletter Content (Verbal Report) 4.8. Future Outreach and Press Relations (Verbal Report) 4.9. Status of Current Public Outreach Activities 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 Wednesday, April 9, 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. AGENDA REPORT Meeting Date: March 3, 2014 To: Public Affairs- Communications- Technology Committee From: Steve Conklin, Acting General Manager Presented By: Art Vega, Acting IT Manager Prepared By: Cindy Botts, Management Analyst Subject: Draft IT Department Budget DISCUSSION: Dept: Reviewed by Legal: ITEM NO. 4.1 Information Technology IR.7 The Information Technology (IT) Department proposes to increase its Supplies and Services budget for Fiscal Year 2014 -2015 by 3% (i.e., $19,445), to $625,922. As noted on the following Worksheet, there are offsetting increases and decreases in the budget items. The item that caused the net increase in the proposed budget is in professional services, which is for a GIS consultant to address the loss of a part -time GIS Technician. The previous GIS Technician was promoted to GIS Analyst and the Technician position was not filled. Most of the IT Department's budget, 54% relates to Information Systems, with warranties and service contracts, lease agreements, cell phone and broadband services, communication lines, software purchases and license renewals and hardware subscription renewals amounting to 63% of that section's budget. In the GIS section, software license renewals and a short -term consultant account for 68% of the budget. Lastly, in the SCADA section, listed items such as contractual services, software license renewals, electrical general maintenance, radio repairs and servicing, PLC hardware, networking equipment, and software consulting costs account for 83% of that section's budget. STRATEGIC PLAN: FR 1 -B: Prepare a High Level Annual Budget Document and Comprehensive Annual Financial Report and Compete for Recognition by the Government Finance Officers Association ATTACHMENTS: Name. Description: Type: IT S S Worksheet.xlsx IT Supplies and Services Comparison Backup Material 6010 FY 2015 Budget.pdf 6010 Budget Backup Material 6020 FY 2015 Budget.odf 6020 Budget Backup Material 6030 FY 2015 Budget.pdf 6030 Budget Backup Material 6040 FY 2015 Budget.odf 6040 Budget Backup Material IT Supplies & Services Comparison FY 2013/14 FY 2014/15 Budget Budget Supplies & Services Contractual Services $ 138,520 $ 143,120 Data Processing $ 170,730 $ 158,830 Dues & Memberships $ 1,327 $ 1,622 Materials $ 11,275 $ 15,825 District Activities & Events $ 300 $ 300 Maintenance $ 84,950 $ 79,250 Non - Capital Equipment $ 98,100 $ 98,950 Office Expense $ 19,175 $ 15,025 Professional Services $ 56,000 $ 91,500 Professional Development $ 16,800 $ 11,800 Travel & Conferences $ 9,300 $ 9,700 Supplies & Services Sub -Total $ 606,477 $ 625,922 Section Detail Expense Budget Dept /Section: IT (Admin) (6010) FY 2015 Primary GL Category M Sub Acct No./Sub Category M Detail Item Description w 1- 6010 - 0830 -00 $4,000 1- 6010 - 0830 -00 4,000 Interop (April /May) 1,200 Travel & Conferences Travel & Conferences WinConnections (November) 2,800 Section Total $4,000 Section Detail Expense Budet Dept /Section: IT (Information FY 2015 Systems) (6020) Primary GL Category 1- 6020 - 0600 -00 Contractual Services CategTry Total $113,620 Sub Acct No./Sub Category 1- 6020 - 0600 -00 Contractual Services 1,940 Detail Item Description Security Solutions: Annual Fire & Burglar Alarm 1,700 District Web Site Hosting 240 1- 6020 - 0600 -10 Data Hosting 1,200 FTP Today 1,200 1- 6020 - 0600 -20 Lease Agreements 15,500 Konica Minolta Operations Copier Lease 4,500 Konica Minolta Copier Leases for Admin Building 11,000 1- 6020 - 0600 -30 Warranties & Service Contracts 27,780 RMJ Tech. GPS Vehicle Tracking Service 20,000 APC Symmetra Data Center UPS On -Site Service Rene 3,780 Dell Hardware Service Contracts 4,000 1- 6020 - 0600 -32 Service for Cell Phones 25,000 Cell Phone Service ( Verizon) 25,000 1- 6020 - 0600 -33 Mobile Broadband Service 11,000 Verizon Broadband Aircard Service inc. CMMS 11,000 1- 6020 - 0600 -34 Communication Lines 31,200 Time Warner Cable & Dedicated Internet Access 20x 16,200 AT &T District Lines 15,000 1- 6020 - 0620 -00 Data Processing $102,830 1- 6020- 0620 -10 Software Purchases 4,500 CMMS Licensing 4,000 New Software 500 1- 6020- 0620 -20 Software License Renewals 92,280 Solar Winds Orion Monitoring Tool Maintenance 10,000 CityWorks Annual Maintenance 12,000 Lenel Onguard Software Support Agreement Renewal 250 Enterprise Leave Manager for Dynamics GP Maint. 450 Netmotion Mobility XE Premium Software Maintenanc 2,000 Trend Micro NeatSuite Antivirus & Spyware 110 lic 2,500 VMWare vSphere (Essentials Plus Kit) Maintenance 6,000 GP & Cogsdale annual Maintenance 49,500 Laserfiche Software Assurance Plan (LSAP) 4,780 Solar Winds Engineering's Toolkit Renewal 800 Novus Agenda Maintenance Renewal 4,000 1- 6020- 0620 -30 Hardware Subscription Renewals 5,550 Watchguard x1250e Firewall UTM Renewal 2,900 BDR Monthly Charge for Offsite Backup Storage 300 Barracuda Spam Firewall Energizer Annual Renewal 750 Barracuda Message Archiver Energizer Annual Renew 1,400 PageR Monitoring 200 1- 6020- 0620 -47 Cell Phone Supplies 500 Chargers 150 Batteries 200 Holsters & Covers 150 1- 6020 - 0640 -00 Dues, Memberships, & Subscriptions $872 1- 6020 - 0640 -00 Dues, Memberships, & Subscriptions 872 Maximum PC 12 CPU 30 PCWorld 50 Misc Memberships 250 Smart Computing 30 MS TechNet Plus Subscription 500 1- 6020 - 0710 -00 Materials $2,500 1- 6020 - 0710 -00 Materials 200 Materials 200 1- 6020 - 0710 -49 Power Strips 100 Power Strips 100 1- 6020- 0710 -51 Cabling 700 Duplex 50/125 LC /LC fiber, CAT6A, CAT5e patch cab 400 Adapters 100 DVI, VGA, DB9, Display Port, HDMI, USE; cables 200 1- 6020- 0710 -60 Hardware Supplies 1,500 USE; Drives USB Keys, SO / micro SD Cards 200 Desktop peripherals 900 Hardware supplies, AA & AAA batteries 400 1- 6020- 0715 -00 District Activities and Events $300 1- 6020- 0715 -50 Meeting Supplies 300 Meeting Supplies 300 1- 6020- 0730 -00 Maintenance $6,900 1- 6020- 0730 -00 Maintenance 850 Maintenance 850 1- 6020 - 0730 -06 Printer Servicing 1,200 HP Printer Servicing 1,200 1- 6020 - 0730 -11 Telco /Phone Servicing 2,000 Building Line Repairs 400 Cell Phone Servicing /replacement /repair 800 Phone Switch Servicing 400 Security Equipment Maintenance & Repair 400 1- 6020 - 0730 -30 Cabling & WAN Communication 1,500 Cabling (CAT6A, CAT5e, fiber) installation & rep ( 1,500 1- 6020 - 0730 -60 UPS & Back -up Power systems 1,350 APC Symmetra Data Center UPS battery modules (6) 1,000 UPS replacement batteries for desktops 350 1- 6020 - 0750 -00 Non - Capital Equipment $57,500 1- 6020 - 0750 -00 Non - Capital Equipment 2,000 Non - Capital Equipment 2,000 1- 6020 - 0750 -06 Desktops 10,600 Dell Optiplex PCs 10,000 Thin Clients 600 1- 6020 - 0750 -07 Notebooks 31,200 CMMS Notebooks and Equipment 20,000 Dell Notebooks 6,400 Tablets (Field /Eng) 4,800 1- 6020 - 0750 -08 Printers 2,000 Replacement Printers 2,000 1- 6020 - 0750 -09 Networking Equipment 4,900 KVM System Interface Pods 200 Network Storage Devices 