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HomeMy WebLinkAbout12-04-06 C&C Committee PacketOTAY WATER DISTRICT COMMUNICATIONS COMMITTEE MEETING and SPECIAL MEETING OF THE BOARD OF DIRECTORS 2554 SWEETWATER SPRINGS BOULEVARD SPRING VALLEY, CALIFORNIA Boardroom Monday December 4, 2006 11:30 A.M. This is a District Committee meeting. This meeting is being posted as a special meeting in order to comply with the Brown Act (Government Code Section §54954.2) in the event that a quorum of the Board is present. Items will be deliberated, however, no formal board actions will be taken at this meeting. The committee makes recommendations to the full board for its consideration and formal action. AGENDA 1. ROLL CALL 2. PUBLIC PARTICIPATION-OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO SPEAK TO THE BOARD ON ANY SUBJECT MATTER WITHIN THE BOARD'S JURISDICTION BUT NOT AN ITEM ON TODAY'S AGENDA INFORMATION I ACTION ITEMS 3. TOUR OF THE DISTRICT'S DATA CENTER (JENKINS) [15 minutes] 4. DISCUSSION OF 2007 PUBLICATIONS MESSAGE CALENDAR (BUELNA) [10 minutes] 5. REVIEW OF BREAKFAST AND BRIEFING PLAN FOR STAFF OF ELECTED OFFICIALS (BUELNA) [1 0 minutes] 6. DISCUSSION OF MEDIA PLAN FOR THE GROUNDBREAKING CEREMONY FOR VALHALLA HIGH SCHOOL FOR THE INSTALLATION OF ARTIFICIAL TURF (BUELNA) [5 minutes] 7. REVIEW OF THE DRAFT OF THE 50TH ANNIVERSARY ANNUAL REPORT (BUELNA) [1 0 minutes] 8. ADJOURNMENT 1 BOARD MEMBERS ATTENDING: Mark Robak, Chair Larry Breitfelder All items appearing on this agenda, whether or not expressly listed for action, may be deliberated and may be subject to action by the Board. If you have any disability that would require accommodation in order to enable you to participate in this meeting, please call the District Secretary at 670-2280 at least 24 hours prior to the meeting. Certification of Posting I certify that on December 1, 2006, I posted a copy of the foregoing agenda near the regular meeting place of the Board of Directors of Otay Water District, said time be- ing at least 24 hours in advance of the meeting of the Board of Directors (Government Code Section §54954.2). Executed at Spring Valley, California on December 1, 2006. 2 AGENDA ITEM 4 STAFF REPORT TYPE MEETING: Communications Committee SUBMITTED BY: Armando Buelna 6 Communications Officer MEETING DATE: W.O./G.F. NO: 12/04/06 DIV. NO. All APPROVED BY: SUBJECT: 2007 Publications/Message Calendar GENERAL MANAGER'S RECOMMENDATION: That the Communications Committee review the 2007 Otay Water District Publications/Message Calendar. PURPOSE: To solicit input of the Communications Committee regarding the Otay Water District 2007 Publications and Message Calendar. BACKGROUND: The Otay Water District produces more than half a million printed documents each year targeted at informing customers and other stakeholders about district programs, services, or actions. These items include quarterly newsletters, bill inserts, the annual Consumer Confidence Report, and various brochures. To assist with budgeting, scheduling, establishing deadlines, material delivery, as well as issuing the appropriate messages at the right time of year, staff annually updates the Otay Water District Publications/Message Calendar. The Message Calendar lists the messages to include in the district's various newsletters and bill inserts. The calendar indicates what topic will be addressed in the insert, and the department that will work with the Communications Officer to produce the insert. The district produces four newsletters per year, up to eight bill inserts, the Annual Consumer Confidence Report, and a variety of brochures and door hangers. The Consumer Confidence is mailed separately to each of the district's more than 48,000 customers. In FY 2006/2007, staff is also preparing a commemorative soth Anniversary Report. FISCAL IMPACT: Annual printing costs for newsletters, bill inserts, brochures and the Consumer Confidence Report are budgeted at approximately $42,500 based on current specifications (size, paper weight, colors used). Graphic Design costs are included with the Marston+Marston Inc. contract. STRATEGIC GOAL: Enhance customer satisfaction. LEGAL IMPACT: None. fl);;tD .. Attached 2007 Message Calendar 2 Otay Water District Publications/Message Calendar 2007 Month Item Key Messages Lead Deadline To Comments to Committee Printer Jan. Bill Insert Pressure Regulators Finance Dec. 15 /GM Employee Awards. Project Updates. HR/GM Emailed to Newsletter Holiday party recap. Food employees Drive. Blood Drive. Cookie Drive for the Troops. Feb. Customer Dutch visit with photo. GM Jan. 17th Newsletter Landscape Contest Article. Scholarship Contest Announcement. 