HomeMy WebLinkAbout2009-09-14 - Personnel-Risk Management Committee Meeting Agenda Packet
orb, Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING
Monday, September 14, 2009, 4:00 PM
1717 E Miraloma Ave, Placentia CA 92870
COMMITTEE STAFF
Director Paul R. Armstrong, Chair Ken Vecchiarelli, General Manager
Director John W. Summerfield, Alternate Gina Knight, Human Resources Manager
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.
2.1. Damage Claim Filed by Gary Hombs
Recommendation: That the Committee recommend the Board of Directors reject the
claim.
2.2. Damage Claim Filed by Ruby Murdock
Recommendation: That the Committee recommend the Board of Directors reject the
claim.
2.3. ACWA/JPIA General Liability Insurance Deposit Premium October 1, 2009 through
September 30, 2010 and Retrospective Allocation Point
Recommendation: That the Committee recommend the Board of Directors approve
the ACWA/JPIA General Liability Insurance deposit premium for the policy year
October 1, 2009 through September 30, 2010 in the amount of $166,522 and
continue with the Retrospective Allocation Point of $25,000.
3. 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.
3.1. Status of Recruitments
3.2. Status of Department Activities
3.3. Status of Risk Management Activities
3.4. Future Agenda Items and Staff Tasks
4. ADJOURNMENT
4.1. The next regular meeting of the Personnel-Risk Management Committee will be held
October 12, 2009 at 4:00 p.m.
Items Distributed to the Committee Less Than 72 Hours Prior to the Meeting
Pursuant to Government Code section 54957.5, 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 http://www.ylwd.com/.
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 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. 2.1
AGENDA REPORT
Meeting Date: September 14, 2009 Budgeted: N/A
To: Personnel-Risk Management
Committee
Funding Source: N/A
From: Ken Vecchiarelli, General
Manager
Presented By: Gina Knight, Human Resources Dept: Administration
Manager
Reviewed by Legal: No
Prepared By: Gina Knight, Human Resources CEQA Compliance: N/A
Manager
Subject: Damage Claim Filed by Gary Hombs
SUMMARY:
The District received the attached claim seeking reimbursement for anticipated expenses related to
replacement of approximately 40' of clay pipe.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors reject the claim.
DISCUSSION:
On August 31, 2009, the District received a claim from Mr. Gary Hombs requesting reimbursement
of $150.00 for expenses incurred to clear a clog in the sewer lateral between the main sewer and
claimant's property line plus reimbursement of $4,500.00 for aniticpaited expenses to replace 40' of
clay pipe from his house to the property line for a total of $4,650.00. The claimant states there was
a clog in his sewer line that caused his tiolets to backflow up into his shower. The claimant
contacted Power Pro Plumbing to clear the clog. According to the attachments submitted by the
claimant, the drain was inspected with a camera and after the clog was removed the camera
revealed a hole in the clay pipe.
Claimant alleges that because there now is a hole in the clay pipe it is reasonable to expect there
will be continued problems in the future. The Claimant states he is the current and original occupied
property owner since 1972, and that the hole or defect must have existed since that time. Claimant
is alleging the hole was caused by poor workmanship during construction and that it was missed by
city inspectors.
Staff investigated the claim and discovered Mr. Hombs had contacted the District on August 14,
2009. A Customer Service Report was completed, the customer complaint focused on sewer
stoppage and whose problem was it. The call was assigned out and resulted in an inspection
conducted by a YLWD maintenance staff member who reported the sewer stoppage was on the
customer's line. The sewer main line was inspected and found to be flowing fine.
According to the District's Sewer Rules and Regulations under Section 10.11: The customer shall
maintain in an operating condition and at his own expense each of the house connections.
However, in the event of breaks in the pipe of said service connection or connections, the District
shall repair or have repaired said service connection or connections and shall then bill the
appropriately reponsible party or agency for the repair of said service connection or connections.
Based on the investigation and the documents submitted by the claimant staff recommends the
claim be rejected.
PRIOR RELEVANT BOARD ACTION(S):
The Board of Directors reviews all claims not settled by staff. Any claims and accompanying staff
reports are presented to the Board of Directors for consideration as they are received.