1,500 Network Office /cubicle Switches 200 Misc Network Equipment such as Transceivers 800 Data Center Switches 2,200 1- 6020 - 0750 -30 Tools & Equipment 800 Data Center equipment (Rack & Cabinet) 800 1- 6020 - 0750 -00 Non - Capital Equipment $57,500 1- 6020- 0750 -35 Security 1,500 HID proximity badges for building access 500 FABS 1,000 1- 6020 - 0750 -41 Audio /Visual 3,500 Replacement LCD Monitors 3,000 Digital Cameras (Ops) 500 1- 6020 - 0750 -45 Telco 1,000 Phones & Accessories 1,000 1- 6020 - 0760 -00 Office Expense $10,325 1- 6020- 0760 -00 Office Expense 100 Business Cards 100 1- 6020- 0760 -21 Printer Supplies 9,225 HP LaserJet Printers & Copier toners fusers etc 9,000 Konica Minolta Copier /Printer Supplies for Ops 175 Konica Minolta Copier /Printer Supplies Mail Room 50 1- 6020- 0760 -26 Desktop Supplies 1,000 Mice 200 Blank DVD +R, CD Disc, USB Keys etc. 200 Keyboards 400 M isc 200 1- 6020 - 0780 -00 Professional Services $40,000 1- 6020- 0780 -11 Network /Hardware Consulting 500 Network /Hardware Consulting 500 1- 6020- 0780 -20 Software Consulting 38,500 Software Consulting 3,500 Network Engineering Consulting 10,000 CMMS Consulting EEC 25,000 1- 6020- 0780 -50 Technical Support 1,000 Technical Support 1,000 1- 6020 - 0810 -00 Professional Development $2,500 1- 6020 - 0810 -00 Professional Development 2,500 VM Ware Training 2,500 1- 6020- 0830 -00 Travel & Conferences $3,600 1- 6020 - 0830 -00 Travel & Conferences 3,600 Intersect (October) R.S. 2,200 CityWorks User's Conference (June) R.S. 1,000 Mileage and Travel Reimbursement 400 Section Total $340,947 Section Detail Expense Budget Dept /Section: IT (GIS) (6030) FY 2015 Primary GL Category 1- 6030 - 0620 -00 Data Processing M $21,400 Sub Acct No./Sub Category 1- 6030 - 0620 -20 Software License Renewals M 21,400 Detail Item Description InfoWater Renewal & Upgrade Floating License W 4,700 Freeance Maintenance 2,000 ArcEditor Concurrent Maintenance (2) 3,200 ArcGIS Server Standard Enterprise Maintenance 6,000 ArcView Single Use Maintenance 500 Arclnfor Concurrent Maintenance 3,500 AutoCAD & Map 3D Maintenance 1,500 1- 6030 - 0750 -00 Non - Capital Equipment $9,600 1- 6030 - 0750 -20 Printers 5,500 New Color Scanner 5,500 1- 6030 - 0750 -30 Tools & Equipment 4,100 GIS Miscellaneous Tools (Hardware) 4,100 1- 6030 - 0760 -00 Office Expense $4,400 1- 6030 - 0760 -21 Printer Supplies 4,400 Atlas Water & Sewer Supplies 4,400 1- 6030 - 0780 -00 Professional Services $20,000 1- 6030 - 0780 -20 Software Consulting 20,000 GIS Staff Augmentation & Cons. Services, EEC 20,000 1- 6030 - 0810 -00 Professional Development $5,000 1- 6030 - 0810 -00 Professional Development 5,000 GIS Analyst Training 2,000 GIS and CMMS Training, EEC 3,000 1- 6030 - 0830 -00 Travel & Conferences $700 1- 6030 - 0830 -00 TRAVEL & CONFERENCES (E) 700 GIS ESRI User Conference 500 Mileage and Travel Reimbursement 200 Section Total $61,100 Section Detail Expense Budget Dept /Section: IT (SCADA) (6040) FY 2015 Primary GIL Category Sub Acct No./Sub Category Detail Item Description 1- 6040 - 0600 -00 $29,500 1- 6040 - 0600 -30 5,500 Cisco Smartnet premium (for Cisco 1842 routers) 1,500 Contractual Services Warranties & Service Contracts Cisco Smartnet premium (for Cisco 3825 router) 2,500 Dell Servers Service contracts 1,500 1- 6040 - 0600 -34 24,000 Communication Lines 24,000 Communication Lines 1- 6040 - 0620 -00 $34,600 1- 6040 - 0620 -10 1,600 Misc. software 1,600 Data Processing Software Purchases 1- 6040 - 0620 -20 33,000 Wonderware Premium Support 29,500 Software License Renewals PLC Programing Support Proworks32 &Unity 3,500 1- 6040 - 0640 -00 $750 1- 6040 - 0640 -00 750 International Society of Automation 250 Dues, Memberships, & Subscriptions Dues, Memberships, & Subscriptions AWWA 500 1- 6040 - 0710 -00 $13,325 1- 6040 - 0710 -50 3,800 Electrical Supplies 3,800 Materials Electrical Supplies 1- 6040 - 0710 -60 3,000 Hardware Supplies 3,000 Hardware Supplies 1- 6040 - 0710 -72 850 Calibration Supplies 850 Calibration Supplies 1- 6040 - 0710 -78 5,675 Integral Manifolds for Flow & Pressure Meters 1,175 Meters & Sensors Level Indicators 3,000 Flow Meter 1,500 1- 6040 - 0730 -00 $72,350 1- 6040 - 0730 -15 2,200 Flow Meter Calibration 2,200 Maintenance Flow Meter Calibration 1- 6040 - 0730 -20 18,000 Electrical General Maintenance 18,000 Electrical General Maintenance 1- 6040 - 0730 -25 3,800 Motor Control Center 3,800 Electrical Motor Control Center Work 1- 6040 - 0730 -30 4,650 Conduit Replacement / Wiring Replacement / WAN Com 4,650 Cabling & WAN Communication 1- 6040 - 0730 -40 9,500 Radio repairs & Servicing 9,500 Radio repairs & Servicing 1- 6040 - 0730 -45 16,900 Power supplies & components 500 PLC Hardware M340 system /PLC's 11,000 Module replacements 3,100 Terminal Blocks /Other parts 1,500 Signal Conditioners- Converters 800 1- 6040 - 0730 -00 $72,350 1- 6040 - 0730 -55 2,800 Security & Gas detectors 2,800 Maintenance Security & Gas detectors 1- 6040 - 0730 -60 5,500 UPS & Back -up 24VDC Power systems 5,500 UPS & Back -up Power systems 1- 6040 - 0730 -61 4,000 Cooling & A/C Service 4,000 Cooling A/C Servicing 1- 6040 - 0730 -62 5,000 Instrumentation 5,000 Instrumentation 1- 6040 - 0750 -00 $31,850 1- 6040 - 0750 -09 8,000 Field Routers, Switches, Fiber Device Servers, Mod 8,000 Non - Capital Equipment Networking Equipment 1- 6040 - 0750 -30 1,550 Tools & Equipment 1,550 Tools & Equipment 1- 6040 - 0750 -35 6,500 Security 6,500 Security 1- 6040 - 0750 -55 5,000 PLCs & Panels 5,000 PLCs & Panels 1- 6040 - 0750 -65 5,000 Electrical Upgrades 5,000 Electrical Upgrades 1- 6040 - 0750 -70 5,800 Radio systems Communications & tower 5,800 Redundant SCADA Communications Radio Systems 1- 6040 - 0760 -00 $300 1- 6040 - 0760 -30 300 Manuals /Books /Magazines 300 Office Expense Books & Publications 1- 6040 - 0780 -00 $31,500 1- 6040 - 0780 -20 31,500 PLC program Conversions to Unity 10,500 Professional Services Software Consulting SCADA system programing 11,000 Maintenance PLC - SCADA Modifications 10,000 1- 6040 - 0810 -00 $4,300 1- 6040 - 0810 -00 4,300 Wonderware training 2,400 Professional Development Professional Development PLC programing training 1,400 Awwa training 500 1- 6040 - 0830 -00 $1,400 1- 6040 - 0830 -00 1,400 Awwa Conference 1,400 Travel & Conferences TRAVEL & CONFERENCES (E) Section Total $219,875 ITEM NO. 4.2 AGENDA REPORT Meeting Date: March 3, 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: Draft Public Affairs Division Budget DISCUSSION: The Draft of the Proposed Budget for the Public Affairs Division of the Administration Department for Supplies and Services decreased by 5.89% to $207,500, down $12,975 from FY 13/14. In addition to cuts in Travel & Conferences ($2,500), Training ($2,500) and sponsorships ($1,000) an additional savings to the FY15 budget is attributed to the decision to pursue the creation of a History Wall for the lobby in lieu of a more costly interactive kiosk, coming with an estimated savings of $7,500. Public Affairs Supplies & Services Comparison FY 2013/14 FY 2014/15 Budget Budget Supplies & Services Communications $ 192,250 $ 186,600 Contractual Services $ 6,900 $ 7,400 Dues & Memberships $ 5,500 $ 