980-2 Pump Station Award. Plant Sale at Garden. Toilet Program Sunset Mar. Bill Insert IVR Launch Fin./GM Feb. 16th Apr. Customer Bill Pay Options. GM Mar. 16tn Newsletter Spring Garden Festival. Recycled Water Pipeline Activation. Fluoridation. Employee Awards, project updates, HR/GM Apr. 1st Emailed to Newsletter new hires, promotions. employees May Bill Insert Customer contact Finance April 17th campaign. /GM Jun. Bill Insert Water Conservation Tips Cons./ May 22"d GM July Consumer Include fluoridation of the GM/Ops Jun. 5'" Confidence water. Water Sources. Report Conservation. Securitv. Customer Landscape Contest GM Jun. 151h Newsletter Winners, Conservation TiPs. Proiect updates. Employee Awards, project updates, HR/GM Jul. 1 sr Emailed to Newsletter new hires, promotions. employees Aug. Bill Insert Fall Water Conservation Cons./ July 17'h tips. GM Sept. Bill Insert Fall Festival at the Garden Cons./ Aug.22nd GM Oct. Customer Fluoridation. Cutting Back GM Sept. Newsletter on Watering in the Fall. 21st Infrastructure. Employee Awards, project updates, HR/GM Oct. 151 Emailed to Newsletter new hires, promotions. employees Oct/ Insert Rate Increase Finance Oct. 5'" Nov. /GM Dec. Insert Open GM Nov. 16'" Jan. Newsletter Water Resources, GM Dec. 14'" I 08 Infrastructure, Awards. AGENDA ITEM 5 STAFF REPORT TYPE MEETING: Communications Committee SUBMITTED BY: Armando Buelna i}5 MEETING DATE: W.O./G.F. NO: 12/04/06 DIV. NO. All Communications Officer APPROVED BY: SUBJECT: Breakfast & Briefing Plan GENERAL MANAGER'S RECOMMENDATION: That the Communications Committee review the Breakfast and Briefing Plan and tentative Invite List. PURPOSE: To solicit input of the Communications Committee on the Breakfast and Briefing Plan. BACKGROUND: Breakfast & Briefings (B&B) are informational meetings for the staff of local elected officials. Holding B&Bs are useful in developing and building working relationships with the staff of local elected officials as well as promoting District programs and services. Moreover, should legislative issues later arise, OWD staff and those representing local legislators have a common understanding of local water issues. Local, state, and federal elected representatives are very busy and balance their schedules by assigning policy issues to their legislatives staff. In an effort to stay current on issues, legislative staff seek opportunities to learn more about the policy issues they cover. Staff is proposing to host a B&B for the staff of local elected officials on January 30th, 2007, to discuss water issues, and provide updates on district projects. The program will include light refreshments and short presentations providing updates on current issues and projects. Possible topics to present include the new recycled water pipeline project, water conservation or landfill gas projects, and bi-national water issues updates. The Breakfast & Briefing format gives us the opportunity to meet the staff of the newly elected officials and brief the policy advisors of our local elected representatives. It also provides the District with the opportunity to share a water agency's perspective on critical issues affecting the region. These meetings also position Otay as an important source for water related information to local legislators. FISCAL IMPACT: Funding for the Breakfast & Briefing is covered under the 2006 Business Meeting budget(GL 1211-521401). STRATEGIC GOAL: Enhance customer satisfaction. LEGAL IMPACT: None. G9'neraJ:Mii:nager Attached Breakfast and Briefing Draft Plan 2 Otay Water District Breakfast & Briefing for Staff of Elected Officials Planning Document Objective: OWD will hold a Breakfast & Briefing for the staff of local elected officials to discuss water issues affecting the region, district projects, and to follow up with the offices of the elected officials who have met with OWD management this year. Location: Date: Time: Invitation: Setting: Materials: Costs: Possible topics for the presentation include updates on the Recycled Water Supply Link (30-inch recycled pipeline), desalination or bi-national water issues, water transfers, new technologies, the 2005106 CIP budget, critical projects, or the Reserve Policy. The Breakfast & Briefing will not only provide OWD the opportunity to meet and educate the staff of local elected officials, it gives us the opportunity to share a water agency's perspective on critical water issues affecting the region, and positions Otay as an important resource for water information. Otay Water District Headquarters Board Meeting Room 2554 Sweetwater Springs Boulevard Spring Valley, CA 91978 January 30, 2007 7:30 to 9:00 a.m. Letter from Mark Watton (attached) Otay Water District Boardroom -conference style A press kit I information kit should be