HomeMy WebLinkAbout2009-03-19 - Public Information-Technology Committee Meeting Minutes
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ITEM NO. 13op-
MINUTES OF THE
YORBA LINDA WATER DISTRICT
PUBLIC INFORMATION-TECHNOLOGY COMMITTEE MEETING
March 19, 2009
A meeting of the Public Information-Technology Committee was called to order by
Director Collett at 4:00 p.m. The meeting was held at the District's Administrative Office
at 1717 East Miraloma Avenue, Placentia, California.
COMMITTEE STAFF
Director Ric Collett, Chair Pat Grady, Assistant General Manager
Director Michael J. Beverage Cindy Botts, Management Analyst
PUBLIC COMMENTS
None
Guests present: Julienne Chene (Avant Garde, Inc.) and Bill Guse (Resident)
ACTION ITEMS
1. 2009 Newsletter Campaign
Ms. Botts introduced Julienne Chene of Avant Garde and spoke to the
Committee about why the District was recommending Avant Garde for a period of
two newsletters. Director Beverage questioned Ms. Chene about her company
and Director Collette asked to see examples of her previous work. The
Committee approved the proposal with Avant Garde for a period of two
newsletters. Ms. Chene left the meeting after this item was completed.
2. Water Conservation Ordinance Implementation Plan
Bill Guse, a resident within the District and an applicant for the Citizens Advisory
Committee, asked the Committee for a brief summary on upcoming water rates
and the current water situation. Both Directors responded. Mr. Guse left after
his questions were answered.
Mr. Grady introduced this item and stated that the Executive-Administration-
Organizational Committee previously met to review and discuss the contents of
the proposed conservation ordinance and that the focus of the Public Information
Technology Committee should be solely the public information and
implementation aspect. Ms. Botts presented the current "shopping list" of
possible Implementation Items for the upcoming Water Conservation Ordinance
and the Directors both suggested that radio ads would not be necessary and
dependant upon legal requirements for notification of violations, the budgeted
amount for postage on violation may have to be increased. Additionally, Director
Beverage suggested bill inserts every month through the next fiscal year and the
use of mobile signs to alert the community to the specific Water Alert Level.
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DISCUSSION ITEMS
3. Update on Current Public Relations Activities
Ms. Botts reported on recent media interviews, a recent toilet rebate scam, the
billing change over bill insert and the possibility of the upcoming annual report to
be done on CD rather than paper.
4. Update on New Financial and Utility Billing Software
Mr. Grady reported that additional training and additional modules were currently
being implemented in the areas of inventory and accounts payable with
purchasing and project management to follow. Completion of the Utility Billing
Software is expected to be completed by July or August 2009.
5. Update on Electronic Imaging and Agenda Automation Software
Mr. Grady reported that the Electronic Imaging was ongoing and that due to the
large amount of information still needed to be uploaded to the database, he
would submit a request for additional funding for temporary staff to continue this
project into the next fiscal year. Mr. Grady also reported that with the Agenda
Automation Software, current agendas, including this meeting's agenda, will be
done in the parallel to ensure that all the "bugs" are worked out prior to going live
to automatic agendas.
ADJOURNMENT
The Committee adjourned at 5:40 p.m. The next meeting of the Public Information-
Technology Committee will be held May 5, 2009 at 4:00 p.m.
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