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HomeMy WebLinkAbout2008-07-17 - Public Information-Technology Committee Meeting Agenda PacketNL W YORBA LINDA WATER DISTRICT PUBLIC INFORMATION - TECHNOLOGY COMMITTEE MEETING Thursday, July 17, 2008, 9:00 a.m. 1717 E. Miraloma Avenue, Placentia, CA 92870 - Tel: (714) 701-3020 AGENDA COMMITTEE: STAFF: Director Ric Collett, Chair Michael A. Payne, General Manager Director Michael J. Beverage Ken Vecchiarelli, Asst. General Mgr Altemate: Paul R. Armstrong Pat Grady, Information Technology Director Cindy Mejia, Management Analyst INTRODUCTION OF VISITORS AND 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. ACTION ITEMS: This portion of the agenda is for items where staff presentations and committee discussions are needed prior to formal committee actions. 1. None 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. 2. Public Information - Water Shortage Contingency Plan. ADJOURNMENT: The next meeting of the Public Information Committee is scheduled for August 5, 2008 at 4:00 p.m. 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 Michael A. Payne, District 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. 2. AGENDA REPORT Committee Meeting Date: July 17, 2008 To: Public Information-Technology Committee From: Michael A. Payne, General Manager Staff Contact: Cindy Mejia, Management Analyst Reviewed by General Counsel: N/A Budgeted: N/A Total Budget: $ Funding Source: CEQA Account No: Job No: Compliance: N/A Estimated Costs: $ Dept: Admin Subject: Public Information Plan Staff Notes SUMMARY: In response to the growing water scarcity problem, the Yorba Linda Water District Board of Directors requested staff begin developing a plan of action for educating District customers to the current drought conditions of Southern California and to the possible increase of water rates as an effect of the scarcity. DISCUSSION: District staff has reviewed the requested conservation implementations suggested by Governor Schwarzenegger's Drought Proclamation and the OC Grand Jury Report, in addition to what other local agencies currently have in place, and complied these possible public information efforts into a draft plan for review by the Public Information-Technology Committee. PRIOR RELEVANT BOARD ACTION(S): A specific public information campaign has never been produced by the District, nor has many of the suggested efforts for implementation, but a generalized quarterly newsletter was last produced by the District in 2005. STAFF RECOMMENDATION: That the Public Information-Technology Committee considers the attached list of questions. Summer Conservation Campaign -Encourage conservation -Educate the public -Prepare for upcoming rate increase/changes CAMPAIGN CREATION Name? Why? How we do this? Why are we doing a campaign? (General Public Education) • Water Shortage--- 10 yrs of Drought o Drought in Delta o Regulatory Drought (Smelt) o YLWD Voluntary 10% Reduction ■ Governors Message ■ Grand Jury Requests • Public Notification • Tiered Rates How to Implement • Press Release(s) o YLWD's 10% voluntary request (YL Star, OC Register) • Letters to top customers (10, 50, 100, other) o Meet with cities, school districts • Message on water bills o Review bill ■ Inserts ■ units 4 gallons ■ Avg. US home uses 200 g/day • YL Star - Placentia Times Monthly article? o Landscaping Focus- per OC Grand Jury ■ Nifty-50 plant of the month ■ Tips ■ Current News on Water Crisis • YLWD Website - Attach Resolution • YL Cable + Placentia Cable o District Video • YLWD (Are we talking the talk?) o YLWD Facilities/landscaping/inspections • Waterlines (Summer and Fall = Laer Pearce) • YL/Placentia Chambers and Community Groups o Flyer to monthly newsletter/article • Display Water Efficiency tools o Turf in lobby w/signs and fact sheets (Kris - MM) o Brochures in lobby ■ Specific to YLWD ■ 3 w/targeted messaging o Toilet/Washers/Smart controllers • Display magnetic placards on district vehicles • Display table signs @ restaurants or put in menus o Now: General info o Sept 1: General info + UWMP levels • Educate employees o Provide letters/brochures to pass out o PI Messaging monthly mtg ■ Admin/CS/Meter Readers/Service Crews • Order Updated Promo Items • Customer Survey o Evaluate results- Adjust PI Plan, if necessary • Lobby Wall o History Development (1959-2008)- 50 hrs needed o Photos are in the works • District/Historical Video • Apply for grants - Prop 50 Conservation o Rebates? • Updated Stationary • Thermometer (to measure success)? o Does this indicate an "end" to conservation? • 100 Year Anniversary o HUGE event for re-branding • Landscaping 101 Classes o Endorsed by Grand Jury report • Demo Garden Tours o Creation of Garden Map o Creation of accompanying Landscaping Info • Student Packet incld. MWDOC Student Program o Already ordered • Develop an "official" PowerPoint presentation o Re: water supply reliability/storage, what YLWD is doing about conservation/efficiency, opportunities for consumers on water use o Tailored to: Chamber of Commerce, City Council, community groups, large water users Action Plan ■ Update UWMP ■ Develop Plan - Options ■ Respond to OC Grand Jury ■ Penalties 1.Neighborhood Average 2.Sliding Scale - set # 3.Tiered Rates