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Home My WebLink About2010-02-09 - Personnel-Risk Management Committee Meeting Agenda Packet 'o' rb Lind Water District AGENDA YORBA LINDA WATER DISTRICT PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING Tuesday, February 9, 2010, 4:00 PM 1717 E Miraloma Ave, Placentia CA 92870 COMMITTEE STAFF Director Ric Collett, Chair Ken Vecchiarelli, General Manager Director Michael J. Beverage 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. ACWA/JPIA RPA Stabilization Fund Report 2.2. Status of Recruitments and Authorized/Budgeted Positions 2.3. Status of Risk Management Activities 2.4. Future Agenda Items and Staff Tasks 3. ADJOURNMENT 3.1. The next regular meeting of the Personnel-Risk Management Committee will be held March 9, 2010 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: February 9, 2010 Total Budget: $367,300 To: Personnel-Risk Management Cost Estimate: Refund of $36,376.17 Committee From: Ken Vecchiarelli, General Manager Presented By: Gina Knight, Human Resources Dept: Administration Manager Reviewed by Legal: N/A Prepared By: Miguel Serna, Human Resources Analyst Subject: ACWA/JPIA RPA Stabilization Fund Report SUMMARY: The District has received a Retrospective Premium Adjustment (i.e. a refund) from ACWA/JPIA in the amount of $36,376.17. This represents approximately 10% of the amount budgeted this fiscal year for general liability, property and workers compensation coverage through the ACWA/JPIA pool. DISCUSSION: At the beginning of each policy period, ACWA/JPIA collects a deposit premium representing the estimated costs for that year. Forty-five months after its inception, the JPIA looks back at that estimate and determines how accurate it was and makes an Retrospective Premium Adjustment. If it collected too much, a refund is made. If it collected too little, the member is charged for the difference. The process is repeated annually for each coverage year until all claims for that year are closed out. The Retrospective Premium Adjustment Stabilization fund was created to help stabilize the fluctuating cycle of refunds and billings for prior policy years. The District's Retrospective Premium Stabilization Fund Report indicated that funds in the RPA account exceeded the attachment point, or 60% of the Basic Liability Premium. The excess has been credited to the District through a check in the amount of $36,376.17. ATTACHMENTS: Name: Description: Type: RPA Stabilization Fund Report.pdf RPA Stabilization Fund Report Report(s) ~F 5i] c 1. i ELI FE6 JPIA TO: All Pooled Program Members FROM: David deBernardi, Director of Finance JOINT POWERS INSURANCE AUTHORITY DATE: January 11, 2010 5620 Birdcage Street RE: RPA Stabilization Fund Report Suite 200 Citrus Heights, Enclosed is the RPA Stabilization Fund Report for your agency CA 95610-7632 including backup documentation. For those agencies that have a balance that exceeds the attachment point, 60% of the Basic Liability phone Premium, a check for the amount over the attachment point is also 916.535,7500 enclosed. Approximately 224 members are receiving a check with this 800.231.5742 report. Total refunds approximate $7.4 million. direct line 916.535.7510 The RPA Stabilization Fund was established in 1999 to help stabilize 800.535.7899 the fluctuating cycle of refunds and billings for prior policy years. In 2001 the Executive Committee authorized expanding the Fund to fax 916.965.6847 include all pooled programs. www.acwajpin.com The report has several parts. It starts with the beginning balance or the amount on the books for each member before adjustments. The first President adjustment is to the Liability Program's 1011107-08 policy year Deposit Wes Bannister Premium for actual payroll vs. estimated payroll. Also, for the Liability Program there are Retrospective Premium Adjustments for prior policy Vice President years that still have open claims. For the Property Program there is a Joan C. Finnegan refund for the members that participated in the policy year 411105-06, all Chief Executive Officer claims have settled for this year. For those members that participated Daniel N. Klan in the Workers' Compensation Program there is a Retrospective Premium Adjustment for prior policy years that still have open claims. Chief Financial & Finally, the resulting balance after these adjustments is compared to Operations Officer the attachment point, 60% of the Basic Liability Premium, and any Walter "Andy" Sells balance exceeding the attachment point is refunded back to the Auditor/Controller member agency. Eldon Boone It should be noted that each agency's balance is maintained separately Executive Committee