ATTACHMENTS:
Damage Claim Backup Gary Hombs 091409.pdf •iaim Form and Receipt Hombs Backup Material
PLEASE CONTACT YLWD RECORDS DIVISION
FOR THIS ATTACHMENT
(714) 701-3101
records@ylwd.com
ITEM NO. 2.2
AGENDA REPORT
Meeting Date: September 14, 2009 Budgeted: No
Total Budget: No
To: Personnel-Risk Management Cost Estimate: Claim is under
Committee $25,000
Funding Source: Water Operating
Fund
From: Ken Vecchiarelli, General Account No: N/A
Manager
Job No: N/A
Presented By: Gina Knight, Human Resources Dept: Administration
Manager
Reviewed by Legal: No
Prepared By: Amelia Cloonan, Personnel CEQA Compliance: N/A
Technician
Subject: Damage Claim Filed by Ruby Murdock
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SUMMARY:
The District received the attached claim seeking reimbursement for property related damages as a
result of paint spilled on the roadway.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors reject the claim.
DISCUSSION:
Ms. Murdock claimed that during the week of June 1 st, she drove through blue paint that was
spilled on the roadway at the stop sign/intersection of Camino De Bryant and Brush Canyon. No
cones were set up around the spill, which had occurred next to blue painted District "man holes".
Blue paint splattered along the driver side door, along the side of the car, under the wheel and on
the tires. Ms. Murdock did not take pictures of the alleged damages to her vehicle.
Ms. Murdock submitted an invoice from Mercedes Benz of Anaheim dated July 1, 2009 in the
amount of $189.95 for detailing costs.
Dave Barmer, District Sr. Maintenance Distribution Operator, reported there was a spill at that
intersection a year ago. It was not a District spill, and the paint color is not that used by the District
for valve covers. The District uses only spray cans to paint the valve covers blue. Furthermore, no
District employees or crews were working at that intersection turning valves during or around the
first week of June this year.
George Tanner, District Maintenance Distribution Operator III, was dispatched to the location to
investigate and take pictures.
Staff has reviewed the submitted claim and the internal report and recommends the claim be
rejected.
ATTACHMENTS:
Damage Claim Murdock 091109.pdf =,amage Claim Backup Material
PLEASE CONTACT YLWD RECORDS DIVISION
FOR THIS ATTACHMENT
(714) 701-3101
records@ylwd.com
- -�...•.
ITEM NO. 2.3
AGENDA REPORT
Meeting Date: September 14, 2009 Budgeted: Yes
Total Budget: $219,600
To: Personnel-Risk Management Cost Estimate: $166,522
Committee
Funding Source: Water Operating
Fund
From: Ken Vecchiarelli, General Account No: 7020-0690-00
Manager
Presented By: Gina Knight, Human Resources Dept: Administration
Manager
Reviewed by Legal: No
Prepared By: Amelia Cloonan, Personnel CEQA Compliance: N/A
Technician
Subject: ACWA/JPIA General Liability Insurance Deposit Premium October 1, 2009
through September 30, 2010 and Retrospective Allocation Point
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SUMMARY:
In accordance with the District's Risk Management Policy, staff is required to present all insurance
premiums to the Board of Directors for approval. Attached for the Committee's review is
ACWA/JPIA's general liability insurance deposit premium for the period October 1, 2009 through
September 30, 2010. The District's total deposit premium is $166,522. In 2008, the Districts
premium was $244,389. In 2007, the District's premium was $251,819. The deposit premium is due
September 1, 2009 but must be paid or postmarked by September 30, 2009.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors approve the ACWA/JPIA General Liability
Insurance deposit premium for the policy year October 1, 2009 through September 30, 2010 in the
amount of $166,522 and continue with the Retrospective Allocation Point of $25,000.
DISCUSSION:
Each August, the District receives the liability insurance premium from JPIA for the upcoming policy
year. The deposit premium is for the period October 1, 2009 to September 30, 2010. This year's
deposit premium is 31.87% lower than last year's premium.