2,900 Fees & Permits $ 225 $ - Insurance $ - $_ District Activities & Events $ 600 $ 600 Materials $ - $_ Non-Capital Equipment $ - $_ Office Expense $ - $_ Professional Services $ - $_ Professional Development $ 5,000 $ 2,500 Travel & Conferences $ 10,000 $ 7,500 Supplies & Services Sub -Total ATTACHMENTS: Name: Budget Detail15.pdf $ 220,475 $ 207,500 Description: PA Budget 14/15 Type: Backup Material Budget Detail- 2020 FY13- 14.pdf DRAFT #2 PA BUDGET 13/14 Backup Material Section Detail Expense Budget Dept /Section: Admin (Public FY 2015 Information) (2020) Primary GL Category 1- 2020 - 0580 -00 Communications Category Total $186,600 Sub Acct No./Sub Category 1- 2020 - 0580 -05 Advertising ME 6,000 Detail Item Description General 6,000 1- 2020 - 0580 -10 Postage 17,000 Postage 17,000 1- 2020 - 0580 -15 District Special Events 20,000 Community Events (Open House, Facility Tours, etc. 20,000 1- 2020 - 0580 -35 Promotional Items 65,000 YLWD Bottled Water 45,000 Promotional Items 20,000 1- 2020 - 0580 -40 Sponsorships 2,000 Sponsorship- OC Water Summit 2,000 1- 2020 - 0580 -45 Video Productions 35,000 PSA /Video Production /Web Maintenance 17,500 History Wall 17,500 1- 2020- 0580 -50 Water Conservation Materials 21,600 Fall Newsletter 5,400 Winter Newsletter 5,400 Spring Newsletter 5,400 Summer Newsletter 5,400 F 020- 0580 -55 ter Conservation Programs 20,000 MWDOC Choice Water Use Efficiency 20,000 1- 2020 - 0600 -00 Contractual Services $7,400 1- 2020 - 0600 -00 Contractual Services 7,400 Doxo 1,620 Muzak Contract 780 Conservation Rebate Prog. (Turf, Sprinklers, Appli 5,000 1- 2020 - 0640 -00 Dues, Memberships, & Subscriptions $2,900 1- 2020 - 0640 -00 Dues, Memberships, & Subscriptions 2,900 OCRegister /LA Times 500 Chamber Memberships (YL, PL) 1,000 CAPIO Membership 600 PRSA Membership 800 1- 2020 - 0715 -00 District Activities & Events $600 1- 2020 - 0715 -50 Meeting Supplies 600 Intergovernmental Meetings 350 Division Meetings 250 1- 2020 - 0810 -00 Professional Development $2,500 1- 2020 - 0810 -00 Professional Development 2,500 Training 2,500 1- 2020 - 0830 -00 Travel & Conferences $7,500 1- 2020 - 0830 -00 Travel & Conferences 7,500 CAPIO Annual Conference (1 employee) 1,400 PRSA Annual Best Practices Summit (1 employee) 2,600 CRWUA (1 employee) 1,000 Mileage 2,500 Section Total $207,500 Section Detail Expense Budget Dept /Section: Admin (Public FY 2014 Information) (2020) 1- 2020 - 0580 -00 Communications Total $192,250 1- 2020 - 0580 -05 Advertising ME 6,000 .• Description General 6,000 1- 2020 - 0580 -10 Postage 17,000 Postage 17,000 1- 2020 - 0580 -15 District Special Events 20,000 Community Events (Open House, Facility Tours, etc. 20,000 1- 2020 - 0580 -35 Promotional Items 65,000 YLWD Bottled Water 45,000 Promotional Items 20,000 1- 2020 - 0580 -40 Sponsorships 3,000 Sponsorship- OC Water Summit x 2 3,000 1- 2020 - 0580 -45 Video Productions 42,400 PSA /Video Production 17,400 Lobby Kiosk 25,000 1- 2020- 0580 -50 Water Conservation Materials 21,600 Summer Newsletter 5,400 Fall Newsletter 5,400 Winter Newsletter 5,400 Spring Newsletter 5,400 F 020- 0580 -55 ter Conservation Programs 17,250 MWDOC Choice Water Use Efficiency 17,250 1- 2020 - 0600 -00 Contractual Services $6,900 1- 2020 - 0600 -00 CONTRACTUAL SERVICES (E) 6,900 Doxo 1,120 Muzak Contract 780 Conservation Rebate Frog. (Turf, Sprinklers, Appli 5,000 1- 2020 - 0645 -00 Fees & Permits $225 1- 2020 - 0645 -00 Fees & Permits 225 GFOA PAFR Reviewer Fee 225 1- 2020 - 0640 -00 Dues, Memberships, & Subscriptions $5,500 1- 2020 - 0640 -00 DUES,MEMBERSHIPS,SUBSCRIPTI ONS (E) 