HomeMy WebLinkAbout2009-11-09 - Personnel-Risk Management Committee Meeting Agenda Packet
rb Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING
Monday, November 9, 2009, 4:00 PM
1717 E Miraloma Ave, Placentia CA 92870
COMMITTEE STAFF
Director Ric Collett Pat Grady, Assistant 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. 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.
2.1. Finance Director - Recruitment Status
2.2. Public Information Specialist - Recruitment Status
2.3. Status of Recruitments
2.4. Status of Risk Management Activities
2.5. Future Agenda Items and Staff Tasks
3. ADJOURNMENT
3.1. The next regular meeting of the Personnel-Risk Management Committee will be held
December 14, 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. 2.3
AGENDA REPORT
Meeting Date: November 9, 2009
Subject: Status of Recruitments
SUMMARY:
Status of Recruitments.
ATTACHMENTS:
Name: Description: Type:
Authorized Positions 110409.xls Authorized Postions Chart 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 0
Operations Secretary 1 0 0
18 Meter Reader 11 2 2 2
19 Customer Service Representative 111 2 2 2
Operations Assistant 0 1 1
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 1
21 Accounting Assistant 11 2 1 1 Recruitment conducted due to long term
employee giving notice of intent to retire on
December 31, 2009. Recruitment closed on
9-1-09 - Interviews in process. Part time
temporary help is being utilized due to staff
shortage. One vacant position is non-
funded f/FY 09-10.
Facilities Maintenance 1 1 1
Mechanic 11 0 1 1
22 Information Systems Technician 1 1 1 1
Water Quality Technician 11 1 1 0 Under filled with (1) WQT 1.
23 Executive Secretary 1 0 0
Maintenance Distribution Operator 111 5 4 3 Vacant position is non-funded f/FY 09-10.
Lateral transfer to an Operator I I position.
Newly vacant position on hold per Ops Mgr.
Meter Services Representative 1 1 1
Mechanic 111 1 1 1
Personnel Technician 1 1 1
Plant Operator 11 4 3 3
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 November 4, 2009
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 1
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 1
30 Public Information Specialist Recruitment opens 10-19-09 and closes 11-
1 1 0 20-09.
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 1
35
36 Human Resources Manager 1 1 1
37 Engineering Manager 1 1 1
Finance Director 1 1 0 Re-advertisement - closes 11-06-09.
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 Pi- 1 1
General Manager 1 1
Total 83 76 73
As of November 4, 2009
ITEM NO. 2.4
AGENDA REPORT
Meeting Date: November 9, 2009
Subject: Status of Risk Management Activities
ATTACHMENTS:
HR Dept Activity 2009.doc HR Dept Activity Backup Material
Updated: October 8, 2009
HR DEPARTMENT ACTIVITY
2009
POLICIES AND PROCEDURES
POLICIES ACTIVITY STATUS
Safety Boot Allowance Management reviewed
Draft policy.
Employee's Responsibility for Management reviewed
Maintenance of District Vehicles Draft policy.
Driver Record Review Policy None.
Development and Maintenance of Management reviewed
Safety Procedures Draft policy.
Emergency Leave Policy Policy developed,
approved and
implemented.
Harassment/Discrimination/Retaliation Management reviewed
Prevention Policy Draft policy.
Employee Performance Evaluation Asst. GM reviewed
Procedure and made
recommendations to
Draft policy.
Risk Management Claims Policy Policy developed,
approved and
implemented.
Risk Management Admin Policy HR Mgr to review Draft
policy.
Facilities Use Policy General Manager to
review Draft policy.
Safety Guidelines for Uniform Shorts Safety Committee
Reviewed Draft policy.
Fire Prevention and Evacuation Safety Committee
Procedures Reviewed Draft policy.
Family Medical Leave Act Policy Personnel Tech to
implement changes
from HR Mgr. Then
Draft policy will be
presented to Mgrs
f/review.
USA Dig Alert System Policy Policy developed,
approved and
implemented.
POLICIES AND PROCEDURES CONTINUED
POLICIES ACTIVITY STATUS
Jackhammer Operations Policy developed,
approved and
implemented.
Employee Time-Off Request Policy Draft policy will be
presented to
Managers for
review. H R staff
developed Draft policy.
WarehouseNard Inventory Policy and IT developed and HR
Procedure staff finalized and
distributed policy.
Drug and Alcohol Policy None.
2
TRAINING - ON SITE/OFF SITE
DATE VENDOR CLASS TITLE
04-15-09 SAP DOT Regulations for Supervisors
04-29-09 Industrial Annual Employee Hearing Tests - OSHA
Hearing
07-15-09 ACWA-JPIA Customer Service (2) Sessions
09-02-2009 ACWA-JPIA Understanding Your IIPP
OSHA Inspections
Defensive Driving
Workers Compensation Basics
Return to Work
First Response Awareness
09-03-2009 ACWA-JPIA Documenting Personnel Issues
New Employee Orientations
Confined Space Entry
Field Ergonomics
Trenching & Excavation
9-16-09 LCW Advanced FLSA - HR Staff attended off site
10-7-2009 LCW OC Employment Relations Consortium - HR
staff attended
10-7-2009 HR Mgr met with reps from Cal State
Fullerton extended studies - exploring Cohort
relationship for a leadership program.
11-6-09 Personnel Tech attend Publisher Workshop
11-18-09 WEROC Joint Table Top Exercise - Cities of Placentia,
Yorba Linda and YLWD will participate in an
emergency exercise assisted by WEROC on
the District's property.
11-19-09 LCW OC Employment Relations Consortium -
Harassment Training And Performance
Appraisal-HR/ENG/Staff and BOD
3
TRAINING - ON SITE/OFF SITE CONT.
DATE VENDOR CLASS TITLE
4
CURRENT RECRUITMENTS
MONTH POSITION APPLICATIONS
PROCESSED
AUG/SEPT Finance Director 57
Water Quality Engineer 35
Plant Operator II 35
Accounting Assistant II 382
OCT/NOV Re-Advertise Finance Director 9
Public Information Specialist 20
5
CURRENT RISK MANAGEMENT/TORT CLAIM ACTIVITY
DATE OF NATURE OF RISK MGMNT ACTION TAKEN
ISSUE/CLAIM RELATED ISSUE/CLAIM
REC' D
October 2009 Trip and Fall - Outside of `fLWD Claim Returned to
Service Area Claimant without action
as incident occurred
outside of the District's
service area (10-13-09).
Ongoing Fire Hydrant inaccessible to Letter sent to resident
both Fire Emergency Staff and identifying
District staff for preventative noncompliance issues
maintenance and operation of and corrective action.
hydrant.
October 28. Bent wheel. Claim Denied and
2009 Returned to Claimant.
6
DISTRICT EMPLOYEE ACTIVITIES/FUNCTIONS
MONTH ACTIVITY/FUNCTION DEPARTMENT
03-21-09 Dave & Buster's Employee HR/Recreation
Recognition Committee
05-02-09 Knott's Berry Farm Employee HR/Recreation
Recognition Committee
06-11-09 Hands-on Meeting - Breakfast HR/Managers/Admin
09-15-09 IT Training - Breakfast IT Department
10-28-09 Employee Annual Benefits Fair HR Department