The main reason for the decrease in rates is due to the District's e-mod factor decreasing. In this
premium year, the e-mod factor is 0.9030 whereas last year the e-mod factor was 1.290. JPIA
calculates the e-mod using three consecutive years worth of losses. The three-year period moves
each year, with the earliest year dropping off and a new year coming on. Therefore, a particular loss
will affect the e-mod calculation for total of three years. Losses below $15,000 or the Retrospective
Allocation Point (hereinafter referred to as a "deductible"), whichever is less, are not used in the e-
mod calculation. In addition, all losses are capped at $75,000. The District's deductible is $25,000.
The deductible is that portion of the loss for which the District is ultimately responsible. It also
designates the point at which the District begins to participate in the pooled losses. When the
retrospective premium adjustment is calculated (45 months after the first coverage period), all
losses and portions of losses are deducted from the deposit premium. The remaining losses go into
the pool and are shared by all of the members of the program. Each member is charged a
proportionate share of the total losses in the pool according to its deposit premium. Adjustments
continue annually thereafter until all claims in the pool for that specific policy year are closed.
Finally, if the costs are below the deposit premium, a credit is applied to the District's retrospective
premium adjustment fund. If the costs exceed the premium, a debit is applied against the
retrospective premium adjustment fund.
The retrospective premium adjustment fund was created in 1999 to stabilize retrospective premium
adjustments and reduce or eliminate billing members for prior policy years by banking member
refunds. The funds are used to offset any amounts due to the member for the prior years. The
retrospective premium adjustment fund was established with a cap of 50% of the basic premium.
Once a member's fund balance exceeds 50% of its deposit premium, the difference is refunded to
the member. The District will not receive a refund this year.
The District has the option of increasing the deductible from $25,000 to $50,000 or $100,000. Staff
does not recommend changing the RAP, since it is extremely difficult to predict the number of future
claims that may be filed against the District and other agencies. The minimum deductible is
financially safer if an agency experiences a high frequency of losses.
The District identified $219,600 in the Fiscal Year 2009-10 adopted budget. All of the worksheets
and backup data are on file and available for review in the office of the General Manager.
PRIOR RELEVANT BOARD ACTION(S):
The annual liability insurance deposit premiums are presented to the Board of Directors each
August/September. The Board of Directors approved the current liability insurance premium on
September 11, 2008.
ATTACHMENTS:
.escription: Type:
Document.pdf ;CWA/JPIA Liability Program Deposit Premium for Backup Material
10/1/09-10
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70= Liability Program Members
FROM: David deBernardi, CPA
Director of Finance
511i1~ 1, •
c A 5(,11 7i, DATE: July 31, 2009
1 honc SUBJECT: Liability Program Deposit Premium for PY 10/l/09-10
90,_533,7, rN:
Enclosed is your agency's invoice for its share of the Liability Program's
6_t ~ deposit premium. Please note that your premium may be different from
Ei I0 5 prior years based on changes in your payroll and claims experience.
l The ACWAfJPIA Liability Program is the largest of the pooled programs
with 284 members and deposit premiums exceeding $15.8 million. The
Liability Program continues to perform very well.
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President beginning with the 1011106-07 policy year, each member's Retrospective WeS €iarini,cr Allocation Point (RAP) is automatically set to the minimum based on
their Basic Premium_ The RAP is used in the Retrospective Premium
Vice Presuirll Adjustment process to calculate each member's share of their own
art U. rirlttc;!X; claims that are allocated directly to the member; the remainder is shared
by the total membership. If you wish to select a higher RAP, you must
( iliel ~•-.\C"l'iEYfS'E f)~~ICfr do so prior to September 30, 2009.
Chief the enclosed Liability Program Deposit Premium invoice is due Chief i~':i1:i11L'3.i1~~ payable September 1
Operations Officer , 2009. Payments postmarked after
\VJ11C1. ";\11(-i" `L'ik September 30, 2009, will be subject to a late payment penalty plus
interest.
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1;lili,sE Iilll tip If you have any questions or need additional information, please contact
me at 800-231-5742 or e-mail me at ddebernardi@acwajpia.com.