developed which includes the following materials. • Annual Report I 501h Anniversary Report • District Information • Recent press releases • Recent communications and advertisements • Question and answer sheet Estimated catering for breakfast: $10-20 per person. Otay Water District Breakfast and Briefing Plan Program: Time Speaker 7:30-8:00 8:00" 8:15 Board President 8:15-8:40 Otay Staff 8:40-8:50 Mark Watton 8:50-9:00 Board President Subject Socializing I Introductions Welcome • Purpose of breakfast • Brief summary of OWD progress Projects Update • PowerPoint (25 minutes) Brief Presentation • Desalination • Bi-national Issues • Question and Answer Closing Comments MNI MAR8TON+MAR8TON INC. uUIC I UIIIIIIJ Pllllllll Otay Water District Breakfast and Briefing Plan December xx, 2006 Name , Council Assistant, Board Aide, Field Representative Office of Councilmember, Supervisor, Assemblyman, or Congressman 202 C Street, MS# lOA San Diego, CA 92101 Dear xx, On behalf of the Otay Water District, I would like to invite you to attend a "Breakfast & Briefing" on January 30th, 2007, at 8:00a.m. The breakfast will take place at the Otay Water District Headquarters located at 2554 Sweetwater Springs Boulevard in Spring Valley. The purpose of the breakfast is to update you on water issues affecting the region, to discuss projects the District is working on, including the implementation of more than $ 160 million in capital improvements over the next several years. We would also like to share with you insights on growth in the South County and the measures we are undertaking here at the Otay Water District to accommodate this growth. We know that your time is valuable and promise to keep the program brief. On a personal note, I very much look forward to meeting you and discussing our efforts with you. Please RSVP by calling our community partner Marston+ Marston at (619) 297-0322. Sincerely, Mark Watton General Manager MAFISTON+MARSTON INC. uUic 1 u••nlll rallllna Otay Water District Breakfast and Briefing Plan Please Join the Otay Water District Board of Directors, General Manager Mark Watton, and District Staff For A Breakfast & Briefing For Staff of Local Elected Officials Discussion: Planning for Regional Growth and Water Infrastructure January 301h, 2007 8:00a.m. Otay Water District Headquarters 2554 Sweetwater Springs Blvd. Spring Valley, CA 91978 The Otay Water District is a public agency established in 1956. It is provides water, sewer and recycled water services to more than 190,000 ratepayers within approximately 125 square miles of southeastern San Diego County, including the communities of Spring Valley, La Presa, Rancho San Diego, Jamul, eastern Chula Vista and Otay Mesa. Otay Water District Breakfast and Briefing Plan Please RSVP to Dan Cruz at Marston+Marston at (619) 297-0322 entative Invite List: Humberto Pereza Chief of Staff District Director Field Representative Jonathan Hardy District Director Jerry VanDeWeghe District Director District Director District Coordinator Justin Calabro District Director Michelle Matter 619-448-5201 619-449-2251 619-525-4305 619-525·4071 619-645-3090 619-645-3094 61 9-596-3136 619-596-3140 619-465-7723 619-477-7979 61 9-645-3090 619-645-3094 619-462-7878 619-462-0078 MM MARSTON+MAASTON INC. ,uliiC I C .. IIIIIIJ Pllllllll Otay Water District Breakfast and Briefing Plan Council Aide Patty Bartels Council Aide Kay Wright or April Goldstein Council Assistant Council Assistant Linda Wagner City of San Diego City Council Members District :1 --- Betsy Brennan Kinsley Chief of Staff Steve McNally Chief of Staff Denise Price Chief of Staff Jimmie Slack Chief of Staff Lance Witmondt Chief of Staff Steven Hadley Chief of Staff Aimee Faucett Chief of Staff Ana Molina-Rodriguez (619) 691-5044 (619) 476-5379 (619) 691-5044 476-5379 (619) 691-5044 (619) 476-5379 619-236-6999 619-236-6622 619-236-6996 619-236-6633 619-595-1481 619-236-6644 619-236-6529 619-236-6655 619-238-0915 619-236-6616 619-236-7329 619-236-6677 619-238-1360 619-236-6688 MM MAFtSTON+MARSTON INC. •••lie a ce••niiJ ralulou Otay Water District Breakfast and Briefing Plan Policy Advisor Lisa Briggs Senior Policy Advisory Ron Kell Chief of Staff Geoff Patnoe Chief of Staff John Weil Chief of Staff Darren Pudgil Chief of Staff Joan Wonsely 619-236-6330 619-236-7228 619-531-5522 619-531-7253 619-531-5533 619-234-1595 619-531-5544 619-531-6262 619-531-5555 MM MARSTON+MARSTON INC. ,uUic 1 cn11n1tr relatlns ITEM6 There is no staff report for Item 6. A draft of the Media Plan will be provided for this item at the committee meeting. ITEM7 There is no staff report for Item 7. A draft of the 50th Anniversary Annual Report will be provided for this item at the committee meeting.