HomeMy WebLinkAbout2010-11-17 - Personnel-Risk Management Committee Meeting Agenda Packet
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Water District
AGENDA
YORBA LINDA WATER DISTRICT
PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING
Wednesday, November 17, 2010, 4:00 PM
1717 E Miraloma Ave, Placentia CA 92870
COMMITTEE STAFF
Director Ric Collett, Chair Ken Vecchiarelli, General Manager
Director Phil Hawkins 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. Status of Human Resources and Risk Management Activities
2.2. Status of Recruitments and Authorized/Budgeted Positions
2.3. 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, 2011 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: November 17, 2010 Budgeted: N/A
To: Personnel-Risk Management
Committee
Funding Source: N/A
From: Ken Vecchiarelli, General
Manager
Presented By: Gina Knight, Human Resources Dept: Human
Manager Resources/Risk
Management
Reviewed by Legal: N/A
Prepared By: Gina Knight, Human Resources CEQA Compliance: N/A
Manager
Subject: Status of Human Resources and Risk Management Activities
SUMMARY:
The attached spreadsheet is update 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 Human Resources, Risk
Management and Safety/wellness activities as well as revisions to the District's policies and
procedures, job related and employee development training offered to District employees, claims
activity and District sponsored employee events. Items shown in red have been revised or updated
since the last report.
At the September 29, 2010 Safety and Wellness Committee meeting all members present reviewed
and discussed an incident involving a District employee who while driving a backhoe on a public
street from a work site to the Richfield Road headquarters crashed into a power pole and a tree
before overturning the backhoe on its side. The Committee recommended a spotter truck should be
used to accompany any employee operating a backhoe on a public street. ACWA-JPIA was
immediately contacted to report the incident and open a property/liability claim. Peter Kuchinsky,
one of ACWA's Sr. Risk Consultants contacted the District's Risk Manager to recommend using a
trailer to transport the backhoe to and from work sites for safety purposes. Management will
consider the recommendation from ACWA's Sr. Risk Consultant.
Staff coordinated with the Department of Homeland Security's U.S. Immigration and Customs
Enforcement Department to provide I-9 training on-site on October 21, 2010 for the HR department
and other ACWA HR members. In addition, staff coordinated the District's Annual Health Benefits
Fair, and two (2) Employee Assistance Program (EAP) sessions as part of the District's Wellness
program: Preventing Burnout (10-13-2010) and Managing Money in Tough Times (11-17-2010).
The Risk Management Section submitted a claim against AT&T on the District's behalf related to
property damage to one of the District's sewer pipes. On October 6, 2010, the District's sewer crew
was inspecting a section of sewer line with the sewer camera when the crew detected on film what
looked like a cracked section of sewer pipe. The crew then coordinated the excavation of the
surrounding area and after exposing the area discovered that AT&T had bored into the top section
of the clay sewer pipe. The Sewer crew photographed the sewer pipe before and after the
excavation confirming the pipe was damaged by AT&T. AT&T's Risk Management department has
commenced their own investigation and is in contact with District staff. Staff also processed two (2)
reportable workers compensation claims.
On a final note, the Human Resources Section commenced and completed the internal/external
recruitment for the Engineering Secretary position after the District's current Engineering Secretary
notified the District of her intent to retire in late December. Staff processed 84 applications and will
schedule a testing date within the next three (3) weeks.
ATTACHMENTS:
HR DEPARTMENT ACTIVITY -2010-2011.doc HR DEPARTMENT ACTIVITY 2010-2011 Backup Material
Updated: November 8, 2010
HR DEPARTMENT ACTIVITY
2010/2011
POLICIES AND PROCEDURES
POLICIES ACTIVITY STATUS
Development and Maintenance of Management reviewed
Safety Procedures Draft policy.
Driver Record Review Policy None.
Drug and Alcohol Policy LCW Law firm revising
District's policy.
Emergency/Fire Evacuation Draft Policy reviewed
Procedures by Dept Managers.
Emergency Leave Policy Policy BOD approved
and implemented-
10/27/2009.
Employee Performance Evaluation Draft policy to be
Procedure presented to BU for
review and approval.
Employee's Responsibility for Management reviewed
Maintenance of District Vehicles Draft policy.
Employee Time-Off Request Policy Draft policy to be
presented to BU for
review.
Facilities Use Policy General Manager to
review Draft policy.
Family Medical Leave Act Policy Policy BOD approved
and implemented-
5/27/2010.
Harassment/Discrimination/Retaliation Policy approved and
Prevention Policy implemented-
12/22/2009.
Hiring/Separation Procedures HR Mgr to review
policy.
Jackhammer Operations Policy approved and
implemented-
10/14/2009.
POLICIES AND PROCEDURES CONTINUED
POLICIES ACTIVITY STATUS
Personal Appearance of Employee Policy approved and
implemented-
3/27/2009.
Risk Management Admin Policy HR Mgr to review Draft
policy.
