COMMITTEE Director Michael J. Beverage, Chair Director Ric Collett

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1 AGENDA YORBA LINDA WATER DISTRICT PUB AFFAIRS-COMMUNICATIONS-TECH COMMITTEE MEETING Monday, January 7, 2013, 4:00 PM 1717 E Miraloma Ave, Placentia CA COMMITTEE Director Michael J. Beverage, Chair Director Ric Collett STAFF Steve Conklin, Acting General Manager Art Vega, Interim IT Manager Damon Micalizzi, Public Information Officer 1. 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. 2. ACTION CALENDAR This portion of the agenda is for items where staff presentations and committee discussions are needed prior to formal committee action New Operations Department Copier Lease Recommendation: That the Committee recommend the Board of Directors authorize the Acting General Manager to execute the new Lease Agreement with Konica Minolta for a new Bizhub C224 at a cost of $ per month and a unit cost of $ per color copy and $ per black and white copy 2.2. YLWD Branding Signage for Board Room Recommendation: That the Committee recommend the Board of Directors approve the design for the Board Room at the cost of $1, to be taken out of the Public Affairs Budget for 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 Signage/Branding Options for District Administration Building (Verbal Report) 3.2. Committee Activities Review and Future Objectives 3.3. Status Report on Strategic Plan Initiatives 3.4. Future Agenda Items and Staff Tasks

2 4. ADJOURNMENT 4.1. The next Public Affairs-Communications-Technology Committee meeting will be held Monday, February 4, 2013 at 4:00 p.m. Items Distributed to the Committee Less Than 72 Hours Prior to the Meeting Pursuant to Government Code section , 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 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 , or writing to Yorba Linda Water District, P.O. Box 309, Yorba Linda, CA 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.

3 AGENDA REPORT ITEM NO. 2.1 Meeting Date: January 7, 2013 Budgeted: Yes To: From: Public Affairs-Communications- Technology Committee Steve Conklin, Acting General Manager Total Budget: $4,500 Cost Estimate: $247/mo. + cost per copy Account No: Presented By: Art Vega, Acting IT Manager Dept: Information Technology Reviewed by Legal: Prepared By: Art Vega, Acting IT Manager CEQA Compliance: N/A Subject: SUMMARY: New Operations Department Copier Lease Pending The District currently has one Konica Minolta Bizhub C220 copy machine in the Operations Department. The lease for this copier expired on November 29, Konica Minolta has proposed replacing the Bizhub C220 with a new Bizhub C224 at a lower lease cost. Attached for the Committee's review is Konica Minolta's new lease proposal. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors authorize the Acting General Manager to execute the new Lease Agreement with Konica Minolta for a new Bizhub C224 at a cost of $ per month and a unit cost of $ per color copy and $ per black and white copy DISCUSSION: The new Bizhub C224 copier is Minolta's proposed replacement for our Bizhub C220 copier in Operations. The new copier's touch-screen display works almost identically to the current copier so there would be minimal need for additional training. Konica Minolta has proposed to lower the monthly cost and per page cost with the new lease. The lease for the new copier would be $ per month with a unit cost of $ per color copy and $ per black and white copy. Based on average usage, it is projected that the District will save on average $18.57 a month compared to the previous lease. The cost includes the return costs associated with the current Bizhub C220 and no remaining lease payments will be due on the old copier. PRIOR RELEVANT BOARD ACTION(S): On June 23, 2011, the Board authorized the General Manager to execute a Lease Agreement with Konica Minolta for the leasing of 2 new copiers for the Administration Building. ATTACHMENTS: Name: Description: Type: Lease_renewal_for_Ops_copier_from_Konica_Minolta_2012_12.pdf New Ops Copier Lease Proposal Backup Material

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6 AGENDA REPORT ITEM NO. 2.2 Meeting Date: January 7, 2013 Budgeted: No To: From: Presented By: Prepared By: Subject: Public Affairs-Communications- Technology Committee Steve Conklin, Acting General Manager Damon Micalizzi, Public Information Officer Damon Micalizzi, Public Information Officer Cost Estimate: $1,715 Funding Source: Multiple Funds Account No: Dept: YLWD Branding Signage for Board Room CEQA Compliance: N/A Board of Directors SUMMARY: Over the past few meetings the Committee has discussed and reviewed potential options for adorning the wall behind the dais in the Board Room with the YLWD logo and slogan. This signage will brand our Board Room and present better photo opportunities, as the room currently is very bare. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors approve the design for the Board Room at the cost of $1, to be taken out of the Public Affairs Budget for DISCUSSION: The idea was posed to the Committee after several photos were taken at Board Meetings, that "Branding" may be helpful where the photos were taken. The Committee discussed the design and over the course of several meetings, reviewed multiple proofs to arrive at the attached recommended look for the design. STRATEGIC PLAN: CP 1-A: Enhance Resources for Public Information and Governmental Affairs Division ATTACHMENTS: Name: Description: Type: Approval_Proof yor22358est_8.pdf Proof Backup Material Estimate.pdf Estimate Backup Material