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INSURANCE AEA T ~[7RITY
AUTO and GENERAL LIABILITY PROGRAM
FOR POLICY YEAR 10/1/2009-10/112010
Member # Y002
'urba Linda Water District
P.O. Bax 309
Yarba Linda, CA 92885-0309
Invoice Date. 0713012009
DESCRIPTION:
Deposit Premium for the 101112009-2010 Policy Year $166;522.00
(Due on September 1, 2009) `
WILL BE DELINQUENT AND SUBJECT TO PENALTY AND INTEREST CHARGES, IF NOT
PAID OR POST MARKED BY SEPTEMBER 30, 2009
PLEASE MAKE CHECK( PAYABLE TO:
ACWAIJOINT POWERS INSURANCE AUTHORITY
ACWA/JOINT POWERS INSURANCE AUTHORITY
LIABILITY PROGRAM
E-MOD/PREMIUM CALCULATION WORK SHEET
AT 7/30/2009
Yoroa Linda Water District
1011!2009-2010 ANNUAL ESTIMATED PAYROLL: $4,936,285
LOSSES FOR PERIOD 1011/2005 THRU 9/3012008
RETRO ALLOCATION POINT: $25.000
AMOUNT USED IN
CLAIMS OVER E=-MOD CALC
YEAR CLAIM # TOTAL LOSS RAP RAP {or $15,000}* {Gapped at F75,000}
-
101112.005 2Gu 1 06-7645 59,367.64 525,000 $0.00 Sn.00
011!2005-2006 07-8350 S53,400.63 $25.000 $53,400.63 S53,400.63
101!V2008-2007 07-8595 $11.477.00 $25.000 50.00 50100
i0i1.•12006-20C7 07-8970 56,918.10 525,000 $0.00 50.00
10i112007-2508 08-9543 32,914.33 $25.000 $0,00 SO-00
1 G1112007-2008 09-0542 $4,820.00 325,000 $0.00 $0.00
1011!2007-2008 09-0863 $20.045.52 $25.000 $20,045.52 570.045.52
THgEE Yi=AR LOSS-1 O TOIL S108,y43.22 573,446.15 S73.446.15
EXPERIENCE MODIFICATION' FORMULA
STEP 1
$7:250 } { Payroll x PIR [Modifier x [ 7 1 Log of Payroll ] 1 = Basic Premium
$2:250 + ( $4,936,285 x 0.079597 x { 7 t 15.412124 ] ] _ $180,707
STEP 2
i Three Year Loss Total 1 3 ] 1 Basic Premium = District Rate
{ $73.445 1 3 1 1 $180,707 = 0.1355
STEP 3
Uisirict Rate 1 Average Rate = Unweighted Modification Factor
0.135479 1 0.150029 = 0.903019
STEP 4
Square root of ( Basic Premium $2,000,000 ) = Credibility Factor
Square root of ( $180,707 ! $2,000,000 ] = 0.3006
STEP 5
4 Credibility Factor x Unweighted Modification Factor } + [ 1.0 Credibility Factor E-MOD
{ 9.3006 x 0.9030 ) + { 1.0 0.3006
] = 0.9700
DEPOSIT PREMIUM FORMULA
STEP 1
Basic Premium x E-MOD = Gross Premium
$180,707 0.9700 = $175,286
STEP 2 (3 Programs = 5.00%)
Gress Premium x Multiple Program Discount Factor = Deposit Premium + Adiustment = Adjusted Deposit Premiun-
$175,286 x 0.95 = $166,522 + $0 = 5166,522
If iE MINlMUM RAP FOR THE PREMIUM SHOWN ABOVE IS $25,000
YOUR CUR:R-KT RAP IS $25,000
IF YOU WISH TO SELECT A HIGHER RAP, PLEASE CONTACT MEMBLR SERVICES
'AMOUNT DFRIVLD BY DE"I ERMINING THE LOVI`EP OF -1 HE CHOSEN RAP VS $15.000. IF'TOTAL f_OSS' COI UMN EXCEEDS
THIS FIGLJHE THEN THE TOTAL LOSS IS ENTERED fiERE.