Risk Management Claims Policy Policy BOD approved
and implemented-
3/26/2009.
Safety Boot Allowance Draft policy presented
to BU during Meet and
Confer.
Safety Guidelines for Uniform Shorts Policy approved and
implemented-
2/10/2010
USA Dig Alert System Policy Policy approved and
implemented-
10/28/2009.
Warehouse/Yard Inventory Policy and IT developed and HR
Procedure staff finalized and
distributed policy-
1/12/2009.
2
TRAINING - ON SITE/OFF SITE
DATE VENDOR CLASS TITLE
5-19-2010 Pacific Safety Certified Occupational Safety Specialist
Council
5-26-2010 Pacific Safety Certified Occupational Safety Specialist
Council
6-2-2010 Pacific Safety Certified Occupational Safety Specialist
Council
6-15-2010 Pacific Safety CPR/First Aid Training
Council
6-17-2010 Pacific Safety CPR/First Aid Training
Council
6-23-2010 Annual Hearing Testing
6-29-2010 Pacific Safety Heat Illness Training
Council
7-15-2010 Pacific Safety CPR/First Aid Training
Council
7-29-2010 Public Agency Manage Claims Effectively
Risk Risk Financing
Management Risk Transfer, Contracts and Certificates of
Association Insurance
8-10 & 11, ACWA/JPIA ACWA/JPIA's Professional Development
2010 Conference Program
10/7/2010 Pacific Safety Forklift Training Certification Program
Council
10/7/2010 Public One-day mini conference
Employees
Labor Relations
Association -
California
10-21-2010 Dept Homeland 1-9 Training
Security/ICE
3
CURRENT RECRUITMENTS
MONTH POSITION APPLICATIONS
PROCESSED
FEB/MAR/APR Maintenance Dist. Op II 4
Sr. Accountant 45
JUNE Maintenance Dist. Op III 3
JULY GIS Technician, Part Time 1
AUG Maintenance Dist. Op II 4
OCTOBER Engineering Secretary 84
4
CURRENT RISK MANAGEMENT/TORT CLAIM ACTIVITY
DATE OF NATURE OF RISK MGMNT ACTION TAKEN
ISSUE/CLAIM RELATED ISSUE/CLAIM
REC' D
APR Rec'd claim from A. Lesko re: Claims adjuster -
Damage to Vallecito Lane due damages to private road
to Ohio and Villa Terrace H2O were pre-existing.
leak Rejecting claim unless
they want the $3500
originally offered by
YLWD.
APR Rec'd claim from N. McCauley To be discussed at next
re: mud entering garage due to Pers/Risk Management
neighbor's H2O leak Committee meeting.
MAY Rec'd claim from V. Valardi re Claim settled in August
flooding of her properties from 15K to approx. 4K.
MAY Rec'd claim from David Ip re: To be discussed at next
water line damage at meter Pers/Risk Management
Committee meeting.
AUG Sent out claim form: Service No claim rec'd as of this
Repair-landscape damages and date.
plumbing fees.
OCT Received reimbursement from Payment of $70,044.56
ACWA/JPIA for Ohio/Villa received.
Terrace incident
NOV Knight submitted claim against
AT&T on District's behalf -
broken sewer pipe.
5
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
3-2010 N/A N/A
4-2010 DOG BITE Closed YES
6-2010 HEAD INJURY Closed YES
7-2010 LEG INJURY Closed YES
8-2010 BEE STING Closed YES
9-9-2010 BROKEN TOE Closed YES
9/21/2010 CONTUSIONS TO Closed YES
HAND AND ANKLE
9/29/2010 ANT BITES Closed YES
10/4/2010 LACERATION - TOP Closed YES
OF HEAD
10/28/2010 THUMB CUT- Open YES
STITCHES REQ'D.