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8 Description: Prepared For: Company: Dear Damon: America's Instant Signs 1265 Manassero St., Units Anaheim, CA ph. (714) fax (714) Estimate Brushed Aluminum Logo and Letters for Boardroom Damon Micalizzi Yorba Linda Water District Page 1 of 2 Estimate: Printed: 1/2/2013 2:06:39PM ph: (714) dmicalizzi@ylwd.com Thank you for working with me on your sign project. Below is the pricing for the layout, version 8, you requested. Please feel free to call if you have any questions, or you'd like us to begin work. Sincerely Linda Prina Product Font Qty Sides Height Width Unit Cost Install Item Total 1 Metal lam on 1/2" acryli $1, $ $1, Color: Description: BOARDROOM LOGO PANELS: * AIS to provide a layout for your approval, prior to production. * Fabricate individual dimensional letters and a logo panel: Logo Panel = Routed rectangular shape out of 1/2" thick black acrylic with a brushed aluminum laminate face, radius corners, at 20" x 90". Letters and logo box to be "cut out" and backed with 1/4" thick blue acrylic so that the letters are "recessed" and blue. YLW = Individual dimensional letters (YLW), routed out of 1/2" white acrylic glued to the blue face. Tag Line Panel = Routed rectangular shape out of 1/2" thick black acrylic with a brushed aluminum laminate face, radius corners, at 6.5" x 90". Letters to be "cut out" and backed with 1/4" thick black acrylic so that the letters are "recessed" and black. Text: * Panels will have special mounts on the ends, to attach to the wood slats and/or wall behind. Please note the wall is curved, and there will be an "open area" behind the signs. * Installation is included.

9 America's Instant Signs 1265 Manassero St., Units Anaheim, CA ph. (714) fax (714) Estimate Page 2 of 2 Estimate: Printed: 1/2/2013 2:06:39PM Notes: DEPOSIT: 50% deposit is required upon placement of order; balance due upon completion. TURNAROUND: Please allow 14 working days for production. Line Item Total: Tax Exempt Amt: Subtotal: Taxes: Total: $1, $ $1, $ $1, Company: Yorba Linda Water District 1717 E. Miraloma Avenue Placentia, CA Received/Accepted By: / /

10 AGENDA REPORT ITEM NO. 3.2 Meeting Date: January 7, 2013 To: From: Presented By: Prepared By: Subject: Public Affairs-Communications- Technology Committee Steve Conklin, Acting General Manager Damon Micalizzi, Public Information Officer Damon Micalizzi, Public Information Officer Committee Activities Review and Future Objectives 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) 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 2012, the following items of significance were discussed and/or considered by the Committee: Signage/Branding for Board Room -The Committee selected a final draft and requested that it be presented before the full board. District Promotional Displays -The District purchased a presentation backdrop, table covers, a pop-up, banner, magazine racks, and chairs all personalized with the District's logo. Water Conservation Signage -After much debate the Water Conservation signage was taken down and placed in storage OCWD Water Education Festival Presentation -The District was represented by staff at the Festival who gave a presentation on the water cycle to students from throughout the county. Website Redesign -The District's website was redesigned and launched. Bottled Water Label Contest -The Second Annual Bottle Water Label Contest was a major success with online voting being used for the first time. Bottled Water Policy/Supply & Demand -The Committee reviewed its bottled water policy and increased the amount of water that it ordered for the year Promotional Collateral Inventory and Replacement -The District ordered more rain drops,

11 pens, pencils, yoyo's, and Frisbees. Water Lines Newsletter Redesign and Review of District Printed Collateral -Given a new look an YLWD Brand was redesigned for consistency across all printed collateral. 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. Mission, Vision Statement & Core Values Signage for District Administration Building Touch-Screen Display for Training Room Interactive Digital Display for Lobby/History of YLWD Video & Kiosk Display Electronic Agenda Display

12 AGENDA REPORT ITEM NO. 3.3 Meeting Date: January 7, 2013 Subject: Status Report on Strategic Plan Initiatives ATTACHMENTS: Name: Description: Type: PACT_-_Strategic_Plan_Tracking.xlsx Strategic Plan Tracking Backup Material

13 Strategic Plan Initiatives Status Report Public Affairs-Communication-Technology Committee Strategies OE 1: Optimize Use of Existing Technologies Start Date Completion Date Lead Party December Progress January Progress OE 1-A Identify the Current Functionality of Existing Technology and Determine if it is Being Utilized to Full Capacity Jul-11 Sep-11 IT Director/EPIC Committee Negotium work and training for Dynamics GP pending legal. Reviewed by PACT in November. Tentatively scheduled to start this work on January Reviewed by Legal. Awaiting insurance information and request for extra services letter from Negotium. OE 1-B Evaluate How Each Department Might Make Further Use of Existing Technology Sep-11 Dec-11 EPIC Committee/ Executive Staff CP 1: Increase Brand Recognition within the Community CP 1-A Enhance Resources for Public Information & Governmental Affairs Division Jul-11 Dec-11 Public Information Officer Reviewing new Signage for Board Room. CP 1-B Develop a Public Relations Master Plan with Measurable Goals Jul-11 Jun-12 Public Information Officer YLWD Communications Plan being updated. CP 1-E Effectively Use Broad Spectrum Communication Opportunities On-going On-going Public Information Officer New YLWD.com launched. Social Media Campaign underway. CP 2: Increase Public Awareness of Water and Wastewater Related Issues CP 2-B Develop and Expand a Youth Education Program Jul-11 On-going Public Information Officer Record # of Applicants and Partnership with the PYLSD for Bottled Water Label Contest