5,500 OCRegister /LA Times 500 Chamber Memberships (YL, PL) 1,000 CAPIO Membership 600 PRSA Membership 800 Shutterstock Annual Renewal Fee 2,600 1- 2020 - 0715 -00 District Activities & Events $600 1- 2020 - 0715 -50 Meeting Supplies 600 Intergovernmental Meetings 350 Division Meetings 250 1- 2020 - 0810 -00 Professional Development $5,000 1- 2020 - 0810 -00 PROFESSIONAL DEVELOPMENT (E) 5,000 Training 5,000 1- 2020 - 0830 -00 Travel & Conferences $10,000 1- 2020 - 0830 -00 Travel & Conferences 10,000 CAC Field Trips 2,500 CAPIO Annual Conference (1 employee) 1,400 PRSA Annual Best Practices Summit (1 employee) 2,600 CRWUA (1 employee) 1,000 Mileage 2,500 Section Total $220,475 Meeting Date Subject: ATTACHMENTS: AGENDA REPORT March 3, 2014 ITEM NO. 4.3 Storage Solution and Recovery Plan Outline: Phase 3 Archiving and Phase 4 Disaster Recovery (Verbal Report) Storage Solution and Recovery Plan Outline.pdf Description: Type: Backup Material Distributed Less Than 72 Hours Prior to Backup Material the Meeting Storage Solution an - ecovery Plan Outline (Four Phases) Storage Solution Backup Archiving Disaster Recovery Phase Status Summ -ar-y Storage Solution Budgeted fiscal year 2012 -2013. Completed June 2013 Backup Budgeted fiscal year 2012 -2013. Completed June 2013 Archiving Budgeted this fiscal year 2013 -2014 WORM appliance recommended by staff Disaster Recovery Removed from proposed 2013 -2014 budget. Proposed for fiscal year 2014 -2015 Phase 1 - Sto -iA i:i V 71 d .ILogic 35CSI SAN IA N a 1 ' Y *2'0 NA i A S N i .1 ft_ oe storage ) Migrated from tra ' °storage to an centralized stl solution (SAN device in District Data Center) Several servers were virtualized Data on several servers were migrated Benefits More scalable (Can increase storage) Shared centralized storage / simpler backups High Availability Data portability Phase 2 - Ba — K, .nilLngic W+r7 P56roo of SI SAN LLII (i87B of Storage) x111 ■1 � Y11 0 7I a111L L_.� Centralized Storage Solution Disk Based Backup and Replication Solution A Phys _..:.:..,_,.. . -..5o and z85o servers Phase 3 - Are -v- to What is archiving Data archiving is the process of moving data that is no longer actively used to a separate data storage device for long -term retention. Data archives consist of older data that is still important and necessary for future reference, as well as data that must be retained for regulatory compliance. What is WORM WORM (or write once, read many) storage or archiving is a data storage technology that allows information to be written to storage media a single time, preventing the user from accidentally or intentionally altering or erasing the data. WORM storage has historically been used for archiving data that requires a long retention period (e.g. Agreements and Board Resolutions) Phase 3 - Why is WORM Archive storage important New legislation is re- defining the way we store and manage data. Since most new data is now in digital format, governmental and regulatory agencies have began enacting new laws and guidelines regarding the methods for storing electronic records. Generally speaking, legal compliance puts the onus on the District's executive staff and board members to ensure that we take all reasonable steps to protect electronic records. Phase 3 - Are tvtn - 4o Applicable Laws & Regulation Requirements (Applicable California Laws GC 60200,12168.7, EVC 1550) `Store images on any medium that is a trusted system and that does not permit additions, deletions or changes to the original document in compliance with California law Section 12168.7 (effective August 8, 2012) for