and not all agencies' balances grow at the same rate. Merle J. Aleshire Wes Bannister If you have any questions regarding the RPA Stabilization Fund or any Tom cugUet Joseph Dion of the adjustments, please call (800) 231-5742 or e-mail me at Joan C. Finnegan ddebernardiAacwajpia.eom. Mary M. Gibson E.G. "Jerry" Gladbach CONGRATULATIONS! Paul Kelley W.D. "Bill" Knutson Lou Reinkens A Partnership of Public Water agencies THE FACE OF THIS DOCUMENT HAS A COLORED BACKGROUND ON WHITE PAPER CALIFORNIA BANK AND TRUST ASSOCIATION OF CALIFORNIA WATER AGENCIFS SACRAMENTO MAIN OFFICE CHECK NO 0441-87 ~ JOINT POWERS INSURANCE AUTHORI"T"Y 1331 BROADWAY ,5620 Birdcage Street. Suite 200 SACRAMENTO, CALIFORNIA 95818 { Citrus Heights, CA 95610-7632 11-200. (916) 535-7500 -Toy ii DATE AMOUNT PAY EXACTLY * " * * $36,376.17 1/5/2010 $36,376.17 'rO TH ORBA LINDA WATER DISTRICT ORDER OF P 0 BOX 309 YORBA LINDA CA 92686 AC:WA/JOINT POWERS INSURANCE AUTHORITY CHECK NO. 044187 YORBA LINDA WATER DISTRICT INVOICE # DATE DESCRIPTION AMOUNT 111/2010 RPA Fund Refund 01/01/2010 $ 36,376.17 Net Check Amount $ 36,376.17 i i ASSOCIATION OF CALIFORNIA WATER AGENCIES JOINT POWERS INSURANCE AUTHORITY 5620 BIRDCAGE STREET, SUITE 200 CITRUS HEIGHTS, CA 95610 RPA STABILIZATION FUND REPORT AS OF 09130/2009 FOR; YORBA LINDA WD BEGINNING BALANCE $54,296.15 LIABILITY REFUND - CATASTROPHIC RESERVES - POLICY YEAR (PY) $15,419.00 10/l/1994-1995 LIABILITY PREMIUM ADJ. - ACTUAL VS ESTIMATED PAYROLL - PY 101112007-2008 ($5,603.00) LIABILITY RETROSPECTIVE PREMIUM ADJUSTMENTS - PYS 101111995-2006 $6,143.36 PROPERTY PREMIUM ADJUSTMENT - PY 41112005-2006 $2,611.86 WIC RETROSPECTIVE PREMIUM ADJUSTMENTS - PYS 71111988-2006 $71,933.00 FUND BALANCE $144,800.37 CURRENT ATTACHMENT POINT (60% OF BASIC LIABILITY PREMIUM) $108,424.20 AMOUNT OF REFUND DUE TO THE MEMBER DISTRICT $36,376.17 ITEM NO. 2.2 AGENDA REPORT Meeting Date: February 9, 2010 Budgeted: Yes Total Budget: N/A To: Personnel-Risk Management Committee Funding Source: All Funds 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: N/A Prepared By: Miguel Serna, Human Resources CEQA Compliance: N/A Analyst Subject: Status of Recruitments and Authorized/Budgeted Positions SUMMARY: The attached spreadsheet is updated on a monthly basis and presented to the Personnel-Risk Management Committee for discussion. DISCUSSION: The attached spreadsheet is updated monthly to show the status of recruitment activities and identifies positions currently authorized and budgeted as well as those positions currently vacant awaiting action. Items shown in red have been revised or updated since the last report. Items highlighted identify the most recent activities such as offers pending or applications being processed. Over the past month, the Human Resources Section has been active in negotiating offers and preparing the orientation process for the Finance Director and Public Information Specialist positions. The District's new Finance Director will start the week of February 15 and the Public Information Specialist is expected to start the following week. During this period, staff also advertised and accepted applications for the Storekeeper and Maintenance Worker I positions. These applications have been reviewed and screened for interviews. Interviews for the Storekeeper position will be held on February 16, 2010. The District has an open internal recruitment to promote up to (2) two Maintenance Worker I employees to the Maintenance Distribution Operator 11 classification. The internal Maintenance Distribution Operator II recruitment closes on February 12, 2010. ATTACHMENTS: Name: Description: Type: Authorized Positions 020410.xls Authorized/Budgeted Positions FY2009/2010 Backup Material As of February 4, 2010 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 Y2 (5) Maintenance Worker I used to under fill authorized Maintenance Distribution Operator 11 positions. (1) rusignatior cr, 0 /11/2010. Recruitment to fill vacar uIcsed 01 /29L` 011001 . 'Li "p ~s are u n n pp ic a,~.. ~~s.r °PM&W, Mechanic 1 0 0 0 Mechani : 1. authorized by FFe o, 09-37 Operations Secretary 0 0 0 Ops. Asst. authorized by Reso. 09-07 18 Meter Reader 11 2 2 2 19 Customer Service Representative 111 2 2 2 Operations Assistant 1 1 1 Authorized by Reso. 09-07 eff. 07/01/09 Storekeeper 1 1 0 Recruitment closed 01/15£ 0" (W, .,i' = v1f ws scheduled for 02/16/2010. 20 Engineering Technician 1 0 0 0 Maintenance Distribution Operator 11 8 7 2 Under filled with (5) Maintenance Worker I positions. Vacant position is non-funded FY 09-10. 1r°ternal recruitment to promote (2) hviai otenance Worker I to the Maintenance Distribution Operator 11 classification closes 2/12/2010. Water Quality Technician 1 0 1 1 Position used to under fill authorized Water Quality Technician 11 position. 