6
DISTRICT EMPLOYEE ACTIVITIES/FUNCTIONS
MONTH ACTIVITY/FUNCTION DEPARTMENT
6-30-2010 Employee Recognition
Committee
8-3-2010 Employee Recognition
Committee
8-24-2010 Employee Recognition
Committee
9-1-2010 HOT TAP DEMO/Horseshoe Employee Recognition
Competition and Luncheon Committee
9-21-2010 Employee Recognition
Committee
10-5-2010 Employee Recognition
Committee
10-27-2010 Health & Benefits Fair Human Resources
& Flu Shots
DISTRICT SAFETY AND WELLNESS ACTIVITIES/FUNCTIONS
MONTH ACTIVITY/FUNCTION DEPARTMENT
6-28-2010 Safety-Wellness Committee HR/SAFETY
7-28-2010 Safety-Wellness Committee HR/SAFETY
7-2010 First Aid Back Packs Delivered HR/SAFETY
7-2010 First Aid Backpack Supplies HR/SAFETY
Delivered
8-24-2010 AED's Delivered HR/SAFETY
8-25-2010 Safety-Wellness Committee HR/SAFETY
9-15/2010 Employee Assistant Program HR
(EAP) Eating Right for Life
9-16-2010 Safety and Wellness Committee HR/SAFETY
9-29-2010 Safety and Wellness Committee HR/SAFETY
9-29-2010 Employee Assistance Program HR
(EAP) Sleep 101
10-6-2010 Employee Assistant Program HR
(EAP) Dealing w/Difficult People
10-13-2010 Employee Assistance Program HR
(EAP) Preventing Burnout
11-17-2010 Employee Assistance Program HR
(EAP) Managing Money in
Tough Times
s
ITEM NO. 2.2
AGENDA REPORT
Meeting Date: November 17, 2010 Budgeted: Yes
To: Personnel-Risk Management
Committee
Funding Source: All Funds
From: Ken Vecchiarelli, General Manager
Presented By: Gina Knight, Human Resources Dept: Human Resources/Risk
Manager Management
Reviewed by Legal: N/A
Prepared By: Gina Knight, Human Resources CEQA Compliance: N/A
Manager
Subject: Status of Recruitments and Authorized/Budgeted Positions
SUMMARY:
The attached spreadsheet is updated monthly and presented to the Personnel-Risk Management Committee
for discussion.
DISCUSSION:
The Authorized Positions spreadsheet is updated monthly to show the status of the District's current
recruitment activity. Also identified in the spreadsheet is the current fiscal year's authorized and budgeted
positions as well as most recent vacancies awaiting action. Items shown in red identify the most recent
activity such as employment offers pending or applications being processed as well as any revisions or
update since the last report.
Since the last report, the Human Resources Section commenced and completed the Engineering Secretary
recruitment which was conducted due to a long term employee giving notice of intent to retire on December
27, 2010. Within the last six (6) months the District has received three (3) notices of intent to retire from long
term employees. Staff is currently preparing for the recruitment of two (2) Maintenance Worker I positions to
underfill two (2) vacant Maintenance Distribution Operator II positions.
Over the last three (3) years the District has experienced the loss of key personnel due to nine (9)
retirements of long term employees. To ensure leadership continuity for all key positions within the District,
staff began collecting and assessing employee data to identify retirement eligibility of key personnel as well
as the required skill sets and knowledge required for each key position. Additional development of activities
and programs focused on enhancing the skills of current personnel will build the District's talent pool in
preparation of future retirements and/or resignations. The Human Resources Department is in the initial
stage of developing a succession plan.
ATTACHMENTS:
Na c: UP-SC iptivtc I Vie;;
Authorized Positions 11092010.xls Authorized Positions 11092010 Backup Material
As of November 9, 2010
FY 2010-2011 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 Recruitment conducted due to long term
employee giving notice of intent to retire on
12-27-2010. Recruitment opened on 10-11-
2010 and closed on 10-29-2010.
Maintenance Worker 1 8 8 8 New recruitment for two (2) Maintenance
Worker I positions - to under fill (2) Maint.
Distribution Operator 11 positions.
Mechanic I 0 0 0
Operations Secretary 0 0 0
18 Meter Reader 11 2 2 2
19 Customer Service Representative 111 2 2 2
Operations Assistant 1 1 1
Storekeeper 1 1 1
20 Engineering Technician 1 0 0 0
Maintenance Distribution Operator 11 8 7 5 Two (2) vacancies exist due to both an
internal promotion and a resignation.
Recruitment opens 11-12-2010 and closes
11-29-2010 to under f11 with Maint. Worker I
positions. 1 vacant position is non-funded
f/FY 10-11.
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. 1 vacant position is
non-funded f/FY 10-11.
Facilities Maintenance 1 1 1
Mechanic 11 1 1 1
22 Information Systems Technician 1 1 1 1
Water Quality Technician 11 1 0 0 Under filled with (1) WQT 1.
23 Maintenance Distribution Operator 111 5 4 4 1 Vacant position is non-funded f/FY 10-11.
Meter Services Representative 1 1 1
Mechanic 111 1 1 1
Personnel Technician 1 1 1
Plant Operator 11 4 3 3 1 vacant position is non-funded f/FY 10-11.
As of November 9, 2010
FY 2010-2011 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 0.5 0.5 0.5
Info Systems Tech II/Programmer 1 1 1
25 Assistant Administrator I 0 0 0
Executive Secretary 1 1 1
Human Resources Analyst 1 1 1
Instrumentation Technician 1 1 1
Sr. Accountant 1 1 1
26 GIS Administrator 1 1 1
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 Officer 1 1 1
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 and Risk Manager 1 1 1
37 Engineering Manager 1 1 1
Finance Director 1 1 1
Information Technology Director 1 0 0 Vacant position is non-funded f/FY 10-11.
Operations Manager 1 1 1
38
39
40 Assistant General Manager 1 1 1
General Manager 1 1 1
Total 81.5 76.5 74.5