recording of permanent records...' (WORM) `Media must be stored and maintained in a safe and separate location. (New Fairmont Booster station) `Data must be retained on un- altered and easily acc( media for legal and business reasons, on an anytime basis.' Phase 3 — WORM A Staff Recommendation Idealstor WORM Data Archive Appliance `The Idealstor WORM appliance is an all in one archiving system designed to protect your critical data against accidental, premature, or malicious alteration or deletion.' - Imation website. Expandable and portable storage Lower cost enterprise solution. Approximately $16,000 Idealstor vs $42,000 for other solutions. Phase 3 Staff Recommendation Phase 4 — Disa A disaster recovery plan (DRP) - sometimes referred to as a business continuity plan describes how an organization is to deal with potential disasters. All of our DR solutions will protect the District's data making recovery possible. The key is to save data should the District's Data Center get destroyed. The District currently has no disaster recovery solution for IT. Staff has researched three different solutions and their approximate costs for discussion and budgeting for fiscal year 2014 -2015 Phase 4 -- Disaster Recopy___ -- Solutions Summary "One of the biggest issues facing disaster recovery planners is the selection of an appropriate DR site type. As with many IT decisions, planners are faced with a cost vs. performance tradeoff. The more spent, the greater the capability of a site to quickly resume operations." [1] Cloud Based Backup Appliance Barracuda backup appliance Hosted Data Center Replication as a service Co- Location Data Center Rented rack space in a remote data enter [rJ Mike Chapple, IT Professional & assistant professor.fcomputer appfc,ti— t the University of Notre Dame. - recovery- site - strategy- right -you Phase 4 — Disaster Recover Causes .I tomb[ng, 7% Storm, 1 Phase 4 — Disaster Recovery -a- Cloud Based Backup Appliance Barracuda Backup Appliance with 16TB of storage. Will upload backups to the cloud. Issues: Very Expensive Requires internet access. (think earthquake) Long time to download District Backups. Time depends on Estimated Costs: $44,999 one time cost for appliance plus $18,o98 a year for updates and replacement plus data storage for r3.6TB is $4o,800 a year. Phase 4— DisasterRecom -erg/ Solutions Continued`'' W�; � Hosted Data Center k. The Hosted Data Center provides software /hardware as a service. Issues: Equipment will cost more in the long run since it is rented. The contracted service about equals the purchase of the equipment every 13 months. Reliant on Data Center staff to maintain rented equipment. Rack space shared with other companies data. Very Expensive Estimated Costs: Total annual fee for hardware / software as a service is at a mi Of $90,000 to $200,000. Phase 4 — Disaster Rec- ovaPtg---=- Solutions Continued Co- Location Data Center A CoLocation facility will rent out rack space, power, cooling, physical security internet access bandwidth —and connect th a variety of telecommunications and network service providers. Issues: District IT staff would need to purchase and setup new hardware. District IT staff would need to travel to DR site for occasional maintenance. Hardware could be handled by Dell with a support contract. Rack space shared with other companies. Benefits: Fastest time to resume operations in case of disaster. Within a few hours hardware at DR site can be setup for remote use. If internet access is unavailable, District staff can potentially drive to site and pickup equipment. Estimated Costs: $599 - $899 /month for t/2 rack. Initial hardware cost of $45,000. Phase 4 — Disa Best Places for a DR Data Center for Solution 2 & 3 A Backup Material Distributed Less Than 72 Hours Prior to the Meeting RaD Sal Ter EaM 00 El g �° El Cwsm•rv,ar� 5 Summe:.u� / \/�.'