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HomeMy WebLinkAbout2008-01-09 - Public Information-Technology Committee Meeting MinutesYORBA LINDA WATER DISTRICT PUBLIC INFORMATION - TECHNOLOGY COMMITTEE MEETING January 9, 2008 ITEM NO. 8 e A meeting of the Yorba Linda Water District Public Information-Technology Committee was called to order by Director Beverage at 4:09 pm. Alternate Director Armstrong replaced Chair Collett for this meeting. The meeting was held at the District Administration Office at 4622 Plumosa Drive, Yorba Linda. COMMITTEE: STAFF: Director Ric Collett, Chair Michael A. Payne, General Manager Director Michael J. Beverage Pat Grady, Information Technology Director Alternate: Paul R. Armstrong Cindy Mejia, Assistant Administrator INTRODUCTION OF VISITORS AND PUBLIC COMMENTS: None ACTION ITEMS: 1. The PI Committee agreed to recommend to the Board of Directors approval of soliciting a contract for upgrading the District's website with T-Write Design. A brief description of the three companies that bid on the website request for proposal was presented and staff recommended T-Write, based on cost, ease of modification and overall customer service. Director Beverage suggested the PI Committee approve the request for a contract without going to the Board of Directors for action. He concluded this item fell under the General Manager's ability to approve items without Board of Directors approval. General Manager Payne agreed and stated the website would be completed concurrent with the move into the new Administration building. DISCUSSION ITEMS: 2. Status report on District Information activities a. Public Activities - Dec. 2007. Cindy Mejia presented a list of public activities and events she attended during the month of December and briefly spoke of the activities coming in January. The Committee requested that she try to give them an idea of events coming up in the next six months. Mike Payne explained that the new intranet, due to debut at the State of the District, would hold a general calendar where such events could be entered and viewed at any time by the Board Members. Director Armstrong suggested the District continue to be a strong force in the City of Yorba Linda after the move to the new building. Cindy Mejia also presented the notes on the meeting held January 7, 2008 regarding the update of the District video and the upcoming Historical video. b. New Logo Update. Cindy Mejia presented quotes for prices on logo design from two companies. Director Beverage requested staff to consider hiring the company he had worked with previously. C. ACWA Letter Request - Prop. 1A. Cindy Mejia presented the letters that were sent at the request of ACWA to a local'legislator regarding Proposition 1A. This was for information only. d. Water Bill Messages. Cindy Mejia presented the message that had gone out December 10, 2008 and indicated such messages would continue to go out every billing cycle. This was for information only. e. SmarTimer program update. Cindy Mejia informed the Committee that a construction company operating in Kerrigan Ranch applied for 374 timers at a cost to the Yorba Linda Water District of $5,030. This one account would put the Public Relations budget over by $4,500 for the fiscal year. Mike Payne had informed Cindy Mejia that this was fine, and we would attempt to increase the funds in this area during the next budgeting process. Director Beverage agreed and stated that being upside down in this area meant we were increasing overall water conservation. 3. Telemetry Upgrade-IT. Pat Grady informed the Committee that when he was hired, he requested the telemetry division be moved from the Operations Department to the IT Department, for ease of updating purposes. This was done, and IT is in the process of converting from the old program to the new one. The conversion is due to be completed by the date of the move into the new Administration building. Director Armstrong asked if the ultimate goal was to be independent of radio, and Pat Grady informed the committee that the District may eventually go to cell technology, but that such a change would not be coming anytime soon. 4. Intranet Demonstration. Pat Grady demonstrated the District's intranet, which employees could access from home as well as from the office. The dynamic calendar of events and department tabs, under which documents employees could access at any time are posted, were included in the demonstration. 5. GIS Update. Pat Grady informed the Committee that the GIS system is due to be completed in August 2008. He stated there are two processes to convert the GIS database: first is that of the Plat sheets, second is to scan the As-Built maps and link to the actual maps. 6. IT General Update. Pat Grady informed the Committee that the District's version of Microsoft Exchange was updated during the past week from 2000 to 2007. He also informed the Committee that on January 23, 2008, Springbrook Systems would be making a presentation to the IT Director on a new Financial and Utility Billing package. ADJOURNMENT: The next meeting of the Public Information Committee is scheduled for February 5, 2008 at 4:00 p.m.