ITEM NO. 3.1
AGENDA REPORT
Meeting Date: September 14, 2009
Subject: Status of Recruitments
ATTACHMENTS:
Authorized Positions 091509.xls Status of Recruitments Backup Material
Authorized Positions
Salary Start
Range Position Classification Auth Budget Emp Status/Comments Date
1-11 (Temporary Help) 0 0 0
12
13
14
15 Customer Service Representative 1 1 1 1
16 Meter Reader 1 2 2 2
17 Accounting Assistant 1 1 1 1
Customer Service Representative 11 1 1 1
Engineering Secretary 1 1 1
Maintenance Worker 1 8 8 8
Mechanic 1 1 0 Reclass to Mechanic 11 9-14-2009
(contingent on funding approval).
Operations Secretary 1 0 1 Reclass to Operations Assistant.
18 Meter Reader 11 2 2 2
19 Customer Service Representative 111 2 2 2
Operations Assistant 0 1 0
Storekeeper 1 1 1
20 Engineering Technician 1 0 0 0
Maintenance Distribution Operator 11 8 7 7 Under filled with (5) Maintenance Worker I
positions. Vacant position is non-funded
f/FY 09-10.
Water Quality Technician 1 0 0
21 Accounting Assistant 11 2 1 1
One vacant position is non-
funded f/FY 09-10.
Facilities Maintenance 1 1 1
Mechanic 11 0 1 Contingent on funding approval.
22 Information Systems Technician 1 1 1 1
Water Quality Technician 11 1 1 Under filled with (1) WQT 1.
23 Executive Secretary 1 0 Salary Adjustment to R25 9-14-2009
(contingent on funding approval).
Maintenance Distribution Operator 111 5 4 4 Vacant position is non-funded f/FY 09-10.
Meter Services Representative 1 1 1
Mechanic 111 1 1 1
Personnel Technician 1 1 1
Plant Operator 11 4 3 2 Other vacant
position is non-funded f/FY 09-10.
24 Construction Inspector 1 1 1
Engineering Tech 11 3 3 3
GIS Technician 1 1 1
Information Systems Technician 1 1 1
II/Programmer
As of 12009
Authorized Positions
Salary Start
Range Position Classification Auth Budget Emp Status Date
25 Assistant Administrator 1 1 0 0 Vacant position is non-funded f/FY 09-10.
Executive Secretary 0 1 Contingent on funding approval.
Human Resources Analyst 1 1 1
Instrumentation Technician 1 1 1
Sr. Accountant 1 1 1
26 GIS Administrator 1 0 0 Vacant position is non-funded f/FY 09-10.
Project Engineer 2 2 2
Sr. Construction Inspector 1 1 1
Sr. Fleet Mechanic 1 1 1
Sr. Maintenance Distribution Operator 4 4 4
Sr. Plant Operator 1 1 1
27 Customer Service Supervisor 1 1 1
28 Management Analyst 1 1 1
29 Water Quality Engineer 1 1 0
30 Public Information Specialist New position (contingent on funding
approval).
1 1 0
Water Maintenance Superintendent 1 1 1
SCADA Administrator 1 1 1
Information Systems Administrator 1 1 1
31 Chief Plant Operator 1 1 1
32
33
34 Sr. Project Manager 1 1
35
36 Human Resources Manager 1 1 1
37 Engineering Manager 1 1 1
Finance Director 1 1 0
Information Technology Director 1 0 0 Vacant position is non-funded f/FY 09-10.
Operations Manager 1 1 1
38
39
40 Assistant General Manager 1 1 1
General Manager 1 1 1
Total 83 76
As of 12009
ITEM NO. 3.2
AGENDA REPORT
Meeting Date: September 14, 2009
Subject: Status of Department Activities
ATTACHMENTS:
Dept Activities.doc Sept Activity Report Backup Material
HR DEPARTMENT ACTIVITY
2009
POLICIES AND PROCEDURES
POLICIES ACTIVITY STATUS
POLICIES AND PROCEDURES CONTINUED
POLICIES ACTIVITY STATUS
TRAINING - ON SITE
DATE VENDOR CLASS TITLE
CURRENT RECRUITMENTS
MONTH POSITION APPLICATIONS
PROCESSED
DISTRICT EMPLOYEE ACTIVITIES/FUNCTIONS
MONTH ACTIVITY/FUNCTION DEPARTMENT