. ,a .- co�.n r�� nrrey err z) M Lmnp,u n Henderson SMrcn G Sban GoL,gle • aa. >..,.apr.o,,,��.,. . In your data center about 50% of your cons is POWER The national average cost for commercial power rs 10 07 cents per Minvatt-hour In California the cost of power rs 12 25 cents per olowaR -1,111 and in Nevada the average cost is 10 47 cents per kkwatt-hour You can see sgnl/lcanl savings in Las Vegas. Nevada . low incidence of natural disasters • Las Vegas is about a 45 minute right from California • the excellent data connectivity of our data centers in Las Vegas, Nevada Yci Linda Water District Poop d Co Location Off Site Backup Replication for Disaster Recovery Plan Data Center SSAE-16Ce0i6ed wia< Rented OR facility R.-M L•otA Ne«h all tM dsu N,avN. Mtn wpy a pws-04 of a Iew mMm «orau as< me r.gi<atan District's Placentia facilities suffer a orce m»mp;wteN ww»«wtpma+n. met disaster and are unusable aeaawalr»amr «p•«Y<w, .. 4,pmP aetin.aA irruagwntrry of »rveu Po'<Fm,n ssmion +urwm<wrnnrr«amuel»o.«nvmed td �,nt p .pprdu,ee aw »mnwehw,r.now,nd u amore arapaa,lnva apri<e. an print »rven» remot¢ FduallopK m�w»m ahw r«twirytne op¢raunp iM Ir» »rver weld M made x<•,u•re tmaupr� BPS j tl»renrp»<onm<tion. b rym Irom the -- yWa,ura appal «eawn,<n n luen<ed io run Iwo I ,�x,.puavrr.rr, wr,,, men anal wort to re<anap our data from tn¢ . wcapa I Staff Recomme Approve Purchase of Idealstor WORM Archiver Appliance and necessary software. Support Capital Outlay item for Disaster Recovery for fiscal year 2014 -2015. Approximately $50,00o estimated and proposed in budget but depends on solution. uestions ITEM NO. 4.4 AGENDA REPORT Meeting Date: March 3, 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. 4.5 AGENDA REPORT Meeting Date: March 3, 2014 Subject: Bottled Water Label Contest Results SUMMARY: After more than 1,500 online votes were cast, 3rd Grader, Emily Garten of Rose Drive Elementary narrowly defeated 4th Grader, Sydney Holland of Mabel Paine Elementary School to win this Year's Bottled Water Label Contest. Emily received 753 (50.2°/x) of the votes with Holland receiving 717 (47.8). 1 st Grader, Hannah Yee, of Golden Elementary came in third with 31 votes (2.1 %). Emily's artwork will be featured on the new label of YLWD bottled water. ATTACHMENTS: Name: Description: Type: a2 EMILY GARTEN.ioa Winning Artwork Backup Material YLWDj w Q® ca Yylp Aga ,s < v Meeting Date Subject: ATTACHMENTS: AGENDA REPORT March 3, 2014 Status of Current Public Outreach Activities Name: Description: Public Outreach Activities FY 13.14.xlsx Public Outreach Activities ITEM NO. 4.9 Type: 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 El Modena High School Baseball Boosters Club 288 0 0 0 0 N/A 01/23/13 Valencia High School Ti -Gears Robotics Team 240 0 0 0 0 N/A 01/23/14 CPRunners' Yorba Linda Distance Carnival 312 0 0 0 0 N/A 01/31/14 Placentia Pony Baseball's Placentia Pony Golf Tournament 312 0 0 0 0 N/A 02/06/14 Mt. SAC College Education Fundraiser 960 0 0 01 0 N/A 02/06/14 Friends Church Day One Vision Event 480 0 0 0 0 N/A 02/13/13 Van Buren Elementary Jog -a -thon 720 0 0 0 0 N/A 02/13/14 Tynes Elementary 480 0 0 0 0 N/A 02/13/14 Yorba Hills Little League 1 2161 01 01 0 01 N/A 02/16/141 Placentia Pony Baseball's 1 01 501 01 0 01 N/A TOTALS 28904 5250 1000 1200 700 YLWD PUBLIC AFFAIRS