21 Accounting Assistant 11 2 1 1 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 1 1 1 Authorized by Reso. 09-07 eff. 07/01/09 22 Information Systems Technician 1 1 1 1 Water Quality Technician 11 1 0 0 Under filled with (1) WQT 1. 23 Executive Secretary 0 0 0 Reso. 09-07 authorized range adjustment 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 II 4 3 3 Vacant position is non-funded f/FY 09-10. As of February 4, 2010 Authorized Positions Salary Start Range Position Classification Auth Budget Emp Status/Comments Date 24 Construction Inspector 1 1 1 Engineering Tech II 3 3 3 GIS Technician 1 1 1 Information Systems Technician 1 1 1 II/Programmer 25 Assistant Administrator I 1 0 0 Vacant position is non-funded f/FY 09-10. Executive Secretary 1 1 1 Reso. 09-07 authorized range adjustment 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 1 1 0 Offer made to candidate. 02/22/10 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 Offer made to candidate. 02/15/10 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 71 ITEM NO. 2.3 AGENDA REPORT Meeting Date: February 9, 2010 Budgeted: N/A Total Budget: N/A To: Personnel-Risk Management Committee Funding Source: N/A 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: N/A Prepared By: Miguel Serna, Human CEQA Compliance: N/A Resources Analyst Subject: Status of Risk Management Activities SUMMARY: The attached spreadsheet is updated on a monthly basis and presented to the Personnel-Risk Management Committee for discussion. DISCUSSION: The attached spreadsheet is updated monthly to show the status of risk management activities and identifies any new policies and procedures, safety or job related training offered to District employees, tort claim activity, injuries and/or workers compensation claims and District sponsored employee activities and events. Items shown in red have been revised or updated since the last report. The Risk Management Section has been active in several areas. First, staff successfully conducted on-site State of California mandated Sexual Harassment Prevention training with the participation of all District staff February 3, 2010. During this same time, District staff received a new claim submitted by Southern California Edison for damage to unmarked underground utilities. The claim has been forwarded to KTI, the contractor responsible for the damage. Staff has completed and posted all Cal-OSHA yearly injury reports and summaries for the calendar year 2009. There was one reported injury during the past month. The injury consisted of a first-aid non-recordable elbow strain. A District sponsored event has been organized and scheduled for February 17, 2010. St. Jude Medical Center will conduct a Wellness Kickoff, during which employees will receive basic health screenings. On a final note, the Human Resources Section received 133 applications for the Storekeeper recruitment and 218 applications for the Maintenance Worker I recruitment during this past month. ATTACHMENTS: Name: Description: Type: HR Dept Activity.doc HR Dept Activity Backup Material Updated: February 4, 2010 HR DEPARTMENT ACTIVITY 2009/2010 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 Policy developed, Prevention Policy approved and implemented. Employee Performance Evaluation Draft policy to be Procedure presented to BU for review and approval. 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 Draft Policy presented to Mgrs for their review. Fire Prevention and Evacuation Safety Committee Procedures Reviewed Draft policy. Family Medical Leave Act Policy Draft policy being reviewed by LCW Law firm. 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. 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 CONTINUED DATE VENDOR CLASS TITLE 12-10-09 PARMA Risk Management So. Ca Chapter - Workshop 2-03-2010 LCW On-site Harassment Prevention Training 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 DEC Re-Advertise Finance Director 58 Public Information Specialist 72 JAN Storekeeper 133 Maintenance Worker 1 218 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 YLWD 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. January 2010 USA Dig Alert - Unmarked Claim from Southern CA Utilities Edison forwarded to KTI CURRENT WORKERS COMPENSATION ACTIVITY DATE OF NATURE OF W.C. STATUS REPORTABLE INCIDENT INJURY CLAIM 1-2010 LEFT ELBOW STRAIN FIRST AID ONLY 2-2010 N/A N/A POST OSHA LOG 300 7 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 12-10-09 Employee HR Department Recognition/Retirements 2-17-10 St. Jude Wellness Kickoff HR Department